OfficeMate 9.5 Enhancements - OfficeMate Software Solutions

OfficeMate 9.5 

Enhancements 

In this document: 

For more detailed 

information on 

how to use the 

new features in 

OfficeMate 9.5, 

see the OfficeMate 

User’s Guide and 

the OfficeMate 

Home Office 

User’s Guide and 

schedule 

additional training 

with OMU. 

• Fee Slip, 3 

• Patient Out-of-Pocket Expense Calculator, 5 

• Rx Order, 6 

• Find Product, 12 

• Products, 13 

• Product Maintenance, 17 

• Perpetual Inventory, 17 

• Purchase Orders, 18 

• Inventory Counts, 21 

• Inventory Adjustment, 22 

• Pick Ticket and Transfer to Location, 22 

• Receipts & Adjustments, 23 

• Third Party Processing, 24 

• Insurance Billing Initial Setup, 25 

• Reports, Statements & Graphs, 29 

• Commissions, 31 

• Patient Demographics, 32 

• Appointment Scheduler, 34 

• Security, 37 

• Preferences, 43 

• Resource Setup, 45 

• Location Maintenance, 46 

• Vendor Maintenance, 47 

OfficeMate 9.5 Enhancements 1

OfficeMate 9.5 Enhancements 

• Product Setup, 47 

• Location Preferences, 49 

• Equipment Interfaces, 49 

Eyefinity/OfficeMate announces the newest version of OfficeMate! In addition to 

resolving known issues in previous versions of OfficeMate, this updated version 

improves upon OfficeMate’s robust attributes and offers useful new features and 

expanded functionality. For additional information on OfficeMate features, training, 

and integration with ExamWRITER, contact Eyefinity/OfficeMate at 

www.officemate.net or 800.942.5353. 

Notes 

• OfficeMate 9.5 requires the following system specifications: 

Windows ® 7 Professional, Windows ® 7 Ultimate, 

Windows ® Vista SP1 or higher, or Windows ® XP 

Professional 

1024 × 768 monitor and video adapter screen resolution 

For a complete list of system specifications, go to 

http://www.officemate.net/PDFs/System Specifications.pdf. 

• If you are upgrading from OfficeMate 9.0 or below to 9.5, ensure that 

you have read the OfficeMate 4.6, 4.8, 5.0, 6.4, 7.0/7.1, 7.2/7.3/7.4, 

8.0, and 9.0 Enhancement documents located at 

www.officemate.net/support_om_resources.aspx. 

• If you are upgrading from OfficeMate Enterprise 2.0 or below to 

OfficeMate 9.5, ensure that you have read the Why OfficeMate 

Enterprise and OfficeMate 2.0 Enhancement documents located at 

http://www.officemate.net/support_ent20_resources.aspx and the 

OfficeMate 9.0 Enhancements for OfficeMate Enterprise Users 

document located at 

www.officemate.net/support_om_resources.aspx. In order for you to 

understand and use all of the new features that were implemented in 

each OfficeMate version, you must read each version’s enhancement 

list. 

• This document was last updated on December 3, 2010. Until 

OfficeMate 9.5 is officially released, this document is subject to 

change at any time without notice. 



Fee Slip 

Fee Slip 

The improved Fee Slip window in OfficeMate includes the following new features: 

• Ability to add a patient’s insurance eligibility without closing the Fee Slip 

window. This functionality is only available if all of the following conditions are 

met: 

The patient’s insurance plan is set up as a detailed benefit plan in the 

Insurance Billing Initial Setup window. 

The Yes radio button is selected next to the Allow the copay field to be 

open on the fee slip preference on the Insurance Billing Initial Setup 

window. 

The copay is set to zero in the Detail Benefits window. 

Eligibility information has not already been entered through the Patient 

Demographics window. 

To add the patient’s eligibility, click Eligibility on the Fee Slip window. 

• If enabled in the System Preferences window, payment restrictions ensures that 

a minimum payment is collected when the fee slip is recorded. If the user’s 

security preferences allows payment restriction overrides, he or she may 

continue to record the fee slip by entering his or her user ID and password; 

otherwise, the fee slip and associated orders will remain on hold until the patient 

can make the minimum payment. For more information about setting up 

payment restrictions, go to Preferences on page 43 and Security on page 37. 



Fee Slip 

• When you void a fee slip that is associated with lab orders, OfficeMate cancels 

the lab orders. A confirmation window opens to warn you that outstanding lab 

orders will be canceled. Click Yes to void the fee slip, cancel the lab orders, and 

return the voided items back to your inventory (if the items are set up to 

maintain perpetual inventory) or click No to close the fee slip and lab order 

unchanged. 

Notes 

• Select a line item and click Delete Line on the Inventory 

Adjustment window to delete the item from the Inventory 

Adjustment window and keep the voided item from returning 

back to your inventory. 

• You can return voided items back to your inventory (if the items 

are set up to maintain perpetual inventory) even if you void a fee 

slip that is not associated with lab orders. 

• If you are editing fee slips after completing the end of day process, you now 

receive a warning message reminding you to reprint appropriate financial reports 

because they may have changed. 

• If you are maintaining a perpetual inventory, OfficeMate checks the quantity 

available for each product being sold on the fee slip. If the quantity available is 

less than the quantity being sold on the fee slip, a warning message displays 

warning you that the quantity on hand is zero. Depending on the preferences, 

you may be asked if the product should be ordered from the vendor. The 



Patient Out-of-Pocket Expense Calculator 

message may also warn you if the product is discontinued, on backorder, or if 

the product is a nonstock item. 

