DrFirst is making backend changes to the ePrescribing interface that impact its integration with ExamWRITER. Consequently,youmustdownload and install this patch before June 30, 2015, to avoid a disruption in your ePrescribing service.All ExamWRITER ePrescribing users, regardless of the ExamWRITER version that you are using, must install this patch.If you attempt to use the ExamWRITER ePrescribing Interface on or after July 1, 2015, and you cannot use it or you receive errors, you must download and install this patch to begin using the interface successfully again.

Downloading and Installing the Patch

1. Download the patch [click here to download] and save it to the OfficeMate Updates folder on your network. If you don’t have an OfficeMate Updates folder on your network, create one now.
2. Close OfficeMate/ExamWRITER on all workstations (and the server, if OfficeMate/ExamWRITER is installed on the server also).
3. On a computer with OfficeMate/ExamWRITER installed, navigate to your OfficeMate Updates folder on your network. If your download folder has a different name, navigate to that folder.
4. Double-click OM_3792.exe.
   The Open File - Security Warning window opens.
5. Click Run.
   The WinZip Self-Extractor window opens.
6. Click Browse, if necessary, and navigate to and select the location of your OfficeMate or

Microsoft will release its latest operating system, Windows 10, on July 29, 2015. Additionally, Microsoft has announced free upgrades for qualifying Windows 7 and 8 systems for one year (through July 29, 2016). For more information about this free upgrade offer, click here.

Eyefinity is currently testing OfficeMate/ExamWRITER with early releases of Windows 10, and will continue testing when Windows 10 is officially released. Bookmark this article and check periodically. As we move through the process of certifying our software with Windows 10, we will update this article with the latest information.

Refer to the following guidelines as you deliberate upgrading to Windows 10 in your practice.

Thinking of Making the Move to Window

ECR Vault interface enables you to scan and review documents from Eyefinity EHR and OfficeMate.

The ECR Vault Patch tightens the existing integration between Eyefinity EHR and ECR Vault. After installing this patch, you will be able to launch ECR Vault and automatically open the current patient directly from Eyefinity EHR. Follow the instructions below to install the patch and begin enjoying increased integration between Eyefinity EHR and ECR Vault.

Note: This patch is required only for users who have OfficeMate 11.0 or 11.1 installed. OfficeMate 11.2 and later will not require this patch.

Installing the ECR Vault Patch
Perform the following steps to download and install the ECR Vault Patch.

Issue: After upgrading to OfficeMate 12.0, while using the Eyefinity EHR equipment interface to integrate with the Reichert RK600 Autorefractor/Keratometer, you may receive an error that states, "EHR_equipif.main.err=p desc subscript out of range" or "Subscript out of range. EHREquip.Main.Error=9."

Resolution: Uninstall the equipment interface (if it is installed twice, uninstall both instances) and then download and install the patch in the article at http://www.officemate.net/omkb/Article.aspx?id=34123.

If you upgraded to OfficeMate 11.1, 11.2, or 12.0 and you are also using Eyefinity EHR, information will not be sent between the two systems until you manually start the EFSyncService. Follow the instructions below to start this service:

1. As an administrator, log into the server on which the OfficeMate database is stored.
2. Click Start in the lower left corner of your computer and select Run.
   The Run window opens.
3. Type services.msc in the Open text box and click OK.
   The Services window opens.
4. Scroll down the list of services and double-click the EFSyncService.
   The Theme Properties window opens.
5. Select Automatic from the Startup type drop-down menu.
6. Click Start.
7. Click OK.
8. Close the Services window.

If you receive error 3021 while submitting insurance claims in OfficeMate, the insurance type for the claim may be missing. To add the insurance type to the claim and clear the error, follow the instructions below and then refresh and resubmit the claim:

1. In OfficeMate v8 or below, click Setup on the OfficeMate main window and select Business Names. In OfficeMate v9 or above, click Setup on the OfficeMate Administration main window and select Insurance Setup.
2. Click the Insurance or Insurance Carrier tab.
3. Select the secondary insurance carrier from the drop-down menu.
4. Select the appropriate insurance type from the Type or Insurance Type drop-down menu.
5. Click OK.

If you continue to receive error 3021 while submitting insurance claims, open the fee slip, ensure that the notes on the fee slip are correct and update the claim for the fee slip. In addition, ensure that the insurance carriers and plans on the claim do not contain any special characters and that box 17 has the correct values (i.e., DK, DN, DQ, etc.) selected before resubmitting the claim.

