If you're reading this on the OfficeMate Web site, did you know that the newsletter is also sent to your e-mail inbox? If you're not getting this newsletter by e-mail, you may be missing out on other important OfficeMate and ExamWRITER announcements.

OfficeMate Software Solutions notifies you of important announcements and upgrades via e-mail. If the e-mail address we have on file is old or incorrect, or if your spam filter is blocking our messages, you could be missing out. If you believe we do not have your correct e-mail address, call us at 800.942.5353, option 5.

Because spam filters are all different, legitimate e-mail messages can sometimes be filtered as junk mail. We highly suggest that you add the OfficeMate Software Solutions domain (officemate.net) to your safe senders list in your e-mail program. Adding us to your safe senders list will ensure that our e-mail messages and newsletters successfully arrive in your inbox.

If you use Microsoft Outlook 2000 or higher, follow the instructions below to add the OfficeMate domain name to your safe senders list:

1. Open an e-mail communication from OfficeMate Software Solutions.
2. Click the Actions menu option at the top of the window.
3. Select Junk E-mail.
4. Select Add Senders Domain to Safe Senders List.
5. Click OK after the sender is added to your safe list.

If you use another e-mail program, look in its Help to find instructions on how to add the officemate.net domain name to your safe senders list.

OfficeMate has focused significantly on education and learning over the last few years through OfficeMate Software Solutions University (OSSU). To confirm our commitment to learning, check out our Web site at www.officemate.net and click Training. You'll see a diverse assortment of learning options for OfficeMate and ExamWRITER. With your original purchase of OfficeMate software products, we include many hours of live, hosted Web-based training to jumpstart your learning experience with OfficeMate and ExamWRITER. Please avail your staff to every hour of OSSU training!

To complement this live training, OfficeMate invests heavily in producing prerecorded training sessions we call “iTrains,” as in Internet training. These iTrains give you and your staff 24/7 access to view sessions on how to use most aspects of OfficeMate and ExamWRITER. These prerecorded sessions complement the live training and provide an easy facility to view specific modules of OfficeMate and ExamWRITER over and over. These iTrains are especially good for new staff members or refresher courses for your existing team.

I'm also pleased to announce the extended availability of extensive onsite, live training in your office! Over the last year we have created an OSSU extension to provide live training in your office. Currently, OfficeMate Software Solutions boasts the leading training and consulting team in the eyecare industry, featuring Rebecca Johnson, a Certified Ophthalmic Executive and a noted eyecare industry lecturer, author, and expert in clinical eyecare consulting, and Phernell Walker, a Master in Ophthalmic Optics and faculty speaker at Vision Expo. We'll soon be announcing yet another key addition to this team, a Certified Ophthalmic Executive, Registered Medical Coder, and Ophthalmic Coding Specialist. This is OfficeMate's “A-Team,” and in the coming months, you'll see major announcements for extended regional and national education options at most major eyecare industry events including SECO, Vision Expo East and West, the AOA Annual Congress, and other events nationwide.

OfficeMate will also be sponsoring the first annual OfficeMate Users' Group Meeting in Newport Beach, California, from June 6 through 9 at the spectacular Hyatt Regency Newport Beach. You can spend 2½ days meeting the OfficeMate team and getting in-depth training on many aspects of OfficeMate and ExamWRITER. You'll also get a glimpse of what's to come in 2007 and 2008. Register early, as we can only accommodate the first 250 registrants for this inaugural event. Bring the family to beautiful southern California and visit our beautiful beaches, the Disneyland Resort, and greater Los Angeles area.

In closing, I want to highlight the importance of a continued investment in education and learning about OfficeMate and ExamWRITER. For every dollar you invest in education, the ROI will be many times greater, now and in the future.

As always, please feel free to contact me for any reason and, in particular, to comment on what we're doing well and not so well! OfficeMate has been my life's career for nearly the past 25 years, and you, our clients, are the reason for our success. We strive to be a total solutions provider for you. You can reach me at ed@officemate.net or by phone at 949.754.5001, which is my direct-dial number.

C. Edward Buffington
President & COO

OfficeMate Software Solutions proudly announces that Rebecca Johnson (left) and Phernell Walker (right) have joined our industry-leading training and consulting team.

OfficeMate 7.2 includes the enhancements required to complete the new CMS 1500 Claim Form (08/05) that incorporates the NPI number.

As with every product upgrade, when OfficeMate 7.2 is released we anticipate increased call volume to the Client Services team. We encourage you to use the resources readily available to you, including the OfficeMate User's Guide, F1 Help, the online Knowledge Base, iTrain videos, and OSSU courses to find answers to your questions before calling the support line. Thank you in advance for your patience during this busy time.

