OfficeMate VSP Interface User Checklist

Use the following checklists as a helpful reminder tool for staff members in your practice to help you successfully set up and use the OfficeMate VSP Interface.

Call Eyefinity

Completed

Task

Call Eyefinity at 877.448.0707 to activate the VSP interface.

Location Maintenance

Completed

Task

Record the location phone number in the Phone text box. This must be the same number Eyefinity has on file.

Record the location or doctor tax ID in the Tax ID text box in the Sales Tax group.

Type the location or doctor NPI number in the NPI Num (33a) text box in the Claims information group.

Type your user ID and password from Eyefinity in the VSP Integration group and click Get Office ID.

Resource Setup

Completed

Task

Record the provider’s SSN or EIN number, and NPI number.

Scan and attach the provider's signature.

Insurance Billing Initial Setup—Insurance Carrier

Completed

Task

Enter the VSP address exactly as it appears on your remittance advice.

Select Commercial from the Box 1 Insurance Type drop-down menu in the Claim Form tab.†

Select the No radio button next to Box 9d Populate with Secondary Ins. in the Claim Form tab.

Select your tax ID (the ID that you have set up with VSP) from the Box 25 Tax ID drop-down menu in the Claim Form tab.

Select the Yes radio button next to Box 27 Accept Assignment in the Claim Form tab.

Select CMS 1500 Form from the Output Format drop-down menu in the Claim Form tab.

Select Print to Paper from the E-Claim Processor drop-down menu in the Claim Form tab.‡

† When you are ready to send VSP claims, you will select VSP from the Box 1 Insurance Type drop-down menu.

‡ When you are ready to send VSP claims, you will select VSP Interface from the E-Claim Processor drop-down menu.

Insurance Billing Initial Setup—Insurance Plan

You only need to set up one generic VSP insurance plan for all VSP insurance carriers. All fields in the Insurance Plan tab must be completed.

Completed

Task

Select Percentage from the Pricing Method drop-down menu. Type 100 in the Coverage % text box.

Select Product Fee from the Box 24f Price Charges drop-down menu in the Claim Form tab.

Select the Yes radio button next to Include all non-covered items on Claim in the Claim Form tab.

Type 000 in the Destination ID text box.

Ensure that all of the No radio buttons are selected in the Discounts and Eligibility and Combining Attributes groups in the Preferences tab.

Third Party Setup—Attributes

Completed

Task

Select an Attribute Category and, for each attribute, select a CPT Code and record a Cost and Fee.

Third Party Setup—Additional Attributes

Completed

Task

Record Diopter Ranges, Product Costs, and Additional Fees in the Prism group.

Record Add Power Ranges, Product Costs, and Product Fees in the BF Add Power and TF Add Power groups.

Record A Box Measurement, Product Cost, and Additional Fee in the Oversize group.

Lens Product Loader

Completed

Task

Download lens product lists by clicking Retrieve Lens List.

Load lens products into OfficeMate: Select a Product Type, narrow your search results as needed, click Find, select the products your practice sells, and click Load.

FrameMate

Completed

Task

Optionally, import frames from the FRAMES SPEX UPC, Quarterly CD, or On Demand monthly electronic download.

Add missing Frame Mount information in the Product Maintenance window.

VSP Product Mapping

Completed

Task

Under VSP Customization, select each Entry Field Name and if an OfficeMate Description is not highlighted in green for that entry field name, select an appropriate VSP code for the description from the VSP Codes column drop-down menu.

Under Product Mapping for frames, ensure that all frames have a mount selected from the Mount/Frame Type column drop-down menu. Note that shape is not required.

Under Product Mapping for ophthalmic lenses, select a lens category, material, and lens style for any lens that you did not load through the Lens Product Loader.

Under Product Mapping for lens treatments, select a lens add-on type or coating type and VSP selection for any lens treatment that you did not load through the Lens Product Loader. If your add-on type or coating type does not match one of the five add-on types or coating types from the Lens AddOn Type or Coating Type column drop-down menu, then you do not need to map the lens treatment add-on or coating.

Under VSP Approved Labs, select your VSP-approved labs and click Save Labs.

Products & Services—Product Details

Completed

Task

Ensure, for all services, that the description in the Attributes drop-down menu matches the description in the CPT drop-down menu.

Insurance Billing Initial Setup

Completed

Task

Select VSP from the Box 1 Insurance Type drop-down menu.

Select VSP Interface from the E-Claim Processor drop-down menu.

Patient—Demographic

Completed

Task

Ensure that the patient’s name is identical to the name recorded in VSP’s member information.

Type the patient’s complete nine-digit SSN or the last four digits of the patient’s SSN in the Social Security text box.

Select patient’s marital status from the Marital Status (Box 8) drop-down menu.

Select the patient’s employment status from the Emp. Status (Box 8) drop-down menu.

Patient—Insurance

Completed

Task

Type the member’s complete nine-digit SSN or select the Patient SSN check box in the Insured ID (Box 1a) text box.

Click the Eligibility/Authorization button and then click Get Authorization and Get Eligibility. Ensure that all member information, including the insured ID, policy group number, and eligibility information is populated in the Carrier window.

Select a benefit from the Benefit drop-down menu, enter a date for a back-dated authorization as needed, and click Authorize.

Note that when you receive the patient’s authorization, the authorization ID will populate in OfficeMate.

Rx Order

Completed

Task

Select the VSP Order radio button to populate the authorization ID in the VSP AuthID box.

Select an authorization if prompted.

Click Price Order to estimate the patient out-of-pocket expenses.

Record the order: Click Record and select Invoice Now.

Select a lab after you record and invoice the order.

Fee Slip

Completed

Task

Click the Price Order button, transfer items to the fee slip, and add exam codes, if necessary.

Click the Record button to send the Rx eyewear order to the lab and the insurance claim to Eyefinity.

Correct all errors received in the Fee Slip window on the fee slip.

If prompted, select Yes or No from the Eye Dilation Performed radio buttons.

Third Party Processing

Completed

Task

Correct all errors in insurance claims. The insurance claims will not be sent to Eyefinity with errors.