OCS User Manual - Business Services Organisation
Contents
1. Ophthalmic Claim System User Manual Page 14 d Select a Sight Test outcome category by clicking the relevant box or boxes At least one selection must be made from Options 1 2 or 3 Option 4 Referred to GP may also be selected if applicable Part 2 Sight Test Details 1 No RX Required statement issued 2 New changed prescription 3 Unchanged prescription given 4 Referred to GP e Select a medical exemption category if applicable Glaucoma At risk of Glaucoma Diabetic Relative of Glaucoma sufferer 0 0 odo f If a medical condition is selected the following box will appear which requires you to input the Name and Address of GP Practice Hospital Consultant who can confirm the patient s condition Name and address of GP Practice Hospital Consultant g If applying for an Early retest claim this box should be ticked and the Explanation for early retest should be entered If the sight test is within three months from the previous test the claim should be submitted for pre approval from BSO If the early retest is over the three month period the claim can be submitted for payment without pre approval Ophthalmic Claim System User Manual Page 15 Early retest Explanation for Early retest h Tick any of the exemption categories which apply Complex lens wearer Registered Blind Partially sighted Patient given GOS NIJY Voucher type i If the Patient given GOS NI2. your provided email address structions that are outlined in the email to gain access to Ophthalmic Claims and Reporting Sys stem Please click here to continue Please follow the ins If you do not receive this email within the next 24 hours please contact the EPES Helpdesk e Open your e mail service to receive the e mail containing your username premises code and a Temporary Password Highlight and copy this temporary password The first time you log in to the system you will be asked to change this password for security purposes Business Services Organisation elcome to Ophthalmic Claims and Re eporting S ystem You have now signed up to use the system You have aana assigned a temporary passwor rd to gain access to the sy sstem You must chan nge the password on your first login Your login username is Your temporary password is Feeney The cs A Account Team Email Disclaimer Ophthalmic Claim System User Manual Page 39 f Enter the Temporary Password from the e mail in the Password field Click Login You have successfully logged into the HSC NI Business Services Organisation network By proceeding you have agreed to be bound by the terms and conditions of use set out by HSCNI Business Services Organisation Please enter password to gain access to Ophthalmic Claims and Reporting System Premises Code Password g You will be prompted to again enter the Temporary Passw
3. 3 2 Changing My Password 4 New Claims 1 Searching for the Patient using Health amp Care Number Searching for the Patient using Name and Date of Birth Selecting a Claim Type Sight Test Claims Voucher Claims 6 Repair or Replace Claims 5 1 Viewing Reports 5 2 Finding a Specific Claim 5 3 Deleting a Claim 6 OCSPR Forms E 7 Forgotten Password Oos Note if using the digital copy of this user manual click on the page numbers to be taken to the relevant page Ophthalmic Claim System User Manual Page 2 1 Cryptocard Keyfob On implementing the Ophthalmic Claim System OCS you will be issued with a Cryptocard keyfob token shown above The OCS User Agreement outlines the terms and conditions of use 1 The keyfob token is the property of BSO which reserves the right to request its return at any time 2 The keyfob token should be used solely by staff within your practice and is not to be used by any other person for any other purpose 3 The keyfob token will be returned in the same working condition as it was received It should be used only in accordance with the OCS User Manual 4 The keyfob token should be kept in a safe place and should be protected from liquids and extreme heat and cold Any loss of or damage to the token must be reported to BSO immediately and understand may be held liable for any resultant costs currently 45 per token but this may be subject to increase
4. Relative of 052013 GOS NI ST Sight Test Glaucoma Sufferer 2305 2013 Valid Mot Completed Not Completed 052013 GOS NDIR Repr Repl B Student 23 05 2013 0532013 GOS NTY Voucher 23 05 2013 052013 GOS NTY Voucher B Student 23 05 2013 Valid 032013 GOSNIIST Sig t Test C ESA 23 05 2013 Valid Ophthalmic Claim System User Manual Page 34 d The third section shows Forms Submitted for Pre Approval or Notification The Status column will show whether the claim was approved or rejected An approved claim will also be assigned a reference Code Select Click here to download report as CSV to download a pre approval notification report for the current month FORMS SUBMITTED FOR PRE APPROVAL OR NOTIFICATION ell Request Type Patient Name Form Type Health amp Care No Date submitted Status Code 1716 Preapproval GOS NIJ Voucher 28 05 2013 Approved 1305133312 1723 Preapproval GOS NDR Repr Repl 28 05 2013 Approved 5276070002 e The fourth section shows Previous Months claims summaries Click on the relevant month if you wish to view more detailed reports Previous MonTHS Month Year Number of forms Total Paid April 2013 g4 1582 64 May 2013 3 105 60 f Clicking on a previous month will bring you to a similar screen for that month s payment You can download Payment Processing Reports or Forms Submitted for Payment and view the list of claims on the webpage Click the page number buttons to
5. Birth SAMPLE SURNAME SAMPLE FORENAME 0102 2003 lt Select form type below gt Few Clim T Cancel a If the patient s details cannot be found using the HCN input the patient s Surname Forename and Date of Birth in the format DD MM YYYY and click Click here to search for patient using the above details Please note the patient s name must match their record exactly e g any apostrophes or hyphens must be entered if applicable New CLAIM Patient Details Enter patient information or search for an existing patient to create a new claim Health amp Care No National Insurance No Click here to validate Health amp Care No Surname SAMPLE SURNAME Previous Surname Forename SAMPLE FORENAME Date of Birth 01 02 2003 ick here to search for patient using the above details Post Code Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Date of Last GOS Test Form Type Create Claim for lt Select form type below gt New Claim Cancel Ophthalmic Claim System User Manual Page 11 b Click on the drop down arrow menu to view all matching patients Click on the patient s name to populate their details on the claim Occasionally there may be two or more patients with the exact same name and date of birth shown In these cases use the address to determine the correct patient and click on their record to load their details When the patient s
