Eyefinity Practice Management 10.47 Release Notes

Release Date: September 24, 2024

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.

Watch the What's New video to see highlighted features in action.

• System Enhancements
• Front Office Enhancements
• Claim Management Enhancements
• Administration Enhancements
• Reporting Enhancements
• Eyefinity Patient Engagement Solutions Enhancement
• Fixed Issues
• Known Issue
• Eyefinity Practice Management 10.47.1

System Enhancements

Eyefinity Practice Management 10.47 includes the following system enhancement.

Screen Headers and Footers

We've updated the screen headers and footers in Front Office and Claim Management with new, more modern, colors and formatting. The menus and navigation have not changed.

Front Office Enhancements

Eyefinity Practice Management 10.47 Front Office includes enhancements to the following areas:

• Add Frame Modifiers to Eyeglass Orders

• Kaleyedoscope Replacement Frame Choice Update

• Update to CPT Codes for Emergency Services

• Permission Required to Edit Patient Insurance Information after Use

• Service Templates Now Available

• Eyefinity CLX Integration for Contact Lens Supplier Available

• VSP Formulary Update—New Enhanced Progressive Lenses

Add Frame Modifiers to Eyeglass Orders

If enabled by your Administrator, you can now select a Frame Modifier when adding frames to eyeglass orders. Modifiers you select are automatically entered in Box 24d on the claim and are transmitted with claims submitted electronically. Including the correct frame modifier codes on orders can prevent claim denials and delays. This new feature also makes it easier to indicate when you are adding a frame that is medically necessary, when allowed by the patient's plan.

To select a frame modifier when adding a frame to an order:

1. In the Choose Frame screen, search for and select the frame you want to add.

2. In the frame information panel, next to Frame Modifier, click Add Modifier.

   

   The Frame Modifier window opens.

3. Select the modifier you want to add from the drop-down menu.

   

4. Click Save.

   The modifier is added to the frame information for the order.

As previously, you can also add and change frame modifiers in the Pricing screen, as described in Adding Modifier Codes and Dispensing Fees to Orders During Pricing.

Kaleyedoscope Replacement Frame Choice Update

If your practice participates in the KaleyedoscopeSM frame inventory management program, and you have the KaleyedoscopeSM integration enabled, your Eyefinity Practice Management system automatically accesses frame information from KaleyedoscopeSM when you create eyeglass orders. We've updated the integration to offer you a choice from up to three frames to replace your board sample when you select Doctor Supplied as the Frame Source.

We've also updated the Add Lab screen to indicate which labs offer free shipping for Kaleyedoscope orders.

See Creating Orders Using the KaleyedoscopeSM Integration for more information.

Update to CPT Codes for Emergency Services

We've made a change to the CPT codes for emergency services to prevent errors due to having multiple exam codes on the same order. Emergency services are now set up as procedure-type codes only. Previously, these codes were set up as both procedure-type and exam-type codes.

Permission Required to Edit Patient Insurance Information after Use

A new security permission has been added to limit access to editing insurance information once it has been used on invoiced orders or claims. This reduces the risk of information changing prior to claim resolution.
If you do not have the security permission, a message displays at the top of the Edit Insurance window, indicating the insurance has been used and cannot be edited. You can click the Edit Subscriber Information link in the message to open the Temporary Override window. A user with permission can the enter their username and password and allow you temporary access to edit the insurance.

Service Templates Now Available

Service Templates (aka Scheduler Templates) are now available. Service Templates structure your appointment calendar so appointments are created based on availability and provider preferences; with service templates you recommend or restrict which services can be scheduled at any point in a day. For example, you can designate the days and times when a provider sees only new patients.

For more information see Understanding Service Templates and Setting Up Service Templates in Front Office.

Eyefinity CLX Integration for Contact Lens Supplier Available

Eyefinity has partnered with CLX to offer a new contact lens supplier integration. If using CLX and your administrator has set up the integration, you can now select CLX when creating a contact lens order.

For more information, see Creating Contact Lens Orders Using an Integration.

VSP Formulary Update—New Enhanced Progressive Lenses

Starting September 11, 2024, VSP will introduce reimbursement for two new enhanced progressive lens styles:

• UNITY Via Elite VR

• Varilux XR Track Technology

If your practice would like to offer these lens styles, you first need to set them up. See Setup for New Enhanced Progressive Lenses for instructions.

Important things to know when ordering these lenses:

• These lenses require you to take special measurements and obtain a measurement code. Enter the code in the Lab Instructions field on the order summary screen so that the lab can correctly process the lenses. A message displays when you add the lenses to the order, reminding you to enter the code.

  

• The Technical Add On fee is also required and will be added to the order automatically.

Claim Management Enhancements

Eyefinity Practice Management 10.47 Claim Management includes enhancements to the following areas:

• CMS 1500 Form Box Numbers in Claim Search

CMS 1500 Form Box Numbers in Claim Search

The Claim Search screen now displays CMS 1500 Form box numbers that are applicable to the search fields. We've also changed the name of the Doctor and Doctor NPI fields to Rendering Provider and Rendering Provider NPI. These updates make it easier to understand what claim information is available for searching.

