1. The document provides instructions for opticians on inputting and processing patient orders for glasses and contact lenses. It describes taking orders, inputting them into various systems, checking orders when received, dispensing to patients, and calling patients when orders are ready. 2. Key steps include taking frame and lens measurements, entering prescriptions and add-ons into ordering systems, verifying orders against prescriptions when received, adjusting frames as needed, collecting payments, and educating patients. 3. The process involves coordinating orders across multiple internal and external systems to efficiently fulfill patient orders from start to finish.

1. Optician Manual
Selling glasses to a patient
1. Walk patient out from exam room.
a. On the way to frame boards ask the patient “Would you like to look at glasses
today?”
i. If they say yes take them to the frame boards. Take them to the right
area based on gender and age. If no, proceed to section ii. for further
instructions.
1. Show them around the boards. Always ask if them if they have
any questions.
2. Tell them all the frames come in different colors and sizes.
3. Go over and start their quote.
4. Once finished writing quote based on the doctor’s
recommendations go back to the patients to see if they have
started to find anything they like.
ii. If they say no you may proceed with them to front desk for checkout.
Look at the bottom of their router to see if there is any necessary follow
up to be scheduled. If so verbally transfer the patient to the front desk by
Inputting patient glasses orders
All patient orders will first start by being putting into an officemate RX order. Followed by any
necessary lab systems such as the DVI Wizard or Eyemed. VSP jobs will automatically send most
times if not they will need to be put in through Eyefinity.
1. Office mate RX orders.
a. Pull the patient up in office mate.
b. Click the Rx/Orders button
c. Click Eyewear
d. There should already be a finalized RX. Check the date to make sure it is most
current. (If there is not an RX or it is out of date you will have to pull it up
through Exam writer. [SEE EXAM WRITER TRAINING])
e. If it is a VSP order, select VSP bubble then select the materials authorization
when it pops up
f. Enter the PD
g. Click the question mark next to the empty description box.
h. In the empty name field input the lens type the patient is ordering IE. SV PO or
PR TR
i. Click F2 button to search
j. Scroll through to find appropriate lens
k. Click it
l. Click select
m. A new screen will pop up, click select again

2. n. Input any necessary measurements for example Seg heights, Ocular center,
Vertex
o. Input the Lab in the “Order lens from” blank
p. If there are any add-ons for example tint or coating, select the “find add-ons”
button
q. Click the appropriate radio button up top for your desired add on
r. Click F2
s. Scroll through to find the add on you are looking for.
t. Click the box next to it
u. Click select
v. Click the Frame order tab
w. Click the question mark next to name
x. Input the name of the frame in the empty box next to name
y. Click F2 to search
z. Scroll through to find the appropriate frame by name color and size
aa. Click it
bb. Click select
cc. If POF make sure to input frame measurements.
dd. A Bridge Temple A B ED DBL (there is a guide for how to find the measurements)
ee. Verify everything in your order is accurate
ff. If accurate click Record
gg. Click invoice now. Now you will move to the next training systemfor Inputting
glasses orders in to a fee slip
2. DVI RX orders
a. Open up the patient. Your RX order should have already been entered to the
office mate RX order systemby this point.
b. Open the RX order so its easily viewed slide it down to the left corner of your
screen
c. Open DVI Wizard
d. Click new job
e. Click the appropriate lab in the Lab box
f. Enter the patient first and last name
g. Go over to the “edge” box drop it down
h. Select the edge type you need.
i. Input the patients RX in the R field under sphere cylinder axis, Dist is where you
put the PD. For this you will separate R/L eye
j. Do the same for the L field
k. Click the box with the bubble in in next to the R
l. Select the lens type you need
m. Select the lens style you need
n. Select the lens material
o. Select the lens material again
p. Select the color
q. If progressive select the add power