If there is no insurance carrier selected on the fee slip, add the insurance carrier to fee slip, record it, and resubmit the claim.

If, after completing all of the steps above, you continue to receive error 3021 while submitting insurance claims, return the items on the fee slip, create a new fee slip that contains the items, and submit a claim for the new fee slip.

If you receive Error 217833 (Procedure: fun_AddToQuickList), the Initial text box on a patient's Demographics window may have an apostrophe or more than one character. The Initial field should only have one letter. The Phone Number text box on a patient's Demographic window may also have an apostrophe. To resolve the error, follow the instructions below:

1. Open the C:\Officemate folder.
2. Double-click OMEScheduler.exe to open the Appointment Scheduler.
3. Open the Demographics window for each patient that is scheduled for an appointment today.
4. Review the Initial text box for each patient. Make sure that there is only one letter in this field, and delete any apostrophes or additional characters in this text box.
5. Review the Phone Number text box for each patient. Delete any apostrophes in this text box.
6. After reviewing the Initial and Phone Number text boxes for each of today's patients, close the Scheduler.
7. Open OfficeMate. If you are still receiving Error 217833, contact Customer Care at 800.942.5353.

If you receive Error 217833 when you record a UNITY or Reveal lens on an eyewear Rx order and then attempt to invoice it, call Customer Care at 800.942.5353 so that a tier 3 representative can run a script to resolve the error. This error will be resolved in a future version of OfficeMate.

If you receive Error 217833 (Procedure: fun_iSaveAttribute) when you are trying to save an attribute description for the 4175F procedure code, remove the word "achieved" from both the CPT code description (Admin>Setup>Third Party Setup>Procedure Codes) and the attribute description (Admin>Setup>Third Party Setup>Attributes).

If you are using the Marco RT-5100 ExamWRITER equipment interface in an RDP (remote desktop protocol) environment and the serial port is not recognized, follow the instructions below to ensure that serial ports are enabled and resolve the issue. You may have also received an error that states, "SaX comm error: The serial port specified is invalid. Please run setup again and specify a valid port." This issue is occurring because the local serial ports are not being redirected to the RDP session even though the serial ports are enabled in the RDP session.

Ensure that the serial ports are enabled in the RDP session by following the instructions below:

1. Click Start.
2. Select Run.
3. Type CMD and click OK.
4. Type change port/query and press Enter.
   A line will display that specifies that the serial port is redirected.

If you need additional help redirecting serial ports, contact your IT technician.

Caution! Only one person at a time should access a patient's exam record. If more than one person accesses the same exam record at the same time, data from that record will be lost. If you unlocked an exam record at the same time that it was being used by another person and you are now missing data from the exam, read the attached related article to restore the missing exam data.

To unlock an exam in ExamWRITER, follow the instructions below:

1. Open the ExamWRITER Control Center.
2. Click the Open Charts tab.
3. Right-click on an open chart and select Unlock Exam.
   Note: The Unlock Exam option displays only if the exam is locked.
4. Click No if you are unlocking the exam from a computer that did not have the exam open. If you click Yes and you are unlocking the exam from a computer that did not have the exam open, you can lose exam data.

If someone in your office unlocked an exam while it was still open and being used by another person, then the exam, and previous exams for the patient, may now be missing data.

Preventing Exam Data Loss

To prevent losing exam data, follow the best practices listed below:

• Implement a Terminal Server environment where you do not have local workstation databases that could overwrite open exam data if an exam is unlocked.
• Do not unlock any exams.
• Never unlock open exams.
• Do not use wireless devices in your office that are not intended for business use.

Note: OfficeMate/ExamWRITER 12 includes a fix to prevent exam data loss; however, upgrading to OfficeMate/ExamWRITER 12 will not restore previously missing exam data.

Restoring Missing Exam Data

If you are already missing exam data because someone in your office unlocked an exam while it was still open and being used by another person, follow the instructions below to restore the data. Note that you must have a backup copy of your database that contains the missing exam data in order to restore it; if you do not have a backup copy of your database, then you will have to manually add the missing data to the exams or recreate the exams.

Note: We highly recommend that you employ an IT technician to complete the instructions below. If your IT technician needs additional help in completing the instructions, contact Eyefinity Customer Care at 1.800.942.5353.

