OfficeMate/ExamWRITER to Encompass Guide and Gaps

Welcome! This guide is designed to assist you as you transition from OfficeMate/ExamWRITER to Encompass. We're excited you are continuing your partnership with Eyefinity.

This topic includes two tables: Guide to Feature Locations and Changes in Process/Processes No Longer Available .

The Guide to Feature Locations table identifies where the features you are familiar with in OfficeMate/ExamWRITER are located in Encompass. Helping you to learn and successfully complete the daily functions you need.

The Changes in Process/Processes No Longer Available table identifies where a process available in OfficeMate/ExamWRITER may have changed or been removed from Encompass. Where available, we have provided a work around you can use to achieve similar results. As we build out Encompass, we may be adding features back in or we may remove features based on accounting best practices, Federal/State/Local guidelines and user feedback. This topic will continue to update as our platform grows. You can also see the topics Navigating Adminstration and Navigating Front Office for information to help you learn how to navigate Encompass. Finally, at the bottom of the topic, view the video for and OfficeMate / Encompass report comparison.

Guide to Feature Locations

In OfficeMate/ExamWRITER In Encompass
You can adjust Demographics: Patient Center preferences under Setup > Preferences in Administration. From the Home page, select Administration. Then, select Preferences and then Patient. Here you can configure your patient preferences, which apply to the Patient Overview. See Setting Up Preferences and Viewing the Patient Overview.
View guarantor information under the Recall tab in Demographics. From Front Office, select Search/Add Patient. In the patient record, under Insurance, select Relationships. See Adding Insurance Relationships.
Create eligibility authorizations for VSP by opening Patient Demographics, selecting the Insurance tab, and clicking the Eligibility/Authorization button. See Adding VSP Insurance and Authorizations, Adding Non-VSP Insurance and Authorizations and Adding Eligibilities Using the TriZetto Integration.
In OfficeMate/ExamWRITER In Encompass
View prescriptions and orders for Rx eyewear, soft contact lenses, or hard contact lenses under Rx/Orders. You can view a patient's Rs and Orders from the Patient record. Select Rx (the eye icon). The screen displays existing prescriptions. You can also add a prescription from here or go to the Eyeglasses or Contact Lens sub-menu items. See Viewing Prescription History.
Select Material Orders (the dollar sign icon). From the main page, you can manage existing orders or create an order. You can also select a sub-menu item (Exams, Eyeglass Orders, Contact Lens) to manage/create that type of order. See Using Material Orders.
You can view a patient's RX and Order Status, by clicking the Rx Status icon and then selecting:
  • RxStatus
  • Eyewear
  • Soft Lens
  • Hard Lens
 You can view a patient's order status through the patient record or via Order Management. From the menu select Orders, and then Order Management. The Invoiced Orders list displays and includes an Order Status column.
You can filter the Invoiced Orders list by Order Type and check the box to include Contact Lens and/or Eyeglass orders. See Searching or Invoiced Orders in Orders Management and Accessing Patient and Order Information from Order Management.
In OfficeMate/ExamWRITER In Encompass
The Fee Slip icon takes you to the fee slip where you can modify columns, view global discount options, line item discounts, place a fee slip on hold and add multiple insurances. Fee Slips are equal to Material Orders in Encompass.
You create and price orders from the patient. Select Material Orders. Create an order and then click Continue to Pricing.
You can save the order as a draft (place it on hold). From the order, click Continue to Summary. From the Order Summary, click Save Draft.
You can also continue to pricing, add insurance and then save from the Order Pricing window. See Creating and Processing Orders.
To price a non-invoiced order, select the order and then from the Actions drop-down, select Price. See Creating and Processing Orders.
To add insurance, go to the Material Orders pricing screen, click the Add link next to Primary Insurance. Here you can select from the available authorizations and then calculate benefits. See Pricing and Adding Insurance to Orders.
When adding insurance to an order, if the primary is a medical insurance plan, you can add VSP as a secondary insurance. Also, you can add VSP as primary and secondary insurance to an order and automatically calculate the benefits. With other carriers, you can calculate benefits manually. See Pricing and Adding Insurance to Orders and Applying VSP Insurance for Coordination of Benefits (COB).
To apply a global discount, go to Material Orders and price the order, then click the link in the Global Discount column, enter the discount and click Apply Discount. See Pricing and Adding Insurance to Orders.
To apply a line discount, go to Material Orders and price the order, then for that item, click the link in the Line Discount column, enter the discount information and click Apply Discount. See Pricing and Adding Insurance to Orders.
To view on hold orders, click the Fee Slips icon, select Slips on Hold, and click the On Hold button. From the patient, select Material Orders and then create the order and click Continue to Summary. From the Order Summary, click Save Draft.
Draft orders list on the Non-Invoiced tab. See Creating and Processing Orders.
In OfficeMate/ExamWRITER In Encompass
View your appointment schedule by clicking the Scheduler icon. The Quick List displays all patients scheduled for the current clinic day and all patients whose profiles you viewed during the current day. The Quick List is available from the right of the menu in Front Office and with a click on the patient provides quick access to the patient's record. See Using the Quick List.
In OfficeMate/ExamWRITER In Encompass
To apply receipts to insurances or patients, click the Receipts icon and select the tab relevant to how you would like to apply. You process insurance payments in Claim Management. You can search for a claim, bill claims, process payments, run billing reports and run patient statements. When you select Process Payments, you can select from Carrier Payments, Patient Payments, Electronic Remittance Payment and Batch Adjustments. See Using Claims Management and Processing Claims.
To apply a balance to a patient, search for the Patient. From the Patient Overview, go to the Balances & Credits section and click Patient Balance. Then, select the Patient Insurance Balance tab. Here you can apply a patient credit. See Entering Patient Payments.
In OfficeMate/ExamWRITER In Encompass
Click the Ledger icon to view records of transactions applied to patients, insurances, and patient receipt history. You can view transactions for a patient from the patient record. Select Material Orders. On the Material Orders page below the Balance and Credit sections, click the Transaction Report button. See Printing the Customer Transaction Report.
For all patients, you can run the Sales reports. See Front Office Reports.
In OfficeMate/ExamWRITER In Encompass

