Home

User Guide

1. fmm E EX S Stock Take and Adjustment kola f s EXPORT STOCK DATA FOR PRINT BARCODE eJ m a Item Group Supplier EXPORT STOCK DATA FOR PRINT BARCODE Gees S SE It StockOnHand rouv tt StockOnHand B em OC n em Oc 10900 INITIAL CONSULTATION 0 1 10900 INITIAL CONSULTATI 0 5 F230 Instyle F230 D Jno FRAME 2 5p 110 FRAME 2 F232 Instyle F232 0 120 REPAIR 5 EE 120 REPAIR 5 Pa en Jan Single Vision Single 20 5 zl Single Vision Singe 20 anne E 212 Single Vision Pair 20 212 Single Vision Pair 20 5 221 Single Vision Grind Sal 20 gt 221 Single Vision Grind Sgl 20 5 222 Single Vision Grind Pai 20 222 Single Vision Grind Pair 20 5 ati Bifocal Lens Single 13 D st1 Bifocal Lens Single 18 5 d EE e 19 411 Trifacal Lens Single 20 312 Bifocal Lens Pair 19 5 412 Trifacal Lens Pair 20 EN a 411 Trifocal Lens Single 20 5 511 Multifocal Lens Single 18 512 Multifocal Lens Pair 20 Fa 412 Trifocal Lens Pair 20 5 E32 inting amp LIV 5 E 511 Multifocal Lens Single 18 5 662 Multicoat 20 E 512 Multifocal Lens Pair 20 5 811 CL Rigid Sph Sal 20 L1 632 Tinting amp UV 20 5 812 CL Rigid Sph Pair 20 662 Multicoat 20 5 Jen CL Rigid Sph Sgl 20 5 e 812 CL Rigid Sph Pair 20 5 832 CL Soft Sph Conv Pair 20 5 e d a amp 21 CL Rigid Toric Sgl 20 si rad CL Ak Toric Cory Sal 20 7 Record OCO 9 b JAL of 45 ger To disable stock reorder reminder please set the item s Min R
2. Dayview 6 Blank6 a EH Finish Time 5 00 PM E Week Viev 7 Blank 15min rs Send Test Email DB Version 4 110803 DBVersion 4 110803 Close Form Savethanges Close Form Page 10 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide System Configuration Rewards Lab Suppliers Me About Staff Optilink Appointment Book Email SMS Template System Configuration i Staff Optilink Appointment Book Email SMS Template Enable SMS User Name Check Credit Send Test Message Password Click here to apply a SMS account Each SMS can contains up to 160 characters For support and billing enquires please call MessageMedia at 1800 009 767 DB Versian 4 110803 DB Versian 4 110803 Save Changes Close Form Save Changes Close Form System Configuration Appointment Book Rewards Lab Suppliers System Configuration Optilink Appointment Book Email SMS Template Rewards Lab Suppliers Stock Control Misc 1 Misc 2 About Lab Supplier Opticare EN Check for Updates Occupations Interests b Accountant E p Culture LI i LA Drivin Opticare OPTiCARE Chemist 118 Adderley Stre
3. PAD 11960 PATIENT BILLING Name Mr Ming Yang Addr 118ADDERLEY STREET NSW 2144 gt 10900 INITIAL CONSULTATION PAYMENTS Payment Type Credit Card PaymentDate A 5 08 2011 64 15 0 mt 64 15 Invoice Total 64 15 Total Paid 64 15 Balance Due 0 00 ni Invoice ENE ll MA Add New Invoi www opticare com au MELBOURNE Page 15 of 49 TEL 03 9807 5912 Ocelot Practice Management System Quick Start User Guide When you have many records entered you can click the search button next to patient last name to bring up a search screen In the Patient Search screen enter the search criteria click the patient and click Select button or just double click the patient Click the plus image to add more search criteria or click the delete image to remove the search criteria Maximum of four search criteria can be set 5 1242 3 FALCONER PO BOX 23 Li 1320 MRS ADELE FINN 2 21 WEBB ST AVOCA NSW dg EAST GOSFOF NSW 2250 E 9748 87T TEN 993 E 02 9748 877 25 12 1932 F PE Lee owe m rema umm Sew Suto Sue PCode i 27 12 2006 Mr IN Print Px Card 4 10 2006 MR To select Doubleclick a patient or Click a patient then click Select button Rod CAMERON m LORNA ABBOTT 118 Adderley St 26 ARUNTA AVE Auburn KARIONG WYOMING 79 CHAMBERLAIN RD PETER ABDAT 26 BARRINTON ROAD TERRIGAL
4. Quick Start User Guide Creating Your Own Barcode Labels If you wish to create your own internal barcode labels you can use any label printer and software that is barcode capable You will need to follow the instructions for each package Ocelot has been tested with the Brother QL 570 and P touch 1230 PC printers and Brother P touch Editor 5 0 software and had excellent results with single label printing and scanning Ocelot has also been tested with Avery DesignPro 5 labelling software with sheet labels and also had excellent results The above mentioned are only two of many available systems the type of printing and label system you use is entirely up to you Setting up In House barcodes in Ocelot To set up In House barcodes with the codes manually entered into Ocelot then exported to a label printing system it is best to use the Code 39 barcode font also known as Alpha39 Code 3 of 9 Code 3 9 Type 39 USS Code 39 or USD 3 which is available as a free download With Code 39 codes it is more practical to limit yourself to no more than ten characters for ease of printing These codes are entered as per any other Cash Sale or Invoice Item but you can only use uppercase A to Z and numerals 0 to 9 or a combination of each NB It is important to work out your own consistent and unique naming convention prior to developing your own in house codes You can enter the item codes manually then export them from Ocelot to any labelling
5. Sax PATIENT CARD Rx PAD CONSULTATION CONTACT LENS INYOICE REFERRALS EMAILS k sl fiata fata kp Edi Close Form To enter a new patient click the Add New Patient button the date will automatically default to the current date this can be edited if required Enter the required details in the patient s card and click the Update button to save the data if you need to edit the data at a later date you will need to click the Edit button to go into edit mode then update again to save the changes Note that the date for the 10900 Recall field should be two years from the last consultation date After updating the data you can navigate direct to any of the other forms to continue entering the patient s information Below are the other forms accessed from the patient card we will cover each one on the following pages 2 RxPad Total RxPad 5 Mr Ming Yang FS DispBy RM FXID 11960 Date 25 07 2011 SPH CYL R 200 1 00 E 3 00 1 50 Reference Date Ordered Date Required YANG 25 07 2011 m Frame Details test EYE DBL Depth Widest FitType Eyes 45 20 35 46 Metal Lens Type SMART PRO 19MM PROTEAN 1 56 Special Instructions Optilink Online Both View By Date Consult RXType Print Quote Create Invoice mwen Ft swen W s n wiel eil Add New Rx Card Edit S Contact Le
6. 320 an 1 00 m wa 32 0 31 0 SUBJECTIVE Rx SPH CYL AXIS YA ADD PRISM DETAILS 1 00 2 00 32 2 2 00 1 00 2 00 em GIVEN Rx Give fi Ophthalmoscopy 1 00 2 00 2 00 w 1 00 2 00 w Observations DISPENSE Comments Other Items Distance Reading Prog Bifocal Rx Comments pee Are EE Print Rx Pat Detail M lt M penBxPAD Add New Consultation Edit Close Form If you already have a consultation record entered you click the Add New Consultation button to create a new consultation record You can enter an OBJECTIVE Rx if required the PD detail then do a subjective Rx After entering a SUBJECTIVE Rx it can be transferred to the GIVEN Rx by clicking the Give Rx button any details requiring alteration can then be made in the GIVEN Rx fields After updating the data the GIVEN Rx details can be transferred to the Rx PAD as distance and or reading or multifocal Always update any entries and changes with the Edit Update button You can view current patient s Rx PAD forms by clicking the Open RxPad button This saves you time instead of close this form then go to Rx PAD forms from the Patients screen You can view consultation forms will open in another screen by the date entered by selecting the View By Date drop down field and selecting the required date You can create a new consultation by click Copy To New button It will copy Subjective RX and Given RX informati
7. NSW NSW NSW NSW C eam 2144 2250 2250 2260 27 12 2006 MRS 27 12 2006 MR 15 02 2006 MISS 15 02 2006 MRS ALICIA MARGARET ABEL ABERG 35 VICTORY PDE UNIT 602 73 39 JOHN Wr TASCOTT GOSFORD NSW NSW 2250 2250 15 02 2006 MR ROBERT ABOLINA 5 GREENOAKS RD NARARA NSW 2250 15 02 2006 MRS JOSEPHINE ABOLINS 1 1 BREAM RD ETTALONG BEACH NSW 2257 15 02 2006 MRS MAVIS ABOLITIS 2 JACARANDA VILLAGE POINT CLARE NSW 2250 15 02 2006 MRS DIANNE ABRA 267 THE ENTRANCE RD ERINA NSW 2250 15 02 2006 MRS SUSAN ABRAHAMS 16 HOLLY AVE NARARA NSW 2550 15 02 2006 MRS NERYL ABREHART 17 15 BIAS AVE BATEAU BAY NSW 2261 15 02 2006 MRS DONNA ACEVEDO 15 WILKIE KING AVENUI SARATOGA NSW 2251 15 02 2006 MS ITRACEY ACHESON 2 PICKETTS VALLEY RD PICKETTS VALLEY NSW 22 02 2006 MRS LOUISE ACHTERSTRA 3 GRENVALE ROAD GREENPOINT NSW 15 06 2011 MRS JEANETTE ACKERMAN 1 14 WOODVIEW AVE LISAROW NSW 2250 NSW 22 02 2006 MRS JOY ACTON 4 GREGORY ST 29 09 2010 MRS ANGELA SVEN ADAMOU ADAMOU BRUCE ADAMS WYOMING NSW 1 ALGONA AVE 4 GREGORY ST KINCUMBER WYOMING 2250 40 REEVES ST NARARA MARY 16 ROYAL PALM DRIVE SAWTELL the basic patient detail
8. Practice Management System User Guide Version Release 29 March 2012 Developed and Distributed by Opticare Pty Ltd Ocelot Practice Management System Quick Start User Guide INSTALLATION eseerenrrrnn aaa aa nana nn nenInInI hehe nnnenrhrhm nhu nanesseu arae senes uere nane 3 START UP EEN 5 SECURITY dE EEN 7 SETUP NEW EE f INVOICE ITEMS 0 0cccccccccenceeecececececeneeeecececeneneasecececeneneneaeesececenensaseneceaeeeaeaeansaeaenenenees 8 CASH SALE MEMS EEN 9 PRACTICE DE WALE Sainte etik ao ay it tt tk ott da it a ata ia ka kl a aa ka a a e ta a aa ke RAT a e 9 SYSTEM CONFIGURATION eeerrrnn ENER ENEE ENNEN ENEE ENNEN ENNEN 10 SHORTCUT KEY COMMANDS AND PRINTING INFORMATION 13 SHORTCUT KEY GOMMANDS IRR II I aa a aaa aa ake ta aa aa aaa aaa rrano rno aa oseeasassesotseseeoesessaseseoooseouoaonnnnenn 13 FORM PRINTING INFORMATION 13 REPORT PRINTING INFORMATION 14 USING OCELOT WEE 15 RA PAD EEN 17 CONSUETA ON BEE 18 CONTACT LENS wi e itp teksti n ft tt tk DERI TATUR VAT RE NR EEN 20 PATIENT BIEEING EEN 21 3 PARTY BILLER 22 CASH SALES ME 23 REFERRAL L ET eege 24 TEMPLATES EEN 25 EMAIL AN IV Te Val EE 26 SEN WE LEE 26 SENDING ONE OFF EMAIL CONNECTION TO THE INTERNET MUST BE ESTABLISHED eene 26 SENDING APPOINTMENT REMINDER EMAIL 26 SENDING BATCH APPOINTMENT REMINDER EMAIL 2r SENDING RECALL EMAIL iaciunt ga ak ia ab u
