Using the VSP Setup Assistant

1. From the OfficeMate Administration main window, click the VSP icon.
2. Select VSP Setup Assistant.

   The VSP Setup Assistant window opens and guides you through the 12 steps required to enter the information required by the VSP interface. You can edit almost all of the information that displays within the VSP Setup Assistant by clicking the field and typing.

   You can close the VSP Setup Assistant and return to it at a later time. When you reopen the window, you are taken directly to the step where you left off.

1. In the Location or Doctor Tax ID column, type your service facility tax ID number (either your group tax ID number or your provider tax ID number).
2. In the Location or Doctor NPI column, type your service facility NPI number (either your group NPI number or your provider NPI number).
3. Type the username that Eyefinity Customer Care gave you in the VSP User ID column. The username is the same as your Eyefinity login ID.
4. Type the password that Eyefinity Customer Care gave you in the VSP Password column. The password is the same as your Eyefinity login password.
5. Type the phone number that Eyefinity has on file for the location in the VSP Phone column.
6. Repeat these steps for each location listed.
7. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

1. In the NPI column, type the provider’s NPI number.
2. In the EIN column, type the provider’s EIN number.
3. In the VSP ID column, type the provider’s VSP doctor ID (DID).

   The NPI and EIN number must match the numbers the provider furnished when applying to become a VSP provider.

   You only need to add the EIN numbers if you use the EIN on your VSP claims. EIN is often used when multiple doctors are working at a single location.

4. Repeat steps 1–3 for each provider listed.
5. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

Attributes are the individual qualities and characteristics that define a product (e.g., color, material, lens type). Attributes are inherent to the product; add-ons are not attributes. For example, a single-vision, high-index transition lens has the attributes of single vision, high-index material, and transition coloring. When you submit this lens to the lab, you select the lens "Single Vision high-index Transition"; but when you bill it to the insurance, you want to separate it into its parts, or attributes, so you can collect the full reimbursement from the insurance company.

1. In the Fee column, type the fee that you charge for the attribute. Pricing is per lens.

   The base fee does not include the fees you might charge for tinting, coating, or other attributes. Those other attributes are priced separately in later steps in the VSP Setup Assistant. The total fee for the lens will be the sum of a lens’ base fee plus the fees for any additional attributes.

2. If you do not sell a particular lens, deselect the check box in the Selection column.
3. Repeat steps 1–2 for each attribute listed.
4. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

   For more information about attributes go to To add manufacturer SKUs to OfficeMate product details.

You may charge different prices for similar products made with different materials. For example, in many offices, there is no additional charge for plastic or glass, but there is for polycarbonate or high-index. In this case, the plastic and glass base material attributes would be deselected and not have a charge. The polycarbonate and high-index attributes would have charges.

1. In the All Fee column, type the fee that you charge for the lens material provided you charge the same fee for this material regardless of the lens type and skip to step 6; otherwise, if you charge different fees for this material depending on the lens type, leave zero in the All Fees column and go to step 2. Pricing is per lens.
2. In the SV Fee column, type the fee that you charge for this material for a single-vision lens. Pricing is per lens.
3. In the BF Fee column, type the fee that you charge for this material for a bifocal lens. Pricing is per lens.
4. In the TF Fee column, type the fee that you charge for this material for a trifocal lens. Pricing is per lens.
5. In the PRG Fee column, type the fee that you charge for this material for a progressive lens. Pricing is per lens.
6. In the NVF Fee column, type the fee that you charge for this material for a near variable focus lens. Pricing is per lens.
7. If you do not sell a particular lens, deselect the check box in the Selection column.
8. Repeat steps 1–2 for each material listed.
9. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

1. In the Fee column, type the fee that you charge for the color attribute. Pricing is per lens.
2. If you do not sell a particular color, deselect the check box in the Selection column.
3. Repeat steps 1–2 for each color listed.
4. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

The Other attribute category is a catch-all category for coatings and other lens treatments that are inherent to the lens. There can be several other attributes are applied to a lens by the manufacturer, but they are not to be confused with lens treatments that can be added on to lenses later by the lab.

1. In the Fee column, type the fee that you charge for the attribute. Pricing is per lens.
2. If you do not sell a lenses with a particular attribute, deselect the check box in the Selection column.
3. Repeat steps 1–2 for each attribute listed.
4. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

The lens type attributes that are defaulted in this list come from the VSP lens catalog. You can add more lens type attributes from this step, but when you import lenses using Lens Product Loader, it will only use the default attributes designated by VSP. Any attributes that you add here will appear in the Other Attributes drop-down menus in the Product Maintenance window, which you can use to categorize and price lenses.

