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OfficeMate & ExamWRITER Virtual Users' Group Meeting Course Descriptions 
Twenty-four individual classes were offered at this year’s Virtual Users’ Group Meeting. Each course was 1 hour long.
Eyefinity/OfficeMate – Today and Tomorrow
Intended Audience: All OfficeMate Clients
Presenters: Jim McGrann, President, Ed Buffington, Chief Operating Officer, Steve Baker, Chief Technology Officer
Course Description: The Eyefinity/OfficeMate Virtual Users' Group Meeting will begin with a State of the Union Address delivered by Jim McGrann, President, Ed Buffington, Chief Operating Officer, and Steve Baker, Chief Technology Officer. Jim, Ed, and Steve, affectionately known as “The Three Amigos,” will be discussing the significant company events that have taken place over the past year and presenting a road map of the future of Eyefinity/OfficeMate. Attendees will learn how the Eyefinity/OfficeMate merger will benefit OfficeMate clients.
Using OfficeMate to Generate Revenue
Intended Audience: Owners and Administrators
Presenter: Marsha Vaughn
Course Description: Do marketing and medicine mix? Absolutely! This course describes how to use the marketing portions of OfficeMate to grow your practice. We will discuss the much-overlooked power of the Patient Demographics Marketing tab and the effectiveness of the Maintain Documents module for setting up marketing correspondence. Special recall and fee types will also be discussed as marketing strategies.
Shedding Some Light on Digital Marketing
Intended Audience: Doctors and Administrators
Presenters: Rachel Rich and Matt Nicholson
Course Description: The Internet is the new “phone book” of the 21 st century. Are you in the new online phone book? Discover how a Web site can help with office efficiency, draw more patients, and prominently market your practice. We will discuss how to register on reputable search engines, brainstorm creative marketing ideas, as well as use features that allow your patients to schedule appointments and order contact lenses online from your Web site.
Creating Documents in OfficeMate
Intended Audience: All OfficeMate Users
Presenter: Carrie Damschroder
Course Description: This course discusses creating and processing various documents in OfficeMate. You will learn how to merge patient demographic and exam data to create and print appointment reminders, birthday greetings, delinquent notices, exam forms, routing slips, marketing communications, recall notices, referral thank you notes, service agreement renewal notices, welcome greetings, and thank you notes. In addition, we will briefly discuss writing strategies and skills that you can use to write successful practice communications.
Efficient Scheduling and Making Recalls Work for You
Intended Audience: Schedulers
Presenter: Christine Featsent
Course Description: This course will answer your appointment scheduling and recall questions, including how to pre-appoint, find, move, copy, and confirm patient appointments. You will learn how to add and remove recall mailing schedules and improve consistency with your recalls. In addition, we will also discuss “thinking outside the box” recall types.
Using OfficeMate to Manage Your Financial Performance
Intended Audience: Owners and Administrators
Presenter: Steve Sunder, AS, BS, ABOC, LDO, FNAO
Course Description: As the Chief Executive Officer (CEO) of your clinic, how do you effectively measure and manage the performance of your staff and clinic? Although the business aspect of your clinic may come second to patient care, you are still faced with greater competition for new patients and income with limited time. Your time management can now be maximized with the help of the OfficeMate report module to ascertain clinic revenues and adjustments, accounts receivable, staff productivity, and clinic patient demographics. In this course we'll discover which reports are vital to you as the CEO and how to interpret and apply those reports in your clinic.
Key Performance Indicators Measure “Gains” & “Losses”
Intended Audience: Owners and Administrators
Presenter: Steve Sunder, AS, BS, ABOC, LDO, FNAO
Course Content: Key Performance Indicators, also known as KPI or Key Success Indicators (KSI), helps a practice define and measure progress toward practice goals. Once a practice has analyzed its mission, identified all of its stakeholders, and defined its goals, it needs a way to measure progress toward those goals. Key Performance Indicators are those measurements. KPIs are both qualifiable and quantifiable! In this course, you will learn how to
• Develop and measure the critical practice criteria, AKA, “Key Performance Indicators.”
• Measure the practice performance to the industry benchmarks and isolate areas of opportunities.
• Define target performance levels and then decide the best way to represent variance from that target.
All Aboard the Inventory Train
Intended Audience: Beginner's Level Inventory Module Users
Presenter: Mary Kay Melvin
Course Description: If you have wanted to set up a perpetual inventory, but have not done it yet, this course is for you! You will learn how to record your frames, set your quantity on hand, process inventory cycles, and create purchase orders.
Maximizing ROI Through Inventory Management
Intended Audience: Optical Owners, Managers, and Opticians
Presenter: Phernell Walker, ABOM, and Matt Nicholson
Course Description: One of the most expensive costs to running an optical business is the cost associated with managing inventory. It is essential for the successful owner, or optical manager, to be able to manage and measure the effectiveness of his or her inventory investment. You will learn about managing inventory boards, calculating inventory turns, using OfficeMate inventory reports to maximize ROI, calculating inventory levels to operate an effective eyewear gallery, and “paperless ordering” through eBuy.
Note: This is a 1.5 hour course.
Power Profits Using Purchase Orders
Intended Audience: Optical Owners and Managers
Presenter: Phernell Walker, ABOM
Course Description: This course will review the secrets to achieving “power profits” using OfficeMate purchase orders. Topics include creating purchase orders, receiving purchase orders, intra location product transfers, purchasing benchmarks, and cost of goods. The purchase ratio formula will be explained in detail to help you achieve proven results.
