Creating a Contact Lens 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 Contact Lens Order.
    • Click Contact Lens Order.
  2. Select a contact lens authorization, or click + Non-Insurance Order to proceed without using insurance. If the plan you need is not shown, check to make sure it has valid authorizations. If the plan has shared allowances configured, the available allowance amount is shown.

    A green icon next to Contact indicates that the patient has a valid contact lens authorization.

    • 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. Click a prescription in the Choose an Rx list.

    The prescription information panel opens.

    If you're going to order the lenses from your supplier through the contact lens ordering integration, check that they're listed in the Supplier field for both lenses. If the supplier information is missing, you'll need to add it to the prescription before creating the patient order.

  4. Enter the Quantity of each lens that you want to order. This field defaults as follows:
    • If the provider specified a quantity on the prescription (including prescriptions imported from Eyefinity EHR), that quantity is displayed.
    • If no quantity was specified on the prescription, the field defaults to the year's supply quantity set by your administrator.
    • If no quantity was specified on the prescription or set by your administrator, the field defaults to 1.

    You can change the quantity, as necessary. The Estimated Charges information on the right side of the screen changes to show the estimated insurance and patient charges. Click the View Details link to open the Charges Breakdown for each item on the order.

  5. For VSP plans and non-VSP insurance plans with calculations enabled, you can click Update Insurance Estimates 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.

  6. To print the prescription, click Print Rx.
  7. Click + Add to Order.
  8. Under Order Information, perform the following steps:
    1. Select the necessary Parts to Supply check boxes to indicate which items are to be provided by the contact lens supplier. These checkboxes are available only if a supplier was specified on the prescription.
    2. Select the supply source from the Supplied By drop-down list.
      • Contact Lens Supplier (Auto)—Select to order the lenses from your supplier through the contact lens ordering integration.
      • Contact Lens Supplier (Manual)—Select if you need to order the lenses manually from the supplier and not through the contact lens ordering integration. Selecting this option does not create a stock order.
      • Inventory—Select if you will be supplying the lenses from your inventory. If you need to replenish your inventory, make sure you selected the appropriate Parts to Supply check boxes in step a. If you do not need replenishment, leave the check boxes deselected.

      • Vendor/Warehouse—Select for hard contact lens orders.

    3. Click the link to Add Instructions, if necessary.
    4. Select the Dispensing Status.
    5. Click the link to Add Dispensing Notes, if necessary.
  9. Under Shipping Information, select the Ship To location and Address.

    If you select This Office for the Ship To location, the following Stock Order Types are used in Inventory, based on the selection you made in the Supplied By drop-down list:

    • If you selected Supplied By Contact Lens Supplier (Auto), the Stock Order Type is set to Patient Order (Auto).
    • If you selected Supplied By Inventory, the Stock Order Type is set to Replenish (Auto).
    • If you selected Supplied By Contact Lens Supplier (Manual), no stock order is recorded.
  10. Review the remaining lens and pricing information for the order, and click Change to edit, if necessary.
  11. To print the order summary, click Print Summary.
  12. Perform one of the following steps:
    • Click Save For Later to save the order without completing it and return to the 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.

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