Eyefinity Practice Management 10.31 Release Notes

Release Date: March 31, 2021

Eyefinity announces the newest version of Eyefinity Practice Management. This updated version improves upon your system's robust attributes and offers new features and expanded functionality.

This section includes:

Front Office Enhancements

Eyefinity Practice Management 10.31 Front Office includes enhancements to the following areas:

Pending Eyefinity EHR Exams

Material Orders, Demographics, and the patient Overview have been updated to help ensure that you are aware when a patient has a pending Eyefinity EHR exam, and that these exams are included on orders and priced so they can be invoiced.

To watch a video on how to use these enhancements, see Exam Charges from EHR [video].

Only practices that have Eyefinity EHR integrated with Eyefinity Practice Management will see these enhancements.

Pending Eyefinity EHR Exams Added to Orders Automatically

When you create a new eyeglass or contact lens order, or edit an existing non-invoiced order, and the patient has one or more pending Eyefinity EHR exams, the most recent Eyefinity EHR exam is now automatically added to the order when you click Continue to Pricing, if the order does not already include an exam. A message displays at the top of the Current Pricing screen, notifying you that the exam has been added. If the order cannot be added due to issues with the exam, such as missing information, a message displays with a link to open the exam for editing.

You can delete an Eyefinity EHR exam from an order when it has been added automatically, if you have the Delete Exam from Order security permission (see New Provider and Staff Security Permission Settings, below). The exam remains in the system and will be available to use on a different order.

Only exams imported from Eyefinity EHR after the date of this release will be added to orders automatically. For exams imported prior to the release date, we recommend you review the Patient Open EEHR Exams Report and create the exam orders manually.

Links to Exam and Current Pricing in Demographics and Overview Screens

When a patient has a pending Eyefinity EHR exam, links now display on the Demographics and Overview screens to notify you that the exam is waiting and enable you to perform the following:

These links display when the patient has a pending Eyefinity EEHR exam that was imported at any time in the past. You may have old pending exams in your system that will cause the links to display. To prevent confusion, we recommend you generate the Patient Open EEHR Exams Report and delete or invoice any old pending Eyefinity EHR exams, as necessary.

Billing Individual Eyefinity EHR Exam Services Separately

When an Eyefinity EHR exam with multiple services has been added to an order, you can now remove individual service line items from the order prior to invoicing so you can bill them separately. Use this feature, for example, when there are uncovered services on an exam. When you remove a service from an order, it continues to be listed in the Pending Eyefinity EHR Exams list in the Exams screen and can be added to a new order. To remove a service from an order, click the Delete icon for the line item in the Current Pricing screen.

Only providers and staff with the Delete Exam from Order security permission can delete exam items from orders. See New Provider and Staff Security Permission Settings, below, for more information.

The Patient Open EEHR Exams Report has also been enhanced to list the individual procedure codes included on Eyefinity EHR exams that are currently pending. If an exam is invoiced, but an individual service associated with the exam is removed from the order, that service will continue to be shown on the report, helping you to pick it up for billing later. We recommend you review this report at the end of each week, to ensure that all services have been invoiced.

Changes to Editing Pending Eyefinity EHR Exams

The system has been updated to allow only providers and staff members with the Edit Exam security permission selected in Administration to edit pending Eyefinity EHR exams.

If you do not have this security permission, the Edit Exam screen opens in "read-only" mode. Click the Edit Exam link in the yellow banner at the top of the screen to allow a user with permission to enter their credentials and provide temporary access. See New Provider and Staff Security Permission Settings under Administration Enhancements for more information.

Search/Add Patient

To help prevent duplicate patient records, changes have been made to the Search Patients, Add Patient, and Add Appointment screens, as follows:

  • The system now requires you to search for existing records before adding a new patient. The + Patient button is disabled until you have performed a search and no match is found.
  • The Search Patients screen has been renamed Search/Add Patient and the Add Patient option has been removed from the Front Office home screen and the Patients drop-down menu.
  • A message displays if the system finds a possible match with the first and last names transposed.
  • You can now enter a ZIP Code when searching for patients, to help refine the search results.

For more information, see Adding a New Patient and Adding New Appointments in Day and Week View.

Add Responsible Party and Add Dependent

The functionality changes listed under Search/Add Patient have also been made to Add Responsible Party and Add Dependent. The system now requires you to search for existing records before adding a new responsible party or dependent.

For more information, see Adding Insurance Relationships and Recording Responsible Party Information.

VSP Eyeglass Orders

The following changes have been made to VSP eyeglass ordering to prevent orders and claims from going on hold:

  • When creating VSP eyeglass orders, you are now prompted to activate the miscellaneous extra Technical AddOn A (V2799) when you select a lens style that requires it, but it is not set up and priced in your system. Previously, the system would allow you to proceed with the order, but the claim would go on hold because the code V2799 was missing.
  • The Choose Lenses screen no longer allows you to select an additional AR coating on VSP orders when you have selected a lens that includes an inherent AR coating.

Administration Enhancement

Eyefinity Practice Management 10.31 Administration includes an enhancement to the following area:

New Provider and Staff Security Permission Settings

Two new security permissions have been added to Provider Setup and Staff Setup. These new security settings are selected by default for all of your providers and staff members. We recommend reviewing the security settings for all your providers and staff members and adjusting them, as appropriate. For instructions, see Setting Up Provider Security Settings and Setting Up Staff Security Settings.

  • Delete Exam from Order - enables the provider or staff member to delete an exam line item from an order in the Current Pricing screen.
  • Delete Pending EEHR Exam - enables the provider or staff member to delete an exam from the Pending Eyefinity EHR Exams list in the Exams screen.
  • Edit Exam - enables the provider or staff member to edit an exam in the Edit Exam screen.
If a provider or staff member does not have the security permission for a particular action, an Override window displays when they attempt to perform the action. Another user with permission can to enter their username and password in the Override window and allow temporary access.

Fixed Issues

Front Office

  • An error no longer occurs when you click Continue to Pricing when remaking an order.
  • A message now displays to explain when a patient statement cannot be generated because the patient has a bad address.
  • Backside UV coating is now automatically added to non-VSP orders when required. Previously, a message would display indicating that the coating was being added to the order, when it was not, and the order would fail.
  • The Hard Contact Lens Summary report no longer prints blank pages.

Claims Management

  • When transferring unpaid balances to a secondary carrier for an ERA claim, the transmission type options for submitting the secondary EDI claim now display correctly in the drop-down list. Previously, "undefined" appeared in the drop-down list.