OSSNews This quarterly electronic publication will keep you up-to-date on events at OfficeMate. OSSNews is our primary forum for communicating with our clients. There have been many changes at OfficeMate over the past few months and many more exciting new changes to come. Stay tuned for future editions of OSSNews!
It's Spring 2005! I can hardly believe over five years have elapsed since the turn of the millennium. There were fears-upon-fears about the pending doom in the computer industry. Thankfully, OfficeMate as a company and OfficeMate clients “turned the millennium” with no impact.
Now as I look back, the years between 1999 and 2001 were tough years at OfficeMate! However, today OfficeMate’s suite of software products and our client services have matured. As a company we have created the “standard” for eyecare practice management software and electronic health records, particularly for the optometric profession.
OfficeMate is the leading eyecare practice management software system complemented by ExamWRITER, our premier electronic health records software. A significant population within our nearly 5,000 active clients is now seriously contemplating a migration to electronic health records and a “practically paperless” office using the OfficeMate/ExamWRITER suite.
However, an EHR like ExamWRITER is a just a piece of the paperless puzzle. To move toward a totally paperless practice, there are three important requirements. First, you must have a robust practice management software (PMS) system; secondly, you’ll need a comprehensive electronic health record (EHR) software; finally, you must have digital refraction equipment integrated with the PMS and the EHR. This combination of integrated, communicating software and hardware will help you realize the benefits of a “paperless office.”
OfficeMate is aggressively and proactively working with several leading industry instrument vendors to make this paperless environment a reality in your office. As I write this column, OfficeMate has fully integrated with the Marco, Topcon, and Huvitz digital refractions systems and Optomap from Optos. You can quickly and accurately populate virtually all fields in ExamWRITER from these digital instruments with the press of a button!
More exciting news is in the near future…OfficeMate and ExamWRITER 6.0 is just around the corner! Look for these new versions to be released this summer and a link to the new 6.0 features to be posted on the OfficeMate Web site within the next few weeks. Keep checking our Web site for updated news and events at OfficeMate!
As always, it’s a pleasure to hear your thoughts and comments on how we’re doing at OfficeMate. E-mail me anytime at ed@officemate.net. Enjoy the Spring!
Look out for OfficeMate and ExamWRITER Version 6.0 due out this summer!
Electronic health records (EHRs) are quickly being accepted as a critical component in today’s health care industry. ExamWRITER from OfficeMate Software Solutions gives you an affordable and powerful means of bringing the many benefits of electronic health records into your office.
Within the next few days you will be receiving a packet that contains information and an ExamWRITER demonstration CD. In addition, you will find information on how you can interface diagnostic instrumentation with ExamWRITER and take your practice one step closer to being paperless.
An area that has been discussed a lot in the eyecare industry is the potential additional revenue generated through effective EHRs. When you receive the packet in the mail, take a few moments and review the EHR investment information and examples that we’ve provided. Then, use the guidelines in the packet and enter your own practice numbers into the formulas to see for yourself the return of investment ExamWRITER can provide. We think you’ll find this exercise very convincing!
This packet also provides you with an additional promotional savings on your ExamWRITER purchase as well as a substantial discount on the equipment interfaces. If you would like immediate information on ExamWRITER and these discounts, please call us at 800.269.3666.
OfficeMate and ExamWRITER are creating a buzz in optometric magazines and newsletters! Our leading practice management software program and electronic health records software program are frequently mentioned, discussed, and praised in professional publications. We’ve compiled a list of publications where you can read more about OfficeMate and ExamWRITER—check it out at http://www.officemate.net/OM_news.asp. This list is constantly expanding, so come back to it often!
We also publish press releases whenever we have noteworthy information to pass along to you. Recently, we’ve announced Optos’ alliance with us and our award winning ExamWRITER documentation in press releases. Read these significant news items and other press releases at http://www.officemate.net/PressReleases.asp.
Help Us Help You As always, the Client Services' goal is to continually enhance our level of service. Your calls are answered live by our knowledgeable Client Services team who assists you with your support issues/questions. Sometimes, we need your help to answer your questions and solve your issues. Some tips to “Help Us Help You” are listed below:
When you call the OfficeMate Client Services team, provide us with the following information:
The number of OfficeMate/ExamWRITER computers in your office
The date of last backup
The OfficeMate version that is currently running on your system
A detailed description of the issue that you are reporting. Please provide us with the exact steps that you completed when the error/issue occurred. For example
Opened David Jones’s record in the Patient Demographic window.
Clicked on the Insurance tab.
Went to select the insurance company from the Insurance Name drop-down menu, but the insurance carrier was missing.
If you are reporting an error, provide the following information to the Client Services team member, if available, by clicking “System Info.” on the Error Has Occurred in OfficeMate window.