9. GEDAH G 13 GREENVIEW RD NSW 2250 Print All Prints all patient detail to an A4 page SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 www opticare com au NSW NSW NSW NSW If your printer is setup to print 6x4 index cards you have the option of printing a card with Page 16 of 49 MELBOURNE TEL 03 9807 5912 Ocelot Practice Management System Quick Start User Guide Rx PAD To navigate to the Rx PAD click the Rx PAD button on the Patient Card An action message window will show up allows you to choose your action ADD NEW RX CARD or VIEW RX CARD This action message window can be enabled disabled in System Settings form MISC tab Ocelot Please select an action you want e Q ADD NEW RX CARD Q VIEW RX CARD Don t show this in the future Enable from System Settings After navigating to the Rx PAD form from the Patient Card it will open the form belonging to the patient If this is the first Rx PAD entry for the patient the fields will be blank awaiting new details eg RxID AutoNumber if it is not the first entry the details of the last Rx will be shown Click the Add New Rx Card button to create a new Rx record The date will automatically default to the current date this can be edited if required you must select Disp By dispensed by and an RxID will be automatically allocated You can then enter the rest of the required information simple tab or click
10. N is the same as clicking the Add New Patient command button Alt Ris the same as clicking the Rx PAD command button etc If you take note of the underlined characters on each form you can use them as Shortcut Keys MILL e2LLLLLLLAODES L LLEpbEAK 4XXLLLLLLLLLLL LLLLLLL LLLLSLADL O A aAAE Patients Total Patients 11918 robo Gb op i pare 22 12 2006 D I PATIENT CARD Name Mr Ming Yang ki Reward Points 1045 Street 118 Adderley St Medicare Na 123456789 Sex M Suburb Auburn pop 20 06 1967 Rs Age 44 Hx PAD State NSW PCode 2144 10900 Recall 14 04 2012 FPS Last Sent Phoned 02 9748 8777 2 Other Recall 19 06 2012 Last sent EORSULTATION Mobile F NOSMS Health Fund MBF CONTACT LENS Email infot amp opticare com au E Misc INVOICE History Occupation Doctor a Interest Category Moun PA E TE REFERRALS Golfing zl K m FI 1 1 n 3 Hunting el 3 Sunglass ell EMAILS O E F SMS Motes i ML SURE NES boat Ai 4 gt Hl Add Hen Peien E Close Form Form Printing Information Patients Print Px Card If your printer is setup to print 6x4 index cards Print All Prints the patient details The printout is set to A4 paper RxPad Print Jobcard Prints the jobcard form The printout is set to A5 paper Consult Print Detail Prints the patient consultation details The printout is set to A5 paper Print Rx P
11. printing Again you will be asked for date parameters as mentioned above NB The printout can be set to A4 or Ad paper Page 39 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide GLOBAL INVOICE SEARCH ADJUSTMENT The Invoice Search Adjustment form is accessed from the reports screen by clicking the Invoice Search Adjustment Form button PAYMENTS Pamenttipe PaymeniDate Ami Hoogoe sm 6415 Re Print Receipt RePrint Invoice pen Patient Form Update To search or adjust an Invoice the first thing you must do is click the Find Invoice Number button the Find and Replace screen will show on the screen and the cursor will be focused in the Find What box You need to enter the Invoice ID of an invoice you want to search for in this box and click Find Next button 1 is the Invoice ID used in this search sample 5 08 2011 r e SS DEE ovo Find and Replace 00 a Match Case Search Fields As Formatted After locating the required invoice click the cancel button you can edit the form as per the standard invoice screen including reprinting if necessary Page 40 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide OUTSTANDING BALANCES REPORT The Ou
12. rz rz rz s s a iii a i eee ee emere rere rera rais 45 BARCODING HE 47 To USE BARCODED PRODUCTS WITH OCELOT ssssssessseehe nenne ene eene es rememirie emere rns emerir rere reis 47 CREATING YOUR OWN BARCODE RTE 48 SETTING UP IN HOUSE BARCODES IN OCELOT kt kb lbt tt tt akt t kaka akt I aaa aaa aa aaa eee taeaaaeeesaseaeoeoseoeseoeooesusnoonneoun 48 CREATING IN HOUSE SCANNING SHEETS lbt tt tk tb tt tk w kaa eat aaa aaa aaa aaa etat aaaaeeetaesssoesesseseoeoessusaosonaonsnoonnnoun 48 BARCODING LABEL EE 49 Page 2 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide System Requirements Windows XP Windows 7 Screen resolution 1024 x 768 or above Installation Ocelot Practice Management System is a Microsoft Access runtime installation designed for use on Windows XP systems The system will run on Windows Vista as a client version or stand alone version not a server version Windows XPQ and Windows 7 are the supported platform The system will run as a standalone runtime version without Microsoft Office and or Access installed The installation should commence automatically after inserting the CD If not please navigate to CD ROM Drive and double click OcelotSetup exe to start Ei E BO t DVD RW Drive E OCELOT File Edt View Tools Help Organize Views f Bum
13. 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Optilink Online Login Password o die Remember Me Tick this to save your login on this computer For security reasons please do not tick this on a public computer Enter your Optilink Online Account and Password then click Login button New order imported Detail 100 MINGETST 2011 07 03 Pi um 101 MINGRX7 2011 07 03 enida 104 YANG 2011 08 08 Pil ETA Click on the View Order link next to the order you just imported to process the order If more than one imported order shows in the list please use the Order Reference and Order ID to find the correct one NB The Order ID is the same number showed the above transfer finished window Page 46 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Barcoding Ocelot is compatible with most barcoding labels and systems We have specifically tested Ocelot with Brother and Avery systems using EAN 8 and EAN 13 labels and results were excellent Most products that are precoded will be using EAN 8 or 13 barcodes To Use Barcoded Products with Ocelot Products that arrive barcoded have to be entered into the system before the barcoding can be utilised They are entered as per any
14. Installing Access Runtime Setup is ready to begin installing and will perform the Following tasks Installation Progress Install the following Microsoft Dffice 2003 applications E Access Runtime Run From My Computer D nn Current Action Space Required 98 MB Space Available52 GB iF Microsoft Office Access 2003 Runtime Setup Microsoft Office Access 2003 Runtime Setup Completed fe Setup Ocelot PMS Completing the Ocelot PMS Setup Microsoft Office Access 2003 Runtime Setup has completed successfully Wizard Setup has finished installing Ocelot PMS on pour computer The There may be additional components or security updates available online Check the box application may be launched by selecting the installed icons below to visit the Office site in your browser after Setup is Finished Check the Web For updates and additional downloads SYDNEY TEL 02 9748 8777 Click Finish to exit Setup View the User Guide Page 4 of 49 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Start Up Double click the Ocelot icon from the Desktop Ocelot Depending on your system and security settings you may see the following message at start up Microsoft Office Access H Security Warning Unsafe expressions are not blocked Do you want ko black unsafe expressions Yes Help Click the No button The
15. OU UI 1 HEEL HE mue DH Bm 54 INEI 1 2460 1 IHI reys 231 Em 54 monn 1 AMEN 334 EE peyis 231 Bm 54 1 ELT HEE 1 op ai 1 24811 2H minn TG 21 4807 rate 231 Een 54 monn 1 NEH 234887 Muse 231 Em 54 LE d 1 NEN 224817 rayis 231 EM 54 L 1 EH 33487 anseye 231 Em 54 1 THEE NEN THE i HEN LU I 1 NERS 224807 trav s 231 Em 54 urn Kc inse 231 6m SA III 1 INEN INEN inse 231 Em 54 IHEU 1 MEE ms 231 Er 54 HI III 1 2HEH 2 HEE mayis 231 8m 54 DIHEN HIN 1 HENI HIN LL UI 1 EEN MEP Avery DesignPro EAN 13 sheet labels Page 49 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 www opticare com au MELBOURNE TEL 03 9807 5912
16. Redeem Points button Invoice for Mr Ming Yang PXID 11960 Total Invoices 5 Mr Ming Y ang 118 ADDERLEY STREET AUBURN NSW 2144 INVOICE P4D 11960 Date 19 08 2011 ES InvaicelD 12357 PATIENT BILLING SikitemCode lem HFitem Price Dec GST jSellPrice m FRAME 110 120 00 0 10 91 Single Vision Pair 212 98 00 0 0 00 0 00 0 19 08 2011 19 08 2011 19 08 2011 Points for this invoice 2180 Invoice Total 21 8 00 GE DE D tenis SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 www opticare com au Reward Points Total Paid Points Total 3415 pts E 218 00 Redeem Pts 3000 Redeem Amt 30 00 Balance Due 0 00 Page 32 of 49 MELBOURNE TEL 03 9807 5912 Ocelot Practice Management System Quick Start User Guide RECALLS In System Configuration screen click Misc 2 tab you can set resend recall period This allows you to resend any recalls to patients who haven t visited you since the last one was sent It also gives you the ability to send just one recall either via SMS Email or Letter to a patient in a limited period and minimize your running cost as well as maximize your practice exposure to your customers 5 System Configuration System Configuration Staff Optilink Appointment Book Email Rewards Lab Suppliers Stock Control Misc1 Resend if more than paper printouts eg Consulation Invoice Rx Receipt
17. Reorder Reminder Stock Take and Adjustments Manage Suppliers Export Data to Print Barcode Save Changes Close Form DB Version 4 110803 DB Version 4 110803 Save Changes Close Form Clicking the About tab accesses the registration form After arranging registration you click the register button to complete the process and enter your licence key NB Offsite registrations need to be arranged by appointment Phone Opticare Sydney on 1800 251 852 to arrange a time Page 11 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Ocelot Registration Form Ocelot Registration Form Practice Name Your Practice Name Software Key 1401179025 Registration Key Page 12 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Shortcut Key Commands and Printing information Shortcut Key Commands Some users prefer to use Shortcut Key commands instead of a mouse With Ocelot Shortcut Keys are available in most modules To use a Shortcut Key you hold the A f key while pressing the underlined character this performs the same function as clicking on the command button with the mouse In the Patient Card module shown below Alt
