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Post by KizerOpt on Jul 14, 2016 16:00:15 GMT -6
We occasionally have a frame, lens or contact lens 'purchase' not get ordered. Our current system involves a notebook, piece of scratch paper and a tray to keep up with the day's sales. We have found that if a patient picks out a frame, etc; but does not PAY on the same day...ie, comes back after payday to pay and order, the frame, lens or cl does not show up on the date of the payment. It shows up on the date of the original order. This makes it impossible to run a daily report to see what the optician needs to order, b/c the item might have been invoiced any time in the past few weeks (months?), and paid for today. We don't order until payment is made (we're not crazy). Has anyone found a way IN CRYSTAL to keep up with orders in a reasonable fashion? Today, I ran a multi-day production report, and compared it to a frame dispensed report, along with going into multiple (most) patient records to see what the latest status and notes say, and whether payment has been made so we can order. Seems kind of silly (I had other words, but silly will do) when we have a program where the information is stored. Why are we having to use notebooks to keep logs of patient orders? Appreciate any feedback from other offices or CPM.
Thanks, Karen |
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Post by Adam on Jul 14, 2016 16:40:59 GMT -6
You should be able to edit your glasses or contact lens order and switch the date of service to reflect the date the patient paid the balance. This may reduce the amount of confusion with what your opticians need to order.
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Post by KizerOpt on Jul 15, 2016 7:19:34 GMT -6
You should be able to edit your glasses or contact lens order and switch the date of service to reflect the date the patient paid the balance. This may reduce the amount of confusion with what your opticians need to order. Will think on that one. The optician is usually the person updating the order page. It would still require a way to let her know which to update, or making sure everyone know to change the date if they take a patient payment. thank you for the suggestion.
Karen
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Post by friscoeyeassociates on Jul 15, 2016 7:43:20 GMT -6
We use different color trays and different locations in the lab to denote certain job statuses... We too do not place an order until the balance is paid in full, and in these situations we place the job in a grey tray and have a designated "On Hold" area in the lab where these jobs stay until balance is paid. Once the patient does pay, then who ever takes the payment will then go to lab, grab job from unpaid stack and switch it to a blue tray and put in appropriate ready-to-order stack.. Like Adam eluded, our optician will change the date manually to match the new "order" date. Another thought that I think may be helpful is to restrict the "on hold" stack as much as possible. If a patient can not pay the full balance on the original order date, then we allow an up to one week hold on the order. Any longer than one week and we let the patient know we will keep their quote open in billing and make notes in their chart regarding their frame and lens preferences as well as any measurements we took (seg/pd), but the frame will have to go back out on the sales floor after 1 week..
We do have an advantage I think in terms of overall continuity because we actually have one person who's main task everyday is to order all of the jobs, while the rest of the opticians work the sales floor. This allows him to stay on top of the job statuses pretty well, and keep his eye on everything. We also write the order date and lab we sent the job to on the front of the tray with dry erase markers so you can take a quick glance at the wall and see which jobs have been out for more than 10 days and act accordingly.
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Post by totalvisioncare on Jul 29, 2016 17:19:20 GMT -6
Our office is small but if we have a patient that has picked a frame but not paid in full, we place the frame and the lab order in a tray with the patient's name and wait until frame is paid in full. The invoice is left open with a balance so we know not to send the job out and we can send statements to patients to remind them of frames they had waiting to be ordered. For contacts, we integrated with ABB so we don't order contacts until payment is made and whoever takes the payment orders the contacts- we then print the order and keep it in a file until we receive the contacts.
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Post by amberj on Apr 28, 2017 13:13:20 GMT -6
I am wondering if there is a way to run a report for frames sold to see the highest number of frames sold in a specific price range?
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Post by mdeyedoc on May 1, 2017 20:47:28 GMT -6
We occasionally have a frame, lens or contact lens 'purchase' not get ordered. Our current system involves a notebook, piece of scratch paper and a tray to keep up with the day's sales. We have found that if a patient picks out a frame, etc; but does not PAY on the same day...ie, comes back after payday to pay and order, the frame, lens or cl does not show up on the date of the payment. It shows up on the date of the original order. This makes it impossible to run a daily report to see what the optician needs to order, b/c the item might have been invoiced any time in the past few weeks (months?), and paid for today. We don't order until payment is made (we're not crazy). Has anyone found a way IN CRYSTAL to keep up with orders in a reasonable fashion? Today, I ran a multi-day production report, and compared it to a frame dispensed report, along with going into multiple (most) patient records to see what the latest status and notes say, and whether payment has been made so we can order. Seems kind of silly (I had other words, but silly will do) when we have a program where the information is stored. Why are we having to use notebooks to keep logs of patient orders? Appreciate any feedback from other offices or CPM.
Thanks, Karen How about if you keep the order status and invoice as a Quote until they pay? Then convert the quote to an invoice and change the order status to pending or order or whatever. Then you could run a Frames Report and check Status Change Report to view orders with status set to Quote (or hold). Marcia |
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Post by KizerOpt on May 2, 2017 7:34:32 GMT -6
How about if you keep the order status and invoice as a Quote until they pay? Then convert the quote to an invoice and change the order status to pending or order or whatever. Then you could run a Frames Report and check Status Change Report to view orders with status set to Quote (or hold). We tried the quote feature, but our optician did not care for it. I don't remember why now. There is also the consideration that the frame order is on the same routing slip as the exam. Wouldn't we have to void part of the invoice to create another with the quote. I confess, I haven't used the feature much since she didn't want to use it. I think she had trouble converting it (?)
Karen
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Post by mdeyedoc on May 2, 2017 8:31:51 GMT -6
We tried the quote feature, but our optician did not care for it. I don't remember why now. There is also the consideration that the frame order is on the same routing slip as the exam. Wouldn't we have to void part of the invoice to create another with the quote. I confess, I haven't used the feature much since she didn't want to use it. I think she had trouble converting it (?)
Karen
We love quotes. I just asked our optician and she said she hasn't had any problems converting quotes. You would have the combined routing slip issue if the quote isn't established before (or after) the exam codes are put in and invoiced. I *think* I saw something about being able to split up a routing slip in a recent update (may be beta) but I haven't looked into it. Marcia |
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Post by docrothberg on May 2, 2017 10:31:51 GMT -6
We scan in the breakdown of the glasses we write out on a half sheet of paper including the frame name/color and lenses to be referenced and have it in the patient's file if they decide they want to buy.
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