Chapter 17: Interfaces

Direct Lab InterfacesMy Vision Express supports direct single and batch lab order electronic submissions to labs using Innovations, Optivision and Labzilla software. Since the direct lab interfaces use email as transmission method, you must configure an email account in My Vision Express. To do this, go to File > Setup > Company Information from the main menu to open the Company Information setup screen and then click the ‘Internet Settings’ tab to complete the ‘Mail/SMTP Settings’. You also must verify, in the Suppliers/Labs screen (File > Setup > Supplier/Lab) that your DVI, Innovations, Labzilla and Optivision labs have the proper ‘Job Transmission method’ selected and that an ‘E-mail’ address has been entered for each one. See the Company Information and the Suppliers/Labs sections of Chapter 1 for further reference.

Submitting Orders Through a Direct Lab Interface

You can submit orders to DVI, Innovations, Labzilla and Optivision labs in one of the following two ways:

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In individual orders, you can select a DVI, Innovations, Labzilla or Optivision ‘Lab’ and use the ‘Lab’ drop-down menu to submit the lab order from the ‘Payments’ tab of the detailed order screen (Fig. ).

Fig. 1 - Submitting an individual order to DVI, Innovations, Labzilla and Optivision.

In batches, you could submit several orders at once. To do this, go to File > Batch > Order Status Update… from the main menu to open the Order Status Update screen (Fig. 2). From this screen, you can add the orders to be by ‘Order no’ and clicking Add , and/or by specifying an ‘Order Date’ range and clicking Add All . You can then specify the Lab for each and click the Submit to Lab button to send the orders.

Fig. 2 - The Order Status Update screen (File > Batch > Order Status Update…) where you can submit your orders in batch.

The DVI Interface

If you are using DVI RxWizard to transmit orders to a lab, there are a few steps you will have to take for My Vision Express to interact with DVI RxWizard. You need to input the DVI setup folder location in the Company Information screen (File > Setup > Company Information), under the ‘System Settings’ tab. Use the ‘DVI RxWizard folder’ textbox located near the bottom of the tab to input DVI’s working folder.

You also need to setup the DVI lab by going to File > Setup > Supplier/Lab and filling out the supplier details by selecting “DVI Lab” as the ‘Job transmission method’, inputting the DVI lab WEB# in the ‘Lab ID’

textbox, inputting your DVI account WEB# in the ‘Login’ textbox, and putting a check in the ‘Lab’ checkbox. Fill in the rest of the information for the lab.

In File > Setup > Categories, assign the proper DVI codes to the items in the following category groups:

“Frame Material”

“Frame Rim Type” = “Frame Edge” for DVI

“Frame Type”

“Spectacle Lens Style” = “Lens Style” for DVI

“Spectacle Lens Tint Color” = “Lens Color” for DVI

“Shipping Status” = “Frame Status” for DVI

Fig. 3 - Setting up the lens style correspondence between MVE and DVI.

For each category you will input a category item and a corresponding DVI Code. The DVI Code is the word or abbreviation that you see when you select an input in the DVI RxWizard drop down lists (Fig. 3).

Add your frames and spectacle lenses as you normally would in the corresponding inventory listing screens (File > Inventory > Frames or File > Inventory > Spectacle Lens).

To add spectacle lens coats and tints go to File > Inventory > Lens Treatments and click the Add button. In the Add/Modify Lens Treatments dialog choose the lens treatment type, and a corresponding DVI drop down will appear for you to choose a tint or coat. Choose a category and type a name, and click OK .

Fig. 4 - Setting up a lens treatment for DVI.

Sending Orders to DVI Labs

To send an order to DVI RxWizard, in the ‘Payments’ tab choose your DVI Lab in the ‘Lab’ drop-down above the shipping status, choose a ‘Shipping status’ and a ‘Physician’. Then choose DVI in the ‘Lab’ drop-down on the right hand side of the payments tab. DVI RxWizard will pop up with your order.

Sending DVI Orders in a Batch

Orders that were already saved to DVI RxWizard can be queued for transmission using the DVI Rx Software. 

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You also have the ability to batch your orders to the DVI RxWizard. This is done by going to File > Batch > Lab Orders. In the Criteria tab, specify the orders you want to send, and use the lab drop-down to choose the DVI lab used in the orders you want to send. Then click the Submit Directly to Lab button.

Your orders will be sent to DVI RxWizard one at a time. You can correct any errors and save the order before moving on to the next one. A message box will ask you to continue when your previous order is finished in DVI RxWizard.

For additional information, visit the DVI website at: http://www.thedvi.com/

Eppointments

About The Appointment Book (TAB)

The Appointment Book (TAB) is a patient scheduling service from Eppointments® that can be accessed from www.eppointments.com.

Integrating TAB with MVE

A two-way integration can be established between The Appointment Book and My Vision Express. Once this integration has been configured, the appointments booked online through TAB will be downloaded to MVE and the appointments scheduled in MVE will be uploaded to TAB. This synchronization process will occur automatically at 30 second intervals.

