Ordering Soft Contact Lenses

This topic describes how

Open the Soft Lens Order window using one of the following methods:

  • Click the Rx/Orders icon and select Soft Lens.
  • Click Tasks on the main window toolbar, select Rx Orders, and then select Soft Lens.
  • Right-click on a patient in the Quick List window, select Rx Orders, and then select Soft Lens.
  • Right-click on the Patient Demographic, Hard Lens Order, Eyewear Order, Fee Slip, Receipts & Adjustments, or Patient Ledger window title bar, select Rx Orders, and then select Soft Lens.
  • Click on a patient’s name in the Quick List window and drag and drop the patient on the Rx/Orders icon and select Soft Lens.

If soft contact lenses are to be shipped to a non-store location such as a patient’s address, the contact lens sale must be processed through the Soft Lens Order window.

  1. Open the Soft Lens Order window. For more information on opening the Soft Lens Order window, see To open the Soft Lens Order window.
  2. Enter search information in the Last and First name text boxes and click F2 Find to find the patient for which you want to create a new soft contact lens order.

    A list of current and previous lab orders appears. By default, the details of the orders are displayed. The list includes orders on hold or processed in OfficeMate and prescriptions forwarded from ExamWRITER. To display the order prescription information, select the Rx History radio button. To display the order history again, select the Order History radio button.

  3. Click an order or prescription from the list to select it.

    By default, the most recent order entered in OfficeMate or the most recent prescription forwarded from ExamWRITER is selected.

  4. If you are creating an order from a prescription forwarded from ExamWRITER, see step 5 to continue; otherwise, click New/Copy to create a new order or create a new order based on an existing order and perform the following steps:
    1. Select the items that you want to copy to the new soft lens order.
    2. Click Create New Order.

      If you created an OfficeMate Rx for the patient in ExamWRITER and clicked Create Lab Order on the Contact Lens Rx - Final window in ExamWRITER, the Rx will automatically display in the Soft Lens Order window.

  5. Fill in the exam fields:
    • Type or select the exam date in the Exam Date text box.
    • Type or select the soft contact lens order’s expiration date in the Expiration Date text box.
    • Type or select the service date in the Date of Service text box.
    • Select the soft contact lens order’s usage from the Usage drop-down menu.
    • Select the prescribing provider from the Provider drop-down menu.
    • If this is a VisionWeb order, perform the following steps:
      • Type or select an order number in the Order No. field.
      • Select a delivery location from the Deliver To radio buttons.
    • If this soft lens order is for trial contact lenses, select the Trial Rx check box.
  6. Fill in the Contact Lens fields:
    • Type the soft contact lens product code in the Product Code text box or type the soft contact lens product name in the LensName text box.

      OR

      Click the ? next to the Product Code or LensName text box to open the Find Product window and search for and select a product.

      OR

      Place your cursor in the Product Code or Name text box and press the Ctrl and P keys at the same time to open the Find Product window and search for and select a product.

      • After you find and select a product code or lens name, information associated with the product (product code, lens name, category, manufacturer) is recorded in the Product Code, Lens Name, Category, and Manufacturer text boxes. If there is no additional information that is associated with the product, you can select appropriate options from the Category and Manufacturer drop-down menus.
      • If you want to prescribe the same products for both the LT and RT, click the = button.
    • Type the number of soft contact lenses that you are ordering in the Qty. text boxes.

      You can record a contact lens Rx with a quantity of zero. If you enter a quantity of zero, an Invalid Data Entry dialog will appear when your record the order. Click No on the Invalid Data Entry dialog box to record the order with a zero quantity.

    • If the order is a VSP order, select the VSP radio button.
      • By default, the None radio button is selected.
      • Prior to recording a VSP insurance order, you must obtain authorization. For information about obtaining authorization, see Getting Member Eligibility and VSP Authorization.
      • If you are coordinating benefits between multiple VSP plans, select the patient’s primary plan (usually the plan where Self is listed as the insured).
      • If you select VSP Order, the lab order will be transmitted electronically to the lab when the fee slip is recorded.
  7. Fill in the Rx fields:
    • Type the appropriate measurements in the RT and LT text boxes.

      OR

      Click green + icon to use the blue slider bar or the measurement buttons to add measurements to the RT and LT text boxes.

      • Rather than manually typing measurements, you can alternatively click the green + icon to expose the Rx Scale slider. You do not need to click in the individual RT or LT text boxes and then click the blue slider bar each time that you record a measurement. Simply click the blue slider bar, and the cursor automatically tabs through the yellow highlighted text boxes as you add measurements. Click the green – icon to hide the Rx Scale slider.
      • If the RT and LT measurements are the same, click the = button.
      • If 0 (or a blank field) is recorded for the sphere or cylinder measurements in ExamWRITER, “PLANO” and “SPH.” will be displayed in the Soft Lens Order window. The Special Lab Instructions text box on the Lens Order tab will list information about the measurements.
      • In OfficeMate, if you enter a 0 astigmatism (cylinder) power using the slider bar, “Sph.” appears in the Cylinder box. If you enter a 0 spherical (DS) power using the slider bar, “Plano” appears in the Sphere box. You must record 0 astigmatism and spherical powers using the slider bar (and not your keyboard) in order for “Sph.” and “Plano” to appear in the Cylinder and Sphere boxes.
    • If the patient has a nonprescription underlying condition, select Balance Lens, No Lens, Not Recorded, or Prosthesis from the Underlying Conditions drop-down menu.
    • Select a tint color from the Tint drop-down menu.
    • Select underlying conditions from the Underlying Conditions drop-down menus, if applicable.
  8. Select appropriate Schedule/Care options from the Wearing Schedule, Replenishment, and Disinfecting Regimen drop-down menus.
  9. Select the MM or Diop radio button in the Keratometry box and type the appropriate keratometry measurements in the RT and LT text boxes.