1. Ensure that the file size of your OfficeMate SQL database is no larger than 4 GB (if you are using SQL Server 2005 Express) or 10 GB (if you are using SQL Server 2008 R2 Express). If your OfficeMate SQL database does not meet this requirement, upgrade your server to SQL Standard Edition. Go to

If you are receiving insurance claim rejections due to Loop 2310A on your ANSI 5010 claims, it may be because insurance payers recently introduced a new edit that rejects claims that contain a referring doctor who has punctuation marks in his or her last name. To resolve this issue, follow the instructions below:

1. In OfficeMate Administration, click Setup.
2. Select Resource Setup.
3. Click the Referring Dr. tab.
4. Select a doctor and remove all punctuation marks (periods, commas, etc.) from the Last Name (Box 17) text box. For example, if the doctor's last name is recorded as "Smith, O.D." change the doctor's last name simply to "Smith OD".
5. Repeat step 4 for each doctor who has punctuation marks in his or her last name. If you have many doctors who have punctuation marks in their last names, contact Eyefinity Customer Care at 1.800.942.5353 and request that they run a script to remove punctuation marks from all referring doctors in your OfficeMate database.
6. Click Save.
7. Reopen, refresh, and resubmit the rejected insurance claims.

If you are receiving error 52 (InitVar Error: 52 Bad file or number x = 1 File: ExamWRITER) in ExamWRITER, ensure that all users have full control permissions. Also, ensure that there is enough free space in your DATA folder and that your network drives are properly mapped. For more information on mapping network drives, see the linked related article below.

The Patient Search enables you to generate a list of patients based on specific diagnostic criteria, including medications, allergies, and diagnoses. This feature allows you to fulfill the following meaningful use measures:

• Stage 1: Menu Set 5
• Stage 2: Core Set 11

Currently, when you search for patients based on diagnosis, the report lists patients who were diagnosed outside of the specified date range. For example, if you limit your search to 2014, the report will also list a patient seen in 2010. This issue does not affect searches based on medication or allergy.

This is a known issue that will be corrected in ExamWRITER 12.2.

Issue: You upgraded from OfficeMate 8.0 to 12.0 and are now receiving insurance claim rejections from TriZetto (Gateway EDI) due to an error in loop 2010AA in your ANSI 5010 files. Most likely, while using OfficeMate 8.0, you requested that TriZetto write an edit to change your billing entity code to 2 to populate the facility location name and group NPI number in the 2010AA loop. Since, in version 12.0, you can set up OfficeMate to record the facility location name as the billing entity on insurance claims, the edit from TriZetto is no longer necessary.

Resolution: Modify the location and insurance setup in OfficeMate Administration so that the correct group NPI number and facility location name (not the physician's name) correctly and automatically populates in loop 2010AA in your ANSI 5010 files without an edit from TriZetto.

1. Open OfficeMate Administration.
2. Click Setup and select Location Maintenance.
3. Double-click a location.
4. Ensure that the location has the correct group NPI number recorded in the NPI Num 33a text box in the Claims information section.
5. Click Save/Exit.
6. Repeat steps 3-5 for each location.
7. Click Exit on the Location Selection window.
8. Click Setup again and select Insurance Setup.
9. On the Insurance Carrier tab, select an insurance carrier and then click the Plan tab.
10. Ensure that the Facility Location Name is selected in the Box 33 Billing Entity drop-down menu on the Claim Form tab.
11. Click Save.
12. Repeat steps 9-11 for each insurance plan under each insurance carrier.

If you receive a negative insurance check/EOB from an insurance carrier, your practice owes the insurance carrier money. Negative insurance checks/EOBs result from overpayments by the insurance carrier or from charges that were billed to the practice after the original services and insurance payments were recorded (for example, lab fees not recorded on the fee slip because lab services had not occurred yet).

To reimburse the insurance carrier for the amount owed, you can either refund the insurance company directly with a check or reduce your next positive insurance check/EOB. Since you can only record positive and non-zero amounts in OfficeMate, take the negative amount on the insurance check/EOB and add it to your next positive check/EOB so that you can properly record the insurance reimbursement in OfficeMate.

1. Wait for the next positive insurance check/EOB from the insurance carrier.
2. Subtract the negative insurance check/EOB amount from the positive insurance check/EOB.
3. Apply the positive amount (net amount) to a check in OfficeMate.

If you received a negative insurance check/EOB for patients who have never received previous positive insurance payments, do not record this transaction in OfficeMate. Instead, pay the insurance carrier from an account outside of OfficeMate and record the check to the insurance carrier in your bookkeeping software or on paper. Although OfficeMate tracks financial transactions, it is not a bookkeeping software program. If you are not using a bookkeeping software program, you can follow the instructions above to update the insurance carrier's running total in OfficeMate.