3. r. Enter Seg height
s. Repeat for the L fields
t. IF AR click AR drop down
u. Select desired AR
v. Same for Tint under the Tint drop down select the tint type
w. Input tint color under tint description
x. Drop down next to Frame type out frame brand and name (it may not all fit)
y. The next drop down is where you select job type for frame to come or lenses
only select the one you need
z. Input frame color
aa. Go to Etyp drop down
bb. Select bevel type
cc. Go to Mat drop down
dd. Select frame material
ee. In put all your frame measurements which can be found under the frame order
tab in the office mate RX order.
ff. A Bridge Tmpl Sz Tmpl Style Ftyp A B ED DBL
gg. Verify everything is accurate
hh. Click Save
ii. If sending the frame, a pop up will ask if you want to print the packing slip
jj. Click yes
kk. You can now close your DVI wizard
3. Eyemed RX orders
4. Eyefinity RX orders
Feeslips for glasses orders
All glasses orders will immediately be put into a feeslip and billed for each patient.
1. After clicking the Invoice now in the office mate RX order it will pop up a screen called
patient open charges
a. Click post
b. If insurance is being used, you can click the insurance drop down and select
appropriate insurance plan
c. Click modify to input patient copays and charges.
d. Copays will go in on the far right under the Co-Pay section.
e. To find the correct line look to the far left.
f. Materials copays will go in the frame line or lenses line if no frame
g. Patient charges will go under Pat Charge section.
h. Find the correct line by looking to the left.
i. Once finished putting patient charges in click OK
j. Make sure all lines have a code in under the ICD9/10 section
k. If not click the drop down and select the appropriate code
l. You can type in the code you need for the fastest way to find it

4. m. Once the code you need is highlighted in blue click the arrow pointing to the
right
n. Click ok
o. Drop it down into each line with a charge in it
p. If a discount is being used click the discount button
q. For each item click the drop downs under “line discount”
r. Slide blue highlight over desired discount
s. Click for each line
t. Once done click ok
u. Input any payment information
v. Check, Credit Card or Other
w. Click record
x. Click print Fee slip 2ce
y. One for us one for patient if patient is here and wants a copy
z. Click close
Checking in patient glasses orders
Every patient should already have a tray prepared in the in process area. The in process area is
the middle and top shelf in the middle column in the lab.
1. When an order arrives they will come in boxes from the lab, usually delivered by UPS.
Open the boxes. Each patient job will be individually wrapped inside a plastic bag and in
a paper with their name on it as well as prescription and add ons.
a. These jobs are to be separated by patient. To do that read the paper and pull
that patients tray.
b. Open the wrapped frame, put the frame/lenses in the tray with the paper it
came with as well as any cleaning cloths or certificates of authenticity.
c. The demo lenses that came with the frame will be wrapped with them, those as
well as the price tag may be thrown away.
2. Take all trays with new patient orders to the lensometer. There is a step by step list of
how to check the lenses taped to the while behind the lensometer.
a. At this time the prescription will be verified to the order sheet it came with.
b. Verify all add ons to the order sheet the sales optician prepared and put in the
tray. Add-ons can include, coatings, transitions, chem clips etc.
c. If any add ons are missing or the prescription is off; document, on the paper that
comes with the frame as well as in the patient notes. Call the lab and let them
know so the order may be restarted. Document who you speak with at the lab
and any new invoice numbers given. Scan in the original invoice paper with
errors documented.
d. Lastly, check that any additional measurements are accurate. This will include
Seg heights and PDs or any other specific measurements given for the order.
3. If the order is for uncut lenses the lenses may be placed in the tray with the patients
frame and sat next to the edger.

5. a. Please inform lead optician that there are lenses to be edged. If lead optician is
out of the office, please inform Dr. Tate to insure timely edging of lenses.
b. If the uncut lenses are for a POF call the patient and inform them to bring their
frame in. If LO is here she can do it. If LO is out of the office, please schedule a
15-minute frame adjustment appointment for Dr. Tate to edge the lenses.
4. Once all patient orders are checked initial and date each order sheet. The patient must
then be called to inform them that their order is ready.
a. Scan in the order sheet in E Documents as well as make a note of if the patient
was spoke to or a message was left.
b. The ready orders will then have an Insight Eyecare bag with an Insight Eyecare
cleaning cloth, lens spray, and glasses instruction sheet put in the tray neatly. All
of those items can be found in the organizer on the counter. Also any other
items that came with the order should be placed in the bag, such as lab cleaning
cloths and certificates of authenticity or patient’s old lenses if they desire. If
there are any receipts in the tray they should also be placed in the Insight
Eyecare bag.
c. Once the tray is prepared with all care package materials it can be placed in the
ready area. The ready area is the bottom shelf of the middle column. If the
bottom shelf is full it can be placed in an over flow area such as the counter top.
Inputting Eyemed Orders
1. Open desired patients RX order in officemate
a. Click patients in upper left hand corner
b. Type in patient’s name
c. Click F2
d. Select accurate patient
i. There may only be one patient with that name, so I may automatically
open the patient
e. Click RX/ORDERS button
f. Click eyewear
g. Drag the window down to the left hand corner of the computer screen
2. Open patient fee slip
3. Open chrome
4. Minimize the screen to half window
5. Drag it to the left hand side of the computer screen
6. Type in eyemed.com to the web browser bar
7. Click providers
8. Click sign in
9. Click log in
10. Click authorizations
11. Scroll through and find the correct patient and authorization
12. Click it
13. Make sure the authorization is pulled for the correct services