Patient 

Out-of-Pocket 

Expense 

Calculator 

The improved Patient Out-of-Pocket Expense Calculator now gives you the ability to 

provides cost estimates and patient out-of-pocket charges to patients who are not 

participating in the VSP Signature Choice, Signature, VSP Choice, Exam Plus, and 

Exam Only plan. If a patient is not participating in one of these VSP plans, OfficeMate 

will now calculate their benefits using their authorization and eligibility information. 

To provide cost estimates and patient out-of-pocket charges to patients who are not 

participating in the VSP Signature Choice, Signature, VSP Choice, Exam Plus, and 

Exam Only plan, open the Rx Order or Fee Slip window, click Price Order, and view 

the patient’s out-of-pocket charges on the Price Order (Calculated locally) window. 

Note 

You must be using the OfficeMate VSP Interface to use the OfficeMate 

Patient Out-of-Pocket Expense Calculator. You must also be using the 

Lens Product Loader to calculate ophthalmic lens benefits. 



Rx Order 

Rx Order 

The improved Rx Order windows in OfficeMate contain the following new features: 

• OfficeMate does not allow the ED measurement to be less than the A 

measurement for ophthalmic lens orders. 

• Ability to type or select Flat, Med, or Steep for the base curve in the Soft Lens 

Order window. 

• Ability to select the lens source on the Lens Order tab. The radio buttons are 

enabled or disabled based on the preferences set in the Location Preferences 

window. For more information on location preferences, go to Location 

Preferences on page 49. 

• Ability to adjust quantity on hand for frames and soft lenses if the perpetual 

inventory count is incorrect. The Adjust QOH button appears only if the 

preference is enabled in the Location Preferences window and only if the user 

has sufficient security privileges. For more information on location preferences, 

go to Location Preferences on page 49. 

To change the quantity on hand, click Adjust QOH on the Frame Order tab 

or Lens Order tab, type the number of units to add to the quantity on hand in 

the Adjustment column, select a reason for the adjustment from the Reason 

drop-down menu, and click Record. 



Rx Order 

• Ability to view the available inventories at your current location, distribution 

centers, and labs. 

To display inventories, click Show Inventory Quantities. 

• Ability to influence inventory control by tracking where a product is in the order 

process. If you are using perpetual inventory, you must use the order status radio 

buttons and select a user from the Name drop-down menu. 

Select this order 

status… 

To perform this action… 

Received 

Dispensed 

Indicate that you have received the completed order 

at the store. The inventory counts are adjusted so 

the quantity in process is increased by the number 

of units in the order. 

Indicate that the patient has picked up the 

completed order. The inventory counts are adjusted 

so the quantity in process and quantity committed 

are decreased by the number of units in the order. 

Enclosed from Location Sell the frame from the current location’s inventory. 

To come from Vendor 

Lens Only 

Enclosed - POF 

Indicate that the frame will come from the vendor. 

If the frame is available at your location, you will be 

asked to confirm that you want the vendor to 

supply the frame. 

Place the order without selecting a frame source. 

Type the frame information freely without having 

to select the frame from the OfficeMate database. 



Rx Order 

Select this order 

status… 

To Come from Another 

Location 

To perform this action… 

Order a frame from another store location. If the 

frame is available at your location, you will be asked 

to confirm that you want to order the frame from 

another location. 



Rx Order 

• Ability to designate a shipping address for the order. Ship to the store for patient 

pick up, ship to the patient’s home, or ship to another address. You can also 

select a shipping method and carrier. 

To designate a ship-to address, click the Ship To button on the Lens Order 

tab. 

• Ability to select the frame source from an expanded list on the Frame Order tab. 

The radio buttons are enabled or disabled based on the preferences set in the 

Location Preferences window. For more information on location preferences, 

go to Location Preferences on page 49. 

This frame source… Allows you to… 

Lab to Supply 

DC to Supply Lab 

Indicate that the lab will supply the frame. If the 



lab. 

Indicate that the distribution center will supply the 

frame. If the frame is available at your location, you 

will be asked to confirm that you want to order the 

frame from the distribution center. 

Enclosed from Location Sell the frame from the current location’s inventory. 

To come from Vendor 

Lens Only 

Enclosed - POF 

Indicate that the frame will come from the vendor. 

If the frame is available at your location, you will be 

asked to confirm that you want the vendor to 

supply the frame. 

Place the order without selecting a frame source. 

Type the frame information freely without having 

to select the frame from the OfficeMate database. 



Rx Order 

This frame source… Allows you to… 


Location 

Order a frame from another store location. If the 



another location. 

• Ability to view the available inventories at your current location, distribution 

centers, and labs. Inventories from other locations may be displayed based on 

the preferences set in the Location Preferences window. For more information 

on location preferences, go to Location Preferences on page 49. 

• Ability to adjust quantity on hand from the Frame Order tab if the perpetual 

inventory count is incorrect. The Adjust QOH button appears only if the 

preference is enabled in the Location Preferences window and only if the user 

has sufficient security privileges. 

To adjust the quantity on hand, click Adjust QOH on the Frame Order tab, 

type the number of units to add to the quantity on hand in the Adjustment 

column, select a reason for the adjustment from the Reason drop-down menu, 

and click Record. 



Rx Order 

• The Lens Source for hard lenses is always set to vendor. 

• Ability to select the soft lens source from an expanded list on the Lens Order 

tab. The radio buttons are enabled or disabled based on the preferences set in 

the Location Preferences window. For more information on location 

preferences, go to Location Preferences on page 49. 

This lens source… 

From Stock 

From Vendor 


Location 

Lab 

DC 

Allows you to… 

Sell the soft lens from the current location’s 

inventory. 

Indicate that the soft lens will come from the 

vendor. If the soft lens is available at your location, 

you will be asked to confirm that you want the 

vendor to supply the product. 

