Creating a Complete Eyeglass Order

  1. On the left side of the Demographics screen, perform one of the following steps:
    • Click Material Orders and then, under Create an Order, click Add Eyeglass Order.
    • Click Eyeglass Order.
    If these options are unavailable, go to Administration and check the status of your Frames Data subscription integration.
  2. Select an insurance plan. If the plan you need is not shown, check to make sure it has valid authorizations. Green icons next to Frame and Lens indicate that the patient has valid authorizations. If the plan has shared allowances configured, the available allowance amount is shown.
    • For VSP insurance, locate the plan and click + VSP Order.
    • For non-VSP insurance, locate the plan, select the Lab Submission method, and then click + {Insurance Name} Order.
    • To create the order without insurance, locate Non-Insurance/Private Pay, select the Lab Submission method, and then click + Non-Insurance Order.
    • Electronic lab submission means that the system will transmit the order directly to the lab upon invoicing. Manual lab submission means you will be processing the lab order outside the system, To prevent duplicate orders, select Manual for insurance plans that require you to submit orders on their websites, such as EyeMed or Medicaid.
    • A message displays if a plan's authorization is missing required information. Click the Update Info link in the message to go to the Eligibility/Authorization screen and edit the authorization to add the missing information.
  3. In the Choose Order Type screen, click Complete Eyeglass.
  4. Click a prescription in the Choose Rx list.
    • To convert a multi-focal prescription to a single-vision prescription, click the Convert Rx link.
    • To print the prescription before selecting it, click the Print icon.

    The Build Order screen opens. The prescription information appears in the Rx panel on the right side of the screen.

  5. Click Add Frame and follow the steps in Adding a Frame to an Eyeglass Order

    As you add items to the order, the Estimated Charges area displays the estimated insurance and patient charges.

    • For VSP plans and non-VSP insurance plans with calculations enabled, click Update Insurance Estimate to perform a patient out-of-pocket calculation.
    • For manual insurance plans, the charges shown are the retail prices and the Update Insurance Estimate button does not display. Make calculations from the pricing screen when you complete the order.
    • For all orders, click the View Details link to open the Charges Breakdown for each item on the order.
  6. Click Add Lenses and follow the steps in Adding Lenses to an Eyeglass Order.
  7. To add additional features, instructions, or fees to the eyeglasses:
    1. Click Add Extras.
    2. Select all the extras you want to add.
    3. Click Add to Order.

      For VSP orders, only VSP-eligible extras are available.

  8. Click Add Lab and select a lab. If you don't see the lab you need, check to make sure it is set up and activated in Administration.

    Labs that are available to select are determined by whether the order is a VSP or non-VSP order.

    • To ensure that only VSP-eligible labs can be selected for VSP orders, and to prevent claims from being placed on hold, be sure your labs are set up properly in Administration. For more information, go to Setting Up Labs.

    • For non-VSP orders, only labs with the eLab logo are sent electronically. You must submit orders to the other labs manually.

    • If you selected the Finishing - In Office check box when adding lenses, the system automatically sets IOF Program as the lab for VSP orders and On Site as the lab for non-VSP orders.

    The Build Order screen displays green check marks to indicate that all parts of the order have been added and the Estimated Charges area shows the total estimated charges for the entire order. Click See detailed breakdown to see the quantity, retail price, insurance amount, and patient amount for each item on the order.

  9. Click Continue to Summary.
  10. Under Shipping Information, select the Ship To location and Address.
  11. Under Order Information, perform the following steps:
    1. Select the Resource. This field defaults to the staff member currently logged in to Eyefinity Practice Management.
    2. Select the Dispensing Status.
    3. To record dispensing notes, click the Add Dispensing Notes link.
  12. Review the Lab information and Submission method and click Change to edit, if necessary.
  13. Type Instructions for the lab, if needed, and make any necessary changes to the Lab To Make check boxes.
  14. Review the remaining frame, Rx, lens, and pricing information for the order and click Change to edit, if necessary.
  15. To print the order summary, click Print Summary.
  16. Perform one of the following steps:
    • Click Save Draft to save the order without completing it and return to the Material Orders window. The order appears in the Draft Orders list.

      • When an order is in Draft, any authorizations associated with it remain available for use on other orders.

    • Click Continue to Pricing to open the order in the Order Pricing window. For more information on pricing orders, go to Pricing and Adding Insurance to Orders.

Adding a Frame to an Eyeglass Order

  1. 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.
  2. Click Search.
  3. Select a frame from the list.

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

  5. Review the frame information to ensure that the correct frame is selected. Edit the Frame Measurements, if necessary. If the Edge Type is missing, select it.
  6. Select the Frame Source.
    • No lab is required for VSP frame-only orders using the Order From Vendor frame source.
  7. Click Add to Order.

    The frame is added to the order.

    If the frame is unpriced, the Frame Price window opens, prompting you record a Retail Price.

Adding Lenses to an Eyeglass Order

If you need to set up the right and left lenses differently, or order a single lens, see Ordering a Single Eyeglass Lens or Two Different Lenses.

  1. Select the Lens Type.
    Only lens types appropriate for the Rx type (single vision, multi-focal, etc.) appear in the drop-down list. If you have already selected a frame, only lenses compatible with the frame appear.
  2. Select the lens Material.
  3. Select the Finishing - In Office check box, if appropriate. For more information go to Add Lenses to an order for in-office finishing (IOF).
  4. Select a Style.
    If you selected electronic lab submission for this order, only styles eligible for electronic ordering appear in the drop-down list.

    If the style you want is not listed, you can perform the following steps to add it:

    1. Click the Add Additional Styles link.
    2. Select a Lens Description. If the lens you need is not in the Lens Description drop-down list and you will be using eLab for the order, go to Adding Non-VSP Formulary Lenses to an Order.
    3. Record a Retail Price for each lens attribute listed.

      4. Styles are priced per lens.

    4. Click Save.
  5. Select a Color.
    • if you selected electronic lab submission for this order, only colors eligible for electronic ordering appear in the drop-down list.
    • If this is a VSP order, only colors that are covered by VSP are listed.
  6. Select a Coating.
    • Only coatings for eyeglass lenses with pre-manufactured coatings appear in the drop-down list. You can add additional coatings in step 11.
    • If you selected electronic lab submission for this order, only coatings eligible for electronic ordering are listed.

    • If this is a VSP order, only those coatings that are covered by VSP are listed.

  7. Select whether the lens should be Uncut.
    For non-VSP electronic orders using eLab, selecting the Uncut check box automatically sends information to the lab that no frame will be sent to them. You should still select Doctor Supplied (Store Enclosed) as the Frame Source when you add the frame.
  8. If you are setting up right and left lenses differently, select whether each lens is Slab-Off and Balanced.
  9. Record the Pupillary Distance measurements for each eye in the Distant text boxes.

    The Near pupillary distance is automatically calculated based on your entry but can be modified, as needed.

  10. Record the lens Measurements.
  11. Select any Lens Treatments. You can select coatings to include in addition to the manufacturer’s coating. To add more than two coatings, click + Add More Coatings.

    • If you selected electronic lab submission for this order, only lens treatments eligible for electronic ordering appear in the drop-down lists.

    • If this is a VSP order, only those treatments that are covered by VSP are listed.
  12. Click Add to Order.

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