18. Tasks Which components should be installed Which additional tasks should be performed Select the components you want to install clear the components you do not want to Select the additional tasks pou would like Setup to perform while installing Ocelot PMS install Click Next when you are ready to continue then click Next Ocelot Desktop Additional icons Create a desktop icon Page 3 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide ie Setup Ocelot PMS Ready to Install ie Setup Ocelot PMS Installing Setup is now ready to begin installing Ocelot PMS on pour computer Please wait while Setup installs Ocelot PMS on your computer Click Install to continue with the installation or click Back if you want to review or Extracting files change any settings C Ocelot RT ACCESSRT CAB Setup type Ocelot Network Client Selected components Ocelot Client Ocelot Runtime E nviorment Additional tasks Additional icons Create a desktop icon An Access Rumtime Setup program starts automatically if the system didn t have it installed Click Install button to continue i Microsoft Office Access 2003 Runtime Setup Microsoft Office Access 2003 Runtime Summary i Microsoft Office Access 2003 Runtime Setup Microsoft Office Access 2003 Runtime Now
19. The Print Icon button i Page 8 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Cash Sale Items Next click on the Cash Sale Items button to open the Cash Sale Items form ap Cash Sale Items Cash Sale Items Search Cash Sales Items temCode MISC kem Description MISCELLANEOUS Sell Price Exempt GST V GST Amt Notes cem Jm in E n n You will find a miscellaneous item already entered you can either delete it or change the details to suit your own requirements To add new items click the Add New Cash Sales Item button Enter all the required details If GST is applicable untick the Exempt GST box You can scan a barcode label as the Item Code enabling you to scan for the same item when invoicing later The data entered here is called for the Cash Sales Billing Practice Details Enter your practice and any additional payment details and if necessary edit discount details The GST Rate is the default rate to calculate GST amount when you change Sell Price for Invoice Items Tab off each field to save the data when changed Set country to New Zealand will change the ABN field to GST Regn No and will reflect on all print outs ye Practice Details PRACTICE DETAILS Payment Types Ocelot Trial Version Pyme Malhod P CASH 118 Adderley St CHEQUE s Credit Card Auburn EFTP
20. YOUR PARTNER IN OPTICS Opticare Pty Ltd 118 Adderley St Auburn NSW 2144 PH 02 9748 8777 FAX 02 9748 8666 Run 0 times Version 2 Aug 2011 The first screen that appears after starting the system is the main Practice Management Screen From here you can navigate to all areas of the system by clicking the appropriate buttons Patients Cash Sale Reports Appointment Setup Exit Practice Management System Before beginning to use the system some basic set up is required this includes setting up invoice items cash sales practice details and a few other items Click the Setup button to open the Setup form A login screen will show up and please use GEORGE as the password The procedures for this are detailed on the following pages n E Er Cash Sale Items Referring Practitioner Page 6 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Security A security password can be set to protect the Reports and the Setup screens In Setup screen click Security icon to open the Security screen You can set the default login expires time and enable disable password protection in Ocelot SECURITY Options Login Expires after 10 min Set New Password Setup New Password Click the Set New Password button in Security screen to setup a new password The default passw
21. and type If you already have an Rx PAD record entered you click the Add New Rx Card button to create a new Rx record zb RxPad Total RxPad 1 Total RxPad 0 Golf 11987 MR MING YANG Date 31 10 2011 DispBy View By Date EN RxD SPH AXIS ADD HT PD z Prism Details R 200 1 30 2 00 32 EI D L 300 0 120 2 00 32 EN el Consult RXType Reference Date Ordered Date Required YANG 31 10 2011 Pf 9 11 2011 Fist Frame Details Instyle M512 tem t EYE DBL Depth Widest FitType Eves ltem 2 43 20 35 45 Metal w Both A Item 3 Lens Type Item 4 1 56 DELTA PREMIUM 17MM HI VEX a komi Extras a Special Instructions HI INDEX GRADUATE TINT URGENT Item 6 METAL FITTING MODEM FITTING Print Quote TOTAL EE KAKA KA KI enzeg opa Dol ata Cl o rena saa senem You can view Rx PAD forms by the date entered by selecting the View By Date drop down field and selecting the required date You can also enter details to provide a quotation for the job and print the quote if required These details can be used to automatically create an invoice if desired by clicking the Create Invoice button Always update any entries and changes with the Update button Editing is the same process as detailed for Patients You can select Lab Supplier s lens or extras by clicking the Ka search button next to Lens Type or Extras Selecting Print Jobcard previews the jobcard form if you are happy with t
22. other Cash Sale or Invoice Item all you have to do is wand or manually enter the barcode in as the Item Code S Cash Sale Items EH ir KS Cash Sale Items Search Cash Sales Items temCode Enter barcode here tem Description Sell Price 0 00 1 manr s Invoice Items ES EES invoice Items Search Stock itemCode Enter barcode here tem Description HFtemNo m MEC m OI e gien 0 0 00 amp ell Price Exempt GST You can then recall these products by wanding or entering the code as required such as when invoicing or processing a cash sale The cursor is placed into the Item Code field then the item is scanned Invoice for Mr Roger Ramjet PXID 11986 Total Invoices 0 Mr Roger Ramjet PKD 11985 PATIENT BILLING 1 Two St Threetown NSw 2345 INVOICE Date 27 09 2011 F InvaicelD 12370 StkitemCode em Hem Price Disc GST jSellPrice KA el Points for this invoice Invoice Total 0 00 Cash Sales 53 CASH SALES ABN 78 841 263 426 ProvidoerNo 03950124 Ocelot Trial Version Phone 02 9746 8777 Date 27 09 2011 A ReceiptNo 1232 _ StkitemCode stem Description metal NO GST GST 3 im Page 47 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System
23. paper 3rd Party Biller Report The printout is set to A4 paper Process 10900 Recall Letters The printout can be set to A4 or A5 paper 10900 Recall Labels The printout is set to Avery J8160 63 5mm x 38 1mm labels A4 Sheets Process Other Recalls The printout can be set to A4 or A5 paper Page 14 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Using Ocelot From the Ocelot main screen click the Patient button The Patients Form will open here you can enter the patient details and recall date Most work will be done from the Patient Card from which you can navigate to the Rx Pad Consultation Contact Lens Invoice Patient Billing and Referrals forms Patients Total Patients 11918 ES Po Mame Street Suburb State Phone 1 Mobile Email History Motes E Mr Ming 118 Adderley St Auburn HGM D 8748 B77 DATE _ infoopticare com au PCode 2144 Si S 27 12 2008 Yang Medicare No DOB 10900 Recall Other Recall Health Fund Misc NO SMS E Occupation Interest SR Driving S Golfing J Hunting EX Reward Points 1045 123456789 Sex 20 06 1967 FA Age 14 04 2012 FR cast Sent 19 06 2012 Kol Last Sent MBF Doctor Category 4 3 sv 3 Tint m 3 Sunglass m M 44 Hik HH DORE
24. printout can be set to A4 or A5 paper Page 38 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide 10900 Recall Labels prints a set of labels for mailing the recall letters make sure you enter the same date parameters as you did for the Process Recalls report The labels are set to Avery J8160 63 5mm x 38 1mm which is a common label format available at most stationers NB The labels are A4 sheets Page margins are set as below Page Setup Page Setup nim em Margins millimeters Grid Settings Top 15 91 mmm P Number of Columns 3 Bottom 12 79 ET Row Spacing Dem IL Left 11 01 pe Sen Column Spacing 0 25cm Right 3 39 icc Column Size pon Width amp 349cm Height 3 82cm Same as Detail Print Data Only Column Layout Down then Across Across then Down Edit Other Recall Letter When you click the Edit Other Recall Letter button you are presented with a screen to edit the recall letter content You type in the date for the letter your content and signature line This becomes the content for your other patient recall letters reports Once you have set the content and signature line you should usually only have to set the date to be printed on the letters Process Other Recalls compiles the Other Recalls and presents the letters report for preview prior to
25. record no record is kept and when you print a Cash Sales Summary the record number will be missing Records can also be edited later if required Selecting Print Receipt previews the receipt details prior to printout If you are happy with the detail you can then print the form by clicking the print icon or selecting File Print from the File menu NB The printout is set to A5 paper Page 23 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide REFERRAL LETTER To navigate to the REFERRAL form click the REFERRALS button on the PATIENT CARD After navigating to the REFERRALS form from the PATIENT CARD it will open the form belonging to the patient If this is the first referral entry for the patient the fields will be blank awaiting new details if not the details of the last referral will be shown Referrals 3 Date Added 04 Aug 2011 DATE Date Printed ReferTo Mr Rod Mcintyre Aus Optom RM el 4 08 2011 Mr Rod Mcintyre Salutation Dear Body Here is something about the patient history And more about the problem and more and more Signature Sincerely Yours If it is the first entry the date will automatically default to the current date this can be edited if required you must select the Refer To and Optom details and a referral ID will be automatically allocated You can then enter the