Order the soft lens from another store location. If 

the soft lens is available at your location, you will be 

asked to confirm that you want to order the soft 

lens from another location. 

Indicate that the lab will supply the soft lens. If the 

soft lens is available at your location, you will be 

asked to confirm that you want to order the soft 

lens from lab. 

Indicate that the distribution center will supply the 

frame. If the frame is available at your location, you 

will be asked to confirm that you want to order the 

frame from the distribution center. 

• A default lab for eyewear orders may be assigned. For more information, go to 

Location Preferences on page 49. 

• Depending on the preferences set in the Location Preferences window, a 

warning messages may display if a product is backordered or discontinued. For 

more information on location preferences, go to Location Preferences on page 

49. 

• A warning message displays if the quantity available of the selected product is 

less than one. If you have samples (or display) quantities recorded in inventory 

a warning message displays to inform the user that he or she is selling the sample. 

Depending on the preferences set in the Location Preferences window, the sale 

may continue and the sample may be sold. For more information on location 

preferences, go to Location Preferences on page 49. 



Find Product 

Find Product 

The Find Product window has been enhanced with the following feature: 

The QA column has been added to display the quantity available of each product 

at your location. The quantity available is the quantity on hand, but excludes any 

display or sample quantities. 



Products 

Products 

The improved Products window in OfficeMate and Home Office contains the 

following new features: 

• OfficeMate automatically assigns a product type of Frames or Plano Sunglasses 

to products imported from the SPEX UPC CD. 

• Ability to print barcodes from the Product Details tab. 

To print barcodes from the Product Details tab, click the Products icon, select 

Products & Services, search for a product or create a new product, click the 

Product Details tab, and click Barcode. 

• Ability to record the stocking type of a product. Options include stock (in store), 

nonstock (order), inactive, or discontinued. 

To indicate a product’s stocking type, select the Stock radio buttons on the 

Product Details tab. 

• Ability to record backorder information for a product. 

To record backorder information, select the Backordered check box and select 

the projected fulfillment date from the ETA combo box. 



Products 

• Ability to indicate that one or more units of a product are samples, or display 

only, and not normally for sale. 

Select the Display Sample check box to indicate that sample inventory exists 

for this product. The minimum display quantity for the product is set to one. 

You can change the minimum sample quantity on the All Locations 

Inventory tab. 

• Ability to record the minimum reorder quantity by location. The minimum 

reorder quantity is the minimum amount recorded on a purchase order. the 

minimum quantity may represent the minimum amount that must be ordered to 



Products 

receive a quantity discount, or it may represent how many units are shipped in a 

case. 

To change the minimum reorder quantity click the All Locations Inventory 

tab and type the amounts in the Min Reorder Qty column. 

• Ability to view the quantity committed and quantity in process on the All 

Locations Inventory tab. The only way to clear these quantities is to mark the 

frame or contact lens as Dispensed on the Order window. 

The Qty Committed column indicates the number of units on order but 

not on hand. This quantity represents the number of units owed to 



Products 

 

patients but not delivered. The Qty Committed eliminates the need for the 

Quantity on Hand to be negative. 

The Qty In Process column indicates the number of units in process and 

not yet delivered to the patient. The product may be enclosed for a job. 

• Ability to view a log of the status changes to a product. 

To view the status change history, click Status Changes on the Product 

Changes tab. 



Product Maintenance 

Product 

Maintenance 

The improved Product Maintenance window in Home Office contains the following 

new feature: 

 

Ability to further refine searches for mass product updates. Additional fields are 

available to narrow your search results; the new fields include Material, Designer 

Series, Commission Class, Place of Service, and Stocking Type. 

Perpetual 

Inventory 

OfficeMate 9.5 provides greater control over inventory management, product flow, 

and accounting for items in transit between vendors, distribution centers, practice 

locations, and labs. The perpetual inventory system features the following 

enhancements: 

• The ability to designate sample or display inventory. 

• The ability to adjust quantity on hand from the Eyewear Order window Frame 

Order tab. 

• The ability to select default ordering preferences for all practice locations or fine 

tune preferences for individual locations. 

• The ability to warn users who sell items that are samples, backordered, out of 

stock, or discontinued. 

• The ability for users at company labs or distribution centers to track order items 

as received, committed, and fulfilled. 

• The addition of new Quantity Committed, Quantity in Process, and Minimum 

Display Quantity tracking columns on the Products & Services window 

Location Inventory tab. 

• Quantity on Hand will never go to a negative quantity. 



Purchase Orders 

The components of these enhanced inventory features appear on various windows 

throughout OfficeMate and Home Office. For more information, go to the 

“Maintaining Inventory” chapter of the OfficeMate Home Office User’s Guide. 

Note 

Successfully maintaining perpetual inventory requires all of the 

following: 

• Do not allow the sale of items with zero quantity. 

On the System Preferences window, Perpetual Inventory tab, 

select No from the Allow Sale of Inventory Items with Zero 

Quantity on Hand without Warning Message radio buttons. 

• Ensure that each store location is assigned a default lab. 

On the Location Maintenance window, select a lab from the 

Default Lab drop-down window. 

• Track movement and status of items between locations: 

 

 

 

 

When a store, distribution center, or lab is taking an item out 

of stock for an order placed by another location, click 

Picked Product for Job on the Pick Ticket and 

Transfer to Location window. 

When a lab receives an item from a distribution center or 

another location, click Product Received on the Pick 

Ticket and Transfer to Location window. 

When a lab completes the order and send the item to the 

ordering store, click Shipped to Location on the Pick 

Ticket and Transfer to Location window. 

When the store receives the item, click the Received radio 

button on the order window. 

When the patient receives the item, select the Dispensed 

radio button on the order window. 

