Creating Exam or Other Orders

You can add create exam-only orders or add items such as exam fees, frames, accessories, gift cards, repair charges, and shipping fees to another order.

  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.

Creating an Exam-Only Order or Adding an Exam to Another Order

  1. On the left side of the Demographics screen, perform one of the following steps:
    • To create an exam-only order, click Exams.
      If this option is not available, check Daily Closing to see if your office has multiple days open. For more information, see Daily Closing.
    • To add an exam to a pending order, click Material Orders, locate the pending order to which you want to add the exam and then select Price from the Actions drop-down list.
  2. Click + Exam.
  3. If your practice has on-the-fly benefit calculations enabled for exam-only orders, select an insurance plan. Only those plans with exam authorizations appear. A green icon next to Exam indicates that the patient has a valid authorization. To create the order without insurance, locate Non-Insurance/Private Pay and click + Non-Insurance Order.

    If your practice does not have on-the-fly benefit calculations enabled, proceed to step 3.

    For information on setting up the on-the-fly benefit calculations feature, see Setting Up On-The-Fly Benefit Calculations for Exams.
  4. Select a Provider.
  5. Under Diagnosis Codes, search for and select a relevant code in field A. Additional fields (B, C, D, etc.) display as you add diagnosis codes so you can record up to 12 codes.

    If your practice has on-the-fly benefit calculations enabled for exam-only orders, the Estimated Charges area displays the estimated insurance and patient charges as you add items to the exam. Click the See detailed breakdown link to view the charges for each item. For VSP orders, click Update VSP Estimates to perform a VSP patient out-of-pocket calculation.

    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.
  6. Under Procedure Codes, select Procedure Codes, up to four Diagnosis Codes, and up to four Modifier Codes for the Exam, Fitting Fee, and Procedure.
  7. To add additional procedures, click + Procedure.

    You can select the same Procedure more than once.

  8. Select a PQRS code.

    You can assign one Modifier Code to the PQRS code.

  9. To add additional PQRS codes, click + PQRS.
  10. 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.

  11. Under Patient Condition(s) 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.

  12. Click Save.
  13. Price and Invoice the order.

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.