You set up your frame offerings, lens offerings and additional attributes in Administration. Go to Administration and navigate through Setup > Third Party Setup and click the Addl Attributes tab to set up information about the lens attributes you offer.

To activate your lens offerings, click the Tasks icon and selectg either Lens Product Loader or Contact Lens Loader.

To set up and activate your frame offerings, either click the Products icon and select Frames, or click Products & Services, then find Frames in the Product Type drop-down menu.

 In Administration, you set up your frames, lenses and lens attributes.
To set up, price and activate frames, see Setting Up Frames.

To set up, price and activate lenses, see Setting Up Eyeglass Lenses.

Finally, to set up and price lens attributes, see Setting Up Lens Attributes.

In OfficeMate/ExamWRITER In Encompass
Access reports and the dashboard by clicking the Reports icon and the dashboard tab, or the Dashboard icon. Encompass includes standards reports and Analytics & Insights dashboards. See Analytics & Insights Dashboards.
In OfficeMate/ExamWRITER In Encompass
To complete End of Day Processing, click the Tasks icon and select End of Day. To ensure accurate financial record keeping, you must reconcile all transactions by performing daily closing each day. Daily closing closes financial activity for the day and opens a new day. See Daily Closing.
Set up recall reminders by clicking the Tasks icon, then selecting Correspondence > Recall. To send recall reminders, you first need to indicate the patient has provided permission to get recall notices. See Recording Patient Demographics and go to Communication Methods. You also need to set up recalls and add a recall to the patient. You generate the recall reminders from the Marketing Reports option under Reports and then Standard Reports. See Marketing Reports.
In OfficeMate/ExamWRITER In Encompass
View 3rd Party Processing information by clicking the 3rd Party icon. For electronic third-party billing, you can use either of the following electronic data interchanges:
  • Gateway EDI: Files are submitted automatically by Encompass to TriZetto/Gateway. Before you can use TriZetto, you must contact Eyefinity Customer Support to perform the initial setup.
  • Standard EDI: Files are not submitted automatically. You must download the file and then upload it to your clearinghouse’s website.
See Setting up Integrations, Setting Up and Using Trizetto, and Activating the Third-Party Integration. Finally, for processing, see Billing Claims Electronically.
In OfficeMate/ExamWRITER In Encompass
N/A You can use Encompass's Old System Return option (available on the Transactions tab from the patient's Material Orders page) to return an order recorded using your previous practice management system. See Returning Orders from an Old System.
You can adjust various elements of the VSP interface by clicking the V icon in Administration and choosing a selection from VSP Setup Assistant, Setup Documentation, VSP Interface On/Off, VSP Product Mapping, and VSP Download Lists.

To set up the VSP integration you need to add providers and establish the insurance integration. See Adding Providers, Setting Up VSP Claim Submissions and Enabling Electronic Claim Submissions for Carriers.
Manage insurance setup in Administration by clicking the appropriate tabs under Setup > Insurance Setup. Encompass provides a list of preconfigured insurance carriers and plans. To make a plan available in Front Office, you first need to activate it. You activate your insurance carriers and plans in Administration. See Setting Up Insurance.
Once you activate a carrier and plan, you can select them from the Carrier Name and Plan Name fields in the Add Insurance window in Front Office.