6. Routine checks are carried outon exemption claims and you may be contacted in the course of these checks Version 1 3 Date 01042014 Claim Record ee a e am Optician Signature a Optician Signature Optician Signature PstentS gnsture an Signature pad a ale baled ss Dat Patent Signsture i i all X wI ENS Evidence Not Seen Ophthalmic Claim System User Manual Page 37 Parts A and B of this form must be filled in the first time you treat the patient Part A must be filled in by the patient as it states the reason why they are exempt from paying Health Service charges The patient must sign and date the patient declaration in Part B to confirm the information they have provided is accurate The patient and ophthalmic contractor information in Part B should be filled in by the practice The claim table should be filled in each time the patient receives Health Service treatment You should first use OCS to submit a Sight Test Voucher or Repair claim for the patient When the claim has been submitted a confirmation message will appear with the Claim ID number w sight Test Form 1 702 has been submitted successfully for payment Create New Claim This should be recorded in the claim table on the OCSPR form and you should tick the relevant box to indicate the type of claim and whether the evidence for the exemption has been seen by your practice The patient must sign the claim each time they
7. notified by email Create New Claim Ophthalmic Claim System User Manual Page 24 p To create a claim for a Sight Test or Repair Replacement form using the same patient information click the relevant link Click here to create a Voucher GOS NTIV form using the same patient information Click here to create a Sight Test GOS NIIST form using the same patient information Click here to create a RepairReplace GOS NTIR form using the same patient information Submit for Payment Submit for Pre approval Cancel q Aconfirmation message will appear with the claim ID number for the new claim record for a Sight Test or Repair Replacement The claim record can then be viewed through the Reports section of OCS for completion and submission Click here to create a Voucher GOSINTY form using the same patient information Click here to create a Sight Test GOSINDIST form using the same patient information Click here to create a Repair Replace GOSINDIR form using the same patient information w Anew Repair Replace GOSCNDR claim record 1715 has been created Submit for Payment Submit for Pre approval Cancel Ophthalmic Claim System User Manual Page 25 4 6 Repair or Replacement Claim a Follow the instructions in part 5 1 to find the patient s details and select 3 GOS NI R Repr Repl in the drop down menu Click New Claim Form Type Create Claim for 3 GOS NIR Repr Renl v New Claim b Check th
8. return to the main OCS welcome screen My PROFILE My Details Premises Code Practice Business Name Surname Forename Contact Email Address OO OMP Code Address Line 1 Address Line 2 Address Line 3 Post Code Profile updated successfully Please click here to continue Ophthalmic Claim System User Manual Page 8 3 2 Changing Your Password a Click on My Profile Scroll down to the My Password section My PROFILE My Details Premises Code Practice Business Name Surname Forename Contact Email Address OO OMP Code Address Line 1 Address Line 2 Address Line 3 Post Code f Eit Cancel My Password Old Password New Password Retype New Password Change Password Cancel b To change your password enter your existing password in the Old Password field Enter the new password in the New Password field and again in the Retype New Password field Your password should be at least eight characters long and contain at least one capital letter one small letter one number and one symbol for maximum security When you have entered your new password click Change Password to continue My Password Old Password kunnunns New Password asnuunnnann Retype New Password sesssessees Change Password Cancel c Amessage will be displayed confirming the password has been successfully changed Click the Please click here to continue message to return to
9. someone who is getting the benefit have ticked will appear and should be ticked if applicable More boxes will appear The His Her name and address is and His Her National Insurance No fields must be completed I am the partner of someone who is getting the benefit I have ticked His fHer name and address is Enter name and address of partner His Her National Insurance No Enter his her National Insurance No Evidence not seen F Ophthalmic Claim System User Manual Page 29 I Complete Part 3 Parts a Retail price enter if less or the same as voucher value E b Voucher value 00o c Sum patient assessed to pay on form HC3 E FT d Amount claimed a or b whichever is the lesser minus c E 0 00 I claim Small Glasses Supplement g In full time attendance at school o e Enter the Date of Supply either by typing it in format DD MM YYYY or by clicking in the field and using the calendar menu e Enter the Retail Price if applicable e Enter the Sum patient assessed to pay on form HC3 if applicable A declaration and tick box will appear Tick this to accept the declaration c Sum patient assessed to pay on form HC3 E 30 00 O t The patient or the patient s partner holds 554 HE3 full help certificate Please accept the Declaration e Tick I claim Small Glasses Supplement or In full time attendance at school boxes as applicable m The practice details will be disp