1. In the Fee column, type the fee that you charge for the attribute. Pricing is per lens.
2. If you do not sell a lenses with a particular attribute, deselect the check box in the Selection column.
3. Repeat steps 1–2 for each attribute listed.
4. If you need to create additional lens type attributes, perform the following steps:
   1. Click the <Click here to add new attribute> row.
   2. Enter the attribute name and fee.
   3. Press the Enter key.
   4. Repeat steps a–c for each lens type attribute that you want to add.
5. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

Although it's tempting to create or use your own lens treatments, the default treatments are mapped to VSP products and will be recognized by VSP labs.

1. In the Cost column, type the cost to your practice for the lens treatment. Pricing is per pair.
2. In the Fee column, type the fee that you charge for the lens treatment. Pricing is per pair.
3. If you do not sell a particular lens treatment, deselect the check box in the Selection column.
4. Repeat steps 1–3 for each attribute listed.
5. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

OfficeMate products that are billed to VSP insurance and ordered from VSP labs must be properly mapped before they are billed to VSP or ordered from VSP-approved labs. Mapping products in OfficeMate assigns them a VSP description; this VSP description is then sent to Eyefinity when VSP insurance is billed and VSP labs are used so that Eyefinity can properly process the orders and insurance claims.

1. In the Entry Field Names column, select a product attribute category from the list.

   Only those product attribute categories that require mapping are listed. If no product attribute category is listed in the Entry Field Names column, your products are already mapped to VSP products. You may skip to step 4.

2. For each product listed in the OfficeMate Description column, select the most appropriate VSP Code from the drop-down menus.
3. Repeat steps 1–2 for each attribute listed.
4. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

1. Select the VSP-approved labs that you want users to be able to select on the Eyewear Order when the VSP Order or VSP Private Lab Order radio button is selected. Select only those labs to which you want to send lab orders. You must select at least one lab.
2. For each VSP lab your practice uses, select the check box in the Use VSP Approved Labs column that corresponds to that lab.

   OR

   If you want to discontinue a lab, deselect the Use VSP Approved Labs check box.

   To find a lab in the list, type the first few letters of the lab name in the VSP Lab Search text box and press the Return key.

   Labs indicated as “VSP orders only” cannot accept orders for non-VSP patients.

3. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

The VSP Setup Assistant checks your system to determine if any VSP insurance carriers or plans exist in your database. If any VSP carriers or plans are found, they will populate the Select Carrier and Select Plan drop-down menus. Even though your patients may have such different plans as Signature or Choice, you only need to maintain one active VSP carrier and plan in OfficeMate.

1. If VSP insurance carriers and plans are found, select one of each from the Select Carrier and Select Plan drop-down menus.

   OR

   If no VSP carrier and plan exist, select the Create VSP carrier and plan for me check box.

   You can also select the Create VSP carrier and plan for me check box if you would rather the VSP Setup Assistant create a carrier and plan for you than use your existing ones.

2. Depending on your practice’s billing policies, select one of the following:
3. Select the Yes radio button if claims for all the providers are billed under the location tax ID.
4. Select the No radio button if claims are billed under the individual providers’ tax IDs.
5. Click Next to save your changes and proceed to the next window in the VSP Setup Assistant.

The Lens Product Loader loads a list of over 3,000 lens products and add-ons into your OfficeMate database. This feature not only saves you and your staff the time and the trouble of manually creating maintaining lens products, but these lens products contain all the information that you need to send on your VSP lab orders and claims.

The process of selecting and importing lenses and lens treatments can take some time, so this final VSP Setup Assistant step is designed so you can come back and indicate you are finished when all of your lenses and lens treatments are imported.

1. Click the Click the Go to Lens Product Loader button.
2. The Lens Product Loader window opens.
3. Follow the instructions outlined in Using the Lens Product Loader.

   As you load lens products into your database, they inherit the pricing that you previously entered based on their attributes.

4. Select the Check when ophthalmic lens setup is complete and the Check when lens treatment setup is complete check boxes as you complete those tasks.
5. Click Finish to save your changes and close the VSP Setup Assistant.