6. 14. Click submit claim
15. Drop down the Eyeglasses Exam:
16. Select appropriate exam type
17. Input Contact lens fit & follow up if necessary
18. Drop down Refraction
19. Select basic refraction
20. Drop down Primary Diagnosis
21. Select appropriate diagnosis
a. You will find this in the fee slip
22. Drop down disease reporting diagnosis
23. Click appropriate- yes or no
24. Select where the lenses will be ordered from for the claim
25. Eyemed network lab
26. Click select a lab button
27. Select appropriate lab radio button
28. Click select
29. Drop down job type
30. Select appropriate job type
31. Input prescription information
32. Click continue lens order entry button
33. Input Distance PD information
34. Input seg heights if necessary
35. Drop down lens type select appropriate lens
36. Drop down lens design select appropriate design
37. Drop down lens material select appropriate material
38. Drop down Anti-reflective manufacturer if necessary and select appropriate company
39. Drop down AR product select desired AR
40. Input frame brand
41. Input frame model
42. Input frame color
43. Input frame Eye size
44. Input temple length
45. Skip SKU
46. Input A box - ED
47. Frame type drop down select appropriate frame type
48. Thickness type- leave lab decides
49. Frame source drop down select appropriate frame source
a. POF- Patient supplied
b. Bought from us- Doctor supplied
50. Input all usual charges
a. These will populate in different orders every time. Just compare to the patient’s
fee slip until you learn pricing
51. Make sure the price you charged is the same as what eyemed says to charge
52. Click Submit claim

7. 53. Click order confirmation
54. Click print button icon
55. Click print button
56. Close order confirmation
57. Wrap the order confirmation around the frame
58. Tape it
59. Put it in the appropriate lab out box
60. Highlight and copy the claimnumber up top
61. Go back to patient
62. You may now close the RX order and the fee slip
63. Click demographics
64. Click notes tab
65. Click new note
66. Paste your eyemed claim number
67. Write out next to it what the claim was for
68. Click Ok
69. That’s it,
Dispensing Patient glasses orders: When the patient comes in to pick up the eyeglasses: a
case for whatever brand they choose should be pulled out for them. The patient will receive the
eyeglasses, a case, and the care package. The cases are in the cabinets under the countertop.
They are marked on the front side of the boxes for each brand.
d. Collect any balance due.
e. At this time, we should check the fitting of the eyeglasses on the patient. This
includes if they are crooked, too tight, too loose etc.
f. Make any necessary adjustments, go over the Insight Eyecare bag contents, ask
the patient if they have any questions or concerns.
g. If the patient is concerned about the vision in their new glasses it can be helpful
to remind them they have a new prescription and it may take up to 2 weeks to
become adjusted to it, especially for first time progressive lens wearers.
h. Inform the patient that if anything with the fit starts to bother them while they
are adjusting to them that they may feel free to drop by at any time for further
adjustments to the fit.
5. Wipe the tray clean and replace in an open area on the shelf.
6. Open up the patients RX order for eyewear click the “dispensed” bubble and put your
name in. Click record.
7. Initial and date on the marker board under dispensed by
8. GREAT JOB!
Checking in patient contact orders
Contact orders will come in a box usually from UPS.