26. transferred to the GIVEN details by clicking the Give Rx button any details requiring alteration can then be made in the GIVEN fields Always update any entries and changes with the Edit Update button Selecting Print CL Order previews the contact lens order If you are happy with the detail you can then print the form by clicking the print icon or selecting File Print from the File menu The form can then be faxed to your supplier NB The printout is set to A5 paper Selecting Print CL Rx previews the prescription details print for issuing to the patient If you are happy with the detail you can then print the form by clicking the print icon or selecting File Print from the File menu NB The printout is set to A5 paper Page 20 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide PATIENT BILLING To navigate to the PATIENT BILLING form click the INVOICE button on the PATIENT CARD After navigating to the PATIENT BILLING form from the PATIENT CARD it will open the form belonging to the patient If this is the first billing entry for the patient the fields will be blank awaiting new details if not the details of the billing entry will be shown Click the Add New Invoice button to create a new Invoice record The date will automatically default to the current date this can be edited if required and an Invoi
27. E DJ Local Disk C CH Documents and Settings a ko es CH Ocelot WINDOWS i Cy Optilink Bien awa ds age Optilink Program Files E 2 Program Files C3 WINDOWS GA DVD RAM Drive D E 1 Shared Folders on hast 2 2 control Panel 2 Shared Documents Lj ming s Documents E L3 mxpprosp2 s Documents Ki My Network Places P Recycle Bin desk tJ Ek aes 591 x 411 E work Setup Bitmap Image Optic are Pty Ltd Click the Ocelot folder as below The installed files may vary depending on which version you are using Be Local Disk C Seles File Edit View Favorites Tools Help o Back e e d E pa search lp Folders BO ea My Documents Address EB En Documents and Settings Si Optilink 4 My Computer H A 344 Floppy ANJ d Program Files LJ WINDOWS E ze Local Disk C IC Documents and Settings 2 Ocelot Optilink desk S66 x 357 Explore Bitmap Image 5 Program Files Open Ey WINDOWS Search La OptlinkNetSetup amp o DVD RAM Drive D OptilinkNebvw ork Setup Bitar Sharing and Security Med Opticare Pky Ltd amp 2 Shared Folders on host 24 E Control Panel send To 2 Shared Documents 2 ming s Documents Et 2 vmxpprosp2 s Documents Kai W My Network Places Create Shortcut E Recycle Bin Delete Rename Properties Right click the folder and select copy then scroll down to the USB key folder Warning never select cut you will lose yo
28. EOUS 45 00 0 00 Payments Pmt iD Date Type Amount 5 25072011 CASH 11 00 i 299 2011 CHEQUE 31 00 Paid Total 5 00 Sale Total 45 00 GST Included 0 00 Page 34 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide PATIENT GROUPS In System Configuration screen click Misc 1 tab you can set Occupation Interests and Category This allows you to group patients in the way you want and generate marketing lists for better targeting Note a separate marketing tool is needed to produce the list Please contact Opticare at 02 9748 8777 or send an email to info opticare com au for more detail SG System Configuration System Configuration annan M M M on an Rewards Lab Suppliers Stock Control Misc 1 Occupations Interests Category p Accountant gt culture E Driving Food Golfing Hunting Military History Movie Music Photograph Racing shopping Sports Surfing DB Version 4 120229 Page 35 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide STOCK CONTROL In System Configuration screen click Stock Control tab you can enable disable Stock Control function in Ocelot setup reminder manage supplier and export data for printing barcodes Sy
29. Edit 10900 Recall Letter and Edit Other Recall Letter function will present you with a pop up calendar box to select the date ranges simply select the dates required to run the report A report will then be compiled collecting the information between these dates ap Pick Date Range Start Date 5 08 2011 Stop Date 5 108 2011 Page 37 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Payments Received By Type works as mentioned above and presents a report of payments received between the chosen dates by type of payment NB The printout is set to A4 paper Payments Received Summary works as mentioned above and presents a summary report of payments received NB The printout is set to A4 paper Sales Summary works as mentioned above and presents a report of invoiced items between the chosen dates summarised with a sales and GST total for the selected period NB The printout is set to A4 paper Sales By Item works as mentioned above and presents a report of grouped invoiced items between the chosen dates summarised with a sales and GST total for the selected period NB The printout is set to A4 paper Banking Summary with Payment Type works as mentioned above and presents a report of invoices between the chosen dates summarised with payments received NB The printout is set to A4 paper Cash Sales Summary a
30. Job card and etc Invoice days since last sent DB Version 4 120229 Save Changes Close Form You can send recalls from Reports screen and view last recall sent information from Patients screen Page 33 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide PRINTOUTS AND USER LOGO In System Configuration screen click Misc 2 tab you can set printout Tick to use pre printed letterhead for all A5 paper printouts a System Configuration system Configuration Optilink Appointment Book Rewards Lab Suppliers Stock Control E RxPad Resend if more than Consulati ipaper printouts eg onsulatron Invoice Rx Receipt Job card and etc Invoice days since last sent DB Version 4 120229 Save Changes Close Form Alternatively you can create your own logo file and put it in the Ocelot folder The name must be UserLogo BMP For better print result please make the logo size 210 pixel 100 pixel If you d like some help with this please contact Opticare at 02 9748 8777 or send an email to info opticare com au CSRecpt l bajka Cash Receipt Ocelot Trial Version OPTICARE 118 Adderley St CEET EN Auburn 2144 PH 029748 8777 ABN 78841 25345 Provider Noc 3350124 Reciept Mo 1231 Date 25 07 2011 Item temSell GST MISC MISCELLAN
31. OS PCode 2144 HICAPS MEDICARE REDEEM POINTS 02 9748 8777 Gees a 3 nter Payment 1 ypes above Input discount rates 02 9748 8666 This data will be recalled in the E r p Biling Details module Payment www opticare com au Types can also be used for Set GST Rate 10 00 refunds and to identify third party payers Australia info opticare com au 78 841 263 426 Provider No 03950124A Page 9 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide System Configuration oystem consists of nine configuration screens as detailed below For Staff ID s which will be selected in your forms 1 10 11 oOo OI CO IO Is for the Optilink Desktop folder location and or Optilink Online Account detail for Optilink users only Is for appointment book settings Is for Email if you wish to use Email functions Is for SMS if you wish to use SMS functions Separate account needs to be applied Is for Templates for Email and SMS Is for display installed lab suppliers information Is for setup Occupations Interest Category Is for Printout settings Recall settings and Action screen behaviors Is for setup Reward Points Is for setup Stock Control Is for setup Print Layout 12 Is for register and display registration details if EEN if c System Configurat
32. Practice Management System Quick Start User Guide CONTACT LENS You can navigate to the CONTACT LENS form from the PATIENT CARD or directly from the CONSULTATION form it will open the form belonging to the patient The CONTACT LENS form is a combined consultation and dispensing form CL Rx DISP If this is the first consultation entry for the patient the fields will be blank awaiting new details if not the details of the last consultation will be shown Click the Add New CL Consultation button to create a new CL Consultation record The date will automatically default to the current date this can be edited if required you must select Optom and a consultation CL RxID will be automatically allocated You can then enter the rest of the required information simple tab or click and type 4 Contact Lens Total Consults 2 oOo 2 ISS PxID 11960 Mr Ming Yang CONTACT LENS RxDate 11 05 2001 88 Optom w View By Date CLAxID OVER REFRACTION GIVEN SPH CYL AXIS ADD VA SPH oL AXIS ADD BASE DIA R R L L CL Order Details DateOrd DateRea DispBy Notes ka ka E Lens Type Description H L Tint If you already have a consultation record entered you click the Add New CL Consultation button to create a new consultation record You can view consultation forms by the date entered by selecting the View By Date drop down field and selecting the required date After entering OVER REFRACTION details they can be
33. Print from the File menu NB The printouts are set to A5 paper Print Receipt The print receipt function allows for receipting part payments for lay by deposits etc The Invoice Receipt can be printed after full payment has been received Selecting Print Receipt previews the receipt If you are happy with the detail you can then print the form by clicking the print icon or selecting File Print from the File menu NB The printouts are set to A5 paper Page 21 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide 3 PARTY BILLER To use 3rd Party Biller click Show 3rd Party Biller button in Invoice screen Then click the Search Biller icon to find the correct biller To clear Biller please click the Clear Biller icon NB Click the Hide 3rd Party Biller button will not clear the biller info T AUBLIRH Date 5 08 2011 PS les ing To T 7 SAMEAS PATIENT Opticare Pty Ltd G 6 Mame Mr Ming Yang ADDRESS 118 Adderley St Addr 118 ADDERLEY STREET Auburn NSw 2144 AUBURN NSW 2144 Note if a 3rd party is selected the Invoice and Receipt printout is set to A4 paper instead of A5 paper To edit 3rd Party Biller click the 3rd Party Biller button in the Setup screen and do it there B AST L BillerCode BillerName B sse SEI Date Added O8 Apr 2011 OPT Opticare Pty Ltd Name Oplicare P
34. age in free 3 of 9 format together with EAN 13 label samples Ocelot support can also set up your barcoding system or create scanning sheets for you for a fee see our web site for more details Page 48 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Barcoding Label Samples 1 M 7 E a en BarCode Item Mame 10300 INITIAL CONSULTATION Instyle 231 Brn 54 WIR 110 FRAME Avery DesignPro EAN 13 label 120 REPAIR 211 Single Vision Single al Single vision Fair OM 234561 l II eye 25 1 23456 6 Brother QL570 EAN 13 label 221 Single vision Grind Sql eee oingle vision Grind Pair 311 Bifacal Lens single 312 Bifocal Lens Pair 411 Trifocal Lens Sindle Sample Scanning Sheet Using Free 3 of 9 font m TE Instyle 231 Bm 561 IN Instyle 231 Brn 123415670 Y Brother P touch 1230 PC EAN 13 label DERE LIII i PHEN 74 58 ayin 231 Bon 54 nn 1 HEN 234887 EEGEN OU UU 1234587 224 807 r amp y 231 5m 54 OU LT 1 HEEL JEN ante 231 Em 54 UW UN 1 MER 224 EE meto 231 m 54 E man mp ENED ing 231 Een 54 UW II GE Wu aI Bur irme 231 Em 54 I NUI 1 28881 NAU inse 231 Em 54 nn EEEE Payis 231 5m SA LUE I 1 HEEL DEU mayis 231 Em 54 1 NEN DEU EHE TEETH LUE LI Kr rau UI UI 1 2HEE T HS mit 2231 Em 54 d
35. and a View SMS screen will show View SMS Sending Log 1 Open Windows Explorer and navigate to C Ocelot Log folder All SMS sending logs are there with sending date as part of the file name Page 29 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide APPOINTMENT BOOK SETUP APPOINTEMNT BOOK In System Configuration screen click Appointment Book tab ER System Configuration System Configuration Rewards Lab Suppliers Appointment Book Work Day Time Scale Appointment Type Monday to Friday 10 min Description Duration 5 15 min 1 Initial Consultation 30min Saturday 30 min 2 Blank2 Sunday 60 min 3 Blank 3 Work Time Default View 4 Bank l 5 Blank 5 Start Time 8 00 AM r amp Day View M m Finish Time 5 00 PM e weekviev 7 Blank DB Version 4 110803 Add new Appointment In Appointments screen double click on a select date time range An Add New Appointment screen popup Click Existing Patient to find a patient or click New Patient to add a new one Select Appointment Type Then Room Optom if you have more than one Then click OK button to add Add New Appointment Ba EN Existing Patient f New Patient Paitent Name Appointment Type initial Consultation B Start Time 9 20 00 AM End Time 9 50 00 AM
36. celD will be automatically allocated You can then enter the rest of the required information simple tab or click and type Invoice for Mr Ming Yang PAID 11960 Total Invoices 1 Mr Ming Yang FMD 11960 PATIENT BILLING 118 ADDERLEY STREET AUBURN NSW 2144 INVOICE Date 5 08 2011 m InvoicelD 12330 Hide 3rd Party Biller Billing To Ship To Mame Opticare Pty Ltd a 2 Mame Mr Ming rang Add 118 Adderley St Add 118ADDERLEY STREET Aubumn NSw 2144 AUBURN NSW 2144 RER k 10900 INITIAL CONSULTATION 64 15 0 0 00 64 15 Invoice Total 64 15 PAYMENTS Notes Total Paid m Payment Type Payment Date n E415 Credit Card 5 08 2011 64 15 Balance Due 0 00 Print Receipt Print Invoice Add New Invoice Edit Close Form The invoice area allows you to choose sale items from a drop down combo in the Stock Item field you can either select from the drop down or enter the stock ID code or scan from a barcode label Barcode labels will only work if you have scanned the barcode into the Item Code field when entering invoice items All fields can be edited and the GST will be automatically recalculated if required Invoices can also be deleted via the file menu Always update any entries and changes with the Edit Update button Print Invoice Selecting Print Invoice previews the Invoice receipt If you are happy with the detail you can then print the form by clicking the print icon or selecting File
37. click the SMS icon from the Appointment Toolbar 2 Select the Appointment Start Date and Appointment Stop Date 3 Modify your message 1f you need to 4 Click Send button The system will generate the patient list with appointments in selected date range and send individual message to them 5 A sent report will be generated and the system will ask you if you want to view the report or not You can check the sent result for each message by clicking the SMS button from the Patients screen Sending Recall SMS 1 In Reports screen click the By SMS button in the 10900 Recall area or Other Recall area 2 Select the Start Date and Stop Date 3 Modify your message 1f you need to 4 Click Send button The system will generate the patient list with appointments in selected date range and send individual message to them 5 A sent report will be generated and the system will ask you if you want to view the report or not Sending Reward Points Marketing SMS 1 In Reports screen click the Send Reminder By SMS button in the Reward Points area 2 Modify your message if you need to 3 Click Send button The system will generate the patient list with appointments in selected date range and send individual message to them 4 A sent report will be generated and the system will ask you if you want to view the report or not View SMS 1 Open the Patients screen and find the patient you want to check SMS results 2 Click SMS button
38. der NB Please DO NOT change this settings unless you have installed Optilink on your system Browse for Folder KE System Configuration Please select the Folder of Optilink System Configuration Staff Optilink Appointment Book Email SMS Template Lab Suppliers Misc About Optilink Desktop Opilink Online My Computer a H 316 Floppy A Es Local Disk GC Ces 1111 Hy Documents and Settings ic M5OCache CAOptilink 1 12 Program Files 12 RECYCLER 12 System Volume Information 12 tmp aci Le TRIAS Set As Default Q Set As Default Save Changes DB Version 4 110803 Close Form Sending job You can find an Optilink button in RxPad screen After filling required fields for a job click the Optilink button to transfer job data to Optilink OcelotPMS 1 Jobs ini file is created in C Optilink Clicking OK button on the job create finished window starts Optilink Page 43 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 www opticare com au MELBOURNE TEL 03 9807 5912 Ocelot Practice Management System Quick Start User Guide amp Optilink Ver 3 9 Build 20 Jul 2011 New Job imported Do you want to edit them now Import detail 1 job s imported If not you can edit them in Manage Job screen Copyright Opticare Pty Ltd What s New New lens selection helper add
39. e call us at lt lt PRACPHONE gt gt Ocelot Optics This is a kind reminder for your appointment on zDATE gt at TIME Please call us at lt lt PRACPHONE gt gt if you d like to change Yours Sincerely cc Patients List Patients List Cancel Send Patient Email SMS or Open Patient Card Select an appointment click on one of the icons you want Some icons may not appear if the patient s relevant information is not available Mr Ming Yang 118 ADDERLEY STREET AUBURN NSW PHONE 0413 701 218 MOB 0413 701 218 EMAIL ming Gopticare com au ahs Page 31 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide REWARD POINTS In System Configuration screen click Rewards tab you can enable disable reward points system setup reward rates and enable disable reward points for 3rd party invoices a System Configuration System Configuration Stock Control Purchase Rate 1 Redeem Rate 1 Point DB Version 4 111025 Reward Points In Invoice screen when reward points system is enabled reward points are calculated each time an invoice item is selected and price is updated The reward points won t be counted towards patient s total points until the invoice 1s fully paid To redeem points enter points wants to redeem and click
40. e or select from a template then click Send button 4 An Email success prompt will show up once the email has been sent Otherwise an error will tell you what you need to do Sending Appointment Reminder EMAIL 1 In the Appointment screen click the patient you want to send reminder to Page 26 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide 2 Click the Email icon in the patient info area 3 Enter your message or select from a template then click Send button Sending Batch Appointment Reminder EMAIL 1 In the Appointment screen click the Email icon from the Appointment Toolbar 2 Select the Appointment Start Date and Appointment Stop Date 3 Modify your message if you need to 4 Click Send button The system will generate the patient list with appointments in selected date range and send individual message to them 5 A sent report will be generated and the system will ask you if you want to view the report or not Sending Recall EMAIL 1 In Reports screen click the By Email button in the 10900 Recall area or Other Recall area 2 Select the Start Date and Stop Date 3 Modify your message 1f you need to 4 Click Send button The system will generate the patient list with appointments in selected date range and send individual message to them 5 A sent report will be generated and the syste
41. ed for Opticare Office and ClearPro Office Lenses Try our nex XRX Freeform ECO lenses i Clicking Yes button shows an edit imported job screen In that screen you need to select lens group lens type extras and trace frame if necessary to complete job details Clicking Send Now to send the job immediately or clicking Send Later to send it with other jobs For further information please refer to Optilink help file which is installed with Optilink s By Date 8 08 2011 Step 1 of 3 Laboratory OPTICARE BRISBANE D Eyes Both Lens Group Lens Type SMART PRO 19MM PHOTO PROTEAN 1 56 T BESE mm 1 01 1 BASIC FITTING PACKAGE Slimlite Thinning Process Bee oe GLASS CHEMICAL TOUGHE R A CYLS OVER 4 L DIVING MASK FITTING FULL TINT PER LENS GLASS MULTICOAT GROOVE LENSES GRADUATE TINT HI INDEX GRADUATE TINT Special Instructions HARD COAT SCRATCH RES test HI INDEX FULL TINT PER LE METAL FITTING 8 08 2011 Frame Trace Shape Lens Diam Uncut Receive Trace Trace frame and press OK on FD80 Then click Receive Trace Button a D Send NOW Wrap 3a Frame Type m Previous Send Later FrameDetails Page 44 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Send jobs via Optilink Online version SETUP for Opt
42. el Notes Edit an Appointment Select an appointment double click to open Edit Appointment screen Alternatively if you just want to change appointment type room or optom just click on the icon from the tool bar at the top ofthe Appointments screen You can also click F2 key on the keyboard to do a quick edit of the appointment subject eeen n coc Room Optom Appointment Type Page 30 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Delete an Appointment Select an appointment press DEL key on the keyboard Reschedule an Appointment Select an appointment then click and drag it to the new date time Change Appointment Status Click the one of the status icon to indicate the patient s status NX Appointment Status Send Batch Reminders Click Email icon or sms SMS icon from the top tool bar and follow the prompts 1 m i d eeeeee gr LI ae fa EE ame Appointment Start Date 4 07 2011 Appointment Start Date 1 07 2011 Appointment Stop Date 8 08 2011 D Appointment Stop Date 8 98 2041 D Soe ay W m mm X Sending Batch Emails a Subject Appoinment Reminder Message Dear lt lt FIRSTNAME gt gt Hi lt lt FIRSTNAME gt gt This is a kind reminder for your appointment on lt lt DATE gt gt at lt lt TIME gt gt Pleas
