Setting Up the OfficeMate VSP Interface Manually

This topic covers only the fields and options required for the OfficeMate VSP interface. For complete information about setting up locations, see Maintaining Locations for OfficeMate.

1. Open the Location Maintenance window. See Maintaining Locations for OfficeMate.
2. In the Sales Tax group, enter the location’s tax identification in the Tax ID field.
3. In the Claims Information group, enter your service facility NPI number (either your group NPI number or your provider NPI number) in the NPI Num (33a) field.
4. In the VSP Integration group, enter the user name that Eyefinity Customer Care gave you in the User ID field. The user name is the same as your Eyefinity login ID.
5. Enter the password that Eyefinity Customer Care gave you in the Password field. The password is the same as your Eyefinity login password.
6. Enter the location’s phone number in the VSP Phone field.

   You must enter the same phone number that Eyefinity has on file for this location.

7. Click Get Office ID to automatically retrieve your office ID.

   If the office ID can’t be found, make sure that the User ID, Password, and VSP Phone are correct.

8. In the dialog box, map the OfficeMate Provider Name to the VSP Doctor Name by selecting the provider’s name from the drop-down list.The selected name must match the name that appears on the VSP remittance advice.
9. Click OK.
10. Repeat steps 2–8 for each location in your practice.

This topic covers only the fields and options required for the VSP interface. For complete information about setting up providers, see To modify or add provider information.

1. Open the Resources Setup window. For information about opening the Resources Setup window, see Maintaining Providers, Staff, & Other Resources for OfficeMate.
2. To add a provider, click New.

   OR

   To modify a provider, select a provider from the table at the top of the window.

3. Enter the provider’s EIN number in the EIN Number field.

   Alternatively, if the provider used a social security number (SSN) instead of an EIN when applying to become a VSP provider, enter the SSN in the SSN Number field.

4. Enter your individual provider NPI number in the NPI Number (Box 24j) field.

   The NPI number must match the one the provider gave when applying to become a VSP provider.

5. Enter the doctor ID (Did) in the VSP Doc ID field. Depending on how you signed up with Eyefinity, your doctor ID is either your social security number or EIN number.

   Do not click the Insurance Info button or enter any information for VSP in the Insurance Information window.

6. Add a scanned copy of the provider's signature.
   1. Next to the Signature Link field, click Browse.
   2. Navigate to the signature file, and click Open.
      • Eyefinity recommends saving all signatures in the eDocuments folder.
      • All signatures must be saved in JPEG graphic format.
      • Some states require an original signature on medical prescriptions. Check with your state regulatory agency to find out if printing a signature on prescriptions is legal in your state.
7. Click Save.

This topic covers only the fields and options required for the VSP interface. For complete information about setting up insurance carriers, see Setting Up Insurance Carriers.

1. Open the Insurance Billing Initial Setup window. See To open the Insurance Billing Initial Setup window.
2. To add an insurance carrier, click New.

   OR

   To modify an insurance carrier, select Vision Service Plan or VSP from the Select Carrier drop-down list.

3. Enter or modify the insurance carrier’s name, address, and phone information in the fields provided.

   You must enter a valid VSP address, including all spaces and punctuation. For address information, see a VSP remittance advice statement.

4. In the Activation Date field, enter a date.
5. In the Termination Date field, enter a date.
   • The activation and termination dates are determined by your contract with the insurance carrier and control when products and services can be billed to the insurance carrier.
   • The activation and termination dates are not required by OfficeMate, which can process claims even when the dates are missing or expired.
6. From the Box 1 Insurance Type drop-down list, select VSP.
7. For Box 9d Populate with Secondary Ins., select No.
8. From the Box 25 Tax ID drop-down list, select Doctor’s EIN.

   If you gave VSP a different type of tax ID number when you applied to be a VSP provider, select that tax ID type instead.

9. For Box 27 Accept Assignment, select Yes.
10. From the Output Format drop-down list, select CMS 1500 Form.
11. From the E-Claim Processor drop-down list, select VSP Interface.
12. Click Save.
13. Click the Modifiers/Combos tab.
14. Verify the following:
    • All Ophthalmic Lenses and RT and LT Modifiers options are set to Yes.
    • All other options are set to No.
15. Click Save.

This topic covers only the fields and options required for the VSP interface. For complete information about setting up insurance plans, see Setting Up Insurance Plans.

1. In the Insurance Billing Initial Setup window, open the Plan tab. See To open the insurance Plan tab.

2. To add a plan, click New.

   OR

   To modify a plan, select Vision Service Plan or VSP from the Select Plan drop-down list.

3. In the Plan Name field, enter or modify the insurance plan’s name.
4. To copy the insurance carrier’s address, select the Same as Insurance checkbox.
5. In the Activation Date field, enter a date.
6. In the Termination Date field, enter a date.
   • The activation and termination dates are determined by your contract with the insurance plan and control when products and services can be billed to the insurance carrier.
   • The activation and termination dates are not required by OfficeMate, which can process claims even when the dates are missing or expired.
7. From the Pricing Method drop-down list, select Percentage.
8. In the Coverage % field, enter 100.
9. For Create Claim, select Yes.
10. From the Box 24f Price Charges drop-down list, select Product Fee.
11. For Include all non-covered items on Claim, select Yes.
12. From the Box 31 Source drop-down list, select Provider or Facility Location according to the plan’s requirements for box 31.

13. For Box 32 Print Address, select Location to enter the Facility location’s address or select Administration to enter the Administration location’s address in Box 32 on the claim form.

14. For Box 33 Print Administration Address, select Yes to print the Administration location's address or select No to print the Facility location's address in box 33 on the claim form.

15. From the Box 33 Billing Entity drop-down list select the biller information that should be sent to VSP.
16. In the Destination ID field, enter 000.
17. Click the Preferences tab.
18. Make sure that all Discounts and Eligibility and Combining Attributes options are set to No.
19. Click Save.
20. Close the Insurance Billing Initial Setup window.