Creating an Exam
In AcuityLogic modules, exams are identified by item numbers that match their CPT and HCPCS codes. You can map exams to specific vendors for later related orders. You can also price exams individually. Depending on your company structure, these associations can be customized by state, country, or subsidiary.
- You can export exam details by company price lists to Excel. See Exporting Exam Details.
- For multitenant environments, the following setup can be performed only by administrators of the parent company. Setup and updates for individual companies can be performed after the initial setup is completed. See Setting Up Other Product Items for Individual Companies.
To create an exam
- In AcuityLogic Admin, click Product and select Other Items.
- From the Item Type drop-down list, select Exams to display all the exams loaded in the AcuityLogic system.
- Click Create New.
- Complete the following fields:
Field Name Description Required Exam Fields
Description
The description of the exam. This is what appears on the patient’s invoice.
X
View Order
The order in which you want this attribute to appear in the drop-down list for Exam in AcuityLogic POS.
If you type the same view order number for another exam, the options appear together in alphabetical order.
If you enter 0, the option does not appear.
X
Exam Status
Classification of the exam. The options are
- Vision
- Medical
- Both
Duration in Minutes
The length of time (in minutes) for the exam.
Eyeglass Exam
If selected, designates that the exam may result in an eyeglass prescription.
Contact Lens Exam
If selected, designates that the exam may result in a contact lens prescription.
Procedure
If selected, designates that the exam is used for diagnostic tests such as corneal pachymetry, tonometry, or scanning laser ophthalmoscopy.
Update Last Exam
If selected, updates the Last Exam date on a patient's profile in AcuityLogic POS when the exam is invoiced for the patient.
Recall Item
If selected, designates that the exam is due to patient recall efforts.
If you set up workflow for letters or postcards, the Recall Item check box triggers that workflow. Additionally, patients who have the exam are included in reports that check for recalls.
Fitting Fee
If selected, designates a fitting procedure (for example, 92310) so that invoices are generated with the Item Number in the Fitting Fee box.
Check for No-Show
If selected, the system checks at the end of each day to find any appointments for the exam that still have the Scheduled status and no transactions for the patient, and automatically changes their status to No Show. Applies to exam/service types used for scheduling appointments, not for billing.
Requires that the Auto Update missed appointments as No Show check box be selected under Scheduler Fields in Company Information.
Item Fields
Item Name
The item name. This should match what you typed in the Description field.
X
Item Number
The item number. This is usually the CPT code.
X
Item Type
The type of item. Exams automatically appears.
UPC Code
This field has no functionality for exams.
X
Item Status
The status of the frame.
This field is used in reports.
Financial Group
The financial group assigned to the item. See Maintaining Financial Groups.
Default Cost
This field is not used for exams.
Active
If selected, the exam is available in AcuityLogic POS.
Allow Zero Price
If selected, users can invoice the item with no price or change the price to $0.00 when working on a customer sale.
Item Group
The group to which the frame belongs. You can use this field for purposes such as tracking, mapping, KPIs, commissions, and insurance.
Section Number
This field has no functionality for exams.
- To map the item to all your companies automatically, select the Auto Map to all Companies check box. This option is available only when you create items. If you do not select the option when you create an item or if you must update an item, map the item to individual companies from the product mapping window. See Setting Up Other Product Items for Individual Companies.
- Click Save.
- Use the Map Partners link to add partner codes as necessary.
See Adding Partner Codes for Other Items.
- Use the Pricing link to add pricing as necessary.