Other resources for help include the National Uniform Claim Committee's Web site at www.nucc.org, where you can download the most current claim form reference instruction manual. The manual guides you through completing the CMS 1500 form. Pay close attention to the changes for boxes 17, 24, 32 and 33 to avoid any delays to your claims processing. If you have read the manual, but still need further clarification on what information goes into a specific box, you can call the insurance carrier to answer your questions.

Note: Once you have installed the newest update, OfficeMate 7.2, you will no longer have the ability to print the old HCFA 1500 (12/90) form.

For the most up-to-date information about OfficeMate, the NPI number, and the CMS 1500 form, read the article posted on our knowledge base.

Mary Garrison
Director of Client Services

To avoid errors when processing electronic claims using the ANSI format, ensure that the following information has been properly set up in the Business Names window in OfficeMate:

1. On the Business tab, ensure that a Contact is recorded.
2. On the Provider tab, ensure that the following information is recorded:
   -License Number
   -Tax ID Type
   -Tax ID Number
   -UPIN
   -Provider Type
   -TPA
   -DEA
   -EMC Submitter ID (if you are a GatewayEDI client, this ID is your site number)
   -Insurance Information (All insurance carriers assigned to the provider must have a Pin, Group, Submitter ID, and assignment information recorded. If there is no group number or submitter ID assigned to the provider, you can leave these fields blank. In OfficeMate 7.0 and above, if you do not record a submitter ID for the provider, the Pin will be automatically placed in box 24k on the HCFA 1500 form.)
3. On the Referring Physician tab, ensure that the UPIN and EIN numbers are recorded.
4. On the Insurance tab, ensure that the following information is recorded:
   -Name
   -Address
   -City, State, Zip Code
   -Phone Number
   -Insurance Type
      - Blue Cross (1A)
      - Blue Shield (1B)
      - Champus (1H)
      - Commercial (G2)
      - Medicaid (1D)
      - Medicare (1C)
      - All other insurance types (1G)
   -Destination ID (normally 000)
   -Payor ID

This tip appears in our online Knowledge Base. For more tips like this, visit our Web site, www.officemate.net and select Knowledge Base from the Jump To menu.

In the Winter edition of OSSNews , we asked you to complete a survey telling us how we've done in the past and what you'd like to see from us in the future. OfficeMate's success is predicated on providing you with products, services, and tools to successfully manage your eyecare business. Your report card is helping guide and direct future decisions we make.

• 241 OfficeMate & ExamWRITER users completed the survey. Congratulations go to Dr. Sid Shafran for winning the Apple iPod in our giveaway! Other results from the survey are listed below:
• 98.8% of the respondents use OfficeMate
• 31.5% of the respondents use ExamWRITER
• The most commonly used feature in OfficeMate is fee slips.
• 86.6% of the respondents gave OfficeMate a grade of “A” or “B.”
• The most commonly used features are ExamWRITER are the Patient Information Center and Quick Code.
• 67.1% of the respondents gave ExamWRITER a grade of “A” or “B.”
• The most commonly used value-added products are services are VisionWeb and GatewayEDI.
• The most commonly used training tool that respondents use is our iTrain online videos.
• 80.8% of the respondents gave the OfficeMate Software Solutions University trainers a grade of “A” or “B.”
• 75.8% of the respondents gave the OfficeMate Client Services team a grade of “A” or “B.”
• 61% of the respondents gave the OfficeMate, ExamWRITER, and other company documentation a grade of “A” or “B.”
• 79.7% of the respondents gave the OfficeMate Sales team a grade of “A” or “B.”

After the survey was closed, the executive team at OfficeMate met to review the results and create action items for each team. We take your comments very seriously and are always working hard to better serve your practice needs. Each team is addressing the needs and concerns you identified in the survey. The Development team is adding enhancement requests to our software tracking system. The Sales team is contacting clients who had questions about our products. The Documentation team is sending clients links to our latest documentation. The Client Services team is working to solve client issues. And the Training team is contacting clients who requested training classes and working to educate them on how to use OfficeMate and ExamWRITER.

We appreciated your honest and candid feedback and were pleased to see the high marks that you gave to us. We will continue to work hard in 2007 to exceed your practice management and EMR needs!

Carrie Damschroder
Director of Documentation

As a new client to OfficeMate and ExamWRITER, your order includes Web-based training hours. These training hours will give you the information and guidance you need to set up and use your new software. These courses are hosted by knowledgeable instructors who can also answer question during the course. Each course runs about an hour and includes participants from other offices.