43. eorder Level to 1 Close Form r SHOW ALL STOCK Close Form Page 36 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide REPORTS Reports are accessed from the main screen by clicking the Reports button After opening the Reports Screen you can access reports for Payments Received By Type Payments Received Summary Sales Summary Banking Summary with Payment Type Sales By Item Sales by Supplier Cash Sales summary Cash Sales Banking Summary Outstanding Balances Patients Summary 3 Party Biller Report Reward Points Summary Edit Recall Letters Print Recalls and Recall Labels Most reports are included GST figures iPayments i with Payment Type Sales By Item DEUE By Type Edit 10900 Recall Letter Select report then select start and end dates The Edit 10900 Recall Letter function allows you to type in the date content and signature line for your 10900 patient recall letters reports 10900 Recall Letters compiles the 10900 Recalls and presents the letters report for preview prior to printing The Edit Other Recall Letter function allows you to type in the date content and signature line for your other patient recall letters reports Other Recalls compiles the Other Recalls and presents the letters report for preview prior to printing All reports except the
44. et YOUR PARTNER IN OPTICS Golfing Auburn Doctor Hunting NSW 2144 A http JAwww opticare com au Firefighter Miltary History E Movie E info opticare com au Hairdresser Music Nurse Photograph 02 9748 8777 LW Optometrist Rang Shopping J Police Sports S Note Lab Supplier here is for enabling lens selection in RxPad for transfering to Optilink Teade Surfing e Z DB Version 4 110803 Ee Save Changes Close Form System Configuration System Configuration Staff Optilink Appointment Book Email SMS Template Staff Optilink Appointment Book Email SMS Template Rewards Lab Suppliers Stock Control Misc 1 Misc2 About Rewards Lab Suppliers Stock Control Misc About 7 RxPad Easend i moes thon MiUse letterhead forA5 Purchase Rate 1 10 Reward Points g ipaper printouts eg i W Consulation invoice Rx Receipt Job d E Invoice days since last sent Von ee Redeem Rate 1 Point 0 1 Ii a El Enable Reward Points for 3rd Party Invoice DB Version 4 111025 DB Version 4 120229 Save Changes 3 System Configuration System Configuration System Configuration Optilink Appointment Book Email SMS Template Stat Opilink Appointment Book Email SMS Template Lab Suppliers Stock Control Misc About Rewards Lab Suppliers Misc About UNREGISTERED W Enable Stock
45. he detail you can then print the form by clicking the print icon on the toolbar or selecting File Print from the File menu for forwarding to the laboratory or processing internally NB The printout is set to A5 paper Selecting Optilink Desktop or Optilink Online transfers job data to Optilink Page 17 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide CONSULTATION To navigate to the CONSULTATION form click the CONSULTATION button on the PATIENT CARD After navigating to the CONSULTATION form from the PATIENT CARD it will open the form belonging to the patient If this is the first consultation entry for the patient the fields will be blank awaiting new details if not the details of the last consultation will be shown Click the Add New Consultation button to create a new Consultation record The date will automatically default to the current date this can be edited if required you must select Optom and a consultation RxID will be automatically allocated You can then enter the rest of the required information simple tab or click and type Sp Consultation Total Consults 2 PXID 11960 Mr Ming Yang CONSULTATION Date 19 05 2011 kul Optom M a ConsultT ype View Du Date 7 RID 6 OBJECTIVE Rx Symptoms SPH CYL AXIS YA ADD PRISH DETAILS gt DPD NPD 1 00 2 00 32 3 300 100 UP e
46. ilink Online Clicking the Optilink tab accesses the Optilink configure form in System Configuration screen Click the Set As Default button in Optilink Online section and fill in your account detail If you don t have an account with Opticare please phone Opticare at 02 9748 8777 to arrange it System Configuration Staff Optilink Appointment Book Email SMS Template Lab Suppliers Misc About C Optilink zz wi Set As Default C Set As Default DB Version 4 110803 iSave Changes Sending job You can find an Optilink Online button in RxPad screen After filling required fields for a job click the Optilink Online button to transfer job data to Optilink Online Transferring job to Optilink Online Transfer Status 8 08 2011 2 38 24 PM Connecting 8 08 2011 2 38 45 PM Error Cannot connect 8 08 2011 2 38 45 PM Cannot connect D02011 2 42 07 PM Resolving Hos 8 08 2011 2 42 07 PM Host Resolved OcelotPMS amp 08 2011 2 42 07 PM Connecting 8 08 2011 2 42 07 PM Connected GcelotPMS 8082011 2 42 07 PM Requesting SC 808 2011 2 42 07 PM Request Sent amp 08 2011 2 42 07 PM Receiving Res PZ 8 08 2011 2 42 07 PM Response Re Do you want to process the job in Optilink Online 8 08 2011 2 42 07 PM Response Col bc 8 08 2011 2 42 07 PM Upload OK S Clicking OK button on the job transfer finished window and click Yes button to start Optilink Online Page 45 of
47. ion x System Configuration sou System Configuration System Configuration DB Version 4 110803 _ Rewards Lab Suppliers I Misc About Rewards Lab Suppliers l Misc About Staff Optilink Appointment Book Email SMS Template 1 Staff Optilink Appointment Book Email SMS la Template Optilink Online staff ID Enter staff details below this data will be used to allocate Optometrist and Dispenser ID s in the Consultation and Dispensing modules Optilink Desktop FirstName LastName Username e CAOptilink Rod Mcintyre RM Support n ji Set As Default Q Set As Default DB Version 4 110803 E RR la ipm System Configuration Ka System Configuration x System Configuration System Configuration Rewards Lab Suppliers Misc About Rewards Lab Suppliers Misc About tab suppliers _ Mae Staff Optilink Appointment Book Email SMS Template Staff Optilink AppointmentBook Email SMS Template Work Day Time Scale Appointment Type Enable EMAIL Bl Monday to Friday e 10 min Description Duration Color l 45 min 1 Initial Consultation 3mn E oct PASSWORD aturday n 30 min 2 Blank2 30min e E EMAIL ADDRESS Sunday 60 min 3 Blank3 asmin e SMTP PORT 25 Work Time Default View T A 15min s Authentication Required Blank 5 ismin lr Start Time 8 00 AM
48. itae aj marce a unitum mnc usus n a a mcn an an a m ec a a an ek aa a 27 SENDING REWARD POINTS MARKETING EMAIL 21 MM E VWE NWA ME 21 VIEW EMAIL SENDING LOG rive si aristid val av dala li atak alaso lal a aa kk aa la a a la 27 SMS FUNCTION S aibi db DU aka at kk teka a a ek n ak a RE kk ok n kk kot ko GT A ka kt 28 SESI SVI Spirit isidan a tt tt ian a ye n ef ss de MEI M pr ve a TEE E e bye oi kot dabo kenn D LEER 28 SENDING ONE OFF SMS CONNECTION TO THE INTERNET MUST BE ESTARLISHED eere 28 SENDING APPOINTMENT REMINDER DM 29 SENDING BATCH APPOINTMENT REMINDER DM 29 SENDING RECALL DM 29 SENDING REWARD POINTS MARKETING DM 29 VIEW SMS 29 VIEW SMS SENDING oe 29 APPOINTMENT BOOK ikid kat aaa n avk a ot M C NV ak aa vox wr a e at kt 30 SETUP APPOINTEMNT BOQONK is awa ww at wal aw mm a a a a ae aka c ro n c i mice e eoe mi aka ce 30 ADD NEW APPOINTMENT kt kt kk kk kt ka e a I IR ka e he enne rethemesnereriemernemertemernerertrrernemer eterne eri erii eri eri erre 30 EDIT AN APPOINTMENT sssesee IRR III Ime emer reme emis emer ere ere emrtererrtererrtereirtetir erir emer emer erii erre 30 Page 1 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide DELETE AN APPOINTMENT kt l tt kt bk kt kk III I IR I me e nenne mere rere ere ere erui ere erii err er
49. lso works as mentioned above and presents a report of all cash sales between the chosen dates summarised with a sales and GST total for the selected period NB The printout is set to A4 paper Patients Summary works as mentioned above and presents a report of patient summarised with latest payment invoice and consultation information NB The printout is set to A4 paper Edit 10900 Recall Letter When you click the Edit 10900 Recall Letter button you are presented with a screen to edit the recall letter content ab 10900 Recall 10900 Hecall Letter Date 15 07 2005 Body Our records indicate that it is nearly 24 months since pour last consultation It is advisable to have pour eyes checked at least every two years so we are sending this reminder as a courtesy service Should vau wish to make an appointment please call us Appointments are available from Monday to Friday between 10am and 4 30pm and Saturdays between 9 30am and 11 30am Signature Your Sincerely Title Ocelot Optics Type in the date for the letter your content and signature line This becomes the content for your 10900 patient recall letters reports Once you have set the content and signature line you should usually only have to set the date to be printed on the letters Process 10900 Recall Letters compiles the 10900 Recalls and presents the letters report for preview prior to printing Again you will be asked for date parameters as mentioned above NB The
50. m will ask you if you want to view the report or not Sending Reward Points Marketing EMAIL 1 In Reports screen click the Send Reminder By Email button in the Reward Points area 2 Modify your message if you need to 3 Click Send button The system will generate the patient list with appointments in selected date range and send individual message to them 4 A sent report will be generated and the system will ask you if you want to view the report or not View EMAIL 1 Open the Patients screen and find the patient you want to view email results 2 Click Email button and a View Email screen will show View EMAIL Sending Log 1 Open Windows Explorer and navigate to C Ocelot Log folder All Email sending logs are there with sending date as part of the file name Page 27 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide SMS FUNCTIONS SETUP SMS In System Configuration screen click SMS tab Tick Enable SMS option and fill in your SMS settings r2 System Configuration System Configuration User Name Check Credit Send Test Message Click here to apply a SMS account Password Each SMS can contains up to 160 characters For support and billing enquires please call MessageMedia at 1800 009 767 DB Version 4 110803 If you don t already have a SMS account you can setup yo
