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Capturing Provider's Electronic Signature (ePrescribing Registration)

May 29, 2012, 12:10 am
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After you complete your Rcopia registration with Eyefinity and open the ExamWRITER ePrescribing Interface from within ExamWRITER, you will be prompted to submit your signature image either electronically (if your state allows it) or via fax. Create your electronic signature using your mouse, or, print and sign the signature form and fax it to DrFirst. (If you cannot see the signature boxes or an X in the top left corner of the window, ensure that Java is up to date on your computer or simply print, sign, and fax the signature form.) Note that the interface will continue to ask you for your signature until DrFirst has processed it. Handwritten signatures are required for e-prescriptions sent to fax-only pharmacies or in the event of an electronic data interchange (EDI) failure. In the event of an EDI failure or transmission to a fax-only pharmacy, DrFirst automatically attaches the image of your signature to the prescription.

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How do I reverse a patient payment in OfficeMate v10?

June 3, 2012, 8:43 pm
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If you posted a patient payment in OfficeMate Administration, you can reverse the payment so that you can correctly post the payment in OfficeMate (at a location). Follow the instructions below to reverse a patient payment:

  1. Open the Receipts & Adjustments window in Administration.
  2. Find and select the patient.
  3. Click History.
  4. Select the line that contains the payment that you want to reverse and click Reverse/Correct.
  5. Select Payment Correction from the drop-down menu.
  6. Click Record.
    The patient payment is now reversed. You can now open OfficeMate (in a location) and correctly receive the payment.
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How do I modify recorded payments?

June 3, 2012, 9:02 pm
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  1. Open a patient's receipts and adjustments.
  2. Click History.
    The Receipt History window opens.
  3. If you are modifying an insurance receipt, select a deposit date range in the Deposit Date window and click OK.
  4. Select the payment receipt you want to modify, click Select, and, if you are modifying an insurance receipt, select Load Summary View or Load Detail View.
    The receipt information and fee slip charges paid by the receipt appear in the Receipts & Adjustments window.
  5. Modify the amount paid, method of payment, the way the payment was applied; or, adjust the charges on the receipt.
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How do I clear out unapplied amounts in OfficeMate?

June 5, 2012, 7:33 pm
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Unapplied amounts occur when an overpayment is received or an item is returned, but the patient or insurance is not refunded the money.

If you have many unapplied amounts in OfficeMate and you want to "clear them out," you will need to apply them to the correct payments. Look carefully at your EOB (Explanation of Benefits) to see where to correctly apply the amounts. If you cannot find where the amounts need to be applied and you feel that up to this point, you've entered everything in OfficeMate correctly, based on your office policies you can change the check amount by subtracting the unapplied amount from the check.

For more information, refer to the "Recording Receipts & Adjustments" chapter of the OfficeMate User's Guide, which can be accessed from the Help menu within OfficeMate.

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Setting up OfficeMate for PQRS

June 8, 2012, 1:20 am
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To set up OfficeMate or OfficeMate Enterprise to participate in the Physician Quality Reporting System (PQRS), you must first designate the PQRS diagnosis codes and then designate the Level II procedure codes. To set up PQRS reporting, perform the following steps:

Designate the Qualifying Diagnosis Codes

  1. From the OfficeMate or Administration/Home Office main window, click Setup.
  2. Select Customization (OfficeMate v8 and below and OfficeMate Enterprise 1.0 users) or select Third Party Setup (OfficeMate Enterprise 2.0 and OfficeMate v9 and above users).
  3. Click the Diagnosis Codes tab.
  4. Select the diagnosis code from the list on the left.
  5. Select the PQRI (Voluntary) check box.
  6. Repeat steps 4 and 5 for each qualifying diagnosis code.
  7. Click OK when you are finished.

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Issues with Nidek Navis-EX Software Versions 1.3.4 and 1.3.5

June 10, 2012, 9:34 pm
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If you are using the ExamWRITER equipment interface with Nidek Navis-EX software version 1.3.4 or 1.3.5 and, after setting up the interface in ExamWRITER, the patient demographic information is not populating in the Navis-EX software or the Navis-EX icon is missing in the Images-Drawings tab in the patient exam in ExamWRITER, follow the instructions below to resolve the issue:

  1. Click here and save the EMRUpgrade.zip file to the desktop of the computer to which the Navis-EX equipment is connected.
  2. From your desktop, unzip the files in the EMRUpgrade.zip file.
  3. Double-click the EMRUpgrade.exe file.
    The Navis-EX software is updated and the issue is resolved.
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Does OfficeMate software have a general ledger?

June 11, 2012, 12:26 am
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OfficeMate has a patient ledger where you can view all of a patient's fee slips in summary or detail. You can also edit fee slips, return products, and make adjustments to fee slip charges. To open the patient ledger, click the Ledger icon on the OfficeMate main window. If you would like to view a more general ledger, create and print the Daily Transaction Audit report from the Reports, Statements & Graphs window.

Beginning with OfficeMate v9.0, you can set up OfficeMate to interface with such accounting systems as QuickBooks, MAS 90, and MAS 200. This General Ledger interface allows you to export transactions from OfficeMate to these popular accounting systems. For more information, refer to the related article listed below.

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Finding Products that Don't Have a Financial Group

June 11, 2012, 12:27 am
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If you use the General Ledger Interface to export general ledger transactions to MAS 90 or MAS 200 or export journal entries to QuickBooks, every product that you sell must be assigned to a financial group. For information about assigning products to financial groups in the Products & Services window or in the Maintain Products window, go to the “Maintaining Product & Service Information” in the OfficeMate Home Office User’s Guide.

To determine which products in your database have not been assigned to a financial group, you must create a report that lists these products. To create a report for products without financial groups, perform the following steps:

  1. From the OfficeMate or OfficeMate Home Office main window click Reports.
    The Reports & Statements window opens.
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How many characters can MAS 90 company codes and accounts have?

June 11, 2012, 12:27 am
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Abstract: MAS 90 Company Codes must be three characters, and you must also select a default company. General Ledger Account numbers must be at least four characters.
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Are the journal entries automatically imported directly into the MAS general ledger?

June 11, 2012, 12:27 am
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Abstract: No. The journal entries are imported into the General Journal. When you print the General Journal, you are asked if you want to import journal entries into the ledger. When that is completed, the entries are in the ledger and appear in the financial statements.
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Using the General Ledger Interface

June 11, 2012, 12:29 am
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Abstract: The General Ledger Interface allows you to export OfficeMate transactions to Quickbooks, MAS 90, and MAS 200. Refer to the "Using the General Ledger Interface" chapter of the OfficeMate Administration User's Guide, which is available from the Help menu within OfficeMate Administration.
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How can I print my tax ID number on patients' receipts?

June 12, 2012, 9:20 pm
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If your tax ID is not appearing on a patients' receipts, complete the following instructions:

  1. Click Setup on the OfficeMate Administration main window.
  2. Select Preferences.
  3. Click the Statements tab.
  4. Select the Yes radio button next to the Print provider license & NPI on statement option.
  5. Click OK.

After you've selected this preference, your tax ID will be printed on your Statements of Account and Statements of Charges and Payments (Fee Slip report).

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Errors 400, 189183, & 418105 (Main Resolution)

June 12, 2012, 9:33 pm
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If you are receiving error message 400, "error handler error 28 out of stack space procedure name: sub_center window," or errors 189183 or 418105, there was an invalid request and the computer is completely unable to parse it. You may be experiencing network problems, such as a time-out, or the request was indecipherable.

If you are receiving an error 400, 189183, or 418105 message while printing, especially while printing CMS 1500 forms or Rx Order forms, ask your IT professional to perform the following actions to resolve the issue:

  • Open the virus software on each computer experiencing the error and disable the 'script blocking,' 'watch for suspicious activity,' or 'enable behavior monitoring' setting (the location of this setting can vary and is dependent on your anti-virus application).
  • Use a business-grade PCL5e-compatible laser printer (preferably an HP LaserJet).
  • Download and install the most recent PCL5e printer driver for the specific printer from the manufacturer’s Web site.
  • Add the following lines to the [System] section of the Omate32.ini file:
    • LABORDERPRINTER=<name of printer>
    • MEDRXPRINTER=<nameofprinter>

If you need additional help using OfficeMate and you are still receiving this error message, review the attached related article below, or contact the Customer Care team at 1.800.942.5353 or officematesupport@eyefinity.com.

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Correcting Error 429

June 13, 2012, 2:46 am
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If you receive an error 429 message, ensure that you are meeting the following conditions:

  • You are logged into the computer with the correct permissions and administrative rights. If you need help setting up permissions and administrative rights, contact your network administrator.
  • You have installed the most recent Windows service packs on your computer and server. To install the most recent service packs, go to http://windowsupdate.microsoft.com.
  • If you are using a Dymo LabelWriter, you have the printer's software (not just the driver) installed on the computer and network (if applicable).

If you receive an error 429 message while installing OfficeMate Server to upgrade a new instance of Microsoft SQL Server 2008 R2 Standard, ensure that the Microsoft SQL Server 2005 Backward Compatibility Components are installed on the server. Click here for more information on these components.

If you receive an error 429 message while you are using the Patient Ledger, go to the "Correcting Error 339" Knowledge Base article (linked below) and complete the instructions in the article.

If you are using OfficeMate/ExamWRITER v8 or below and you receive an error 429 message that states that the ActiveX component cannot create the object, ensure that you are logged into the computer as an Administrator, navigate to your OMATE32 folder, and double-click on the ~OMRegAll.bat file to re-register all of your OfficeMate/ExamWRITER files.

If you

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Dymo LabelWriter 450 and 450 Turbo

June 13, 2012, 5:52 pm
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OfficeMate 10.0 and later interfaces directly with Dymo software version 8. If you ae using OfficeMate 9.5 or lower or OfficeMate Enterprise 1.0 or 2.0, follow the instructions below.

Before using the Dymo LabelWriter 450 or 450 Turbo printer with OfficeMate or OfficeMate Enterprise, you must install updated printer drivers from Dymo. Follow the instructions below to properly connect the printer, install the software, and install the updated printer drivers.

