Understanding the OfficeMate–Encompass Workflow

Encompass works with OfficeMate to create a seamless patient workflow.

Information is passed securely from OfficeMate, which may be hosted locally or on a remote server, to Encompass in the cloud, and back to OfficeMate.

This topic includes:

• OfficeMate Functions
• Encompass Functions
• Suggested Workflow

OfficeMate Functions

Use OfficeMate practice management software to maintain any information that is collected outside of the exam room. Examples of information that you will enter and edit in OfficeMate that are shared with Encompass include:

• Patient Demographics: Names, addresses, phone numbers, and other demographic data

  When you add a new patient in OfficeMate, the patient profile data and insurance information are sent to Encompass.

  When you merge patient records in OfficeMate, the “current” Encompass is updated, and the “retired” record no longer appears in searches.

• Insurance: Carriers and plans, authorization, and eligibility
• Schedule: Appointments and confirmations

  OfficeMate sends each day's schedule to Encompass. The patient names, service types, doctors, and appointment times are displayed in the Encompass Quick List.

  Updates to the schedule made in OfficeMate are sent to Encompass, including new and changed appointments.

• Recalls: Recalls based on last visit, diagnosis, and interests
• Billing: Fee slips, insurance claims, and patient and insurance payments

Encompass Functions

Use Encompass to maintain any information that is gathered within the exam room. Examples of information that you record and edit in Encompass that are shared with OfficeMate include:

• Diagnoses: ICD codes Codes for the International Statistical Classification of Diseases. A standardized set of codes gives to every diagnosis, description of symptoms and cause of death attributed to human beings. ICD-10 is the current standard in the United States.
• Procedures: CPT codes Current Procedural Terminology. The numeric codes that are submitted to insurers for payment. Every billable procedure has its own individual CPT code.
• Contact Lens and Eyeglass Prescriptions Lenses: Measurements and lens products
• Prescription Notes

Suggested Workflow

Encompass and OfficeMate exchange specific pieces of information to ensure the patient workflow is a seamless experience. The following workflow represents a typical patient visit.

 

Stage	This person . . .	Performs this task . . .	In this application . . .
1.	Front desk	Record the patient’s demographics	OfficeMate
2.	Front desk	Record the patient’s insurance	OfficeMate
3.	Front desk	Schedule the appointment	OfficeMate
4.	Doctor/technician	Perform vision and ocular and exams	Encompass
5.	Doctor	Send prescriptions and charges, and finalize the visit	Encompass
6.	Optician	Eyewear/contact lens order	OfficeMate
7.	Front desk	Check out/fee slip	OfficeMate
8.	Back office	Billing	OfficeMate
9.	Back office	Recall	OfficeMate