OfficeMate Enterprise 2.0.40â2.0.42 Enhancements

OfficeMate Enterprise 

2.0.40–2.0.42 Enhancements 

In this document: 

For more detailed 

information on 

how to use the 

new features in 

OfficeMate 

Enterprise 2.0, see 

the OfficeMate 

Enterprise User’s 

Guide and the 

OfficeMate Home 

Office User’s Guide 

and schedule 

additional training 

with OSSU. 

• Security Preferences, 1 

• Payment Restrictions, 2 

• Fee Slips, 3 

• Receipts & Adjustments, 4 

• Third Party Processing, 4 

• Insurance Setup, 5 

• Products, 5 

• Inventory, 6 

• Commissions, 7 

• Reports, Statements, & Graphs, 8 

Eyefinity/OfficeMate announces the newest version of OfficeMate Enterprise! In 

addition to resolving known issues in previous versions of OfficeMate Enterprise, this 

updated version improves upon OfficeMate Enterprise’s robust attributes and offers 

useful new features and expanded functionality. For additional information on 

OfficeMate Enterprise features, training, and integration with ExamWRITER, 

contact Eyefinity/OfficeMate at www.officemate.net or 800.942.5353. 

Note This document was last updated on May 21, 2010. 

Security 

Preferences 

The following change was made to the Security window: 

Replaced the Delete Receipts check box with the Allow Reversal/Correction of 

Payments check box to reflect the modified functionality in the Receipts History 

window. Selecting this check box enable the user to adjust payments in the 

Receipts History window. 

OfficeMate Enterprise 2.0.40–20.42 Enhancements 1

OfficeMate Enterprise 2.0.40–2.0.42 Enhancements 

Payment Restrictions 

Payment 

Restrictions 

OfficeMate Enterprise now gives you the ability to set up minimum payments due at 

the time of visit. This minimum payment function may also be used as a down 

payment option. 

• Ability to set up minimum payments due at the time of visit. this may also be 

used as a down payment option. to set up minimum payments click Setup, select 

Preferences, click the Payment Restrictions tab, enter 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. 

• Ability to control which users have the ability to override payment restrictions. 

The user is required to enter his or her user name and password to override the 

payment restriction while recording the fee slip. To enable a user to override the 

payment restriction open the Security Preferences window and select the 

Override Payment Restriction check box. 



Fee Slips 

Fee Slips 

The Fee Slip window includes the following enhancements: 

• 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 Allow the copay field to be open on the fee slip radio button is set to 

Yes 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 allows payment restriction overrides, her or she may continue to record 

the fee slip by entering his or her user name 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 Payment Restrictions on page 2. 



Receipts & Adjustments 

Receipts & 

Adjustments 

The Receipts & Adjustments window features the following enhancements: 

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

make adjustments to erroneously recorded payments. The Receipts Journal and 

several other reports list payment adjustments for audit purposes. 

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

payments and record a reason for the adjustment. To adjust payments, perform 

the following steps: 

Open a patient’s or insurance carrier’s receipts and adjustments, click History, 

select the payment receipt you want to modify, and click Reverse/Correct. 

Third Party 

Processing 

Third party processing features the following enhancements and changes: 

• 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 of 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 & Services 

window) 



Insurance Setup 

Insurance 

Setup 

The Insurance Setup window features the following enhancements. 

Ability to copy individual detailed benefit groups as an alternative to copying the 

entire plan. On the Detail Benefits window, 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. 

Products 

The Products window contains the following new feature: 

• The ability to further refine searches for mass product updates in the Product 

Maintenance window. Additional fields have been added to narrow search 

results. The new fields include Material, Designer Series, Commission Class, 

Place of Service, and Stocking Type. 

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

Sunglasses to products imported from the SPEX UPC CD. 



Inventory 

Inventory 

The following change has been made to the Purchase Order windows: 

• 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 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. 

• 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. 



Commissions 

Commissions 

The brand new Commissions Calculation and Reporting window includes the 

following features: 

• Gives you more control over commission calculations, eligibility, reductions, and 

other adjustments using the Commission Setup window. 

• Allows you to quickly select multiple reporting parameters: 

Time span 

Specific regions and locations 

Specific providers and staff 

Grouping options 

• Allows you to print reports or export commission report information to a CSV 

file. 

• Allows you to create commission reports in varying formats including pie chart 

and bar graph. 



Reports, Statements, & Graphs 

Reports, 

Statements, & 

Graphs 

The following features and enhancements have been added to the Reports, 

Statements, & Graphs window: 

• Custom Reports have moved from the Business Analysis tab to a Custom tab. 

The Custom tab is only available from OfficeMate Home Office. 

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

recorded on a prior day. For example, if the 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. 

• 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 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 Applied Payment Summary report reflects applied payment adjustments 

under a new group called Patient Deposit Adjustments. 

• The Unapplied Report reflects adjustments that are made to deposits recorded 

on a prior day. 

• The Production Summary by Provider on Fee Slip report reflects adjustments 

that are made to deposits recorded on a prior day. For example, if the deposit of 

$44 was made on a Tuesday and the payment was adjusted to $54 on Wednesday, 



Reports, Statements, & Graphs 

Wednesday’s Production Summary by Provider on Fee Slip will show a -44 and 

a +54. 

• The Production report reflects applied payment adjustments under a new group 

called Deposit Adjustments. 

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

deposits recorded on a prior day.

OfficeMate Enterprise 2.0.40â2.0.42 Enhancements

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OfficeMate Enterprise 2.0.40â2.0.42 Enhancements