    If you want to make the LT and RT prescriptions the same measurement, click the = button.

  10. Select the Verified or Given radio button in the Training box and then select the provider or staff member that verified or gave training to the patient from the By drop-down menu.
  11. If you are ordering these soft lenses through eBuy, click the eBuy Order These Lenses icon and see Ordering Soft Contact Lenses with eBuy.

  12. If this is a VSP order:
    1. Type an additional quantity in the RT Add’l Qty and LT Add’l Qty fields, as needed.
    2. Select a reason for the additional quantity from the Reason drop-down menu as needed.

      Select Necessary Contact Lenses if the lenses are nonelective.

  13. Select a contact lens source from the Contact Lens Source radio buttons.

    This lens source…

    Allows you to…

    From Stock

    Sell the soft lens from the current location’s inventory.

    From Vendor

    Indicate that the soft lens will come from the vendor. If the soft lens is available at your location, you will be asked to confirm that you want the vendor to supply the product.

    Lab

    Indicate that the lab will supply the soft lens. If the soft lens is available at your location, you will be asked to confirm that you want to order the soft lens from lab.

    DC

    Indicate that the distribution center will supply the frame. If the frame is available at your location, you will be asked to confirm that you want to order the frame from the distribution center.

  14. To view inventory quantities at all locations, click Show Inventory Quantities.
  15. Enter the appropriate order tracking information.
    1. Select the appropriate options from the Order Lens From, Status, and Promise Date drop-down menus.
    2. Type the Lab Order # and Tray # as needed.
    3. At each stage of the order process, select the applicable radio button:
      • Fit By (automatically set when a new order is created)
      • Ordered
      • Received (automatically set when Dispensed selected)
      • Notified
      • Dispensed (automatically set when the fee slip is recorded)
    4. Select the name of the person who completed the stage of the order and the completion date from the Name and Date drop-down menus.
  16. Click Special Lab Instructions to record lab notes.

    The Special Lab Instructions window opens.

    1. Type special instruction for the lab in the Special Lab Instructions field.
    2. Click Save to save your notes and close the Special Lab Instructions window.
  17. Click Rx Notes to record notes about the order.

    The Rx Notes window opens.

    1. Type any notes that you want to print on the prescription in the Rx Notes field.
    2. Type any notes that you do not want to print on the prescription in the Internal Rx Notes field.
    3. Click Save to save your notes and close the Rx Notes window.
  18. To select delivery options for the completed order, click Ship To.
    • By default, the patient picks up the completed order at the current practice location. Click Ship To to select another delivery method.
    • For more information about selecting delivery options, see Changing the Order Delivery Options.
  19. To view the price of the items in the order, click VSP Estimator.

    The Price Order or Price Order (Calculated locally) window opens.

    • If the insurance plan is VSP Signature Choice, Signature, VSP Choice, Exam Plus, or Exam Only, the Price Order window sends product descriptions, fees, and wholesale costs (when necessary) to VSP Web Services and retrieves copays, coverage information, and patient out-of-pocket expenses. For more information about pricing VSP orders, see Pricing VSP Orders.
    • If the insurance plan is not VSP Signature Choice, Signature, VSP Choice, Exam Plus, or Exam Only, but is another VSP plan, the Price Order (Calculated locally) window displays copays, coverage information, and patient out-of-pocket expenses based on the insurance plan’s authorization and eligibility information.
    • If you are coordinating benefits between multiple VSP plans, the price will not automatically calculate.
  20. Click Print, select Print Rx or Print Order, if available, and follow the instructions below:
    • If a Warning window opens and asks you if you want to continue printing the Rx even though the order has not been billed, click Yes to print the Rx or click No and see step 32 to bill the order.
    • If the Report Printer Selection window opens, click Print Rx to print the Rx, or click Printer Setup to set up the printer. For more information on setting up your printer, see Changing the Posting Date.
    • If the Soft Contact Lens Order window opens, click Print Order to print the soft contact lens order, or click Printer Setup to set up the printer. For more information on setting up your printer, see Changing the Posting Date.
    • You cannot print an Rx order until it has been recorded on a fee slip.
    • If your security privileges do not include printing orders, OfficeMate will require a User ID and Password before the order will print.
  21. Click Record and complete one of the tasks below:
    • Select Record to record the soft lens order and create a lab order number.
    • Select New Order to record the soft lens order, create a lab order number, and open a new soft lens order.
    • Select Eyewear Order to record the soft lens order, create a lab order number, and open a new eyewear order.
    • Select Rigid Lens Order to record the soft lens order, create a lab order number, and open a new rigid lens order.
    • Select Invoice Now to record the soft lens order, create a lab order number, and open the fee slip window so that you can bill the order. For more information on recording fee slips, see Recording Fee Slips and Printing Receipts.
    • Select Cancel to cancel the soft lens order.

    If a dialog box opens and asks if you want to create a purchase order from the recorded soft lens order, click Yes to open the Create PO from Lab Order window. For more information on recording purchase orders, see Maintaining Inventory Information.

You cannot delete a soft lens order if the status of the order has been set to Ordered, Received, Notified, or Dispensed.

Open the Soft Lens Order window. For more information on opening the Eyewear Order window, see To open the Soft Lens Order window.

  1. Enter search information in the Last and First name text boxes and click F2 Find to find the patient for which you want to delete a soft lens order.
  2. Select the soft lens order that you want you want to delete from the list.
  3. Click Delete.
  4. Click Yes on the Delete Confirmation window.

For more information, watch this video.

Other topics that you might find useful when ordering soft contact lenses include: