If you are submitting paper insurance claims in OfficeMate, see one of the attached PDFs for tips on setting up OfficeMate. If you are using OfficeMate v7.2 through v9.5, see the "Paper Claims Setup Tips" document; if you are using OfficeMate v10, see the "Paper Claims Setup Tips OM10" document; and if you are using OfficeMate v12 or above, see the "Paper Claims Setup Tips OM12" document. The purpose of these documents is to help ensure that your correct NPI and legacy ID numbers are set up in OfficeMate.

If you are a VisionWeb user, see one of the attached PDFs for tips on setting up OfficeMate. If you are using OfficeMate v7.2 through v9.5, see the "VisionWeb Setup Tips" document, if you are using OfficeMate v10; see the "VisionWeb Setup Tips OM10" document; and if you are using OfficeMate v12 or above, see the "VisionWeb Setup Tips OM12" document. The purpose of these documents is to help ensure that your correct NPI and legacy ID numbers are set up in OfficeMate.

If image thumbnails from ECR Vault are not displaying in ExamWRITER exams, perform the following steps:

1. Open ECR Vault.
   Navigate to C:\Program Files\Comsquared\ECR Vault\Retriever\ECRVault.exe.
2. Click Tools and select Settings.
3. Click the Connectivity tab.
4. Edit the Server to "http" rather than "https."
5. Save your changes and close ECR Vault.
6. Repeat these steps on each workstation.

OfficeMate/ExamWRITER 12.0.3 SP5 is now available to download! This service pack tightens security access to the business insights financial dashboard, so that you can better control who in your practice has access to the financial data displayed in the dashboard; allows you to link multiple diagnosis codes to one procedure code; and allows you to easily report on PQRS Measure #317 for high blood pressure.

Downloading 12.0.3 SP5

Download the service pack [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. 

Important Note:We highly recommend that you hire a Microsoft Certified Professional to evaluate and install SQL Server on your system. We recommend partnering with Think Smart for your IT needs. Contact Think Smart at 800.941.4913, option 2, or sales@thinksmartinc.com.

The purpose of this knowledge base article is to provide IT professionals with a high-level outline of the steps necessary to reinstall Microsoft SQL Server on a secondary server. This article is not intended to be a step-by-step guide on how to install and set up Microsoft SQL Server. You can successfully install your Microsoft SQL Server with the help of this article in addition with the expertise from a qualified IT professional.

Before continuing, review the required SQL versions and editions for OfficeMate at https://www.officemate.net/officemate_sys_req.aspx#software.

There are two options for upgrading Microsoft SQL Server:

Option A: Upgrade Your SQL Server Instance from SLQ Server 2005 Express (4 GB Limit) to SQL Server 2008 R2 Express Edition (10 GB Limit)

1. Back up your OfficeMate database. For more information on backing up your database, go tohttp://www.officemate.net/omkb/Article.aspx?id=10006.
2. Download Microsoft SQL Server 2008 R2 SP2 from Microsoft. The installation file must use the same archit

Microsoft is urging everyone to upgrade to Windows 10, and this is catching some users by surprise. In addition to finding a new operating system when they arrive in the morning, some users have reported that they cannot log in to OfficeMate and ExamWRITER from their workstations.

Problem

Microsoft tightened security in Windows 10 so that applications are restricted from using network drives. This restriction interferes with OfficeMate and ExamWRITER talking to the OfficeMate server and prevents you from accessing your eDcouments.

Solution

Restore application access to network drives, as it was prior to the Windows 10 upgrade by editing the Windows registry.

Contact your certified network technician and refer him or her to this article from Microsoft: https://support.microsoft.com/en-us/kb/3035277

The registry must be edited on each workstation.

Note: If you don’t have a certified network technician, Eyefinity recommends Think Smart, Inc.

Contact customer care at officematesupport@eyefinity.com or 800.942.5353 if you have any questions about enabling network access.

OfficeMate can share patient demographic information with otto to help you save time and eliminate double entry of data. To integrate OfficeMate and otto, you must install and run the EFSync Config utility on your OfficeMate server.

Once the integration is enabled, you will maintain patient demographics in OfficeMate only; the demographics fields in otto will become read only.

Note: This integration requires OfficeMate 12.0 or later and otto 3.0 or later:

• To download the latest version of OfficeMate, go to MyInstallCenter.
• To download the latest version of otto, tap the App Store on your iPad's home screen, tap Updates, and if otto is listed among the Available Updates tap Update.
  

Gathering information
Before you download and install EFSync Config, you will need the following information:

• Your practice's eyefinity.com username and password
• A recent Eyefinity statement

Setting Up otto
Contact otto support at 855.999.OTTO (6886) or e-mail support@seeotto.com to initiate the integration. Once your integration is initiated, you will receive a confirmation email and phone call from otto support. Please allow 2–3 business days

Installing EFSync Config
Af

The following steps should be completed by your certified network technician:

1. On your server, assign the Everyone group Full Control (Share) permissions to the following DATA directories:
   – Drive:\OfficeMate\DATA or
   – Drive:\OMATE32\DATA
   
2. On your server and workstations, assign the local or domain users Modify, List & Execute, Read, and Write (NTFS) permissions to the following directories:
   – Drive:\OfficeMate\ or
   – Drive:\OMATE32\
   
   – Drive:\Program Files\3D-Eye or
   – Drive:\Program Files (x86)\3D-Eye Draw
   
   – C:\Windows\omate32.ini
   
3. On your server, assign the local or domain users Modify, List & Execute, Read, and Write (NTFS) permissions to the following directories:
   – Drive:\OfficeMate\DATA or
   – Drive:\OMATE32\DATA
   
4. Verify that the following programs in the OfficeMate or OMATE32 folder are not set to "Run as administrator":
   – Login.exe
   – LoginDotNet.exe
   – Omate.exe
   – Query.exe
   – OMEScheduler.exe
   – HomeOffice.exe
   – ExamWRITER.exe
   

Note: Beyond the Windows permissions/access requirements noted above, there may also be additional local group policies, domain group policies, and other security software (e.g., firewalls, antivirus) that may prevent OfficeMate/ExamWRITER from functioning. Any of those other security measures that may be present also need to be addressed or disabled by the practice’s certified network technician. "Run as administrator" should not be used as a workaround.

If you receive a "Wait for Server Install" error while installing OfficeMate/ExamWRITER, the install isn't seeing specific files on the network that indicate the server has been completely installed. There are several possible reasons for this error, so you may need to work through several solutions to find the cause.

1. Check to See if the OfficeMate Server installer has completed the installation or upgrade.

If this is occurring while installing OfficeMate/ExamWRITER during an upgrade, confirm that the OfficeMate Server installation has already been completed successfully on the server. OfficeMate Server must be installed on the server before OfficeMate/ExamWRITER can be installed on any workstation.

2.Make sure OfficeMate and ExamWRITER are closed.

The OfficeMate/ExamWRITER installer cannot update files while either of the programs are open on the workstation

3. Ensure that User Account Control (UAC) is set to "Never Notify" and the PC has been rebooted since that setting was updated.

1. On the affected workstation, navigate to the Windows Control Panel.
2. Click User Accounts.
3. Click Change User Account Control Settings.
4. Click and drag the slider to Never Notify.
5. Click OK to save and close the User Account Control Settings window.
6. Restart the computer.

4. Check for multiple Omate32.ini files.

On the affected workstation, perform a file search (All Files and Folders) for duplicate copies of the Omate32.ini file. Delete the duplicates, leaving only the one Omate32.ini file in the Windows directory.

Also check the AppData and VirtualStore folders for duplicate Omate32.ini files:

1. Navigate to the followin

Occasionally, a payment may be accidentally entered on the incorrect date. For example, the payment should have been entered on 07/15/2016 but was accidentally entered with posting date of 07/14/206. To correct this error, you'll need to follow these general steps:

1. Change the posting date to the date the payment was incorrectly entered on.
2. Reverse (version 9 and later) or Delete (version 8 and earlier) the payment.
3. Change the posting date to the correct date that the payment should have been entered on.
4. Re-enter the payment.
   Note: Don't forget to change the posting date back to today's date.

Refer to the specific instructions below.

OfficeMate 9 and Later

1. Set the posting date:
   1. Open OfficeMate Administration.
   2. Click File and select Change Posting Date.
   3. Enter the date that the payment was entered in error and click OK.
2. Reverse the payment:
   1. In OfficeMate, click the Receipts icon and select Receipts and Adjustments.
   2. Search for the patient by name.
   3. Click History.
   4. Click the payment that needs to be corrected and click Select.
   5. Click Reverse/Correct.
   6. From the Adjustment Type drop-down menu, select Payment Reversal.
   7. Tyep a reason for the reversal and verify that the Recorded By field is correct.
   8. Click Record.
3. Change the posting date to the date on which the payment should have been entered.
   Note: Repeat the steps in step 1 above.
4. Re-enter the payment:
   1. In OfficeMate, click the Receipts icon and select

Follow the instructions listed here if any of the following actions results in a "Negative priced items are not allowed. Please correct price." error:

• Running the End of Day process;
• Creating a new fee slip; or
• Recording, deleting, or voiding a fee slip.

This situation can be caused by a fee slip that was not recorded completely before transferring balances, processing returns, or canceling the associated eyewear or contact lens order. It can also be caused if the fee slip was in edit mode when returns were processed causing the VSP order or electronic lab order to be canceled. Perform the following steps to remedy the issue.

Record the Fee Slip

Attempt to record the fee slip. If the Fee Slip can't be recorded or recording the fee slip doesn't resolve the issue, continue to the next step.

Reset the Fee Slip

If there have not been any insurance payments or returns on the fee slip, perform the following steps:

1. Open the fee slip
2. Click the Insurance drop-down (in the center of the Fee Slip window), and select None.
3. Click Record and close the fee slip.
4. Reopen the fee slip and click Edit Slip. This will reset the Fee Slip to its original state.
5. Click the Insurance drop-down (in the center of the Fee Slip) and select the desired insurance carrier. The fee slip can then be modified as needed.
6. Click Record and close the fee slip.

Correct any VSP Errors

If the fee slip cannot be recorded because a VSP error occurs, but VSP is not the insurance selected on the fee slip, perform the following steps::

1. Open the order associated with the fee slip.
2. Select the Canceled radio button.
3. Make note of the canceled by Name and Date associated with the order (in the

CMS is making minor changes to the ICD-10-CM code set, Although these changes are referred to as the “2017” ICD-10 update, they are effective October 1, 2016. In some cases, CMS added new codes and retired others. In other cases, only the description associated with the code changed. October 1 is the so-called “cutover date.” The updated codes apply only to claims with a service date of October 1 or later. Claims with a service date of September 30 or earlier will continue to use the 2016 codes. Billers should familiarize themselves with the changes. Billers should be prepared to verify that the correct codes are appearing on claims Review the ICD-10 2017 Updates document to see the complete list of code changes.

All OfficeMate/ExamWRITER 8.0 users must download and run this updater prior to seeing patients on or after October 1, 2016.

Notes:

• OfficeMate 12.0 users should go to MyInstallCenter to download and install 12.0.3 Service Pack 7.
• You must be running OfficeMate/ExamWRITER 8.0.25 to run this updater. If you need to download and install version 8.0.25, click here.
• This updater will work with OfficeMate/ExamWRITER 8.0.25 Access and SQL databases.
• You may run this updater anytime prior to October 1; however, be careful not to select any of the new ICD-10 codes prior to October 1.

To download and run the ICD-10 Updater, follow the instructions below:

1. Download the ICD-10 Updater [click here to download] and sa

OfficeMate can automatically use unapplied balances on the patient's current fee slip. Simply set up your preferences by following the instructions below.