• Stocking level does not consider sample or display quantities. When 

the reorder point is reached, purchase orders from quantity on hand 

calculates the amount of product to order to meet the stocking level 

and replenish sample quantities that may have been sold. 

Purchase 

Orders 

The improved Purchase Order windows in OfficeMate and Home Office contains the 


• The Create PO from Fee Slip window has been enhanced with additional search 

criteria. The Vendor, Stocking Type, Designer Series, and Pat/Stock drop-down 

menus give you greater control over the products displayed. The Pat/Stock 




drop-down menu allows you to display only patient special orders or regular 

stock items. 

• The Record and Print PO(s) button has been replaced by Print and Save/Exit 

buttons. 

• POs created from fee slips are now automatically finalized unless you manually 

select a different option from the Status drop-down menu. 

• POs created from fee slips are only created to replenish items in the order. 




• The Create PO from On-Hand window has been enhanced with additional 

search criteria. The Stocking Type and Designer Series drop-down menus give 

you greater control over the products displayed. 

• The Record and Print PO(s) button has been replaced by Print and Save/Exit 

buttons. 

• POs from quantities on hand are created based on the minimum reorder point 

and the minimum reorder quantity. Display or sample quantities are not included 

in this calculation. If a sample is sold, the PO will include the quantity need to 

reach the stocking level plus the quantity needed to replenish the sample. 

• Ability to order frames and sunglasses on a single purchase order. 

To order frames and sunglasses on a single purchase order, open the Purchase 

Order window, the Create PO from Fee Slip window, or the Create PO from 



Inventory Counts 

On-Hand window and select Frames and Sunglasses from the Product 

Type drop-down menu. 

• If you return all of the items on a purchase order, the purchase order is now 

cancelled. 

• The backorder date entered on the Receive PO window also appears on the 

Product window. If the backorder date is updated on the product window, the 

later date also appears on the Receive PO window. 

Inventory 

Counts 

The improved Physical Count and Scan Count windows in OfficeMate and Home 

Office contain the following new feature: 

Ability to delete previously created open and closed inventory cycles. 

To delete a previously created open or closed inventory cycle, select the previous 

cycle and click Delete Worksheet. 



Inventory Adjustment 

Inventory 

Adjustment 

The improved Inventory Adjustment window in OfficeMate and Home Office 

contain the following new feature: 

 

When you click the Product Name/Code column, select search criteria in the 

Find Product window, click F2 Find, right-click a frame in the Inventory 

window to view the inventory of this frame at other locations, and then click 

Exit, your search results are now still visible in the Find Product window. 

Pick Ticket 

and Transfer 

to Location 

The Pick Ticket and Transfer to Location window is a new feature that allows you to 

control and track the flow of inventory between your company distribution center, 

your company lab, other store locations, and your store location. This feature requires 

the following: 

• You must have a company distribution center or a company lab, or additional 

store locations. 

• You must maintain perpetual inventory. 

If your practice does not meet those criteria, this feature does not apply to you. To 

open the Pick Ticket and Transfer to Location window, log in to OfficeMate as a store 

location, distribution center, or lab, click Tasks, select Inventory, and select Pick 

Product for Job and Ship Job to Location. 

To locate an order, select a type from the Order Type drop-down menu, type the 

order number in the Lab Order # text box, and click Get Lab Order. Click the 

buttons provided to perform the following actions as needed. 

Click this button… To perform this action… 

Picked Product for 

Job 

Product received 

Shipped to Location 

Take the product out of inventory and reduce the quantity 

on hand. 

Receive the product at the lab and increase the quantity 

committed and quantity in process. 

Ship the product to the location, increase the quantity in 

transit, reduce the quantity committed, and reduce the 

quantity in process. 



Receipts & Adjustments 

Receipts & 

Adjustments 

The improved Receipts & Adjustments window in OfficeMate contains the following 

new features: 

• Ability to record EFT numbers and check and EFT dates on the Apply to 

Insurance tab. This information is also now visible in the Receipt History 

window. 

• You are no longer able to delete previously recorded payments. Instead, you can 

make adjustments to erroneously recorded payments. The Receipts Journal and 

several other reports list payment adjustments for audit purposes. 



Third Party Processing 

• A new Deposit Adjustment window allows you to adjust patient and insurance 

payments and record a reason for the adjustment. 

To adjust payments, open a patient’s or insurance carrier’s receipts and 

adjustments, click History, select the payment receipt that you want to modify, 

and click Reverse/Correct. 

• If you select Yes next to the Prompt for transaction validation password 

preference on the System Preferences window (Other tab), you will now only be 

prompted for your user ID and password once when you select a new patient or 

insurance company on the Receipts & Adjustments window, instead of every 

time you record a transaction. If you do not type a valid password and user ID 

in the Validate User window, then you will be prompted to type a valid password 

and user ID in the Validate User window when you complete the transaction and 

click Record. 

Third Party 

Processing 

The improved third party processing function in OfficeMate and Home Office 

contains the following new feature: 

All Medicare jurisdiction type claims must have box 24b on the CMS 1500 

populate with 12. In order to populate box 24b with 12 at the proper time, the 

place of service is determined in the following order: 

a. Patient level place of service (if entered in the insurance information in the 

Patient Demographic window) 

b. Insurance plan level place of service (if entered in the Plan tab on the 

Insurance Setup window) 

If 12 is entered, CMS 1500 boxes 32, 32a, and 32b are blank. 

If 11 is entered, no changes are made to boxes 32, 32a, or 32b. 

c. Product level place of service (if entered in the Products window) 



Insurance Billing Initial Setup 

Insurance 

Billing Initial 

Setup 

The improved Insurance Billing Initial Setup window in Home Office contains the 


• Ability to copy individual detailed benefit groups from one insurance plan to 

another as an alternative to copying the entire plan. 