Changes in Process/Processes No Longer Available

In OfficeMate/ExamWRITER In Encompass
View and edit the Last Exam Date by clicking the Patients icon, searching for the patient, and selecting the patient’s Exam History tab. The last exam date is set by the system and cannot be edited. See Creating Exam Orders.
View Marketing and Lifestyle Data by clicking the Patients icon, searching for the patient, clicking the Demographics button, and selecting the Marketing tab. Coming Soon

The Financial Info tab under a patient's Demographics button allows you to save financial information and preferences, mark a patient as cash only by checking the Cash Only check box, and send them to collections by checking the Sent to Collection check box.

 You can indicate a past due invoice has been sent to collections on an order-by-order basis. See Sending Orders to Collections.
We are looking at adding a patient's financial information and preferences to their demographics in a future release.
View printed patient correspondence history by selecting the Correspondence Hx tab under a patient's Demographics button. NA
Use the Referral tab under a patient's Demographics button to view referring provider information or to refer them to another provider. You can add referrals from a patient or outside provider to the patient's record and track this information via the Referral Source Tracking Report.
See Adding Patient and Outside Provider Referral Information and Generating the Referral Source Tracking Report.
In OfficeMate/ExamWRITER In Encompass
To remake or redo an order, click the RX/Orders icon, select Eyewear, search for the patient, and click the Redo button. You can remake invoiced orders in Delayed, In Process, Notified, Received, or Delivered status. See Remaking Orders.
If there are no changes to the product, the process is simplified. You must add the same insurance and discounts as on the original order. See Pricing and Adding Insurance to Orders.
In OfficeMate/ExamWRITER In Encompass
Add products to a fee slip by click the Fee Slip icon and searching for a patient. Available products and services are managed in Administration. If a product or service is necessary and not available to be added to the order, then request your Admin activate and price the item for your company (accessory, attributes, etc.). The Admin can also map an item but not price it. This allows the user to enter the price when pricing the order. See Setting Up Products/Services.
Assign different insurances to individual line items for unique CMS forms by clicking the Fee Slip icon, searching for a patient, and making a selection from the Insurance drop-down menu per line item. All settings are controlled at the company level by the Admin. A primary and secondary carrier can be assigned on the order (invoice); however, multiple orders must be generated to assign products to separate carriers. For example: Medicare covers Exam and Refraction = one order and invoice, VSP covers Materials = second order. Multiple orders (invoices) are required for patients with dual coverage. See Pricing and Adding Insurance to Orders and Applying VSP Insurance for Coordination of Benefits.
Add discounts to a patient order or service by clicking the Fee Slip icon, searching for that patient, and clicking the Discount button. Products and services are controlled at the company level by the Admin. See Setting Up Discount Types for Item Types.
Apply a line discount to an item:
  1. Click the link in the Line Discount column.
  2. Record the discount information in the Discount window.
  3. Click Apply Discount.
To apply a global discount:
  1. Click one of the links in the Global Discount column.
  2. Record the discount information in the Discount window.
  3. Click Apply Discount.
Add authorization and copays to items on a fee slip by clicking the Fee Slip icon, searching for a patient, and clicking the Auth/Copay button. You can add new items with a copay amount and expiration date, or apply insurance first for the copay amount to populate automatically. Encompass requires and authorization for all insurance orders. See Pricing and Adding Insurance to Orders and Adding VSP Insurance and Authorizations and Adding Non-VSP Insurance and Authorizations.