51. n comes a warning message to ask if you want to open the file or not Click the Yes button Microsoft Office Access Security Warning Unsafe expressions are not blocked To block unsafe expressions Microsoft Jet 4 0 Service Pack 8 or later must be installed To get the latest version of Jet 4 0 go ko http Jwindowsupdate micrasoFt com C Program FilesyocelotPPStOcelot mdb may not be safe to open if it contains expressions that were intended to harm your computer Do vou want to open this File Hide Help Open in Help Window Microsoft Jet 4 0 Service Pack 8 or later must be installed to block unsafe expressions without affecting common functionality The latest Microsoft Jet 4 0 service pack is available from Windows Update Ta block unsafe expressions see the About Microsoft Jet Expression Service sandbox mode Help topic which is available fram the link at the bottom of this topic Click Open to continue starting the program Security Warning Opening C Program Files OcelokPMS Ocelot mdb This File may nat be safe if it contains code that was intended ta harm your computer Do you want to open this File or cancel the operation Page 5 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide The start up screen appears click Start Ocelot to commence using the system OPTiCARE
52. ns Total Consults 2 PMID 11960 RxDate 11 05 2011 Pe OVER REFRACTION SPH CYL R L AXIS Notes Mr Ming Yang Optom ADD Print CL Rx Print CL Order pg E VA l View By Date GIVEN R L R L SPH DateOrd Lens Type Tint CYL arc CONTACT LENS z ELBx ID 7 AXIS ADD BASE DIA CL Order Details DateReg Description SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 2 Consultation Total Consults 2 FXID 11960 Mr Ming Yang Date 18 05 2011 F8 Optom Ma OBJECTIVE Rx SPH CYL AXIS VA ADD R 100 200 32 3 300 L 1 00 SUBJECTIVE Rx H CYL R 1 00 2 00 L 41 00 200 AXIS VA ADD lt 32 2 2 00 Give Rx GIVEN Rx R 00 200 L 100 200 DISPENSE Distance Reading Prog Bifocal Rx Comments PRISM s v Ex w zl Comments ConsultType 1 00 PRISM DETAILS DETAILS gt View By Date CONSULTATION lw BD E Symptoms DPD NPD UP aw 32 0 31 0 X w e e 32 0 31 0 Ophthalmoscopy Invoice for Mr Ming Yang PXID 11960 Total Invoices 2 Mr Ming Yang 118 ADDERLEY STREET AUBURN NSW 2144 INVOICE Date jilling To Name Opticare Pty Ltd al x Add 118 Adderley St Aubum NSW 2144 StkltemCode Item 5 08 2011 El InvoicelD 12330
53. on across Consultation for Mr Ming Yang on 19 05 2011 Es Date 19 05 2011 Consult Type Optom MA RD 6 OBJECTIVE Rx ee SPH CYL ARIS YA ADD lt PRISH DETAILS gt DPD NPD BR vum 2 00 ER 3 3 00 ie 1 00 UP fie 32 0 31 0 L 41 00 s lies 32 0 31 0 SUBJECTIVE Rx SPH CYL AXIS YA ADD PRISM DETAILS gt Observations R 1 00 200 32 2 2 00 liil i L dm 2 00 A A GIVEN Rx Ophthalmoscopy Ram m 32 2 00 e E L 1 00 2 00 m el DISPENSE Comments Other tems Rx Commen ts Copy to Hew Page 18 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Print Rx previews the prescription details print for issuing to the patient This print includes the Rx comments If you are happy with the detail you can then print the form by clicking the print icon or selecting File Print from the File menu NB The printout is set to A5 paper Print Detail previews the patient consult details print prior to printing a hardcopy record if required If you are happy with the detail you can then print the form by clicking the print icon or selecting File Print from the File menu NB The printout is set to A5 paper Page 19 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot
54. ord is GEORGE You can enter a new password together with a password hint which will help you to remember the password during the login screen Please note there is no way to recover a forgotten password as we use a strong one way encoding to store the password A password reset service is available from us Ocelot Set Password SET PASSWORD New Password a Password Hint Login In the login screen just enter your password and click the green login button If you forgot your password click the Show Password Hint text Your preset password hint will show up If you still have trouble remembering your password please contact us to reset the password for you Ocelot Login Please enter your password Show Password Hint Page 7 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Invoice Items Next click on the Invoice Items button to open the Invoice Items form ab Invoice Items Invoice Items Search Stock temCode 10900 tem Description INITIAL CONSULTATION HFitemNo zl Group CONSULTATION e Stock On hand Min Reorder Level Sell Price 64 15 Supplier Exempt GST Jj e GST Amt 0 00 Notes undo Delete nm 4 Ld In etre aed Edit Close Form nvoice Item You will find a few example items already entered you can either delete these or change the details to sui
55. ove the list on the left hand side to switch templates Preset Fields is an easier way to add customized information to the template 2 Edit Templates Template Editor Template List T Date Created 10500 Recall 10800 Recall Appointment Reminder oe tea CLReady SMS A Other Recall omr Each 5H5 can contains up to 160 characters SPReady Our record shows we haven t see you for 2 years Please ring PRACPHONE to book your eye test Page 25 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide EMAIL FUNCTIONS SETUP EMAIL In System Configuration screen click Email tab Tick Enable Email option and fill in your email account details System Configuration kan nn n Sta Optiink Appointment Book sus Template W Enable EMAIL USERNAME PASSWORD EMAIL ADDRESS SMTP PORT 25 E Authentication Required Send Test Email iSave Changes DB Version 4 110803 Sending One off EMAIL Connection to the Internet must be established eccccc gr To ming opticare com au Subject Dear Mr Ming Yang This is a test email Regards Ocelot Trial Version Double dick to select 1 Open the Patients screen and find the patient you want sent to 2 Click on the H icon next to the Email field 3 Enter your messag
56. r err err erii erii eris ens 31 RESCHEDULE AN APPOINTMENT lit lbt tk kt tt ke III Ihe aa aa aaa eta riar saaa aeasaeseeaeeaeaeseesoesseseoesoeseaseoeuoeoonsnnonnnn 31 CHANGE APPOINTMENT STATUS L bl bl bb kk aie a kak ka aaa aaa aaa aaa dede dede ae tete teaeteaeeeeeesesssseseseoeoeseseoeoeoeoeoaooonanann 31 SEND BATCH REMINDERS kt tt tb tt kt kt kt kk kaka aa kw taka aaa ata aa aa aaa aa aa aa aaa aa aaaaeaatasasaoseteseseoesesssseseosesnseoeoeaonsnoonneoun 31 SEND PATIENT EMAIL SMS OR OPEN PATIENT CARD 31 REWARD POINT Aere 32 RECALLS EE 33 PRINTOUTS AND USER LOGO ENNEN ENNEN ENNEN ENNEN 34 PATIENT GROUPS iv vv dow tis on de a EE it tit EE 35 STOCK ei el Ia 36 STOCK TAKE AND PRINT STOCK BARCODE esee enne emersit emerirte emere i emerir i emer scie reri iis 36 Ae CA KEEN 37 OUTSTANDING BALANCES REPORT ccccccecececececeneeeeeececececenseeecececeneceneeseneneaes 41 BACKING UP OCELOT eeeeeeeeeeerh aaa anana aaaaaaaeatanaaeaeasosoeasenenesesenennnnanannnnnn 42 SENDING JOBS VIA OPTILINK DESKTOP VERSION 43 SETUP FOR OPTILINK DESKTOP cssssssesemem II RII I I emet aaa aaa ta aaaaeeetasessoesessesesesssousaoeososnsnonnnnoun 43 SENDING JOpR et a ka kaka aaa ba kaba aa aa aa aa iii i imememetememererere re rz rz ri 4 icai iii iie eee e ere re rere ra rais 43 SETUP FOR OPTILINK ONLINE 45 SENDING JOp en a ake eka aka baka baba aa aa eri iimitemeterememererere r
57. rest of the required information simple tab or click and type If you already have a referral letter record entered you click the Add New button to create a new one Always update any entries and changes with the Edit Save button To edit practitioners in Refer To selection click the Referring Practitioner button in the Setup form and do it there Ep mieten recone 77 REFERRING PRACTITIONER Referring Practitioner List 1 ID 1 Date Added 05 Feb 2009 Title Mr FirstName Rod LastName Mcintyre Phone1 029748 8777 Fax 02 9748 8666 Phone 0413 701 211 Email rod opticare com au Address 118 Adderley St Name Mr Rod Mcintyre Auburn es wes Cash Sale Items Referring Practitioner System Suburb Aubu m State NSW PastCode 2144 Print Practitioner List Close Form You can print Referring Practitioner list by click the Print Practitioner List button at the bottom of the form Page 24 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide TEMPLATES Templates are used for sending Email and SMS In System Configuration screen click Template tab Tick Edit Templates button and Template Editor screen will show up A System Configuration system Configuration Template DB Version 4 110803 Save Changes Close Form Click SMS or Email tab ab
58. rints the prescription details for the patient The printout is set to A5 paper Contact Lens Print CL Order Prints the contact lens order The printout is set to A5 paper Print CL Rx Prints the Contact Lens prescription details The printout is set to A5 paper Invoice Print Invoice Prints the Invoice receipt The Printout is set to A5 paper A4 paper if 3rd party biller is selected Print Receipt Prints the receipts for part payments for lay by deposits etc The printouts are set to A5 paper A4 paper if 3rd party biller is selected Cash Sale Print Receipt Prints the cash sale receipt The printouts are set to A5 paper Note All A5 printout can use either pre printed letterhead or blank paper You can set it in the Page 13 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Report Printing Information Payments Received By Type The printout is set to A4 paper Payments Received Summary The printout is set to A4 paper Sales Summary The printout is set to A4 paper Sales By Item The printout is set to A4 paper Banking Summary with Payment Type The printout is set to A4 paper Cash Sales Summary The printout is set to A4 paper Cash Sales Banking Summary The printout is set to A4 paper Outstanding Balances The printout is set to A4 paper Patient Summary The printout is set to A4