To copy individual detailed benefit groups from one insurance plan to another, 

click Setup, select Insurance Setup, select an insurance carrier, click the Plan 

tab, select an insurance plan with a detailed benefit pricing method, click the 

Detail Benefits button, select a product type, click the Group Builder button, 

click Copy, select an insurance carrier and plan, select the detailed benefit groups 

that you want to copy, and click Copy Selected. 




• Ability to select modifiers for attributes and groups. This feature allows you to 

bill different amounts, for example, for SV and MF polycarbonate lenses. It also 

allows you to set up attributes and groups with modifiers so that you do not have 

to remember to select them on fee slips. After attributes and groups with 

modifiers are recorded on fee slips, they appear in box 24D in the first modifier 

column on the CMS 1500 form. 

To select modifiers for attributes, click Setup, select Insurance Setup, select an 

insurance carrier, click the Plan tab, select an insurance plan with a detailed 

benefit pricing method, click the Detail Benefits button, create or select an 

attribute, select a modifier from the Modifier drop-down menu, and click Save. 

To select modifiers for groups, click Setup, select Insurance Setup, select an 

insurance carrier, click the Plan tab, select an insurance plan with a detailed 

benefit pricing method, click the Detail Benefits button, click Group Builder, 

create or select a product group, select a modifier from the Modifier drop-down 

menu, and click Save. 




• Ability to set up product combinations in the Detail Benefits window (Max 

Detail Benefits tab) and chose whether any of the selected product types 

recorded on a fee slip are included in the combination or all of the selected 

product types recorded on a fee slip are included in the combination. You can 

also specify the percentage patients receive on any remaining balance over his or 

her allowance before or after the allowance is applied. 

To set up product combinations and chose whether any or all products types 

recorded on a fee slip are included in the combination, click Setup, select 

Insurance Setup, select an insurance carrier, click the Plan tab, select an 

insurance plan with a detailed benefit pricing method, click the Detail Benefits 

button, click the Max Detail Benefits tab, select multiple product types for the 

combination from the Product Type box, select the Any or All Required 

Products radio button, and click Save. 

To specify the percentage patients pay before or after the allowance is applied, 

click Setup, select Insurance Setup, select an insurance carrier, click the Plan 

tab, select an insurance plan with a detailed benefit pricing method, click the 

Detail Benefits button, click the Max Detail Benefits tab, select a product 

type from the Product Type box, type the percentage discount in the % 

Discount Before/After Allowance box, select the Before or After radio 

button, and click Save. 




• Ability to set up a preference to require patients’ authorization ID on the 

Eligibility window. The default selection for this preference is Yes. 

To set up the new authorization preference to require patients’ authorization ID 

on the Eligibility window, click Setup, select Insurance Setup, select an 

insurance carrier, click the Plan tab, select an insurance plan, click the 

Preferences tab, select the Yes radio button next to the Authorization 

Required preference, and click Save. After you set up this preference, you must 

ensure that patients using this insurance plan have their authorization ID 

recorded on the Carrier window. 



Reports, Statements & Graphs 

• Ability to manually record the place of service (POS) ID (box 24b on the CMS 

1500 form) and choose whether or not to populate box 32 when box 24b is 

populated. Medicare claims are no longer automatically recorded with a POS ID 

of 12 and blank box 32. 

To manually record the POS ID and chose whether or not to populate box 32 

when box 24b is populated, click Setup, select Insurance Setup, select an 

insurance carrier, click the Plan tab, select an insurance plan, type the place of 

service ID in the Box 24b Place of Service text box, select or deselect the Do 

not populate Box 32 check box, and click Save. 

Reports, 

Statements & 

Graphs 

The improved Reports, Statements & Graphs window in OfficeMate and Home 

Office contains the following new features: 

• Your report selections are now saved so that you do not have to re-add reports 

to the tabs after you upgrade. 

• You can no longer create and print graphs, as there is no longer a Graphs tab. 

• Ability to access custom reports, with the appropriate security, from OfficeMate 

rather than only from Home Office. 

• Ability to list the valuation, stock status, and ordering recommendations for all 

inventory items in the new Inventory custom report. 

• Ability to create the Purchase Order - Back Order and Purchase Order 

Summary reports by location. Store location users are able to select only their 

store, while users at the home office are able to select any location. 

• The Deposit Ticket report reflects adjustments that are made to deposits 

recorded on a prior day. For example, if a deposit of $44 was made on a Tuesday 

and the payment was adjusted to $54 on Wednesday, Wednesday’s Deposit 

Ticket will show a -44 and a +54. Effectively, the deposit is changed to $10. 

• The Day Sheet by Provider on Fee Slip Line Item report reflects the original 

receipt type and associates adjustments made to check payments with the 

original check number. 



Reports, Statements & Graphs 

• The Receipts Journal reflects the deposit adjustments and applied payment 

adjustments. 

• The Applied Payment report reflects adjustments that are made to deposits 

recorded on a prior day. 

• The Applied Payment Summary report reflects applied payment adjustments 

under a new group called Patient Deposit Adjustments. 

• The Applied Payment Register by Date report reflects applied payment 

adjustments under a new group called Patient Deposit Adjustments. The Patient 

Deposit Adjustments group reflects the difference between the original amount 

and the adjusted amount. 

• The Unapplied Amounts report reflects adjustments that are made to deposits 

recorded on a prior day. 

• The Daily Transaction Audit report reflects adjustments that are made to 

deposits recorded on a prior day. 

• Ability to create and print the Order Recommendation report showing the 

quantity of products on hand at a given location and at a selected distribution 

center. 