From Material Orders, you:
  • Add products and/or services.
  • Add insurance and calculate benefit.
  • Manually enter patient responsibility, copay, and insurance reimbursement.
Look for open charges for a patient by clicking the Fee Slip icon, searching for that patient, and clicking the Open Charges button. This requires the "Pop up open charges on fee slip" selection in Administration to be set to Yes. If you delete open charges from an order (invoice), you need to create a new order for a different insurance authorization and manually add those items (and the corresponding diagnosis code). See Creating Exam-only Orders and Adding Exams to Orders.
To make manual updates to Box 19, Date of Service Box 24A, and CPT Code Box 24D on CMS forms, click the Fee slip icon, search for a patient, click the Line Add'l Data button, and manually update boxes by clicking the Claims button. You can update data on the CMS form after the claim is generated. After invoicing, you can only change the date of service by editing the CMS form. Patient transaction data and claim management search captures the date the order was fully invoiced.
In OfficeMate/ExamWRITER In Encompass
View and manage insurance receipts by clicking the Receipts icon, clicking Receipts and Adjustments, and selecting the Apply to Insurance tab. In Claims Management, insurance payment processing is centralized for all locations. See Processing Claims.
In OfficeMate/ExamWRITER In Encompass
For Products and Services: Ophthalmic Lenses, you can enter a zero price. From Administration, click the Products icon and then select Products and Services. From the Product Type drop-down menu, select Ophthalmic Lenses. Lenses cannot have zero pricing in Encompass. You can add an additional miscellaneous fee for the extra charge on the lens. You then edit the CMS form in Claim Management to adjust the CPT code and fee for insurance billing. See Setting Up Lenses, Setting Up Miscellaneous Fees, and Editing Claims.
Set up package pricing by clicking the Fee Slip icon, searching for a patient, and clicking the Packages button on their profile. This requires Discounts & Packages to already be set up in Administration. Products and Services are managed at the company level by your Admin. To build package pricing similar to what is offered in OfficeMate, you need to manually create pricing/discounting for each line item on the order. Guided Shopping, Promotions and Warranties are features coming soon for Encompass.
In OfficeMate/ExamWRITER In Encompass
To run the Applied Payments Report, click the Reports icon and then select Applied Payments Report. This feature is coming soon.
View commission reports in Administration by selecting Calculate - Print Commission under the Tasks menu. NA
Review your inventory and stock status by clicking the Reports icon and selecting Inventory-Stock Status. NA
Access the Frame Stock Status report by clicking the Reports icon and selecting the report. You can generate the Inventory Valuation report from the Reports tab of the Product: Inventory page or from the Inventory Reports option under Standard Reports. See Generating the Inventory Valuation Report.
View reports related to insurance receipts by clicking the Reports icon and selecting Aging Summary and/or Insurance Aging Detail reports. Billing Reports are generated from Claims Management. The Bill Outstanding Patient Balances report must be run to move an outstanding amount assigned to the patient after insurance payments / adjustments are made; otherwise, the balance does not appear in the patient account. See Generating the Billing Outstanding Patient Balances report.
In OfficeMate/ExamWRITER In Encompass
You can set up custom pricing by lens attribute in Administration by navigating through Setup > Third Party Setup and selecting the Addl Attributes tab. For custom lens attributes, such as prism, create a miscellaneous fee that can then be added to each order. You need to manually calculate the free. See Setting Up Miscellaneous Fees and Ordering Miscellaneous Items.
To enable a medicare allowable fee, click the Products icon in Administration and navigate through Products and Services > Product Type, select Services in the drop-down menu, select the item, and check the Medicare Allowable Fee box. When an order includes Medicare allowable items, discount the fee on the invoice, then add the insurance and manually calculate the benefits.
Set up preferences for routing slips in Administration by navigating through Setup > Preferences and selecting the One Click Documents tab. If practices are dependent on routing slips, they create their own document outside of Encompass to utilize in the same fashion.
F12 keyboard shortcut NA
Manage lab orders and print prescriptions in Administration by navigating through Setup > Preferences and selecting the Lab Orders tab. Flexibility to manage lab orders in Encompass is limited to patient receipts.
Manage vendor maintenance preferences in Administration Setup. Encompass provides a list of pre-configured labs. You can select which labs are active in your system, and enable electronic lab ordering for individual labs. See Setting Up Labs.
Manually create insurance companies in Administration by navigating through Setup > Insurance > Insurance Setup. When adding non-VSP insurance, you can select from a list of carriers/plans or select Unknown Carrier or an insurance less commonly used when needed. See Adding Non-VSP Insurance and Authorizations. You can request the Insurance Addition template from your Implementation Consultant. You need to complete all required fields and include a copy of the insurance card. The Eyefinity Governance team will determine if the Insurance can be added; if added, the insurance is viewable to all users.
CMS items You use calculate benefits to enter/pull insurance benefits and copays on the invoice, then the values populate the CMS Form. When pricing orders using a VSP Signature or VSP Choice plan as the primary insurance, Encompass obtains insurance benefit information automatically from VSP. You can click Calculate Manually to change the amounts, if necessary. Other VSP plans that do not have automatic benefit calculation, such as VSP Medicaid, may require you to use this feature to enter the amounts manually. You can also use Calculate Manually if the automatic calculation fails.
In addition, Box 32 on the CMS form must be edited manually in Claims Management and Box 17 content is added for your company by your admin at the carrier level.
Set up and maintain list box selections in Administration by navigating through Setup > Customization and selecting the List Box Selections tab. The ability to customize drop-down lists in Encompass is not as extensive. Eyefinity may add additional customization in future enhancements. For credit card customization, select Preferences, then Material orders and then Payment Types. The list of payment types displays, check the box for the payment types you want to enable for use. See Setting Up Payment Types for Material Orders. Note: Customizing the occupation options is coming soon and additional customization is being considered for future enhancements.

Comparing OfficeMate and Encompass Reports