Note: We no longer recommend that you record the negative insurance check/EOB by creating a fake patient and posting an insurance check for $.01.

Issue: In OfficeMate 12.0, Medicare insurance claims can incorrectly include the X4 qualifier for prior authorization numbers in box 23 on CMS 1500 forms and in loop 2300 in ANSI files.

Resolution:

1. Download the updated DLL file at http://www.officemate.net/dwnld/OM/OME_CreateANSI5010File.dll.
2. Copy the updated downloaded DLL file to your OfficeMate or OMATE32 folder and replace the current DLL with the same name.

Note: This issue will be fully resolved in OfficeMate 12.1. In that version, you will be able to record if box 23 on individual CMS 1500 forms should include a prior authorization number (which will populate the G1 qualifier in ANSI files) or a CLIA number (which will populate the X4 qualifier in ANSI files).

In OfficeMate, you can record a CLIA number on a fee slip so that it populates box 23 on the CMS 1500 form, but you cannot populate an X4 qualifier in ANSI files. When you record a CLIA number, a G1 code currently populates in the ANSI file instead. However, Eyefinity plans on implementing a permanent solution in OfficeMate 12.1 so that X4 qualifiers are populated when necessary. In order to add X4 qualifiers to ANSI forms, contact Gateway EDI and request that a rule is written to add the X4 qualifiers in loop 2300 in ANSI files.

To record a CLIA number so that it populates box 23 on the CMS 1500 form, follow the instructions below:

1. From OfficeMate, open a fee slip.
2. Post the charges to the fee slip.
3. Select the patient's insurance from the Insurance drop-down menu.
4. Click the Auth/CoPay button.
5. Select Medicare from the drop-down menu.
6. Click New.
7. Type the authorization number of the CLIA in the Authorization ID text box.
8. Select the Services check box and select the correct expiration date.
9. Click Save and Exit.
10. On the fee slip, click Record.
11. Check your CMS 1500 form, as the CLIA number will now appear in box 23.

Note: In OfficeMate 12.1, you will be able to record if box 23 on individual CMS 1500 forms should include a prior authorization number (which will populate the G1 qualifier in ANSI files) or a CLIA number (which will populate the X4 qualifier in ANSI files).

If the HIPAA 5010 Compliance Center instructs your office to download and install the latest version of OfficeMate, go to MyInstallCenter.

Note: If you are using OfficeMate 12.0 and above, the ANSI 5010 claim format is automatically activated in your software.

If your office has downloaded and installed OfficeMate 10.5.23 - 11.2:

Important: For each location in your practice, including the administrative location, enter the full nine-digit ZIP codes and replace any post office boxes with a physical address.

If you receive a Runtime Error 383 message while opening the CMS 1500 form perform the following steps:

1. Click Quit on the error message.
2. Click No when asked if you want to close OfficeMate.
   The CMS 1500 displays.
3. Manually enter the referring provider information in Box 17.
4. Click OK.

If you refresh the claim, the runtime error will occur again.

We are aware of the runtime error and are working to fix it in an upcoming service pack. In the meantime, you can prevent this error by following the instructions below.

Preventing the Error in OfficeMate 10.8 and Above
To prevent Runtime Error 383 in OfficeMate 10.8, perform the following steps:

1. Open OfficeMate Administration.
2. Click Setup and select Resource Setup.
3. Click the Referring Dr tab.
4. Ensure that each referring provider has a qualifier selected in the Qualifier (Box 17a) drop-down menu. 
5. Click Save.

Preventing the Error in OfficeMate 8.0
To prevent Runtime Error 383 in OfficeMate 8.0, perform the following steps:

1. Open OfficeMate.
2. Click Setup and select Preferences.
3. Click the CMS tab.
4. Select No from the Auto Populate Box 17 on the CMS radio buttons. 
5. Click OK.
6. Close and reopen OfficeMate.

Box 24J is populated only when the billing NPI number (box 33) is different from the rendering NPI number (box 24J). The billing provider is recorded in the Provider field at the top of the Fee Slip window, while the rendering provider is recorded on each line item.

In OfficeMate 8.0 and below, the billing NPI number (box 33) is taken from Setup> Business Names> Business tab. The rendering NPI number is taken from Setup> Business Names> Provider/Staff tab.

In OfficeMate 9.0 and above, the billing NPI number (box 33) is taken from Setup> Location Maintenance> Select button > Billing Name (33) and NPI Num (33a)