These classes are also recorded and available on the OfficeMate Web site 24/7. The prerecorded training videos cover a lot of information quickly, but are not as in-depth as the Web-based training classes. The prerecorded iTrain training videos should be used only as a secondary learning tool, but not as a substitute to the Web-based training. Previewing these recordings prior to your live classes or reviewing them after you begin using OfficeMate and ExamWRITER is an excellent way to ensure your understanding of the OfficeMate Suite. Once you begin the implementation and everyday use, you may need to review the following resources from time to time:

• F1 online help available anywhere in the software program simply by pressing the F1 key on your keyboard.
• User's Guide available from the Help menu in OfficeMate and ExamWRITER. Review specific topics in this guide such as patient demographics, recalls, appointment scheduling, reports, products and services, Rx and lab orders, fee slips, the ledger and receipts, billing scenarios, third party processing, and inventory functions.
• What's New? enhancement documents available from the Help menu in OfficeMate and ExamWRITER. Review these documents to learn about useful new features and expanded functionality in new OfficeMate Suite versions.
• Our new, extensive online Knowledge Base located at http://www.officemate.net/omkb/ . From this Web site you can search for answers to OfficeMate Suite questions and if you cannot find an answer, you can submit one to our Documentation team.
• iTrain 24/7 online videos , located on our Web site ( www.officemate.net ), on your program CD-ROM, and from the Help menu in OfficeMate and ExamWRITER. These free, Internet-based, prerecorded training and demonstration sessions should be viewed by all existing and new staff members in your practice.
• OSSU Web training iCoach courses from OfficeMate Software Solutions University (OSSU) available at scheduled times throughout the day. These Internet-based, one-hour training courses should be taken by all OfficeMate and ExamWRITER users to focus on specific training topics. Go to our Web site ( www.officemate.net ) and select an appropriate topic under the Training menu to view a list of courses and scheduled class times.

These tools are available 24/7 for new and existing offices so you can take charge of your office, be proactive, and encourage your staff to be all that they can be.

Offices that have used OfficeMate for years may hire new staff or need to review how features work as we enhance our software. Explain to your new staff members that the first few weeks in their new position is a time to learn as much as possible about the job, including the OfficeMate Suite programs. Identify all office staff who can help them learn the job and encourage them to use all available OfficeMate and ExamWRITER software tools and resources. Remind your new staff members that this introductory period gives all of you a chance to determine whether they are well suited for the job.

OSSU is looking at several new ideas to create more concise classes and recordings to better serve you. As our development team continues to enhance our present software and create future products, we plan to aid you and your team to our best ability.

Marsha Vaughn
Director of OSSU

Staff management is a major challenge in the ophthalmic industry. The goal of this column is to provide our clients with practical advice to assist in hiring, training, and retaining staff. This article is part one of an eight-part series.

The following sign was spotted in the window of a local fish market restaurant: "Piano Player Wanted—Must have knowledge of opening clams."

Before advertising a job opening, it is crucial that you define the position. Many hiring mistakes could be avoided if you determine exactly what you are looking for before you begin to look. Each time a position opens, instead of rushing to place an ad, take a good look at the position. Does the job description that you wrote 12 years ago still apply? Do you have a true need to fill the position? Does this require full-time or part-time employment? What personality traits have worked best in this position in the past? Do you currently have a “square peg in a round hole” in your practice that might find his or her niche in this position?

At a minimum, a job description should include the following components:

• Basic function of the job
• Scope of responsibilities
• Functional responsibilities
• Training/educational requirements
• Reporting relationships

The job description should define the requirements of the job, not the person that has held the job in the past. Each individual brings different skills and talents to a position. For example, you have an opening for a clinical assistant. Along with her clinical duties, the person who held this position for the past ten years enjoyed writing the practice newsletter. Searching for someone who is able to perform clinical duties and write the newsletter would prove to be very limiting. Maybe there someone else in the office that would enjoy writing the newsletter, or you could explore outsourcing it.

Other factors to take into consideration when defining the position include the culture and environment of your practice. The culture of a practice reflects its values, mission, and “brand.” Developing a clear understanding of your practice's culture places you in a better position to choose the best candidate for the job. The environment of your practice is of equal importance. Some people thrive in a fast and furious environment while others require a slower pace. Ask questions during the interview that will provide clues as to how the applicant will react within your practice environment.

While it is usually disheartening to receive a resignation, look at it as an opportunity to redefine the position.

Coming in the next edition of OSSNews: “Developing Criteria for Selection”

Rebecca L. Johnson, COT , CPOT, COE

Come be a part of OfficeMate Software Solutions first OfficeMate/ExamWRITER Users' Group Meeting in Newport Beach, California, from June 6 to June 9, 2007.