• Ability to track all insurance transactions including applied deposits, unapplied 

deposits, transfers to and from patients, refunds, and chargebacks in the new 

Insurance Audit custom report. 

• Ability to list patients who need insurance authorization by appointment date in 

the Appointment custom report. 

• The Appointment custom report no longer lists inactive insurance carriers in 

the report selection criteria. 

• Ability to name and save report settings and open and delete previously saved 

report settings for the Aging custom report. 

• Ability to refine report results by product attribute(s) in the Fee Slip, 

Insurance, and Production custom reports. 

• The Production custom report reflects applied payment adjustments under a 

new group called Deposit Adjustments. 

• Ability to select the Apply Adjustments and Applied Payments to Fee Slip 

Location check box to report adjustments and payments by fee slip location on 

the Production custom report. For example, if a payment or adjustment is 

recorded in Home Office, that payment will be applied to the location of the fee 

slip rather than to the home office. 

• The Production Summary by Provider on Fee Slip report reflects 

adjustments that are made to deposits recorded on a prior day. For example, if a 

deposit of $44 was made on a Tuesday and the payment was adjusted to $54 on 

Wednesday, Wednesday’s Production Summary by Provider on Fee Slip will 

show a -44 and a +54. 

• The Performance custom report now displays a percentage in addition to the 

quantity in the Exam Only column. The percentage represents the quantity in 

the Exam Only column when compared to the quantity in the Comp Exams 

column. 



Commissions 

Commissions 

The following features were added to the Commissions Calculation and Reporting 

window in Home Office to give you more flexibility and control over calculating 

commissions: 

• Ability to select the Amount Charged to Insurance check box to reduce the 

commissionable amount by the amount charged to insurance. 

• Ability to select the Dispensing Fees check box to reduce the commissionable 

amount by the amount charged in dispensing fees. This check box does not 

affect the commission calculations for providers who have a commission 

override set up in the Resource Setup window. 

• Ability to select the Handwritten Items check box to reduce the 

commissionable amount by the amount charged for items manually typed on the 

fee slip. This check box does not affect the commission calculations for 

providers who have a commission override set up in the Resource Setup 

window. 

• Ability to select the Patient Insurance Co-Pay Amount check box to reduce 

the commissionable amount by the copay amount. 



Patient Demographics 

Patient 

Demographic 

s 

The improved Patient Demographic window in OfficeMate and Home Office 

includes the following new features: 

• Ability to record patients’ communication preference (i.e., secure messaging, 

e-mail, mail, and messaging to a PHR). 

To record a patient’s communication preference, click the Marketing tab on the 

Patient Demographics window and select a preference from the 

Communication Preference drop-down menu. 

Note 

Press the F12 key in Home Office when your cursor is in the 

Communication Preference drop-down box to open a Maintain 

window and add new preferences to the drop-down menu 

selection. 



Patient Demographics 

• Ability to delete existing insurance authorizations, if your security preferences 

are set up to allow you. 

To delete an existing authorization, click the Insurance tab, select an insurance 

carrier, click Detail, click the Eligibility tab, select an authorization, click 

Delete, and click Yes. 



Appointment Scheduler 

Appointment 

Scheduler 

The improved Appointment Scheduler window in OfficeMate and Home Office 

includes the following new features: 

• Ability to select the order in which the providers are displayed in the 

Appointment Scheduler. 

To select the order in which the providers are displayed in the Appointment 

Scheduler, click View, select Resources, click the Custom Order (drag 

resources in the list) check box, drag and drop the resources listed in the order 

that you want them to appear in the Appointment Scheduler (the resource at the 

top of the list will appear on the left side of the Appointment Scheduler and the 

resource at the bottom of the list will appear on the right side of the 

Appointment Scheduler), and click OK. 

• Ability to select an existing appointment and see the appointment time 

highlighted in the time grid on the left side of the Appointment Scheduler. 




• Ability to view the entire week, without scrolling, in the Work Week view if you 

have the resources set up to fit on the display. 

• Ability to quickly fill a resource’s availability for a day with no availability already 

recorded. 

To quickly fill a resource’s availability, click Tools, select Providers and 

Resources, select a resource, click Hours, select a date that has no availability 

already recorded, and click Fill Availability. The resource’s availability for the 

selected day is now the same as the location’s hours. 




• Ability to quickly see if an appointment was created using a service template. 

Appointments created using a service template now display the template’s name 

when you place your cursor over them. 

• Ability to quickly see which timeslots in your Appointment Scheduler are set up 

with service templates. Timeslots set up with service templates now display a 

white vertical line on the right side of the timeslot. 

• Ability to view icons that help you quickly recognize appointments that have 

been confirmed (Confirmed), appointments to which patients have shown up 

(Show), and appointments to which patients have not shown up (No Show). 

• New patient first and last names are automatically capitalized when you add 

them to your patient demographic database in the Appointment Scheduler. 

• The columns that you choose to display in the Confirmation window when you 

right-click on the confirmation grid are now immediately displayed. 

• Ability to view Show and No Show columns in the Confirmation window. 



Security 

Security 

The new Role Security Maintenance window in Home Office gives you the ability to 

create and assign unique security roles to users to allow and limit their access to areas 

in the OfficeMate Suite. 

Setting up security in OfficeMate 9.5 is very different than setting up security in any 

other version of OfficeMate. Any security preferences that you set up in a prior 

version of OfficeMate will not exist after you upgrade to OfficeMate 9.5. All of your 

current users will be given full access to all areas in OfficeMate 9.5 until you create and 

assign security roles to your users; therefore, you must set up your security preferences 

after you upgrade to OfficeMate 9.5 and before you begin using OfficeMate 9.5. 