8. 1. Contact order slips will be found bottom of the plastic organizer tray on the lab counter
top in the lab or in the stackable tray to the right of the far right computer.
2. Open the ABB box. It will come with a list of what is in the box.
3. Compare the list to the order slips.
4. Lay out the contact order slips for the ones that came in the box.
5. Pull out trays for each order
a. Unless they are a daily wear contact, these will be wrapped with the slip and a
rubber band. The rubber bands can be found in the plastic organizer on the
counter in the left hand drawer.
6. Verify the contact prescription, brand, and amount of supply to the order slip we print
off.
a. If the prescription, brand, and amount are correct highlight the name of the
patient on the ABB order sheet.
7. Make a tray for the patient. On the front of the tray should be written: name, date, and
amount owed.
a. You may locate in the top right organizer R/L stickers, mark contacts accordingly.
b. Put contacts in the tray.
c. Check for any rebates that may apply. Some brands will have 6-month supply
rebates; others will only have rebates for year supplies.
d. The rebates can be found in front of the window on a tiered divider.
e. If the patient bought a year supply: get an Insight Eyecare bag, put in the bag a
free bottle of optifree pro line solution as well as their year supply rebate and
their contact supply. Put the care package bag in their tray.
f. The optifree proline solution can be found on the far left bottom shelf.
8. Once all contacts on the sheet have been verified and all trays are prepared they go in
the ready area. The ready area is the bottom shelf of the right column.
a. If the contacts are for a trial order the will go in the left cabinet in the tech area.
b. If the contacts are stock trials they can be left in the box and taken to Christina
to be put away after all patient orders have been checked in.
9. The patient should then be called.
a. Take notes in the patients file of if a message was left or the patient was spoke
to.
b. If the trials require an appointment for pickup make sure to take note of that, as
well as leave a reminder of this for the patient.
10. Dispensing: When patients come in to pick up their contacts dispense care package for
year supply orders or contents of the tray.
a. Collect any balance due
b. Ask the patient if they have any questions or concerns.
c. If the trial order sheet says dispense and return in (x) weeks make sure to make
the patient an appointment before they leave.
11. Wipe the tray clean and replace in an open area on the shelf.
12. Open up the patient’s RX order for soft lens click the “dispensed” bubble put your name
in.

9. 13. Click record.
14. GREAT JOB!
Inputting Contact returns
This can be done as needed when the returns box gets full.
Scheduling the pickup
1. Pull down the box marked “Contact Returns” in the lab. It’s on the top shelf on the right
hand side.
2. Get a box from Amanda to put the contacts in.
3. Make sure all the contacts have individual return papers with that specific order
wrapped around them.
4. Put all the returns in the contact box
5. Open chrome
6. Click the shipping tab
7. Click USPS link
8. Click schedule a pickup
9. Make sure to login
a. The password and login should be saved if not you can find in the information
folder in the important office info folder.
10. Once logged in all of our shipping information should be saved.
11. Click check availability
12. Drop down the “My shipment will be….” drop down
13. Scroll down and click reception
14. Click the radio button for During your regular mail delivery. It is a $0.00 charge.
15. Click the first available day on the calendar.
16. Input 1 into the Priority mail box
17. Put in the estimated total weight
a. There is a scale in the left hand top drawer in the lab if you are unsure of the
weight. They will usually be around 1lb.
18. Check the box for I have read, understand, and agree…
19. Click Schedule a pickup.
20. The page will refresh to Your pickup has been scheduled
Creating the return shipping label
1. Hover over the mail & ship tab
2. Click the click -n- ship
3. Our return address should auto populate
a. If yes, continue
b. If no, verify you are still logged in
4. Click the Use address book button
5. Click the radio button for ABB/ODG returns
6. Click use this address button

10. 7. Verify all the necessary info populated.
a. Company
b. Address
c. State
d. Zip
8. Choose your shipping date
9. Click the radio button for enter package weight
a. Use the same weight you used for the pickup
10. Choose the service type
a. Priority mail should auto populate
11. Click View available services and prices button
12. Click the radio button for the cheapest one for priority mail
13. Scroll down and click add to cart button
14. Click next: billing information button
15. Check the *I certify that my mailing complies… box
16. Input the card security code.
a. This can also be found in the important office info folder
17. Click the Next: Pay and Print button
18. Click the Print labels button
19. The label will pop up
20. Click print button
21. The label will print.
22. Cut the label on the dashed line
23. Put the bottom half in Dr. Tate’s in box
a. You can find this right inside his door to the left on top of his filing cabinet.
24. Tape the top half to the box
a. The packaging tape is on the front desk in the trey where all the outgoing frames
are.
b. This is to the right of the center computer
25. Put the box with the label taped to it on the front desk so someone at reception can
give it to the USPS carrier when they come
Ordering Opti-FreePro Line
1. Click chrome
2. Click ABB tab
3. All the login info should auto populate
a. If not, it can be found in the information folder
4. Click login
5. Click lens care order
6. Click Category drop down
7. Click Alcon solutions
8. Click product drop down
9. Select Opti-Free Pro MPDS 16OZ