10. 5 If my practice closes changes ownership or ceases using OCS for any reason it is my responsibility to inform BSO immediately and ensure the safe return of the keyfob token to BSO How to Use the Cryptocard Keyfob Press the grey button on the keyfob to the right of the screen to display a single use passcode on screen This passcode should be entered on the OCS webpage when required during initial registration and again every time you log in to access OCS Each time a unique single use password will be generated Ophthalmic Claim System User Manual Page 3 2 Logging into OCS a Open Windows Internet Explorer Type OCS website address into the address bar and press Enter If you wish you may want to add this address to your favourites list or create a desktop shortcut to enable quicker access to OCS b A security warning may appear either in your browser window or through your computer firewall Click Yes to allow the OCS website permission to open security Warning The current webpage is trying to open a site in your Trusted sites list Do you want to allow this Current site Ch Documents and Settings mmulh012 Local Trusted site https access hscni net YEs Warning allowing this can espose your computer to security risks If wou don t trust the current webpage choose Mo c The following screen will appear explaining the terms of use Click I agree to proceed Health and HSC Social
11. C My Documents H Otem b Downloads 2 My Data Sources My Recent ie My Music Documents Emy Pictures Ay SharePoint Drafts Desktop My Documents My Computer File name almicFormesubrittedForPayment JUNE 201 2 a Dave as type Microsoft Office Excel Comma Separated Value _ i m i hy Network c The second section shows Forms Submitted for Payment for the current month Each claim is assigned a Claim ID number click this to view a completed claim or to finish and submit an incomplete claim The Status column will tell you the current status of the claim Valid indicates a successfully submitted claim Not Completed indicates a claim that needs to be finished and submitted Exception indicates a claim that BSO need to review before it is completed Accepted indicates a claim that has been reviewed by BSO and completed for payment e Returned indicates a claim that has been reviewed by BSO and rejected for payment e Generally a green font denotes complete claims and red indicates an incomplete or rejected claim please see OCS Form Status List document for more details e Select Click here to download report as CSV to download a claim report for the current month FORMS SUBMITTED FOR PAYMENT June 2013 Click here to download report as CSV E 2 Health amp Care No Date submitted Claim Claim ID Period Patient Name Form Type Exemption Category Status F
12. Care TERMS OF USE Use of this gateway is restricted to authorised HSC staff and staff in external organisations who have received express authorisation fram appropriate persons within HSC If you do not have such authorisation WOU Must disconnect now All connections to this Patewiy and use of services provided through this gateway are logged if you are an authorised user of this gateway you must take care to maintain the physical security of whatever Selene YOu Use bo access services through this gateway You must not facilitate any use of this gateway or services pnoviched by thes gateway by any party not authored by appropriate persons within HSC The gateway may mstall or update severi plug ins to your web browser software in onder to provide acoess to the services that you will ust through the gateway D Ges Lido nod accep hg pra h eR ae er k A ee Ophthalmic Claim System User Manual Page 4 d Enter your Username this is your premises code The Passcode is a 10 digit code which is comprised of your 4 digit PIN number followed by the 6 digit code generated by the keyfob token Your 4 digit PIN will remain the same every time you log in but a new 6 digit code will be generated for each log in session Click Login i Health and Hi Social Care Secure Logon HSCNI Partners Ucermarme Parodo e The main OCS log in screen will appear Your premises code will be shown Enter y
13. Claim r To create a claim for a Voucher or Repair Replacement form using the same patient information click the relevant link Click here to create a Sight Test GOSINTIST form using the same patient information Click here to create a Voucher GOS NTY form using the same patient information Click here to create a Repair Replace GOS INDIR form using the same patient information Submit for Payment Submit for Pre approval s A confirmation message will appear with the claim ID number for the new claim for a Voucher or Repair Replacement The claim record can then be viewed through the Reports section of OCS for completion and submission Click here to create a Sight Test GOSINTIST form using the same patient information Click here to create a Voucher GOSINTY form using the same patient information Click here to create a Repair Replace GOSINDR form using the same patient information y Anew Repair Replace GOSCNDR claim record 1711 has been created Submit for Payment Submit for Pre approval Ophthalmic Claim System User Manual Page 19 4 5 Voucher Claim a Follow the instructions in part 5 1 to find the patient s details and select 2 GOS NI V Voucher in the drop down menu Click New Claim Form Type Create Claim for 2 GOS NIY Voucher ew Claim canal b Check the patient details displayed in Part 1 are correct VoucHer GOS NI V Part 1 Patient Details
14. Claim ID Serial No Health amp Care No National Insurance No Surname Previous Surname Forename Date of Birth Post Code Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Date of Last GOS Test c Part 2 displays the Voucher details Part 2 Voucher Details Reason for issue Sph Cyl Axis Prism Base Via Distance Right z Clear Distance Left v v Clear Reading Right Pr v v Clear Reading Left e F lt vi Clear Single Vision Prism Single Tints Complex Lens Contact Lenses S U ee he O O e Os Multifocal Bifocal Voucher Code OO OMP Code Date of Sight Test Exemption Category Select Exemption Category v Evidence not seen go Ophthalmic Claim System User Manual Page 20 d Click the drop down menu to select a reason for the Voucher claim Part 2 Voucher Details Reason for issue 1 New changed prescription 2 Same prescription Distance Right 3 Mon tolerance approved by BSO e Enter the prescription details e The drop down menus for Spherical and Cylindrical can be used to enter a plus or minus sign and a value must be typed in the adjacent box between 0 and 2600 in a multiple of 25 e A value must be entered in the Axis field e A value can be entered in the Prism value if applicable e The drop down menu in the Base field can be used to select a category if applicabl