Managing Your Optical Department with OfficeMate
Intended Audience: Optical Owners and Managers
Presenter: Phernell Walker, ABOM
Course Description: This course will explore 21st century methods of managing your dispensary using OfficeMate. Topics include effectively motivating your staff, tracking staff performance using reports and translating the data into meaningful solutions for your practice, and using OfficeMate to manage your staff and assets. This course is a must for optical owners and managers using OfficeMate.
Tired of Being Rejected? Find Out How to Properly Populate the CMS 1500 Form!
Intended Audience: Billers
Presenter: Michelle Bonacci
Course Description: Insurance rejections are costly, both in lost revenue and employee time. Setting up OfficeMate properly is crucial to getting your claims paid in a timely manner. Course attendees will gain an understanding of the relationship between the OfficeMate setup process and the boxes on the CMS 1500 form.
Ins and Outs of the OfficeMate VSP Interface
Intended Audience: Billers
Presenter: Michelle Bonacci
Course Description: This course will describe how the VSP interface works in OfficeMate. You will learn what information is needed from your patients during scheduling, how to obtain authorization and eligibility information in Patient Demographics, and how to create and send lab orders to your VSP lab. You will also learn how to properly record fee slips with all of the codes needed for VSP, along with how to send claim and lab orders and correct errors through the VSP third party processing module.
Receipts, Adjustments, and Ledgers – Oh My!
Intended Audience: Billers
Presenter: Rhonda Regguinti
Course Description: This course is all about trouble-shooting patient and insurance receipts in OfficeMate. You will learn how to post VSP EOBs, post and reverse insurance chargebacks, post overpayments, record refunds, and fix negative ledger balances.
Third Party Processing Tips for Electronic Claims
Intended Audience: Billers
Presenter: Rhonda Regguinti
Course Description: This course will provide answers to common questions that come up with electronic claim filing, such as:
- Why are my claims getting errors for place of service if the line item is blank and the procedure code on the line item is blank?
- Where do I record my provider's NPI numbers?
- Why is box 24j on the CMS 1500 form not populating my provider's NPI number when I have it set up in the Business Names window?
- I have two individual providers in my office with their own NPI numbers. How do I populate the CMS 1500 form for these providers?
- Where do I record my post operative notes for my claim?
ExamWRITER Bootcamp, Part 1: Ready, Set, Go!
Intended Audience: Beginning ExamWRITER Users
Presenter: Kathy Ewing, COA
Course Description: This course will prepare you to use electronic medical records by discussing the tools available in ExamWRITER including preferences, templates, and the Menu Editor.
ExamWRITER Bootcamp, Part 2: Documenting Patient Exams without Killing Trees
Intended Audience : Beginning ExamWRITER Users
Presenter: Kathy Ewing, COA
Course Description: This course will cover everything that needs to be documented by the physician in exam records including vision, examination, special testing, surgery, impression, plan, and patient management information. You will also learn how to use ExamDRAW; code, print, and finalize exams; and search for information in ExamWRITER.
Advanced Functionality in ExamWRITER
Intended Audience: Advanced ExamWRITER Users
Presenter: Lorie Lippiatt, O.D.
Course Description: This course will teach you how to fully utilize the functionality available in ExamWRITER version 8.0.20. We will cover how to use the new HPI wizard, Interpretation and Reports in Special Testing, ExamDRAW, Auto Reports, PQRI reporting, special testing procedures, and ePrescribing. This course will take you to that next step in electronic medical documentation.
Planning For a Successful EMR Implementation, Part 1
Presenter: Rebecca Johnson, CPOT, COT, COE
Intended Audience: Doctors and Administrators Not Currently Using EMR
Course Description: Successfully implementing EMR into your practice requires planning and patience. This course will provide a logical step-by-step EMR implementation process that will include preparation, culture management transition, and staff training plans.
Planning For a Successful EMR Implementation, Part 2
Presenter: Rebecca Johnson, CPOT, COT, COE
Intended Audience: Doctors and Administrators Not Currently Using EMR
Course Description: Part 2 of this course discusses patient flow and document management with EMR. Attendees will learn how to get the patient from check-in to check-out without a paper chart. We will also discuss scanning paper charts, insurance cards, and other documents.
"My Patient Has an Ocular Pathology": Medical Documentation Using ExamWRITER
Intended Audience: Advanced ExamWRITER Users
Presenter: Kim Castleberry, O.D.
Course Description: This course will discuss the medical documentation of specific ocular pathologies according to documentation guidelines. You will also learn how to document orders and interpretations for special testing and coding using ExamWRITER.
Just for the Technician – ExamWRITER Overview for the Pre-Tester
Intended Audience: Ophthalmic Technicians, Scribes, and Clinical Trainers
Presenter: Kathy Ewing, COA
Course Description: This course is intended for the “patient workup staff.” You will learn how to document a Level 5 History, when to open a new template, and when to use the copy forward feature. You will also learn how to use the Observation and History buttons and learn simple tips for more efficient documentation. We will also discuss documenting triage calls and refilling medications.
ExamWRITER e-Prescribing
Intended Audience: Doctors
Presenter: Ryan Wineinger, O.D.
Course Description: ExamWRITER's new e-prescribing module allows providers to improve the safety and efficiency of the prescribing process. As a Beta tester for ExamWRITER version 8.0, Dr. Wineinger has first-hand knowledge of how e-prescribing can assist you in sending your new prescriptions and renewals electronically to the patient's pharmacy of choice, check for patient insurance eligibility and formulary compliance, and access medication lists.
GatewayEDI Best Practices
Intended Audience: Current GatewayEDI Clients
Presenter: Andy Schulz, Nikki Castle, and Angie Burris
Course Description:
This course provides clients with a daily, weekly, and monthly checklist to help prioritize office duties and promote office efficiencies. This checklist was designed with help from our clients who have a 99% claim acceptance rate and submit over 200 claims per month.