Setting up security in OfficeMate 9.5 will take dedication and time, so be sure to set 

aside some planning and implementation time before you begin using OfficeMate 9.5. 

All of the security options that were available in OfficeMate Suite 9.0 are available as 

tasks in OfficeMate Suite 9.5, in addition to the following new options: 

• The Delete Receipts check box in OfficeMate 9.0 is replaced with the Access to 

Reverse/Correct button - Insurance Payments and Access to 

Reverse/Correct button tasks to reflect the modified functionality in the 

Receipts History window. Selecting these tasks for a role enables users assigned 

to the role to adjust payments in the Receipts History window. 

• You now have the ability to control which users have the ability to override 

payment restrictions. To set up a role that allows users assigned to it to override 

payment restrictions, select OfficeMate from the Product drop-down menu, 

select Fee Slip from the Module drop-down menu, and select Override 

Payment Restrictions from the Task menu when you are creating a role. The 

user assigned to this role is required to enter his or her user ID and password to 

override the payment restriction while recording the fee slip. 

• You now have the ability to allow or prevent users from logging into 

ReportWRITER. 

 

 

 

 

 

 

 

To set up role-based security 

Log into Home Office. 

Ensure that all of your locations are set up in the Location Maintenance window. 

Ensure that your staff and provider are set up in the Resource Setup window 

with user IDs. 

Make a list of all of the jobs for which you and your employees are responsible 

(i.e., front desk tasks, opticianary, lab orders, medical technician tasks, contact 

lens orders, physical inventory, receiving purchase orders, pricing products, 

insurance processing, administration, recording exam records, etc.). These jobs 

will be your “roles” in OfficeMate. 

Write each employees’ name next to the jobs for which they are responsible. If 

some employees are responsible for more than one job, write their names next 

to multiple jobs. 

Click Setup in Home Office and select Role-based Security. 



Security 

 

Click Role Maintenance and follow the instructions below to set up a new role 

or modify the name and description or copy an existing role. You can set up as 

many roles as desired. 

Note 

OfficeMate comes preloaded with the follow roles for you to use: 

Billing, Distribution Center - All Access, Doctor, ExamWRITER 

Setup, Front Desk, Home Office Administrator, Home Office 

Billing, Lab - All Access, Office Manager, Ophthalmic Tech, 

Optician, and ReportWRITER. To view the predefined roles and 

their security settings, click Print and view the Security Roles 

Report. You can follow the instructions in this step to copy their 

details and create a new role, go to step 8 to modify any of these 

predefined roles, or go to step 9 to assign these roles to your users 

and use them in your practice. 

a. If desired, select an existing role and click Copy to copy the details of the 

existing role to a new role. 

b. Type the name of one of the jobs that you identified in step 4, or simply 

the name of the new role, in the Role Name text box. Do not type the 

name of an employee who is responsible for the job or the exact title of 

people who hold that job. For example, type, “Front Desk Tasks,” not 

“Front Desk Manager.” 

c. Type a description of the new role in the Role Description text box. 

d. If you want the role to be inactive until a later date, select the Inactive 

check box. 

e. Click Save. 

f. Repeat steps a–e to create roles for all of the jobs that you identified in step 

4. 

g. Click Close to close the Security Role Maintenance window. 



Security 

 

Select a role on the left side of the window to define its details. The roles can be 

as broad or limiting as you desire. 

a. Select the product that people using this role will need to access from the 

Product drop-down menu. 

b. Select the location that people using this role and product will need to 

access from the Location drop-down menu. Note that the All Locations 

option does not include Home Office, labs, and distribution centers. 

c. Select the module in the product that people using this role and product 

will need to access from the Module drop-down menu. 

d. Select the task in the module that people using this role and product will 

need to access from the Task drop-down menu. 

e. Select the Access, Delete, Override, and Print check boxes in the Rights 

box to select the level of access for the role. 

 

 

 

The Access check box allows people using this role to access and use the 

task. 

The Delete check box allows people using this role to use the Delete 

button when it is available within the task. 

The Override check box allows people using this role to access or perform 

specific functions in restricted areas after entering their password. 

The Print check box allows people using this role to print items available 

within the task. 

f. Select the Inactive check box in the Active Status box to inactivate the 

role, if desired. 

g. Click Save. 

h. Click New Role Detail and repeat steps a–g to record the details for each 

role that you created in step 7. 



Security 

 

Click the Users tab to assign users to the roles that you created. You can assign 

as many roles as desired to users. All users will initially be automatically assigned 

to a default administrator role, which allows them access to all products, 

modules, and tasks in all locations, until you modify their role assignments. 

a. Select a user on the left side of the window; or, search for a specific user 

by typing all or part his or her name in the Find User text box. To find an 

inactive user, select the Include Inactive check box. 

b. If a password does not exist for the user that you selected, type a password 

for the user in the Password and Confirm text boxes. The password must 

contain at least four characters. 

c. Double-click the roles in the Available Roles box to move them to the 

Assigned Roles box and assign them to the user that you selected. You 

can also select the roles in the Available Roles box (press the Ctrl key to 

select multiple roles) and click the arrow button to move them to the 

Assigned Roles box and assign them to the user that you selected. If you 

assign multiple, overlapping roles to a user, the role with the highest level 

access will override the roles with lower levels of access. For example, if 

you assign one role to a user that allows him or her to print the schedule 

and one role that does not allow him or her to print the schedule, the user 

will be able to print the schedule. 

d. Click Save. 

e. Repeat steps a–d to assign all of your users roles. 