15. HSC Business Services Ophthalmic Claim System 4 Organisation User Manual Document Title Ophthalmic Claim System User Manual Document Filename H Ophthalmic OCS Pilot User Manual Ophthalmic Claim System User Manual V0 98 Document Creator s Project Organisation Role Signed Date Marc Mulholland FPS Project Support Assistant a le Kevin Carland Dental amp Ophthalmic Payments Manager BSO Roisin Hughes Services and Improvement Manager BSO Project Closure Report amp Version Control 04 08 2013 Changed OCS website address Amended registration amp log in guide with new screenshots Added section for if password has been forgotten 20 09 2013 Added OCSPR form section 07 10 2013 Amended section 2 3 and 8 to include information on F5 protected workspace Added section 6 i on using Find function to search for claims Removed section 16 10 2013 9 Help amp Support to be updated and circulated as separate sheet when visiting practices Added Cross References to allow links to sections on Contents page Amended section 6 i to include new Find Claim function Added Delete Claim section 6 j Removed references to protected workspace function 10 03 2013 15 04 2014 25 06 2014 Updated screenshots of new OCSPR V1 3 form Updated to reflect new website address log in Ophthalmic Claim System User Manual Page 1 Contents ee 1 Cryptocard Keyfob a 2 Logging in to OCS 3 1 Updating My Details
16. ORTS Find Claim Claim ID PAYMENT PROCESSING REPORTS DECEMBER 2013 There are no reports available for download for forms processed in December 2013 FORMS SUBMITTED FOR PAYMENT JANUARY 2014 Click here to download report as CSV Claim ID Sane Health amp gt Date ee Patient Name Form Type Cara No Exemption Category EE Status Se A Pending 092013 GOS NI ST Sight Test 05 09 2013 Requests E EEN Pending 102013 GOS NI ST Sight Test 10 10 2013 Requests Pending 112013 GOS NI ST Sight Test A Child Over 60 01 11 2013 Requests 5 1 Viewing Reports a The first section shows Payment Processing Reports for the payment made the previous month There is a summary report a full payment report and individual reports for each type of payment If you wish to download a report click on the required file REPORTS PayMENT PRocessiNG Reports APRIL 2013 The following reports are available for download for forms processed in April 2015 Summary Report APRS OLS Payment Report APRIS PAYMENT 01 Si Adjustment Report APRIS ADJUSTMENT 01 CSW Exception Report APR13 EXCEPTION 01 05 Returned Forms APR13 RETURN 01 C5 Sight Test Values APR13 SIGHT 01 5 Voucher Values APR13 VOUCHER 01 CSW Repair Values APR13 REPAIRS 01 CSW Ophthalmic Claim System User Manual Page 33 b The Save As screen will appear Choose a location to save the file in Change the name of the file if desired Click Save Save in
17. Services sight testand orhelowitn the costofthe spectacles forthe resson have toked in Pend There is no insurance warranty or other after sales care covering these spectacles consent to information relating to the General Ophthalmic Services provided to me being made available to other Departments Agencies for Health and Social Care ie purposes and for the purpose of preventing or detecting fraud E eee lam the patient e ORI am Signing onbehalf ofthe patient give details below Relationship to Patient Optician Declaration declare that the information have given on this form is to the best of my knowledge correct and complete and understand that if itis not action may be taken against me For the purposes of verification of this claim consent to the disclosure of relevant information claim payment of the agreed GOS fees os lO This form is to be retained inthe practice unless requested by B SO or other authorised body PART B DO NOT HAVE TO PAY HS CHARGES BECAUSE l amunder 1S yesrsofsge sms full time student aged 18 orunder AND the name snd sddress of the college sttend is National Name of Benefit eed Date of Birth e e E NE Iqua Ss fors Health Service signttest xsminaton onthe following grounds Name snd sddress of GP practice orhospite consultant Patients found to have wrongly claimed exemption from or help with health costs may face a penalty charge and in some cases prosecution
18. V Voucher type box is ticked enter the Voucher Code in the box that appears Complex lens wearer Registered Blind Partially sighted Patient given GOS NIJ Voucher type Youcher Code j Before carrying out a domiciliary sight test a notification code must be obtained from BSO at least 48 hours prior to the test Fill in the domiciliary section and request a code After getting the domiciliary code and carrying out the test open the claim and fill out the remaining sections to submit the claim for payment 1 Click the Domiciliary Sight Test drop down menu and select option 1 or 2 2 f it was a substitution click the box for This is a substitution 3 It is mandatory to state why the domiciliary visit was made in the Remarks box 4 Fill in the Address at which test was carried out if different from address of claimant if applicable 5 Enter the Date and Time of Domiciliary visit 6 Click Request Notification Code if a domiciliary notification code is required Ophthalmic Claim System User Manual Page 16 Domiciliary Sight Test Select 1 if patient examined was first or second tested Select 2 for third or subsequent patients This is a substitution L Remarks State why domiciliary visit was made Address at which test was carried out if different from the address of claimant Date and Time of Domiciliary Visit fs Domiciliary Notification Code i Request Notification Code k Ensure th