11. 10. Put in desired quantity.
11. Click add to cart
12. Do not check out at this time.
a. The tech will check the cart out at the end of the day
Ordering Hydroeye
1. Call Science Based Health at 888-433-4726
2. Press 1 for Doctor services
3. They will ask what they can help you with
4. Tell them you want to order hydroeye
5. They will ask for the acct # 5009600
6. Tell them quantity. This is per bottle.
7. They will verify Shipping address and credit card #
8. They will ship them to us
Ordering bags for Patient Supplies
1. Go to www.mbsopt.com
2. Our login info is saved in important office info folder
3. Click bags
4. Click bags under the main bags drop down
5. Click 9X13 Full color non personalized
a. we have been ordering the blue ones
6. For larger bags click 11X15 non personalized
a. We have been ordering the white and purple ones
7. Enter quantity needed
a. They come in units. Most units are 100. So if we need 300 input 3
8. Click add to cart
9. Click checkout
10. Input correct Billing and Shipping information
11. Select payment type
12. Click continue order
13. Verify everything in the order is accurate
14. Click submit order
15. Input Credit Card information
16. Click finalize and process order
17. A page will pop up with an approved message.
18. An email will send with the receipt
19. Print the receipt
20. Put it in Dr. Tate’s in box
Inputting/Updating frames in the system
1. Have your new frames ready
2. Open your Dymo label printer

12. 3. Open administration
4. Click products
5. Click products and services
6. Click drop down for product type
7. Click frames
8. All frame will go under 2 letter and their name or number
a. The 2 letters are designated by the brand name
b. If it’s a two-word brand you will take first letter of each word
i. For example: Ray Ban would be RB. Brooks Brothers would be BB
c. If it’s a one-word brand you will use the first two letters of the word
i. For example: Coach would be CO. Chesterfield would be CH
d. The names are on the frames. Usually on the temple. They should come in a sack
or piece of cardboard with the frame name and information
9. Input the Frame name in product name.
a. For example, CH 34XL, this is Chesterfield 34XL
10. Put in the first two letters and the name
11. Hit F2
Updating Frames already in the system
12. If it pulls the frame up double-click it to open
13. Verify all Products information is accurate
14. Click products details tab
15. Verify all this information is accurate.
16. If it is all correct there is no need to edit.
17. If the color or size is not in yet click
18. Click copy.
19. Input all information from Eye-ED
20. Input base cost
21. Input base fee. This is cost times 2.75 for regular ophthalmic frames or MSRP for suns
a. For example, a frame with the base cost of $59 will have a base fee of $162.25
b. Round to the nearest quarter
22. Input color
23. Click Save and exit if last of that frame
24. Print price tag with dymo label printer. This is the base cost times 2.75
25. Wrap the price tag around the right temple
26. Click save and new if you have this same frame in another color or size
27. If you are all done with that frame click save and exit
Inputting new frames
28. If it is not a frame that is in the system, it will not pull anything up when you hit F2
during the initial search
29. Click the new product button
30. Input Product name
31. Click drop down for Print on fee slip, click the appropriate frame type

13. 32. Click the drop down for stocking type
33. Click stock. All frames will be stock items
34. Click drop down for gender, select appropriate gender
35. Click drop down for Manufacturer, select appropriate
36. Click the drop down for Designer Series, this is where you select the brand name
37. Click the material drop down, select the appropriate
38. Do the same for the mount drop down
39. Click the Financial group drop down
40. Select ophthalmic material sales
41. Click the Production group drop down
42. Select Frame fees
43. Click Product Details Tab
44. Input Eye-ED
45. Input base cost
46. Input base fee
47. Input color
48. If you are done with this frame click save
49. Click save and exit
50. If you have more colors or sizes for this frame click save and new
51. Print price tag with dymo label printer
52. Once all the frames are put in through administration go back to office mate
53. Click products
54. Hover over Inventory
55. Click adjustments
56. Click Product Name/Code button
57. Click product type drop down
58. Click frames
59. Input the two letter brand name in name
60. Click F2
61. Scroll through and select the box for every frame you have just entered
a. Make sure to verify you are selecting the appropriate color and size for each
frame. Many times there will be multiple colors and sizes for each individual
frame
62. Click select
63. Input the number of each frame you are adding to inventory under adjustment
64. Click record
a. If you find one you selected by accident, select it
b. Click the delete line button
65. Close the window
66. This will have to be done separately for each brand.
67. Take the frame to frame boards and put them in empty slots or under-stock as
necessary.