VSP is implementing a change to lens style formats effective July 1, 2012. Several active lens styles will have their IDs reassigned. For more information about these changes, please visit https://doctor.vsp.com/vspdctr/news/lens-option-changes.htm (requires your eyefinity.com username and password).

To implement this change in OfficeMate and update the 650 lens products that are affected, you will need to run the utility attached to this article.

Note: Some users have reported receiving error -217913 on the Eyewaer Order window after following these steps. If you receive error -217913, refer to the related article, below.

July 1–August 1

You must run this utility on July 1 or on your first work day thereafter. If you don’t run the utility on time, Eyefinity will automatically map expired lens style IDs to their corresponding new IDs from through August 1 as a grace period. After that date, you will get an error message.

Step 1—Updating Your Lens Products

1.    In OfficeMate Administration, click Tasks and select Lens Product Loader.

2.    Click Retrieve Lens List.

3.    Select Lens Treatments or Ophthalmic Lenses from the Product Type drop-down menu.

4.    Narrow your search results to work with a small group of products at a time by entering search criteria.

5.    Click Find.

6.    Select the check boxes for each product that you want to import or click Select All.

7.    Click Load.

Step 2—Running the VSP Options Reformulation Utility

The VSP Options Reformulation Utility adds new lens attributes to your database and remaps lens product options.

1.    Download the VSP Options Reformulation Utility from here: http://oss.ome.s3.amazonaws.com/OT9942/OptionsUtility.exe.

2.    Click Save.

3.    Navigate to the OfficeMate Downloads on your server as the location to save the file. If you don’t have an OfficeMate Downloads folder, choose a location on your network that all users can access.

4.    Click Save.

5.    Close OfficeMate and ExamWRITER on all computers.

6.    From your OfficeMate server, navigate to the OfficeMate Downloads folder on your server. If your download folder has a different name, navigate to that folder.
Note: You must run this utility on your OfficeMate Server.

7.    Double-click OptionsUtility.exe.
The Open File Security Warning window opens.

8.    Click Run.

9.    Click Browse, if necessary, and navigate to and select the location of your OMATE32 or OfficeMate folder (often C:\OMATE32 or C:\OfficeMate) and click OK. If the drive and folder location of your OMATE32 or OfficeMate folder is already correctly displayed in the WinZip Self-Extractor window, skip this step.

10. Click Unzip.

11. Click Close to close the WinZip Self-Extractor window.

12. Navigate to C:\OMATE32 or C:\OfficeMate and double-click UpdateExistingLensCodeAndOptions.exe to update the OfficeMate lens database.
Note: You only need to run the UpdateExistingLensCode.exe on your server. You do not need to run this utility on every computer.

13. Click OK when the utility is finished.

Step 3—Remapping Miscellaneous Lens Treatments

If you renamed any of your lens treatments, you will need to remap them manually. If you did not rename any of your lens treatments, the utility updated them for you, and you may skip this step.

1.    In OfficeMate Administration, click Tasks and select VSP Mapping.

2.    Click the Product Mapping menu.

3.    Select Ophthalmic Lenses from the Product Type drop-down menu.

4.    For any lens not listed in green, select the Lens Category, Material, and Lens Style. If the lens style is not listed in the Lens Style drop-down menu, select Other (Indicate Lens Not Listed) - Other from the menu and type the lens style in the Lens Not Listed box.

5.    Click Save VSP Changes.

Step 4—Mapping the Backside UV Attribute

If you renamed the Crizal Avance AV lens treatment, you will need add the backside UV attribute manually. If you did not rename the lens treatments the utility updated it for you, and you may skip this step.

1.    In OfficeMate Administration, click Products and select Products & Services.

2.    Select Lens Treatments from the Product Type drop-down menu.

3.    Click Find.

4.    Locate Crizal Avance AV in the list and double-click it.

5.    Click the Product Details tab.

6.    On the Product Attributes tab, select Backside UV from the Other drop-down menu.

7.    Enter your cost and fee information for backside UV.

8.    Click Save and select Save & Exit.

Step 5—Removing Aspheric Attributes

If you are using aspheric attributes to bill only VSP lenses, you will need to remove the aspheric attribute from the affected lenses. You may need to adjust your pricing for these lenses to make up for the pricing removed with the attribute. If you are using aspheric attributes to bill other insurances, skip this step.

1. In OfficeMate Administration, click Products and select Product Maintenance.
2. Select Ophthalmic Lenses from the Product Type drop-down menu.
3. Select Aspheric BF, Aspheric SV, or Aspheric Other from the Other 1 Attributes drop-down menu.
4. Click Search.
5. Select the products that match the lens descriptions in the table below.
6. Click Continue.
7. In the Other Attributes group, select the check box for Other 1 and select NONE from the drop-down menu.
8. Click Save & Continue.
9. Repeat this process until you have updated all of the products with Aspheric BF, Aspheric SV, and Aspheric Other as an attribute.