19. at DD MM YYYY or by clicking in the field and using the calendar menu Enter the Retail Price and Sum patient assessed to pay on form HC3 as applicable The system will calculate the other values as necessary Click I claim Small Glasses Supplement if applicable If prescribed and dispensed by the same practitioner tick the Prescribed and Dispensed box If prescribed and dispensed by different practitioners enter the Name and Address of Prescriber in the box Part 3 Date of Supply a b C d e I Retail price enter if less or the same as voucher value Voucher value Sum patient assessed to pay on form HC3 E Amount claimed a or b whichever is the lesser minus c i Amount claimed under complex lens arrangements E claim Small Glasses Supplement Prescribed and Dispensed C Name and address of prescriber k The practice details will be displayed Click the tick box to confirm you have read the declaration Declaration Claimant Name Address whom payment will be made Premises Code Oo I declare that the information I have given on this form is to the best of my knowledge correct and complete and I Understand that if itis not action may be taken against me For the purpose of verification of this claim I consent to the disclosure of relevant information I claim payment of the agreed GOS fees Ophthalmic Claim System User Manual Page 23 I To submit the Voucher cla
20. at appears Click Confirm submission for Pre approval Reason for pre approval Confirm submission for Pre approval q Aconfirmation message for the pre approval will appear with the claim ID number You will be informed of the outcome via e mail w Request for Pre approval for claim 1723 submitted Once approved you will be notified by email Create New Claim Ophthalmic Claim System User Manual Page 31 r To create a claim for a Sight Test or Voucher form using the same patient information click the relevant link Click here to create a Repatr Replace GOS NTIR form using the same patient information Click here to create a Sight Test GOSINDST form using the same patient information Click here to create a Voucher GOS NDY form using the same patient information Submit for Payment Submit for Pre approval s A confirmation message will appear with the claim ID number for the claim record for a Sight Test or Voucher The claim record can then be viewed through the Reports section of OCS for completion and submission w Anew Sight Test GOS NDST claim record 1719 has been created Submit for Payment Submit for Pre approval Cancel Ophthalmic Claim System User Manual Page 32 5 Reports a When logged into OCS click Reports on the menu bar on the top of the screen Business Services HSC Organisation Logged in as Logout Business Services Organisation Logged in as REP
21. civil and or criminal liability and prosecution The use of this system is governed by Health amp Social Care HSC Business Services Organisation BSO terms and conditions Ophthalmic Claim System User Manual Page 6 3 My Profile When logged into OCS click My Profile on the menu bar on the top of the screen HSC Business Services 4 ij Organisation Logged in as 3 1 Updating My Details a My Details will be shown onscreen If you wish to change your forename surname e mail address or OO OMP Code click on Edit My PROFILE My Details Premises Code Practice Business Name Surname Forename Contact Email Address OO OMP Code Address Line 1 Address Line 2 Address Line 3 Post Code Edit Cancel My Password Old Password New Password Retype New Password Change Password Cancel Ophthalmic Claim System User Manual Page 7 b This edit screen will appear Enter the new Forename Surname Contact Email Address or OO OMP Code as required The OO OMP code must include the three digits and omit the letter Click Save Changes to continue My PROFILE My Details Premises Code Practice Business Name Surname Forename Contact Email Address OO OMP Code Address Line 1 Address Line 2 Address Line 3 Post Code Save Changes Cancel c The new details will be shown Check the information is correct Click Please click here to continue to finish and
22. details have been populated proceed to step 4 3 New CLAIM Patient Details Enter patient information or search for an existing patient to create a new claim Health amp Care No Click here to validate Health amp Care No National Insurance No Surname SAMPLE SURNAME Previous Surname Forename SAMPLE FORENAME Date of Birth 01 02 2003 Click here to search for patient using the above details Choose Patient 1 found lt Select patient below gt Post Code Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Date of Last GOS Test Form Type Create Claim for lt Select form type below gt New Claim Caneel 4 3 Selecting a Claim Type a Enter the Date of Last GOS Test for the patient if known in the format DD MMIYYYY Date of Last GOS Test 01 02 2013 Form Type Create Claim for lt Select form type below gt v Ophthalmic Claim System User Manual Page 12 b Click on the drop down menu Create Claim for to show the three types of claim 1 GOS NI ST Sight Test 2 GOS NI V Voucher 3 GOS NI R Repair or Replacement Click on the correct type of claim to select it Date of Last GOS Test 0122013 Form Type Create Claim for lt Select form type below gt lt Select form type below 1 GOS NIST Sight Test 2 GOS NNY Voucher 3 eae Sota c After selecting a claim type click New Claim to begin filling out
23. e e A value can be entered in the V A Visual Acuity field if applicable gph Cyl Axis Prism Base Via Distance Right z e Distance Left Rr wv i Reading Right ay ne Reading Left v Single Vision Prism Single Tints Complex Lens Contact Lenses Multifocal Bifocal Ophthalmic Claim System User Manual Page 21 g Ensure this section is completed e Enter the OO OMP Code including the 3 digits only e Enter the Date of Sight Test either by typing it in format DD MM YYYY or by clicking in the field and using the calendar menu e Click on the drop down menu to choose an Exemption Category e Tick Evidence not seen if applicable OO OMP Code Date of Sight Test e Exemption Category Select Exemption Category Evidence not seen C h If the Student Exemption Category is selected an additional field will appear The Name and Address of School or College should be input in this field Exemption Category B Student w Name amp address of school College i When certain exemption categories are selected the option I am the partner of someone who is getting the benefit have ticked will appear and should be ticked if applicable I am the partner of someone whois getting the benefit I have ticked Evidence not seen Fi Ophthalmic Claim System User Manual Page 22 j Complete Part 3 Enter the Date of Supply either by typing it in form