To setup this integration, you must first map your services in MVE to those in TAB. To do this in My Vision Express, go to File > Inventory > Services. From this screen you can double-click on any service to edit it or click the Add… button to specify a new one. When adding or modifying a service, to integrate it with TAB, choose an option from the ‘The Appointment Book appointment type mapping’ drop-down box.

Fig. 5 - Setting up a service for TAB.

Next, make sure that you have setup all of your TAB providers in My Vision Express with their corresponding NPI numbers on the Provider setup screen (File > Setup > Physician/Resource(InHouse)).

NOTE: Please make sure that the NPI numbers are consistent between TAB and MVE. Also, if you already have patients in TAB or MVE make sure that their data matches in both. Any discrepancies in patient data between TAB and MVE can result in the loss of data or the duplication of patients.

Finally, you will have to set up each location with its TAB ‘Store number’, ‘User ID’, and ‘Password’. To do this, in My Vision Express go to File > Setup > Company Information and under the ‘Calendar’ tab you can fill in the textboxes in ‘The Appointment Book (TAB)’ section.

NOTE: Store numbers consist of 11 characters including brand identifiers and leading zeroes as needed (i.e. 00000000879 [LC], PV000006364 [Pearle Corp], PF00008088 [Pearle Franchise], SR000001442 [Sears Optical] or TG000004114 [Target Optical]).

Fig. 6 - Specifying your credentials for TAB.

If there are any errors in the TAB to MVE download or in the reverse upload process you can view them in My Vision Express by going to Tools > Interface Exceptions from the main menu and viewing the exceptions under ‘Interface Name’ “The Appointment Book”. If there are any data discrepancies between TAB and MVE please make the necessary corrections and then check acknowledged in the Interface Exceptions screen. Until you do this, the appointment or patient with the error will not be transferred between TAB and MVE.

Fig. 7 - The Interface Exceptions dialog.

Microsoft HealthVaultMicrosoft HealthVault gives you easier access to a broader range of information from patients that can help you provide better service and more efficient, informed care. You can also share information more easily with your patients, enabling them to make more informed health decisions every day.

My Vision Express integrates with HealthVault via a web portal called My Vision Chart. You upload patient records to this portal and then each patient can update his HealthVault account based on the information that

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you provided. Your practice will need to register with HealthVault and with My Vision Chart before you can start uploading patient records.

Patients will also need to register with My Vision Chart to port their records to HealthVault. My Vision Express generates a link and PIN code that you will provide to them so that they can complete this registration process.

Practice Registration

The first time that you to upload a CCD file (as outlined in the next subsection), a message dialog will inform you that your practice has not been registered and provide you with a link to do so:

1. Follow the Click Here to Register link to the My Vision Chart portal where you will be asked for your company name and the name of a contact person. Once you enter that information, click the Next button.

Fig. 8 - The Register Practice page at the My Vision Chart portal.

2. The page that follows will prompt you to create a user account to login to My Vision Chart. Once you have entered the information requested, click the Create User button. A message will confirm that your account has been successfully registered.

Fig. 9 - Creating your account at the My Vision Chart portal.

Click the Continue button and you will be directed to the main portal page.

3. On the menu to the left of the page, select the Register Practice option to perform the HealthVault registration for your office.

Fig. 10 - Registering with Microsoft HealthVault.

4. Click the Register button. A message will confirm that you have successfully registered with Microsoft HealthVault.

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Generating and Uploading CCD Files

After completing the registration process for your practice, you can begin uploading patient records in CCD files to the My Vision Chart portal. To do this:

1. Open the patient profile or an exam for the patient whose records you want to upload.

2. Switch the ‘Health’ tab and then to the ‘HL7 CCD/CCR’ sub-tab.

3. Click the Generate CCD button. If there is any information missing from the patient profile, a message will let you know what fields will need to be completed. Otherwise, you will be prompted for a path and file name for the CCD XML file.

4. Once you have saved the file, click the Upload button to send it to the My Vision Chart portal.

Upon successfully uploading a CCD file, a dialog box will display a PIN code for the patient to register with My Vision Chart. You need to provide that PIN code to the patient. Also on that dialog, there is an Invite Patient button that will create an email message with a link to the patient registration page in My Vision Chart.

NOTE: To prevent e-mail sniffing, do not forward the PIN code to the patient by email.

Fig. 11 - The patient invitation email.

Patient Registration

When the patient follows the registration link that you send him, he is prompted to create an account with the My Vision Chart web portal. Your company name and logo will be displayed at the top of the page to show the patient that he is allowing your practice to access and update his health record at the Microsoft HealtVault website.

Fig. 12 - The patient registration page at the My Vision Chart portal.

At this point, the patient needs to:

1. Provide a user name for the My Vision Chart website.

2. Enter and confirm a password for his account.

3. Enter an email address.

4. Enter a security question and the answer to it.

5. Click the Create Account button.

Fig. 13 - The patient setup instructions for the HealthVault website.

Upon successfully creating his account, the patient will be given further instructions on how to complete the setup with HealthVault. Once he does this, he can view the records that you have uploaded for them and you can view his health record at the Microsoft HealthVault website.

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