Setting Up Eyefinity EHR (Administrators)

Administrators can help their practice comply with the Eyeglass and Contact Lens Rules by creating consent forms and enabling settings that help automate processes. This page describes the specific actions practice administrators can take.

What do you want to do?

If anyone ever asks to see records of your digital prescription consents or prescription receipt acknowledgments, you'll be thankful you created categories to help you locate those documents quickly. Here's how to create document categories:

  1. Log in to Eyefinity EHR on the web as an administrator.
  2. Locate and expand the Categories and Tags section and click the Manage Document Categories button.

    The Manage Document Categories page opens.

  3. Click New Category.
  4. Type a Category name.

    The Category name should be as short as possible to convey the meaning of the category.

    Consider creating two different categories, one for consents for digital prescriptions and another for acknowledgments of receipt for printed prescriptions.

  5. Type a Description as needed to clarify the category's use.
  6. Select a Section as needed to group categories.

    The Section is visible only to administrators and is used to further group document categories.

  7. When you're finished, click Save.

Waivers and consents are very similar in that you can gather patient signatures using an iPad, and the signed forms are automatically saved in the patient’s chart. While both can play an important role in your consent and acknowledgment workflow, they aren't interchangeable. Refer to the table below to learn when to use waivers and consents.

  Waivers Consents

App

Eyefinity Kiosk

Eyefinity EHR

Administered

In the waiting room

In the exam room

Best for

Gathering affirmative consent to access prescriptions digitally

Triggering a signal to print prescriptions

Best for gathering signature for receipt of printed prescription
Also good for

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Gathering affirmative consent to access prescriptions digitally following a conversation with the doctor

If your practice uses Eyefinity Kiosk, you can create a waiver that enables patients to opt into digital delivery of glasses and contact lens prescriptions.

If your practice does not use the Eyefinity Kiosk, consider creating a consent form that can be administered in the exam room instead.

Here are some recommendations to streamline your workflow and remain compliant:

  • Make sure your waiver states that the patient is entitled to a printed copy and that signing the waiver is optional. Tell patients to tap Decline to receive a printed copy of their prescription.
  • Make sure the waiver states that it applies to both glasses and contact lens prescriptions.
  • Make sure your waiver states the prescription delivery method (for example, patient portal).
  • Make sure the waiver informs the patient that they may revoke their consent or request a printed copy at any time.
  • Set the frequency to Every Visit.
  • Select the Can Be Declined check box.

Here's how to create the digital prescription waiver:

  1. Log in to Eyefinity EHR on the web as an administrator.
  2. Locate the Firm Forms group, and click Manage Patient Waivers.
  3. Click Add Patient Waiver to create a new waiver, or click Modify to edit an existing one.
  4. Enter the waiver Title.

    The title should concisely describe the waiver and will be visible to patients.

  5. Enter a Patient Waiver Description.

    This should be a plain language summary of the waiver and will be visible to patients.

  6. Enter the legalese for the waiver under Patient Waiver Legal Description.

    If you don't want to enter legalese, you can type a period in the box.

  7. Click the Category drop-down and select the prescription consents category.

  8. Click Save.
  9. Click the Frequency drop-down and select Every Visit.

  10. Select Can Be Declined check box.

    Although you only need to obtain the patient's consent once, we suggest presenting this waiver before every visit. If you present the waiver before every visit, the clinical staff will be notified if the patient declines the waiver, and that decline is a signal to print any glasses and contact lens prescriptions.

The consent form feature in Eyefinity EHR makes it easy to collect and store patients' acknowledgments of receipt. This is particularly helpful if you use the Eyefinity EHR iPad app. Here's how:

  1. Log into the Eyefinity EHR web application as an administrator.
  2. Locate the Firm Forms section, click Manage Consents.
  3. Click Add Consent to create a consent form, or click Modify to edit an existing consent form.
  4. Enter the Title.
  5. Enter the text of the consent form under Consent Description.
  6. Enter the legalese for the consent form under Consent Legal Description.

    If you don't want to enter legalese, you can type a period in the box.

  7. Tap the Signatures field and add a Patient/Agent/Guardian signature line. Also add a Witness or Provider signature line to document a patient's refusal to sign.
  8. Click Save.

We recommend adopting the acknowledgment form included in the AOA Eyeglass Rule Toolkit or AOA Contact Lens Rule Toolkit .

Create separate consents for documenting glasses and contact lens acknowledgments since some patients will need to acknowledge each.

If you intend to direct patients to the patient portal to view and print their contact lens prescription, you must include language on the acknowledgment form that the patient consents to receiving the prescription digitally rather than on paper. The consent must specify the method (i.e., patient portal) the patient will be able to access the prescription.

  1. Log into the Eyefinity EHR web application as an administrator.
  2. Locate the Manage Patient Portal Features section and click the Auto Enable Patient Portal button.

  3. Select the Yes radio button.

    A banner appears stating that the change was successful.

When staff create a visit or nonvisit order for a patient, Eyefinity EHR will automatically enable the patient's portal account and send an email invitation to the patient.

Enabling patient portals automatically saves your staff time; however, it makes it especially important that staff verify the patient's email address and date of birth at the time of scheduling. For example, if a patient recently turned 18, it may be time to change the email address from the parent's to the patient's own email.

By default, all glasses and contact lens prescriptions you write in Eyefinity EHR expires after one year. If you want to adjust this default setting, you'll need to do so from within administration.

  1. Log into the Eyefinity EHR web application as an administrator.
  2. Locate the Firm Facilities section and click Manage Facilities.

  3. Click Edit for the facility you want to modify.

    If you want to change the default expiration date for all facilities at once, you can click Bulk Update Defaults, set the Glasses Expiration and Contacts Expiration, and then click Update.

  4. Scroll down to the Glasses and Contacts section.
  5. Under Prescription Default Expiration Values, set the Glasses and Contacts expiration values using the drop-down lists.
  6. Click Save.

If you have practice locations in a state that requires pupillary distances to be included on prescriptions, enable printing PDs for those locations.

  1. Log into the Eyefinity EHR web application as an administrator.
  2. Locate the Firm Facilities section and click Manage Facilities.
  3. Click Edit for the facility you want to modify.
  4. Scroll down to the Glasses and Contacts section.
  5. Under Show PD on Printed Rx, select Yes.
  6. Click Save.
  7. Repeat steps 3–6 for each practice location that needs to print PDs on prescriptions.