Security 

 

Click the Preferences tab to set up security preferences for your locations. 

a. Place your cursor in the cell next to a location and type the number of 

inactive minutes after which you want users to be logged off the 

OfficeMate Suite. 

b. Repeat step a for each location; or, if you want all users to be logged off 

the OfficeMate Suite after the same number of inactive minutes, type or 

select the default number of inactive minutes in the Default Value box 

and click Apply To All. 

c. Click Save. 



Security 

 

Click Secure Reports to restrict user access to reports. 

a. Select the appropriate check box in the Secure column next to each report 

to which you want to restrict access. 

d. Click OK. 

 

Click Print to print the Security Roles Report that displays the roles that you set 

up. 

 

Click Close to close the Role Security Maintenance window. 



Preferences 

Preferences 

The updated System Preferences window in Home Office includes the following new 

features: 

• Ability to set up a preference on the Statements tab to allow users to print (or 

not print) credit card payment information on statements. The default selection 

for this preference is Yes. This preference is especially valuable to practices who 

do not accept credit cards. 

• Ability to set up a preference on the Lab Orders tab to allow users to create 

eyewear orders with lenses without frame details. The default selection for this 

preference is No. 



Preferences 

• Ability to set up minimum payments due at the time of visit. This minimum 

payment function can also be used as a down payment option. 

To set up minimum payments, click Setup, select Preferences, click the 

Payment Restrictions tab, type a dollar amount or percentage for each 

product type, select the Yes radio button, and click OK to save your changes. 

When the user enters an amount on the fee slip that is less than the minimum 

set in the Payment Restrictions tab, the fee slip displays a warning and an 

override is required to record the fee slip if the amount is not corrected. 



Resource Setup 

• Ability to control how sample (display) products are counted in inventory and at 

what point they may be sold. 

To set up perpetual inventory preferences, click Setup, select Preferences, 

click the Perpetual Inventory tab. You can set the minimum number of 

samples to zero when a product is discontinued, set the minimum number of 

samples to zero when a product is marked as nonstock, allow product samples 

to be sold when the quantity available is zero, and allow users to record orders 

containing products that have zero units on hand. Click OK to save your 

preferences. 

Resource 

Setup 

The improved Resource Setup window in Home Office contains the following new 

feature: 

The Staff tab on the Resources Setup window now lists all staff members. This 

list was previously limited to 300 names. 



Location Maintenance 

Location 

Maintenance 

The improved Location Maintenance window in Home Office includes the following 

new feature: 

Ability to add an internal lab to the vendor list simply by clicking Add to 

Vendor List. Adding a lab to the vendor list in this manner copies the address, 

phone, and contact information to the Vendor Maintenance window and allows 

the lab to be selected as the vendor on orders or the lab on eyewear orders. 



Vendor Maintenance 

Vendor 

Maintenance 

The improved Vendor Maintenance window in Home Office contains the following 

new feature: 

Ability to set status and purchase order options by vendor. 

To suppress a PO for contact lenses being shipped directly to a patient, select 

the Suppress Purchase Orders for this Vendor check box. To indicate that 

perpetual inventory is maintained for products supplied by this vendor, select 

the Stocking Levels and Reorder Points are Maintained for 

Inventoried Products check box. These check boxes are only available if the 

Contact Lenses check box is selected in the Products/Services Provided 

group. 

Product Setup 

The improved Product Setup window in Home Office contains the following new 

feature: 

 

The stocking level text boxes have changed to correspond to the changes in 

perpetual inventory and to ease automatic replenishment. If you are not 

maintaining perpetual inventory, you should leave all of these text boxes at zero. 

This field… 

Stocking Level 

Minimum Reorder 

Point 

Controls this function… 

The desired number of units to keep on hand 

excluding sample (display) units. This field is 

informational only and does not affect reordering. 

The point at which the product should be added to a 

PO. When the location’s inventory reaches this point, 

the product is added to the PO (when PO from Qty 

on Hand is selected from the Products menu). 



Product Setup 

This field… 

Minimum Reorder 

Quantity 

Controls this function… 

The number of units to add to the PO. Typically, this 

number would be a multiple of the number of units 

shipped in a case or the number of units required to 

qualify for a discount rate. For example, if saline 

solution ships in cases of 12, the Minimum Reorder 

Quantity would be 12, 24, 36, etc. 

The Minimum Reorder Point plus the Minimum 

Reorder Quantity often equal more than the Stocking 

Level. 

The Minimum Reorder Quantity is set for all products 

of this type added to inventory at all locations. 

Note 

The Stocking Level, Minimum Reorder Point, and Minimum 

Reorder Quantity are copied to each new product that is created 

from this point forward and applied to each location including the 

home office and distribution centers. If you do not want these 

quantities applied to each new product, do not enter quantities in 

these fields. 



Location Preferences 

Location 

Preferences 

Location Preferences is a new window that allows you to set the default ordering 

preferences for all locations as well as the individual ordering preferences for each 

location. 

To access the Location Preferences window open Home Office, click Setup and 

select Location Preferences. To set the default preferences for all locations, select 

All from the System Preferences for drop-down menu and select your preferences. 

To set the preferences for a single location that deviate from the settings for other 

locations, select the location from the System Preferences for drop-down menu, 

select the check box to the left of the preference you want to change, and change the 

preference using the radio buttons, check boxes, or drop-down menus. Click OK 

when you are finished. 

Equipment 

Interfaces 

The following new or enhanced equipment interfaces are available with OfficeMate 

9.5: 

Note 

In order to use the equipment interface, you must have already 

purchased and activated the interface. For information on purchasing 

the equipment interface, contact Sales at 800.269.3666 or 

sales@eyefinityofficemate.com. 

• Comsquared Systems (ECR Vault) 

• Eyemaginations 3D-Eye Home 

• Websystem2 



Equipment Interfaces

OfficeMate 9.5 Enhancements - OfficeMate Software Solutions

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