OfficeMate 9.0 or Later

1. Open OfficeMate Administration, click Setup and select Preferences.
2. Click the Finance tab.
3. Select Yes for Apply Patient Unapplied Amount from Fee Slip.

OfficeMate 8.0 or Earlier

1. Click Setup and select Preferences.
2. Click the Other tab.
3. Select Yes for Apply Patient Unapplied Balance from Fee Slip.

The expansion of ICD-10 codes has caused some users to hit the limit of the text box. We'll expand the limit in a future release to accommodate more, longer codes, but in the meantime, here's a workaround:

1. Once you reach the limit of your current CDS template, click Save.
2. Create a new CDS template.
3. Enter the remaining diagnosis codes.

The diagnosis will trigger one CDS rule or the other.

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.

To set up the NIDEK NAVIS-EX ExamWRITER Equipment Interface, follow the instructions below and download the necessary setup files:

1. Download the emrmiddleware.zip file at http://www.officemate.net/dwnld/EW/emrmiddleware.zip and extract the files to the C:\NIDEK\EMR\Client folder on each computer on which you are setting up the interface.
2. If you are using NIDEK NAVIS-EX version 1.3.7, download the NAVIS-EX EMR Upgrade.zip file at http://www.officemate.net/dwnld/EW/NAVIS-EX EMR Upgrade.zip and extract the files to the Desktop on each computer on which you are setting up the interface.
3. If you are using NIDEK NAVIS-EX version 1.4.1, download the NAVIS-EX EMR Upgrade (from Ver1.4.1).zip file at http://www.officemate.net/dwnld/EW/NAVIS-EX EMR Upgrade (from Ver1.4.1).zip and extract the files to the Desktop on each computer on which you are setting up the interface.
4. If you are using NIDEK NAVIS-EX version 1.5.1 or above, download the EMRUpgrade151.zip file at http://www.officemate.net/dwnld/EMRUpgrade151.zip and extract the files to the Desktop on each computer on which you are setting up the interface.
5. Navigate to the Desktop on each computer on which you are setting up the interface and double-click on the extracted EMRUpgrade.exe file.

For further instructions on setting up and using the NIDEK NAVIS-EX interface, read the "Using the NIDEK NAVIS-EX Interface" chapter in the ExamWRITER Equipment Integration User's Guide.

If you are using the ExamWRITER equipment interface with Nidek Navis-EX software version 1.5.1 or above 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 EMRUpgrade151.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 NAVIS-EX EMR Upgrade (from Ver 1.5.1 US).zip file.
3. Double-click the EMRUpgrade.exe file.
   The Navis-EX software is updated and the issue is resolved.

If you installed OfficeMate/ExamWRITER 12.0.3 SP7 (either on Eyefinity.com or MyInstallCenter) on or before October 10, 2016, we recommend that you download and install the SP7 Patch that includes the following fixes:

• The hypercholesterolemia impression in ExamWRITER now properly autocodes with the E78.00 code (instead of the E78.0 code).
• The POAG optic nerve impressions in ExamWRITER now properly autocode with the 2027F procedure.
• Updated EHM (Eye Health Management) codes were added to the diabetes selections in ExamWRITER.
• You no longer receive a severe error while submitting VSP orders on which dispensing fees were automatically recorded.

Downloading and Installing the OfficeMate/ExamWRITER 12.0.3 SP7 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 12.0.3_SP7_Update1.exe. 
   The Open File - Security Warning window opens.
5. Click Run. 
   The WinZip Self-Extractor window opens. 
6. Click Browse,

If you did not purchase your barcode printer from Eyefinity or from Think Smart, Inc., you can purchase the documentation we have written to set up your new printer by calling us at 800.269.3666. Support for your printer from our Customer Care team is also included with this purchase. The purchase price for the documentation and support is $125; this price does not include barcode labels, programming, or cables. If you purchased the printer directly from us or from Think Smart, Inc., this cost is already included in the purchase price of the printer.