—Detailed description of the error message
—Form Name
—Procedure
Please be patient—some issues may require further research and time to determine an appropriate resolution. Depending on the extent of the issue, it can be resolved with one call or it may require several follow-up calls.
Updating Your Computers with Windows Service Packs An important part of keeping OfficeMate and ExamWRITER running smoothly in your office is updating your computers with the latest Microsoft service packs, security patches, and new features. Updating your office computers is easy and free!
Here a list of the current service packs for Windows operating systems (OS):
Windows 2003 Server OS – Service Pack 1
Windows 2000 Server OS – Service Pack 4
Windows XP – Service Pack 2 (or Service Pack 1 is still acceptable)
Windows 2000 – Service Pack 4
Are you a new OfficeMate client learning how to set up your Zip code shortcuts? Do you have new staff members who need to learn how to create fee slips in OfficeMate? Do you still need to learn how to maintain your inventory and bill your clients through OfficeMate? If you answered “yes” to any of these questions, your office should be taking advantage of the OfficeMate Software Solutions University (OSSU) WebEx classes. By taking these classes, the implementation of your new software will be less overwhelming for you and your staff. Because the OSSU classes are conducted over the phone, the trainer will be able to answer any questions that you may have. For a list of OSSU classes, go to http://www.officemate.net/OSSUCirriculum.asp. To view the OSSU training schedule, go to http://www.officemate.net/OSSUSchedule.asp. And to register for OSSU classes, go to http://www.officemate.net/OSSURegistrationForm.asp.
Do you need a “refresher” after you have taken an OSSU class? Don’t forget that iTrains that are available 24/7/365, whenever you have the time to listen to them. A new iTrain has been added to our Web site—OSSU 210 Recalls—for those of you who need to review how to set up recalls in OfficeMate. Go to http://www.officemate.net/OMiTrains2.asp to view the OfficeMate iTrains.
Take the time now to register for your OSSU classes and view the OfficeMate iTrains!
In the Winter 2005 edition of OSSNews, I discussed the ‘All OK/Except’ concept in ExamWRITER as it applies to the posterior segment portion of an eye exam.
In this edition, I will explain how to document an anterior segment slit lamp exam using the ‘All OK/Except’ concept.
In previous articles, I only used one exception (“Except…” check box). Let’s look at an example of an exam with more than one exception in the documentation.
For example, if you conduct a slit lamp examination and it reveals everything is okay except that you detect Lenticular Sclerosis and Multiple Corneal Infiltrates. To document this exception in ExamWRITER, follow the instructions below:
Click the Examination tab.
Click the Examination/Eye Health Tests bar.
Select one of the Anterior Segment ALL OK check boxes.
Select the Cornea, Lens, Cataract, and IOL check boxes under the EXCEPT heading.
Keep in mind that you should select the Except check boxes only if there are exceptions to the patient’s healthy examination; otherwise, only select the ALL OK check boxes.
Click Process.
De-select the Corneal epithelium, stroma and endothelium clear and healthy and Lens, both capsules, cortex, and nucleus are normal for age statements.
Click Process.
Select the Examination CORNEA, Vital Dye Observations, Impression, and Treatment check boxes.
Click Process.
Select or de-select any other appropriate check boxes and click Process.
The ExamWRITER screen will look similar to the following screenshot:
This elegantly simple documentation paradigm is used throughout ExamWRITER 5.0 in the Patient History (HPI), Review of Systems (ROS), and External, Anterior, and Posterior segment portions of the physical eye examination.
In the next edition of OSSNews I will explain how to document a posterior segment exam using the ALL OK EXCEPT method in a different, line item, format. Stay tuned!
Dr. Ian Lane, Vice President of Professional Services ian@officemate.net
Today’s computer and Internet technology offers many opportunities to generate more practice revenues, make you and your staff more efficient, and focus your attention more on patient care and less on day-to-day office activities. The OfficeMate Mall division is exploring new, creative, and cost-effective ways for you to enhance your business using OfficeMate as the platform for integrating business solutions.
OfficeMate eBackup Powered by DataHEALTH Are you positive that you successfully backed up your data last night?
Are you confident that you could restore that data if you were advised to do so?
Can you afford to lose access to your records for an hour, an afternoon, or longer?
Is the inconvenience to your patients and frustration of your staff caused by lost records worth saving a few dollars each month? How much productivity would your office lose if you had to re-enter one day—or more—of information?
OfficeMate eBackup Powered by DataHEALTH’s online data backup service offers an automatic, secure, and cost effective solution for data backup, storage, and recovery. For the minimal cost of a one-time licensing fee and a low monthly fee, your data is encrypted with 448-bit encryption to keep all of your information completely private while it is transmitted to a fortified offsite data center. In the event of a hard drive crash or other form of data loss, you can automatically restore your backed-up data 24 hours a day, 7 days a week.
Remember: Before you backup your OfficeMate data, you must close OfficeMate on all of your computers.