24. e patient details displayed in Part 1 are correct Repair Reptace GOS NI R Part 1 Patient Details E a Claim ID Serial No Health amp Care No National Insurance No Surname Previous Surname Forename Date of Birth Post Code Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Date of Last GOS Test Ophthalmic Claim System User Manual Page 26 c Part 2 displays the Repair Replace claim details Part 2 Repair fReplace Details Repair Replace v Nature of Repair Replace Sph Cyl Axis Prism Base VA Distance Right Pyr Fi l Distance Left a a wl Reading Right a a F5 Reading Left a o Pe L R Single Vision v v Prism Single v v Tints v v Complex Lens Y y Contact Lenses v v Multifocal Bifocal v v New Repair Frame C New Repair Front F New Repair Side v Youcher Code Exemption Category Select Exemption Category v Evidence not seen w d Click the drop down menu to specify either a Repair or a Replacement claim Part 2 Repair Replace Details Repair Replace Nature of Repair Replace e Enter an explanation in the Nature of Repair Replace field Part 2 Repair Replace Details Repair Replace ay Nature of Repair Repce E E Ophthalmic Claim System User Manual Page 27 f Ifthe lens needs to be repaired or for all replacements please enter the prescription details Distance Righ
25. eate a Sight Test GOSINIIST form using the same patient information Click here to create a Repair Replace GOSINDR form using the same patient information Submit for Payment Submit for Pre approval Delete Claim Ophthalmic Claim System User Manual Page 36 6 OCSPR Forms The Ophthalmic Claim System Patient Record OCSPR form is used to record the details of patients who are exempt from paying Health Service charges and acts as a declaration of their entitlement to Health Service treatment The form may be folded in half if desired for storage purposes Page 1 of OCSPR Form Claim Record Patent Signsture Date Claim ID rieariri uii B jee jo i ee Pe e Patent Sgnsture Optician Signsture Patent Signsture Optician Signsture Patent Signature Opticisn Signature oo xal iii d i miD stent Signatura Providing support to Health and Social Care Health Service Ophthalmic Form OCSPR Please filin Pat A and sign Par 5 using capital letters throughout If the patent is under 16 or cannot sign the form someone else must sign it on their bensif PART A PATIENT INFORMATION amp DECLARATION e l understand that f knowingly give information that is faise sction may be taken against me declare thst the information heve given is correct and completeto the best of my knowledge l agree to psy the cost of tne sight test and or spectacles if smfound notto qusiify for help lapplyfors General Ophthalmic
26. ent and check the status of pre approval or notification requests e My Profile will enable you to change your details or password as necessary e Don t forget to click Logout to safely end the session when all claims have been submitted g If you do not enter any details or navigate within the system for 20 minutes or more the session will automatically log you out and you will see the session timeout screen This timeout provides an extra level of data security by preventing unauthorised access to your account If OCS times out you may lose any data or forms you were working on It is important to ensure that all activity on OCS is submitted promptly to avoid loss of work Business Services HSC Organisation SESSION TIMEOUT 4s you have not entered any details or navigated within the system within the last 20 minutes you have been automatically logged out If you were part way through an action and had not reached the confirmation screen it is likely that the action you were undertaking will not have been processed To start a new session please login here Important Notice This is a private system operated for the Health amp Social Care HSC Business Services Organisation B50 Authorisation from BSO management is required to use this system The BSO Standards of Business Conduct and all B50 Information Security policies and standards must be strictly followed Use by unauthorised persons is prohibited and may result in
27. im now click Submit for Payment or Submit for Pre approval if necessary Click here to create a Voucher GOS NTI form using the same patient information Click here to create a Sight Test GOS NTIST form using the same patient information Click here to create a RepairReplace GOS NDIR form using the same patient information Submit for Payment Submit for Pre approval m If the Voucher claim was submitted for payment a message confirming this will appear onscreen along with the claim ID The claim will then appear in the Report section of OCS where it can be viewed at any time Click Create New Claim if you wish to submit another claim w Voucher 1717 has been submitted successfully for payment Create New Claim n If the Voucher claim is being submitted for pre approval please enter the Reason for pre approval in the box that appears Click Confirm submission for Pre approval Click here to create a Voucher GOSINTY form using the same patient information Click here to create a Sight Test GOS NIIST form using the same patient information Click here to create a Repair Replace GOS NDIR form using the same patient information Reason for pre approval i Confirm submission for Pre approval o A confirmation message for the pre approval will appear with the Claim ID number You will be informed of the outcome via e mail w Request for Pre approval for claim 1716 submitted Once approved you will be
28. is section is completed 1 Enter the OO OMP Code including the 3 digits only 2 Enter the Date of Sight Test either by typing it in format DD MM YYYY or by clicking in the field and using the calendar menu to select the year month then day 3 Click on the drop down menu and choose an Exemption Category this may be set already based on above menu selections 4 Tick Evidence not seen if applicable OO OMP Code Date of Sight Test EP Exemption Category Select Exemption Category Evidence not seen C Ophthalmic Claim System User Manual Page 17 When certain exemption categories are selected the option am the partner of someone who is getting the benefit have ticked will appear and should be ticked if applicable I am the partner of someone who is getting the benefit I have ticked Evidence not seen m The practice details will be displayed Click the tick box to confirm you have read the declaration Declaration Claimant Name Address whom payment will be made Premises Code CT I declare that the information I have given on this form is to the best of my knowledge correct and complete and I Understand that if it is not action may be taken against me For the purpose of verification of this claim I consent to the disclosure of relevant information I claim payment of the agreed GOS fees n To submit the Sight Test claim now click Submit for Payment or Submit for P