Administration Enhancements

Eyefinity Practice Management 10.47 Administration includes enhancements to the following areas:

• Set Ability to Add Frame Modifiers to Eyeglass Orders

• Office Service Facility Setup

• Edit Patient Insurance Security Permission

• Service Templates Now Available

• Setup for Eyefinity CLX Integration

• Setup for New Enhanced Progressive Lenses

Set Ability to Add Frame Modifiers to Eyeglass Orders

We've added a feature in Front Office to allow staff to include frame modifier codes when they add frames to eyeglass orders. This feature is enabled by default with this release, but you can disable it if you do not want staff to be allowed to add modifier codes during frame selection.

To disable this feature:

1. From the top menu in Administration, select Preferences and then Material Orders.

2. Click Eyeglass Orders.

3. Deselect the Allow Frame Modifiers in Eyeglasses Order check box.

4. Click Save.

Office Service Facility Setup

We've updated the Claims Information setup screen to use the term "Service Facility Location" instead of "Place of Service," to match the wording used on the CMS 1500 form.

We've also changed the names of some of the fields in the Add Service Facility Location window, as shown below.

We changed the labeling only. Both screens continue to function as they did before this update.

Edit Patient Insurance Security Permission

A new Edit Patient Insurance security permission check box has been added to Provider Setup and Staff Setup. Selecting this check box enables the provider or staff member to edit patient insurance information after it has been used on an invoiced order or claim. If this check box is not selected, they will be able to view but not edit patient insurance information once it has been used.

If a provider or staff member does not have the security permission, a message displays at the top of the Edit Insurance window, indicating the insurance has been used and cannot be edited. The user can click the Edit Subscriber Information link in the message to open the Temporary Override window. Another user with permission can enter their username and password in the window and allow temporary access to edit the insurance.

Service Templates Now Available

Service Templates (aka Scheduler Templates) are now available. Service Templates structure your appointment calendar so appointments are created based on availability and provider preferences; with service templates you recommend or restrict which services can be scheduled at any point in a day. For example, you can designate the days and times when a provider sees only new patients.

For more information see Understanding Service Templates and Setting Up Service Templates in Administration

Setup for Eyefinity CLX Integration

Eyefinity has partnered with CLX to offer a new contact lens supplier integration.

If your practice is currently a CLX customer, you'll need to set up and activate the integration before your staff can use it. Keep in mind:

• Your office name in Eyefinity Practice Management and in the CLX system must match.

• You must use the correct CLX account number. Account numbers from CLX distributors will not work. If you don't have your CLX account number, reach out to CLX at customerservice@clxsystem.com or by phone at 800-874-6601

If you do not have a CLX account number and would like to add CLX, get started by completing this form.

Setup for New Enhanced Progressive Lenses

Starting September 11, 2024, VSP will will introduce reimbursement for two new enhanced progressive lens styles:

• UNITY Via Elite VR

• Varilux XR Track Technology

If your practice would like to offer these lens styles, you will need to set them up following the instructions in Setting Up Eyeglass Lenses Using the Quick Setup.

The Technical Add On fee is also required and will be added to the order automatically. We recommend that you set the fee at $40.00.

Reporting Enhancements

Eyefinity Practice Management 10.47 includes the following reporting enhancements:

• Coming Soon! New Redesigned and Enhanced Dashboards

Coming Soon! New Redesigned and Enhanced Dashboards

We are rolling out our improved tool for gaining insight into your practice through analysis of your data. This feature will be rolled out in stages Beginning September 10, 2024 through October.

How will you know they are available to you? When you selecting Reporting from the menu, the drop-down displays a new option: Analytics & Insights.

As we rollout the Analytics & Insights dashboards, the old dashboards will remain in place. Once complete, the old dashboards and the Dashboard option on the menu will be removed.

Analytics & Insights includes the following new dashboards: Appointments, Billing, Patient Demographics, Patient Marketing, Sales by Provider & Staff, and Sales Revenue.

Make better, data-driven decisions based on a deep-dive into your data, gain greater visibility into your patients and practice, and gain the knowledge you need to help you to grow. The dashboards include charts that tell a story with just a glance and you can drill-down into the details to view the underlying data.

Along with a new look and feel, Analytics & Insights Dashboard enhancements include:

• Improved performance

• Simplified access to the underlying data with a single detail view

• Enhanced Usability

• More accurate reporting

• Plus many more enhancements.

You can:

• Easily explore the underlying data with modern intuitive filters and aggregations.

• Download the full data set in CSV format.

See New Analytics & Insights Dashboards.