The Hyatt Regency Hotel in Newport Beach will serve as the headquarters for a lively and informative conference for OfficeMate and ExamWRITER users. The 2½ -day Users' Group Meeting features two morning general assembly presentations highlighting “best business practices.” In addition there will be late morning and early and late afternoon breakout sessions that will address various aspects and features of both OfficeMate and ExamWRITER.

Also included in the cost of the Users' Group Meeting:

• Wednesday evening - hosted cocktail reception
• Thursday - continental breakfast, lunch and dinner
• Friday - continental breakfast and lunch
• Saturday - continental breakfast

The goal of this meeting is to provide a forum of demonstrations and education to help you to better utilize the software, which will, in turn, create newfound efficiencies and profitability within your practice.

The cost of the OfficeMate Users' Group Meeting is $395 per person. Reduced room rates are available, but limited, so register early!

Additional information and a registration form can be found on the Web at http://www.officemate.net/usersgroup.aspx or call 800.269.3666 ext 85033 for details.

Bill Hatch
Vice President of Marketing

Have you ever wondered what a particular setting affects in iPoint VTO? Have you ever needed to troubleshoot your iPoint VTO camera? Users of iPoint VTO will be glad to hear that the iPoint VTO User's Guide is now available on the Web at http://www.officemate.net/PDFs/iPointVTOUsersGuide.pdf . The iPoint User's Guide complements the already intuitive and easy-to-use iPoint VTO system.

For those of you who are not yet using iPoint VTO for frame and contact lens demonstrations, you don't know what you're missing! iPoint VTO allows you to quickly show a patient a variety of frames and contact lenses quickly—even frames you don't have on your board. In addition, you can show the patient the benefits of adding on AR coating and polarized lenses. The iPoint VTO system will help you sell higher-end lenses to existing clients and draw in new clients as your existing clients spread the word of mouth about their exciting experience selecting frame, lens, and contact lens options in your office. Check out the iPoint User's Guide to review the exciting features in iPoint VTO.

Michael Opsteegh
Sr. Technical Writer

New E-mail Address for Renewal Questions

For your convenience, we have established a new e-mail address for renewal questions. Please send any questions or comments regarding your Annual Software Maintenance Agreement (ASMA) to renewals@officemate.net. We will respond to your e-mail as soon as possible. Or, if you prefer, you can call the Renewal Department at 800.269.3666 and select option #2.

New Address for Renewal Checks

In order to streamline the renewal process, we have set up a new lockbox service for renewal checks. Please send your renewal checks to:

OfficeMate Software Solutions, Inc.
File 50526
Los Angeles, CA 90074-0526

Make checks payable to OfficeMate Software Solutions.

Karen M. Kingsbury
Director of Business Renewals

Our support hours have been extended! You can now reach us from 6:00 a.m. until 5:00 p.m. PST .

We have updated the greeting that you hear when you call 800.942.5353 to incorporate options to reach the Client Services teams that are providing legacy support for Delta Add-Power and COS software in addition to the existing options to reach the OfficeMate and ExamWRITER Client Services team. The additional options will help us route your call more quickly and connect you directly to the person or team you need.

Some options have been added or changed. For example, if you know your party's four-digit extension, you must now press 8 followed by the extension.

The chart to the right outlines how to navigate the phone system and receive the service you need.

Carol Wilcox
Vice President of Administration & Operations

The Documentation team at OfficeMate Software Solutions is pleased to announce that its OfficeMate VSP Interface Handbook won a prestigious Award of Excellence in the 2006–2007 Society for Technical Communication (STC) Southern California Technical Communication Competition. This regional competition included entries from eight Southern California STC chapters.

Carrie Damschroder, Director of Documentation, wrote and edited the handbook and entered it into the Technical Publications/Software Guides portion of the competition.

The competition judges acknowledged that the OfficeMate VSP Interface Handbook is “clean and easy to follow.” They also commented that the there is a “good use of graphics within tasks,” and “style, grammar, and punctuation were well done.” One judge concluded that, “the index is well-done, with a clear understanding of the users' needs” and “the table of contents is clear, concise, and useful.” A second judge concluded that “I would use this handbook as a major reference until becoming an expert on the interface and even afterwards for one-off situations.”

The Southern California STC chapters sponsored the technical publications competition to determine, recognize, and encourage excellence in communication through printed media. This competition honors technical writers and editors who set the standards for published technical communication.

OfficeMate Software Solutions received their Award of Excellence at a Spotlight Awards Banquet in Irvine, CA, on March 3, 2007.

We are honored to have won this award and are proud that OfficeMate Software Solutions is committed to educating all OfficeMate, ExamWRITER, and iPoint VTO users through handbooks, F1 online help, iTrain online videos, and live training courses.

Carrie Damschroder
Director of Documentation