Setting Up Product and Service Information in ExamWRITER

This section tells you how to set up and maintain product and service information in the standalone version of ExamWRITER (without OfficeMate).

Contact lens product information can also be accessed and modified from the Vision/Rx tab on the ExamWRITER chart window. Click the Contacts tab on the Vision bar and then click anywhere in the Presenting Contact Rx box to access the Contact Lens Presenting, Trial, and Final tabs. Select an OD or OS contact lens product name from the Product Name menu. The Select Contact Lens window opens. Click Edit Product to open the Products window and modify the contact lens product information.
  1. On the Administration main window, click Activities and select Product Maintenance.

    The Products window opens.

    To add a new product or service, click New Product.
  2. Select a product or service from the Product Type drop-down menu.
  3. Select a product manufacturer from the Manufacturer drop-down menu or select a service CPT code radio button.
  4. Type a product or service name in the Product Name text box.
  5. Select the Include inactive products check box if you want to maintain product or service information for inactive products or services.
  6. Click F2-Find or press Enter to search for a product or service.
    To conduct an advanced search for a product, click Advanced Search to open the Find Product window and search for a product using additional criteria.
  7. Double-click the product or service that you want to modify.
    You can drag and drop column headings to rearrange column views.
  8. Select appropriate options from the drop-down menus and complete the necessary Additional Fees, HCFA - 1500 Additional Information, Notes, and other fields.
    • To copy product or service information to a new product or service style, click Copy.
    • You must assign contact lenses to a lens category in order for them to appear in the Select Contact Lens window.
  9. To record a CPT code, select a CPT code from the CPT/HCPS Code drop-down menu.
    • You must select CPT codes for your services before you code an exam in order for the service to appear in the Diagnosis/Procedure Coding window.
    • You can assign two CPT codes to ophthalmic lenses by recording a CPT code in the CPT/HCPCS Code text box in the Products tab and in the Product Code text box in the Product Details tab.
    • If you assign two CPT codes to ophthalmic lenses, the codes recorded in the Product Code text box in the Product Details tab will override the codes in the CPT/HCPCS Code text box in the Products tab when you add the lenses to fee slips in OfficeMate. If you do not record a CPT code in the Product Code text box in the Product Details tab, the code in the CPT/HCPCS Code text box in the Products tab will appear on fee slips in OfficeMate.
  10. Click the Product Details tab to modify product sizes, colors, and codes; print bar codes; and mark products as being discontinued.
  11. Select the next blank line in the table to add new product details or select an existing line to modify product details already recorded.
    Select a line and click Delete to delete the line if it is not linked to a fee slip, Rx order, or purchase order.
  12. Select the product’s status:
    • Select the Stock/Inline radio button if the product is regularly kept in inventory at store locations and is available for sale.
    • Select the Non Stock/Not Inline radio button if the item is not regularly kept in inventory at the store locations, but is ordered from a vendor when a unit is sold.
    • Select the Inactive radio button if the product is not regularly kept in inventory at the store locations, nor is it ordered from a vendor when a unit is sold. Items marked as inactive do not appear in product order search results.
    • Select the Discontinued radio button if the product is no longer available. Items marked as discontinued do not appear in product order search results.
    • Select the Backordered check box if the item is not currently available from the vendor or manufacturer and type the date in which the item is again expected to be available in the ETA text box. This date can also be entered on the Receive PO window. In the event two different dates are entered, the latest date is displayed.
    • Select the Display Sample check box to indicate that there are sample or display units of this product. The minimum display quantity for the product is set to one. You can change the minimum sample quantity on the All Locations Inventory tab.
  13. Type the product size information in the appropriate fields.The Product window displays the appropriate fields based on the type of product:
    • Contact lens: BC, Dia, Sph, Cyl, Axis, and Add text boxes.
    • Frames, plano sunglasses, and ready readers: Eye, Bridge, Temple, DBL, A, B, and ED text boxes.
    • Ophthalmic lenses: Low Sphere, High Sphere, Low Cyl, and High Cyl text boxes.
    • Accessories, lens treatments and other products do not require size information.
  14. Type the wholesale cost and total product retail fee in the Prod Cost and Prod Fee text boxes.
  15. Type an even-numbered product code in the Product Code text box.
  16. Type the UPC Code.

    Due to limitations in barcode printing and scanning systems, ensure your Product Code and UPC Code meet the following requirements:

    • Must be 6–12 digits
    • Must contain only numbers
    • Must be an even number of digits. Enter leading zeros as needed to ensure an even number
    • Must be unique among the products in your system
  17. Type or select a Color, if applicable.
  18. If the product is an ophthalmic lens, select a code from the Prod. CPT/HCPCS Code drop-down menu.

    The code that you select will only be used if do not use Rx orders. If you use Rx orders, the CPT code will automatically be populated on the fee slip according to the prescription in the Rx order.

  19. Select the product’s attributes from the Attributes drop-down menus. The CPT/HCPCS Code, Product Cost, and Product Fee fields automatically populate based on the attribute selected. For information on associating procedure codes, costs, and fees with attributes, go to To add & modify attributes.
  20. Repeat steps 18 and 19 to apply attributes to each of the products listed at the top of the window.
  21. If the product is an opthalmic lens, click the Additional Attributes tab; otherwise, skip to step 26.
  22. In the Prism group, enter the measurement range for each cost or fee point.
  23. Type the Prod Cost and Addl Fee information for each measurement range.
  24. Repeat steps 22 and 23 for the Add Power and Oversize groups.
  25. Click the VSP Product tab.
  26. Select options that apply to the lens from the Vision Type, Material, and Lens drop-down menus.
    Options may already be selected based on information recorded on the Products tab.
  27. Click Save and select one of the following options:
    • Save to save the information and keep the Products window open.
    • Save and New to save the information and create a new product.
    • Save and Exit to save the information and close the Products window.

For more information, see Maintaining Product & Service Information and watch these videos.