59. stem Configuration A supplier a Em System Configuration SUPPLIER Staff Optilink Appointment Book Email SMS Template Supplier Het t2 Code OPT Date Added 08 Apr 2011 kab Suppliers SlockConvol Me About pem Opticare Pty Ltd Name Opticare Pty Ltd iVliEnable Stock Contro Ruby Fashion VI Enable Stock Reorder Reminder Stock Take and Adjustments Manage Suppliers Export Data to Print Barcode Address 118 Adderley St Suburb Auburn State NSW Contury Australia Postcode 2144 Phonet 02 9748 8777 Phone2 Fax 02 9748 8666 Website www opticare com au Email Contact P Print Supplier List Close Form DB Version 4 110803 Save Changes Close Form Ocelot Stock Control Reminder Stock level is low please reorder e VIEW STOCK LIST 9 REMINDER ME IN 1 a DAYS Don t show this in the future Enable from System Settings Stock Take and Print Stock Barcode To disable stock reorder reminder in Invoice screen you can set the item s Min Reorder Level to 1 in Stock Take and Stock Adjustment screen Export stock data for print barcode function is provide for print barcode in any barcode program suits your needs For more information about barcode in Ocelot please refer to the Barcoding section in this Guide or visit our website at www opticare com au Ocelot htm
60. system that accepts XL or dbf data such as Brother or Avery Brother can be done as single or multiple labels but Avery are sheet format and more suited to multiple labels Jg EXPORT STOCK DATA FOR PRINT BARCODE la EJ 83 EXPORT STOCK DATA FOR PRINT BARCODE Stock List Export List SELI Go OO ee SoC M Dto Men ape kou a 0007 71 001K SP AusMet 1 Export stra 2 Export Format FEM a Excel gt gt E 123456799 0 are dBase ll 1234567830 0 e 12345678301 0 Jose 123456783012 Credit Card Bill 0 1234567830123 0 lt lt 12345678901 234 D Gen 123456789012345 D 123456789012345 D 123456789012345 D 211 Single Vision Single 20 212 Single Vision Pait 20 221 Single Vision Grind Sal 20 222 Single Vision Grind Pai 20 311 Bifocal Lens Single 18 312 Bifocal Lens Pair 13 321 3154554 10 item Group D Supplier GI SHOWALL STOCK Close Form Alternatively you can create your labels first in the labelling software using any EAN 8 or 13 or Code 39 then scan them into the system as previously detailed for products that arrive barcoded Creating In House Scanning Sheets Scanning sheets contain groups of often used items and or items that are not suitable for individual labelling An example of these are the sheets used at Bunnings registers for the screws nuts and bolts These can be easily done in spreadsheet format and samples are provided on the following p
61. t your own requirements To add new items click the Add New Invoice Item button Enter all the required details You can scan a barcode label as the Item Code enabling you to scan for the same item when invoicing later Allocate your item to a group for later reports You can also click on the Edit Group or HF Item Code button to check and edit details of Groups or Health Fund item numbers IMPORTANT When entering the Sell Price the GST amount will be calculated based on the GST Rate set in the Practice Detail form or you can change the GST amount manually tick Exempt GST if GST doesn t apply The data entered here is called for the invoicing details in Patient Billing The Search Stock field is a drop down field that allows you to scroll the entered items and select an item You can also scan a barcode label instead or enter the code allocated to the item The stock info area only available when you enable the Stock Control functions in System Configuration screen For more detail about stock control please refer to the stock control section in this document NB When you see the record navigation buttons at the bottom of the form you can use it to scroll records but do not use it to create a new record always use the Add New Type of record button at the bottom of the form The functions are detailed below First Record 14 Previous Record D Next Record D Last record L The Menu and Toolbar File Edit 2 eo 9 98 amp d
62. todisc Folders vw Name z Size E RE Desktop b De lw E a er EI Mna eS fl lt 2 ue Tore d k D Public Autorun inf Oce ico Ocelot Setup e User Mi Computer xe Licence rtf a 53A6022D001 C cca Tosh D 3 DVD RW Drive E OU S Network Control Panel E Recycle Bin hc 4 items Follow the on screen prompts for a typical installation ie Setup Ocelot PMS fe Setup Ocelot PMS Li A t Welcome to the Ocelot PMS Setup E EM Lesen u Please read the following important information before continuing bs Wizard 7 li cS This will install Ocelot PMS on your computer Please read the following License Agreement ou must accept the terms of this SCH agreement before continuing with the installation It is recommended that you close all other applications before continuing Licence Click Next to continue or Cancel to exit Setup This software meaning the Ucelot Practice Management System remains the property of Opticare Pty Ltd It may not be copied re engineered or used for any other purpose You are granted a single licence for one Computer far private or commercial use only subject ta the current terms and conditions as agreed ta with Opticare The terms and conditions including payments are subject to change 9 accept the agreement O I do not accept the agreement fe Setup Ocelot PMS a fe Setup Ocelot PMS Select Components Select Additional
63. tstanding Balances Report shows details of any outstanding accounts If no amounts are owed the report does not proceed and shows the message detailed below This report is an automatic one click process Reports pa Payments Received Summary Banking Summary with Payment Type Select report then select start and end dates dose Form If there are any amounts owing they will be displayed as below m pop SE SE E 3 i n ET Ke B4 X Wer A Outstanding Balance Report EZECH Patient Balance Due 08 Aug 2011 Ocelot Trial Version Patient Mr Ming Yang PHONE 0413 701 218 118 ADDERLEY STREET AUBURN NSW 2144 InvoiceID Invoice Total Paid Balance 12331 250 00 200 00 50 00 Total Due 50 00 Grand Total 50 00 Page IS 4 1 gt f JE Page 41 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Backing Up Ocelot The following example is for backing up Ocelot with a USB key mini drive Insert your USB key then open My Computer and select folders view as below Click the plus sign next to Local Disk C to expand the folders tree fi Local Disk C Asi dw File Edit View Favorites Tools Help back amp J Si ZE Search K Falders EZ Address Jee CA Documents and Settings Ocelot B My Documents E E My Computer E A 314 Floppy A ES
64. ty Ltd Ruby s Design 118 Adderley St 297 i 029748 8666 _ Page 22 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide CASH SALES The CASH SALES form is accessed from the main screen by clicking the Cash Sales button 4 Cash Sales CASH SALES ABN 78 841 263 426 ProvidoerNo 03950124 Ocelot Trial Version Phone 029748 8777 Date 25 07 2011 Kol Receipt No _ StkitemCode item Description LineTotal NO GST GST o MISCELLANEOUS 4500 M 0 00 Record 14 nn b fr ka of 1 Payments GST Amt 25 Jul 2011 34 00 SALE TOTAL 25 Jul 2011 11 00 04 Aug 2011 0 00 To create a new Cash Sale the first thing you must do is click the Add New Sale button the Date details and Receipt No will be automatically allocated after doing this You can then enter the rest of the required information The CASH SALES can also accept freehand data if you wish to modify default data just tab or click and type whatever detail you wish GST is allocated by default if an unusual occurrence arises and you are selling an item where GST does not apply click the NO GST checkbox and the GST will not be charged To reverse a cash sale enter details such as Sale Cancelled and enter a minus amount or simply delete the record If you reverse the detail a record will be kept if you delete the
65. ur SMS account by registering online at the Opticare website http www opticare com au Ocelot htm The pricing information can also be found at this web site Once you have registered you will receive a user name and password which you will need to enter in here Sending One off SMS Connection to the Internet must be established Note A fee applies for each SMS sent Refer to the account application form from Opticare website Send SMS SE TP Mobile 0412345678 zen Send Message Hi Your spectacle is ready for mica Collection Ocelot Trial Version Courtesy Messsage Only 1 Open the Patients screen and find the patient you want sent to 2 Click on the E icon next to the Mobile Phone field 3 Enter your message or select from a template then click Send button 4 A SMS success prompt will show up with the remaining credits in your account once the SMS has been sent Otherwise an error will tell you what you need to do Page 28 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Sending Appointment Reminder SMS 1 In the Appointment screen click the patient you want to send reminder to 2 Click the SMS icon in the patient info area 3 Enter your message or select from a template then click Send button Sending Batch Appointment Reminder SMS 1 In the Appointment screen
66. ur program files Right click on the USB key drive and select paste This will paste a copy of the Ocelot folder and files to the removable drive Back up as often as you feel it is necessary for your data protection lt is a good idea to also periodically back up to CD For instance you may do a daily copy to your USB key and a weekly copy to CD When you have completed your backup it is a good idea to rename the folder on your USB key drive a good name to use is simply the date of the backup You can also zip the folder to save disk space As you create more backups you can delete your old backups or copy them to CD Page 42 of 49 SYDNEY TEL 02 9748 8777 BRISBANE TEL 07 3630 2366 MELBOURNE TEL 03 9807 5912 www opticare com au Ocelot Practice Management System Quick Start User Guide Sending Jobs Via Optilink Desktop version Notes To enable the function of sending job via Optilink Desktop you need to install Optilink Desktop version first If you don t have Optilink Desktop program installed on your computer please phone Opticare at 02 9748 8777 to arrange it SETUP for Optilink Desktop Clicking the Optilink tab accesses the Optilink configure form in System Configuration screen Click the Set As Default button in Optilink Desktop section Clicking Browse button to select the folder where Optilink installed Then click OK to back to system configuration screen By default Optilink is installed to C Optilink fol

User Guide

Contents

Download Pdf Manuals

Related Search

Related Contents