Eyefinity Patient Engagement Solutions Enhancement

Eyefinity Practice Management 10.47 includes the following reporting enhancements:

• Online Scheduler Respects Service Templates

Online Scheduler Respects Service Templates

The Schedule Manager API now supports the use of service templates and we have informed our certified partners of this change. Service Templates in EPM are now available. Prior to implementing service templates, we recommend you reach out to your certified partner to ensure service template support is in place.

When using service templates, please note a service template without a service group will not display in Online Scheduler. You can use this feature to hide time slots you do not want to display to patients scheduling an appointment online.

Fixed Issues

Eyefinity Practice Management 10.47 includes fixed issues in the following area:

• Front Office

• Claim Management

• Patient Engagement

• APIs

Front Office

• You can now successfully add authorizations when creating or editing appointments.

• You can now reprint invoices for orders that include eyeglass lenses that have been deactivated since the order was created.

• An unrelated error message no longer displays when you enter an incorrect Office Number when logging in.

• The CH6001 missing HCPC code error no longer occur when performing VSP benefit calculations for orders using prescriptions from Zeiss iScription devices.

• We fixed an issue that was causing VSP vision therapy exam authorizations to not be available when creating and pricing exam orders.

• Prescriptions created by providers that have since been deactivated are no longer incorrectly marked "incomplete" and can be used on orders.

• We fixed an issue that was causing errors when selecting lens options for eyeglass orders when one eye on the prescription had the underlying condition "Balance Lens."

• The Carrier Information search results in the Add Insurance window now sort correctly, with the plans that most closely match the information you entered displayed first.

• You can now successfully complete Daily Closing to catch up when one or more days have been skipped and not closed. Previously, when you attempted to complete the missing days, the system could sometimes lock up and prevent you from proceeding.

• You can now add or edit appointment notes from the Appointment Calendar, and the edits are saved. Previously, when you added a note it appeared to save but would not display when you exited and returned to the appointment.

• When merging patients, once you complete the merge, the search grid updates and the merge record is removed. Previously, both patient records continued to display in the grid after the merge.

• We made some updates to the Frame Search when adding a frame to an order to improve how quickly results display.

• If using Worldpay, charges and payment transactions are synched, preventing the patient from getting double charged.

Claim Management

• We've fixed an issue that was causing the Remittance Record for VSP ERAs to show incorrect Patient Responsibility amounts.

Patient Engagement

• When adding or editing a service group to be used with a service template, the Service/Exam Name (from the Service Setup screen) displays in the Description column, making it easier for you to identify and select the services you want in the service group.

• When viewing the appointment calendar in Book View, the Service type column displays the Service/Exam name as defined on the service. Previously, it displayed the Service description.

• We made some changes to improve the process of creating a patient when the Online Scheduler is used and an existing patient isn’t found. Previously, the process would occasionally fail to create the patient.

APIs

• The Schedule Manager Host API Swagger page was updated to display only the available endpoints.

Known Issue

For orders that were created using the KaleyedoscopeSM integration prior to this release, unknown errors now occur when viewing the order details on the Invoiced Orders tab in Material Orders. We are working to fix this issue as soon as possible.

Eyefinity Practice Management 10.47.1

Eyefinity Practice Management 10.47.1 includes the following updates.

Release Date: September 24, 2024

Front Office

• We updated the text alignment on the calendar to make the template name easy to read.

• You can print invoices for remakes; previously you would encounter an error.

• When you click Update Estimates after adding a patient frame to an order, the estimates update. Previously, an error displayed.

• When an exception is created on a service template, the exception displays on the appointment calendar in Book View.

• For offices using CLX as their contact lens supplier, lenses from Eyefinity EHR import into Eyefinity Practice Management with the supplier set to CLX.

• The Patient Record Report has been updated to display as a PDF. For authorizations pulled after the 10.47.1 update, the report displays in PDF format. Authorizations pulled prior to the release, continue to display in HTML format.

• You can now successfully complete Daily Closing to catch up when one or more days have been skipped and not closed. Previously, when you attempted to complete the missing days, the system could sometimes lock up and prevent you from proceeding.

• We corrected an issue causing duplicate orders to display in Order Management.

• The Carrier Information search results in the Add Insurance window now sort correctly, with the plans that most closely match the information you entered displayed first.

• If using AWS for your cloud environment, you can now access patient documents stored in a sub-folder.

Claim Management

• For providers that are set up with the 'Individual' NPI Type in Administration, the provider's name is now correctly listed in Box 33 on claims. Previously, the office name would display instead.

Reporting Enhancements

• Updates to the Item Sales Report and Frame Sales by Item Report ensure correct reporting on warranty transactions by excluding items that were not remade as part of the warranty transaction.

• The Contact Lens Replenishment report is now available and provides insight into your contact lens sales. From the Front Office menu, select Reporting. The Reporting: Standard Reports page displays. Select Dispensary Reports and then Contact Lens Replenishment. You use the Date From and Date To fields to establish the time period you want to report on. You can also narrow the report by selecting the supply source (one, multiple, or all) you want to include. The report can be exported to PDF or Excel.