OfficeMate eBackup Powered by DataHEALTH is now offering a free 30-day, obligation-free trial! For more information on this offer and how OfficeMate eBackup Powered by DataHEALTH can secure your vital data, contact Marci Miller at 800.269.3666, ext. 5004, or marci@officemate.net.
Turn Your Web site into a Marketing Power House With 4PatientCare Recalls and Patient Web Scheduling
Do you want to see more patients and have them arrive on time for their appointments? If you answered “yes,” then you need the 4PatientCare Recall and Integrated Web Scheduling Systems!
4PatientCare fully integrates with OfficeMate. You select criteria for administratively and clinically appropriate patients and then 4PatientCare automatically communicates with them using a very human-like voice. 4PatientCare can interactively schedule and re-schedule appointments using the phone or Web while following your OfficeMate scheduling rules.
Implementation is easy—simply tell 4PatientCare who to recall! 4PatientCare automatically finds patients in OfficeMate according to the following parameters:
Last Recall Date
Last Appointment Date
Provider
Recall Reason
Last Time Recalled
Gender
Age
Insurance Type
4PatientCare calls your patients and asks them to call your office; or, using your scheduling rules, it schedules their appointments—automatically.
4PatientCare will save you money, fill your schedule, and help you provide the best care for your patients. Try 4PatientCare risk free with special pricing until May 31, 2005. To learn more about what 4PatientCare can do for you, listen to a demonstration at http://www.4patientcare.com/demos.asp. Contact Marci Miller at Marci@officemate.com or (800) 269.3666, ext. 5004, for more information or to try 4Patient Care risk free. Call or e-mail Marci now before this offer ends!
Don’t Waste Your Time With Double Entry! OfficeMate Software Solutions and VisionWeb have partnered to bring you the quickest, most accurate, and most convenient method for ordering and tracking patient prescriptions and processing insurance transactions.
Easy Online Ordering Placing your patient prescription orders online has never been easier! OfficeMate features a direct interface to VisionWeb Essential that eliminates redundant keystrokes when you place orders online. From within OfficeMate, you’ll also have access to online order statuses and tracking information on all of your orders placed with VisionWeb.
Getting started with VisionWeb Essential is easy! To access online ordering through OfficeMate, call 1.800.269.3666.
Simple Insurance Claims Processing
Use VisionWeb Enhanced to manage your insurance transactions. With VisionWeb Enhanced, you can batch claims from OfficeMate and send them directly to most commercial and government payers without having to reenter claim information. Don’t waste your time reentering claims data—you’ve already done the work. Upload the claim from OfficeMate and send it electronically using VisionWeb Enhanced—it’s that simple.
Complement your OfficeMate software with VisionWeb Enhanced today. Subscriptions are available for practices of all sizes. To learn more about VisionWeb Enhanced, visit www.govisionweb.com/enhanced/ or contact an Enrollment Consultant at 1.800.590.0873 or sales@visionweb.com.
It’s early April 2005 and Windows XP Professional has been available for 3 ½ years. So, it’s time to say farewell to your computer systems running Windows 95, Windows 98, and Windows Me and upgrade! Windows 2000 and Windows XP Professional have proven to be faster, more reliable, and much more stable than earlier Windows operating systems— especially in the fast paced business arena where downtime costs money and business. After June 30, 2005, however, the Windows 2000 operating system will no longer be supplied to
Microsoft Authorized Distributors and sold to customers. Microsoft has already stopped supporting Windows 95. A study conducted in late 2003 found that less than 25 percent of PCs are running Windows 98 and Windows Me; therefore, Microsoft will stop supporting Windows 98 and Windows Me in June 2006. It's time to upgrade to Windows XP Professional!
As OfficeMate Software Solutions works to create more robust and feature rich products, it will be requiring the use of either Windows 2000 or Windows XP Professional for OfficeMate and ExamWRITER clients. The next major release of OfficeMate (summer 2005) will require you to be running Windows 2000 or Windows XP Professional. Although this requirement might incur some additional expense to your office, the ROI will be short because of the speed and reliability the newer systems offer. The question of whether or not to upgrade current systems or replace them should be fairly simple to answer. If any of your systems are older than two years and not running Windows 2000 or Windows XP Professional, you should replace them. The time and expense to upgrade an older system to Windows XP Professional ($100 for the software and 3 hours of labor at $50/hour = $250) is too close to the cost of many new systems (complete Dell desktops start at $299) that also offer more speed, guaranteed compatibility, and a new warranty. Newer systems all running on Windows XP Professional have proven to be much faster and far more reliable than systems running other operating systems. Updating to Windows XP Professional is truly a win-win situation for OfficeMate clients.
We want to hear from you! What features of our software are you using? What features do you like and use daily? How can we improve OfficeMate and ExamWRITER? Would you like to offer any other suggestions to enhance our business and services?