29. layed Click the tick box to confirm you have read the declaration Declaration Claimant Name Address whom payment will be made Premises Code Cl 1 declare that the information I have given on this form is to the best of my knowledge correct and complete and I understand that if itis not action may be taken against me For the purpose of verification of this claim I consent to the disclosure of relevant information I claim payment of the agreed GOS fees Ophthalmic Claim System User Manual Page 30 n To submit the Repair Replacement claim now click Submit for Payment or Submit for Pre approval if necessary Click here to create a Repair Replace GOSINDAR form using the same patient information Click here to create a Sight Test GOSINDST form using the same patient information Click here to create a Voucher GOS NDY form using the same patient information Submit for Payment Submit for Pre approval o Ifthe Repair Replacement claim was submitted for payment a message confirming this will appear onscreen along with the claim ID The claim will then appear in the Report section of OCS where it can be viewed at any time Click Create New Claim if you wish to submit another claim w Repair Replace form i721 has been submitted successfully for payment Create New Claim p If the Repair Replacement claim is being submitted for pre approval please enter the Reason for pre approval in the box th
30. move through the list on the webpage REPORTS Payment ProcessinG REPORTS Aprit 2013 The following reports are available for download for forms processed in April 2013 Summary Report APR13 01 CSV Payment Report APR13 PAYMENT 01 CSY Sight Test Values APR13 SIGHT 01 CS V Voucher Values amp PR13 VOUCHER O01 CSV Repair Values APR13 REPAIRS O1 CSV FORMS SUBMITTED FOR PAYMENT ApRIL 2013 Click here to download report as CSV Month Year Number of forms Total paid April 2013 94 1582 64 123456 ClaimID Patient Name Form Type Health amp Care No Exemption Category Date submitted Status 196 GOS NIJST Sight Test 4 Child Over 60 25 04 2013 Valid 195 OS NI ST Sight Test H IS 25 04 2013 Valid 190 GOS NI ST Sight Test C ESA 25 04 2013 Valid 182 GOS NIJST Sight Test B Student 25 04 2013 Valid 144 GOS NIIST Sight Test Child Over 60 25 04 2013 Valid Ophthalmic Claim System User Manual Page 35 5 2 Finding a Specific Claim Use the Find Claim function at the top of the Reports page to find a specific claim Type the Claim ID in the field and click Search to display the claim form REPORTS Find Claim Claim ID 5 3 Deleting a Claim To delete a form before it has been accepted for payment open it in Reports by clicking the Claim ID Scroll to the bottom of the page and click Delete Claim Click here to create a Voucher GOS NDV form using the same patient information Click here to cr
31. ord in the Old Password field Then enter a new password of your choice in the New Password field and re enter it in the Retype New Password field For maximum security it is advised to use a unique password of at least eight characters which contains a mix of capital letters small letters numbers and symbols Thank You for signing Up to use the Ophthalmic Claims and Reporting System Please confirm your login by entering the password provided in the sign up confirmation email and enter a new password of your choosing to proceed Premises Code h A message will appear confirming the password change Click Please click here to continue to continue E Password changed successfully HSC Business Services Ji Organisation Logged in as Logout WELCOME TO PHTHALMIC CLAIMS SYSTEM esponsible for the payment of community ophthalmic practitioners and the maintenance of the statutory of information is also provided to the Health amp Social Services Board the professional advisors and the Departm Safety munity ophthalmic practoners to submi claims and review claim payments Ophthalmic Claim System User Manual Page 40
32. our Password Click Login You have successfully logged into the HSCINI Business Services Organisation network By proceeding you have agreed to be bound by the terms and conditions of use set out by HSCINI Business Services Organisation Please enter password to gain access to Ophthalmic Claims and Reporting System Premises Code f You will now be logged in and the welcome screen will appear Links to important information will be shown on the welcome screen The bar along the top of the screen will allow you to navigate between different menus on OCS Business Services H N Gr Organisation Ea Ophthalmic Claims System Home WELCOME TO OPHTHALMIC CLAIMS SYSTEM FPS Ophthalmic Services are responsible for the payment of community ophthalmic practitioners and the maintenance of the statutory Ophthalmic List 4 wide range of information is also provided to the Health amp Social Services Board the professional advisors and the Department of Health Social Services and Public Safety This web site provides the facility for community ophthalmic practioners to submit claims and review claim payments Ophthalmic Claim System User Manual Page 5 e Home will return you to the welcome screen e New Claim will enable you to make a payment or pre approval claim e Reports will enable you to view a monthly payment forecast view payment summaries for previous months view individual forms successfully submitted for paym
