CL orders - auto routing slip?? How to not miss billing??

[clw]

Currently when checking out patients & pt wants to order CLs we must ADD it to the invoice.  Then the staff is SUPPOSED to go into pt-prescription-contact and place the order.  Well, interruptions are constant and sometimes the order does not get done.  What kinds of double checks do other offices do so those orders don't get dropped??  It has happened enough in our office to realize we need more checks & balances.

When a pt orders glasses the same day as the exam then the Crystal program asks at the end of the glasses, Do you want to create a routing slip?  and then it ADDS it to the SAME INVOICE that the exam is on.  But this WILL NEVER HAPPEN when they order Contact Lenses.  This is a big problem and causes patients not get orders done (until they call in 2 weeks wondering where it is!)

Any help would really be appreciated.  Thx!

[KizerOpt]

May be sad to admit, but our checks and balances includes a notebook where we write down each patient ordering glasses or contacts. Then the optician double-checks to make sure they are all ordered. You can compare the sales report at end of day to do the same thing IF it made it to the invoice. Good luck

Karen

[mitch]

WE RUn the Multi Day report. Then we click on contact Materials. This then gives us a list of names that had contact lens materials incurred on their bill. We then check to make sure that there are orders placed for those patients. We have caught almost every error in our office ever since implementing this report into our routine.

[friscoeyeassociates]

Run "daily production report", which will separate production out into categories. select contact category and you should see all contact related line items billed that day, print to excel file. Then run the "contact lens report" which should show you all orders entered for day selected separated by their status. I double click on "ordered" which will pull up a list of patients whose status was changed to "ordered" that day. I print that to excel as well and copy and paste the data so that it is all in one excel sheet. I use the Sort Data tool in excel to cross reference the data and sort according to name. all those names in the data that have a duplicate means they were both invoiced and ordered. Any names that only appear once are missing either an invoice or order.

I do it this way because in a typical day we will have well over 50 contact lens orders so cross referencing or going into each patients chart to check would take a while. this way is really pretty quick once you get the steps down, and if you know how to use and have access to excel.

[Kristen]

Jan 26, 2016 16:26:31 GMT -6 clw said:

Currently when checking out patients & pt wants to order CLs we must ADD it to the invoice.  Then the staff is SUPPOSED to go into pt-prescription-contact and place the order.  Well, interruptions are constant and sometimes the order does not get done.  What kinds of double checks do other offices do so those orders don't get dropped??  It has happened enough in our office to realize we need more checks & balances.

When a pt orders glasses the same day as the exam then the Crystal program asks at the end of the glasses, Do you want to create a routing slip?  and then it ADDS it to the SAME INVOICE that the exam is on.  But this WILL NEVER HAPPEN when they order Contact Lenses.  This is a big problem and causes patients not get orders done (until they call in 2 weeks wondering where it is!)

If you order contacts through ABB Optical, OOGP, Wisconsin Vision, Diversified Opthalmics, or E-Dr, there is a way to link your CL bill codes to the contacts in the catalog so that when a CL order is created, the bill codes drop to the routing slip the same way your frame and lens options drop to a routing slip with a Spec order.

To link your bill codes, go to Admin > Integrations.  Select the CL company tab under "CL Ordering" and click the small "+" on the far right corner.
Double click each series to link your bill code, and do the same for each brand tab.  (This page auto-saves)
Now, enter a new CL order and when you save the order (before clicking the ABB/OOGP/WVis integration button), your routing slip will pop up showing the ordered codes. 

Also, remember to run your Contact Lens Report to see all your orders and which have been batched, delivered, dispenses, etc.

[mitch]

Jan 28, 2016 15:32:44 GMT -6 Kristen said:

Jan 26, 2016 16:26:31 GMT -6 clw said:

Currently when checking out patients & pt wants to order CLs we must ADD it to the invoice.  Then the staff is SUPPOSED to go into pt-prescription-contact and place the order.  Well, interruptions are constant and sometimes the order does not get done.  What kinds of double checks do other offices do so those orders don't get dropped??  It has happened enough in our office to realize we need more checks & balances.

When a pt orders glasses the same day as the exam then the Crystal program asks at the end of the glasses, Do you want to create a routing slip?  and then it ADDS it to the SAME INVOICE that the exam is on.  But this WILL NEVER HAPPEN when they order Contact Lenses.  This is a big problem and causes patients not get orders done (until they call in 2 weeks wondering where it is!)

If you order contacts through ABB Optical, OOGP, Wisconsin Vision, Diversified Opthalmics, or E-Dr, there is a way to link your CL bill codes to the contacts in the catalog so that when a CL order is created, the bill codes drop to the routing slip the same way your frame and lens options drop to a routing slip with a Spec order.

To link your bill codes, go to Admin > Integrations.  Select the CL company tab under "CL Ordering" and click the small "+" on the far right corner.
Double click each series to link your bill code, and do the same for each brand tab.  (This page auto-saves)
Now, enter a new CL order and when you save the order (before clicking the ABB/OOGP/WVis integration button), your routing slip will pop up showing the ordered codes. 

Also, remember to run your Contact Lens Report to see all your orders and which have been batched, delivered, dispenses, etc.

Is there a way to link the order and the fee codes if you are not ordering from these distributors?  We tend to order our lenses directly from the manufacturer

[franc]

This looks good. Before I set it up, if the order is for trial lenses, does it appear as a revenue box on the invoice? Or do trial lenses not link to the invoice?
Thank you for the help!

[Kristen]

Jan 28, 2016 16:27:23 GMT -6 mitch said:

This is a great question.  You cannot link bill codes to non-integrated orders.  However, you could download the distributor catalog (it's free to download) and use those instructions for linking and ordering so that your linked codes will drop to a routing slip.  You order is now created in Crystal and just don't submit the order to the outside distributor.

[mountaineyeworks]

This is an issue that our office has struggled with, as well.
I don't understand why there's no way to link bill codes to the contact lens order defaults the same way we do for glasses orders. The ODG integration is cumbersome and time-consuming to use.