  1. Connect the Dymo LabelWriter 450 to your computer via a USB port.
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Error 380 in ExamWRITER

June 13, 2012, 7:24 pm
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If you receive error 380 (invalid property value) in ExamWRITER, the program is possibly trying to find a list box selection that has been deleted.

For example, if you receive this error when you click Phoria fields on the Vision/Rx tab in a patient's exam, you need to add tests to the Test drop-down menu to ensure that there are six test selections in the drop-down menu. To resolve the error, click Continue, press F12 in the Test drop-down menu, add a test to the Code Maintenance window, and click Save/Exit. Click Save/Exit to close the Phoria window and then exit the exam and ExamWRITER and then reopen ExamWRITER and the exam.

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Errors 9, 440, and 512 (Monthly Production - Provider Comparison Custom Report)

June 13, 2012, 7:30 pm
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Abstract: If you are creating the Monthly Production - Provider Comparison custom report and receiving run time error 9 (subscript out of range), run time error 440 (automation error), and then error 512 (which forces you to quit), recreate the report for all providers and all locations. There is a current known issue in OfficeMate v10.5 that causes these errors if you attempt to create the Monthly Production custom report by specific providers or specific locations; our Development team is aware of this issue and is working to resolve it in a future version of OfficeMate.
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Modifying Your InfoExchange.prop File (McKesson Users)

June 19, 2012, 12:26 am
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You must complete these instructions on each workstation from which you will be submitting insurance claims to McKesson.
Note: Your OfficeMate folder may be C:\OfficeMate or C:\OMATE32. Use the name of your OfficeMate folder throughout these instructions.

  1. Navigate to your C:\OfficeMate folder.
  2. Open the InfoExchange.prop file in Notepad:
    a. Right-click the InfoExchange.prop file.
    b. Select Open or Open With.
    c. Select the Select a program from a list of installed programs radio button.
    d. Select Notepad.
  3. Type your username provided by OfficeMate after the "emf.clientID=" text.
    Note: Your EMF login can be found on your McKesson filing information sheet under your username. Your EMF login is a lowercase "c" followed by your six digit submitter ID number.
  4. Type your EMF client login password provided by OfficeMate after the "emf.clientPassword=" text.
    Note: Your EMF login can be found on your McKesson filing information sheet under password.
  5. Type the appropriate information on the local.uploadDir and local.downloadDir lines. Replace "C:\OMATE32\DATA" with the path to your OfficeMate data directory (as retrieved in step 1 above).
    local.uploadDir=C:\OfficeMate\DATA\EMC\OutBound
    local.downloadDir=C:\OfficeMate\DATA\EMC\Inbound
    Note    : If you do not know the path to your OfficeMate data directory, open OfficeMate, click Help, and select About OfficeMate. Your data directory is listed on the window that opens (for example, Data Dir: C:\OfficeMate\DATA).
  6. Save and exit the file.
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Maintaining Receiver Information (McKesson Users)

June 20, 2012, 12:13 am
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You must complete the instructions in this section before sending insurance claims to McKesson.

OfficeMate 9.0 or later and OfficeMate Enterprise 2.0 users should perform the following steps:

  1. Open the Third Party Processing window.
  2. Click the Maintenance & Options icon.
  3. Select McKesson - ANSI 837 from the Receiver drop-down menu.
  4. Click Display.
  5. If this is the first batch of insurance claims that you are sending from OfficeMate to McKesson, type TEST in the Test/Prod Indicator text box. After you past the tests, type PROD in the Test/Prod Indicator text box.
  6. Type CLAIMSCH followed by seven spaces in the Receiver ID text box.
  7. Type ECGCLAIMS in the Receiver Code text box.
  8. Type your Electronic Mailbox Facility (EMF) login assigned by McKesson in the Senders Code text box.
    Note: Your EMF login can be found on your McKesson filing information sheet under your username. Your EMF login is a lowercase "c" followed by your six digit provider number.
  9. Ensure that the Carriage Return check box is not selected.
  10. Click Save.

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ExamWRITER Fix Open Charges Utility

June 28, 2012, 12:20 am
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Note: The information in this article is applicable to OfficeMate Enterprise 2.0.43 and above and OfficeMate Suite 9.0.11 and above users. You only need to use this utility once.

If, when you open closed exams in ExamWRITER, open charges from those exams that have already been billed are recreated in OfficeMate fee slips, follow the instructions below and use the ExamWRITER Fix Open Charges Utility. This utility closes the open charges that were recreated; it also stops charges from being recreated in OfficeMate fee slips when you open closed exams in ExamWRITER. This utility closes all open ExamWRITER procedure code charges.

  1. Ensure that you have posted all valid open charges in OfficeMate.
  2. Click http://oss.ome.s3.amazonaws.com/EWFixOpenChargesNEW.exe.
    The File Download - Security Warning window opens.
  3. Click Run.
  4. If the Internet Explorer - Security Warning window opens, click Run.
    The Fix Open Charges window opens.
  5. Click Fix Open Charges.
  6. Close the Fix Open Charges window after the utility is finished running.
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