33. re approval if necessary Click here to create a Sight Test GOS NTIST form using the same patient information Click here to create a Voucher GOSINTMY form using the same patient information Click here to create a Repair Replace GOS NTIR form using the same patient information Submit for Payment o If the Sight Test claim was submitted for payment a message confirming this will appear onscreen along with the Claim ID The claim will then appear in the Report section of OCS where it can be viewed at any time Click Create New Claim if you wish to submit another claim w sight Test Form 1702 has been submitted successfully for payment Create New Claim Ophthalmic Claim System User Manual Page 18 p If the Sight Test claim is being submitted for pre approval please enter the Reason for pre approval in the box that appears Click Confirm submission for Pre approval Click here to create a Sight Test GOSINTIST form using the same patient information Click here to create a Voucher GOSNITI form using the same patient information Click here to create a Repair Replace GOS NDUR form using the same patient information Reason for pre approval _ Confirm submission for Pre approval q Aconfirmation message for the pre approval will appear with the claim ID number You will be informed of the outcome via e mail w Request for Pre approval for claim 1712 submitted Once approved you will be notified by email Create New
34. receive Health Service treatment The form should then be retained in practice and used each time the patient is provided with Health Service treatment 7 Forgotten Password a Follow the instructions given in part 2 a to d b Click forgot my password Business Services HSC Organisation You have successfully logged into the HSC NI Business Services Organisation network By proceeding you have agreed to be bound by the terms and conditions of use set out by HSC NI Business Services Organisation Please enter password to gain access to Ophthalmic Claims and Reporting System Premises Code Password Login J Cancel Ophthalmic Claim System User Manual Page 38 c Enter your Email Address and OO OMP Code Click Submit Business Services Organisation Please confirm your email address and your Ophthalmic Optician Ophthalmic Medical Practitioner details and we will send you an email which contains further instructions to re gain access to Ophthalmic Claims and Reporting System Premises Code Email Address OO OMP Code Submit Cancel d A message will appear informing you that you will receive a confirmation e mail to the address you registered with Click Please click here to continue to return to the login page Business Services GES Organisation Sicn Up Thank you for signing up to use Ophthalmic Claims and Reporting System You will shortly receive a confirmation email send to
35. t Distance Left Reading Right Reading Left The drop down menus for Spherical and Cylindrical can be used to enter a plus or minus sign and a value must be typed in the adjacent box between 0 and 2600 in a multiple of 25 A value must be entered in the Axis field A value can be entered in the Prism value if applicable The drop down menu in the Base field can be used to select a category if applicable A value can be entered in the V A Visual Acuity field if applicable Axis Prism Base Single Vision Prism Single Tints Complex Lens Contact Lenses Multifocal Bifocal h For a repair tick the boxes relevant for the parts which need to be repaired For a replacement tick New Frame if applicable Repair Replacement Repair Frame C New Frame E Repair Front a New Front Repair Side ne New Side voucher Code Ay Voucher Code A Ophthalmic Claim System User Manual Page 28 i Click the drop down menu to select an Exemption Category Tick Evidence Not Seen if applicable Exemption Category select Exemption Category Evidence not seen C j Ifthe Student Exemption Category is selected an additional field will appear The Name and Address of School or College should be input in this field Exemption Category B Student Name amp address of school College k When certain exemption categories are selected the option I am the partner of
36. the OCS main welcome page My Password Old Password Mew Password Retype New Password Password changed successfully Please click here to continue Ophthalmic Claim System User Manual Page 9 4 New Claims When logged into OCS click New Claim on the menu bar on the top of the screen HSC Business Services i ij Organisation Logged in as 4 1 Searching for the Patient using Health amp Care Number a The New Claim screen will be displayed Enter the patient s ten digit Health amp Care Number in the first field Click Click here to validate Health amp Care No New CLAIM 7 Patient Details Enter patient information or search for an existing patient to create a new claim Health amp Care No a Click here to validate Health amp Care No National Insurance No Surname Previous Surname Forename Date of Birth Click here to search for patient using the above details Post Code Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Date of Last GOS Test Form Type Create Claim for lt oelect form type below gt New Claim Ophthalmic Claim System User Manual Page 10 b If a valid Health and Care Number has been entered the patient details will be populated on screen You can now move to step 4 3 to make a claim Date of Last GOS Test Form Typ Create Cl f 4 2 Searching for a Patient using Name and Date of
37. the claim Form Type Create Claim for 1 GOS NNST Sight Test Ophthalmic Claim System User Manual Page 13 4 4 Sight Test Claims a Follow the instructions in part 5 1 to find the patient s details and select 1 GOS NI ST Sight Test in the drop down menu Click New Claim Form Type Create Claim for 1 GOS NIST Sight Test New Claim Cancel b Check the patient details displayed in Part 1 are correct SicgHt Test GOS NI ST Part 1 Patient Details Claim ID Serial No Health amp Care No National Insurance No Surname Previous Surname Forename Date of Birth Post Code Address Line 1 Address Line 2 Address Line 3 Address Line 4 Address Line 5 Date of Last GOS Test c Scroll down to Part 2 which displays the Sight Test details Part 2 Sight Test Details 1 No RX Required statement issued O 2 New changed prescription O 3 Unchanged prescription given go 4 Referred to GP El Glaucoma O At risk of Glaucoma El Diabetic O Relative of Glaucoma sufferer o Early retest E Complex lens wearer E Registered Blind Partially sighted EJ Patient given GOS NI Voucher type d Domiciliary Sight Test Select Domiciliary Sight Test Category Select 1 if patient examined was first or second tested Select 2 for third or subsequent patients OO OMP Code Date of Sight Test Exemption Category Select Exemption Category Evidence not seen O
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