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Creating Exam or Other Orders

You can add additional items to an order, such as exam fees, frames, accessories, gift cards, repair charges, and shipping fees.

  1. On the left side of the Demographics screen, click Material Orders.

    The Material Orders screen opens. To return to the Demographics screen at any time while in Material Orders, click the patient’s name link at the top of the screen.

  2. Click + Exam/Misc. Order.

The following procedures explain how to add individual items to an order.

Adding an Exam to an Order

  1. On the left side of the Demographics screen, perform one of the following steps:
    • Click Material Orders, and then click + Exam/Misc. Order.
    • Click Exams.
  2. Click + Exam.
  3. Select a Provider.
  4. Under Diagnosis Codes, select up to twelve codes.
    If you have Eyefinity EHR integrated with Eyefinity Practice Management, you can click + Exam From Eyefinity EHR to bring over diagnosis codes, procedure codes, PQRS codes, and modifier codes from the Exam record in Eyefinity EHR.
  5. Under Procedure Codes, select Procedure Codes, up to four Diagnosis Codes, and up to four Modifier Codes for the Exam, Fitting Fee, and Procedure.
  6. To add additional procedures, click + Procedure.

    You can select the same Procedure more than once.

  7. Select a PQRS code.

    You can assign one Modifier Code to the PQRS code.

  8. To add additional PQRS codes, click + PQRS.
  9. Review the Exam Memo for important information.

    If this exam was imported from Eyefinity EHR, recommended plans to bill for specific CPT code line items appear in the Exam Memo.

  10. Under VSP Eye Health Management and Other Medical Conditions, indicate any medical conditions present in the patient.

    The system automatically selects the check boxes for Diabetes, Diabetic Retinopathy, High Cholesterol, Hypertension, Glaucoma, and ARMD based on the diagnosis codes you selected above.

    This information is automatically sent to VSP to ensure additional reimbursement for these conditions.

  11. Click Save.

Adding a Stand-Alone Frame to an Order

You can add a stand-alone frame when you are creating an order for non-prescription glasses such as plano sunglasses.

  1. On the left side of the Demographics screen, click Material Orders.
  2. Click + Exam/Misc. Order.
  3. Click + Frame.
  4. Enter the manufacturer, collection, model number, color, eye size, and/or UPC for the frame you want to locate.

    Entering more frame information provides more precise results.

  5. Click Search.
  6. Select a frame from the list.

    If the frame has not already been priced for your practice, the Frame Price window opens. Complete these steps:

    1. Record a Retail Price for the frame.
    2. Click Save.

    If the frame you need is not listed, click +Custom Frame to create it. For more information, go to Setting Up Custom Frames.

  7. Click Add To Order.

Adding an Accessory to an Order

  1. On the left side of the Demographics screen, click Material Orders.
  2. Click + Exam/Misc. Order.
  3. Click + Accessory.
  4. Select the Item #.
  5. Record the Quantity and Price.
  6. Click Add To Order.

Adding a Gift Card to an Order

  1. On the left side of the Demographics screen, click Material Orders.
  2. Click + Exam/Misc. Order.
  3. Click + Gift Card.
  4. Record the Card Number, Amount, and Quantity.
  5. Click Add Gift Card.

Adding Repair Charges to an Order

  1. On the left side of the Demographics screen, click Material Orders.
  2. Click + Exam/Misc. Order.
  3. Click Repair Charges.
  4. Select the Item # for the repair item.
  5. Record the Quantity and Price.
  6. Click Add To Order.

Adding Shipping Fees to an Order

  1. On the left side of the Demographics screen, click Material Orders.
  2. Click + Exam/Misc. Order.
  3. Click + Shipping Fee.
  4. Select a Shipping Method.
  5. Click Add To Order.

Adding Miscellaneous Fees to an Order

  1. On the left side of the Demographics screen, click Material Orders.
  2. Click + Exam/Misc. Order.
  3. Click + Misc. Fee.
  4. Select a miscellaneous fee.
  5. Click Add To Order.

Looking up Diagnosis and PQRS Codes

You can look up the diagnosis and PQRS codes associated with the order.

  1. On the left side of the Demographics screen, click Material Orders.
  2. Click + Exam/Misc. Order.
  3. Click Diag/PQRS Codes.