Knowledge Base
Your search for returned 125 results across 1 page(s). Search Category: Maintenance. Software Version: All Versions.
| Creating Staff Types Staff types are used to allocate appointments to staff groups. When you add a user, you allocate them to a staff group from this list you are creating now, they will then be bookable for the appointments in that group. (The appointments are added in the “Appointment Types” tab). For example, contact lens opticians will be assigned contact lens aftercare appointments and contact lens trial appointments but not eye exam appointments.
In the Staff Types tab in the maintenance module, fill in the boxes at the bottom of the page from left to right.
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| Creating Or Editing Form Permissions This is your security section. You can create a group of permissions allowing anyone assigned to that group access to certain sections and functions of the system. For example, only a manager would be able to carry out a write off or refund.
Navigate to the Form Permissions tab in the maintenance module.
The top section of the screen would need to be filled out first. This is where you name your permission group E.g. Manager
Fill in the boxes from left to right.
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| Add A New User Please note: We recommend that you complete the “Staff Type” and “Form Permissions” tabs before completing the users tab. If you have not already done so, please go back to “creating staff types” and “creating or editing form permissions” in the knowledgebase.
Navigate to the Users tab in the maintenance module.
Fill in the user details in the lower half of the screen as shown below.
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| Custom Appointment Durations You may have a user who needs a different amount of time to carry out an appointment to the one that the appointment is set to. E.g. You may set an eye exam to be 30 minutes, but your pre-reg optometrist may need 45 minutes. In order that the correct amount of time is blocked out for the pre-reg, without users having to manually alter appointment times, you can create custom appointment lengths:
In the users tab in the maintenance module.
Click custom appointment durations button.
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| Choose KPI Recipients If you would like KPI’s to be sent to users, you can set that in the 'Misc. 2' tab of maintenance.
Select the user from the dropdown list.
Select the branch of the KPI’s you want the user to receive.
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| Adding Appointment Types
In the maintenance module, navigate to the Appointment Types tab.
Start on the top half of the page by adding the appointment types you need:
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| Assigning Appointment Types To Users Once the appointment type has been added it needs to be assigned to a staff type. This allows you to control which appointments appear in which Clinicians appointment clinics. (If you have not already added your staff types, please see the “Creating staff types” article.)
Navigate to the Appointment Types tab in the maintenance module.
Assigning appointments to staff types is done on the bottom left hand section of the screen.
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| Assigning Appointment Types To Recall Schemes Scheme types link appointments to recalls, forms and record printing. An appointment type assigned to the scheme type Eye Exam, will mean during clinic preparation if the patient is entitled to an NHS exam a GOS1 form will be printed. It also means that an eye exam paper record will be printer (rather than a contact lens paper record)
The scheme type to appointment type link is also important if you have the feature ‘arrival resets recall turned on (branches tab). If this feature is turned on when a patient attends an appointment the system checks the scheme type linked to the appointment, if the patient has a recall communication in the pending communications section of their record of the same scheme type it will automatically update their communication send date. This is a failsafe so that if the patients recall does not get updated the patient does not receive a recall reminder shortly after attending an appointment.
In the maintenance module navigate to th... Maintenance - i-Clarity |
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| Replace Appointment Types You can replace old appointment types using the “Delete old appointment types” button in the appointment types tab.
Please note: The old appointment will be renamed everywhere in the system. In patient’s appointment tabs any appointment previously booked will now appear to have been the new appointment type. Any appointments booked in the system will be renamed to the new appointment type. If you want historical appointment information to remain the same, but the appointment to no longer be available please see the “Remove appointment types” section below.
In the maintenance module, go to the Appointment Types tab.
The “Delete Old Appointment Types” button is at the bottom right hand corner:
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| Remove Appointment Types You can stop the appointment from being booked in the future without altering any previous information. Any previous appointments of this type will still show in the patient’s appointment tab. Any appointments booked but not yet completed will still show as this appointment type on the report, but if you open the appointment to edit it you will have to change to a new appointment type.
To remove an appointment type, go to the Appointment Type tab in the maintenance module.
We will be working on the bottom left hand side of the screen:
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| Manage And Assign Practice Resources If you have resources in your practice that are limited, you can add them to i-Clarity so that they can be assigned to an appointment. The colour of the appointment will change to reflect that the resource will be in use, so others are aware not to book another appointment at the same time with the same resource. Examples of could be if you only have one coloured overlay set, or one disabled parking space:
In the resources tab in the maintenance module, fill in the boxes at the bottom from left to right.
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| Cancellation Reasons This is where you can populate reasons a patient record may be cancelled. A cancelled patient’s record will not allow any appointments to be booked, no transactions to go through, and no communications to be sent.
Go to the cancellation reasons tab in the maintenance module and fill in the boxes at the bottom of the page from left to right.
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| Add A New GP In the maintenance module, go to the GP tab.
This is where you can populate the Genreral Practitioner’s in your area that can then be added to a patient’s file, i-Clarity will then use this to fill in NHS forms etc.
Fill in the GP’s detail in the boxes at the bottom of the page.
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| Allow Users To Edit GPs Without Maintenance Access You can allow users to modify GP records even if they do not have maintenance access. To enable this, navigate to the 'Misc.' tab in maintenance and locate the checkbox “Allow users to modify GP records”.
If this is checked then users will be able to modify the details of a GP for all patients assigned to that GP from a patient’s record.... Maintenance - i-Clarity |
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| Replacing GPs When A GP Retires Or Leaves A Practice In order to keep your GP list tidy, when a GP retired or leaves a practice, we suggest that you use the spreadsheet function in the GP tab in maintenance to replace the GP with another GP at the practice.
Navigate to the 'GP' tab in the maintenance module.
Click on the Create GP spreadsheet button. This will open a new window... Maintenance - i-Clarity |
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| Add College Or School Details In the maintenance module, go to the Colleges tab. This is where you can add the colleges that are local to your practice to add to patients files. i-Clarity will use this to fill in NHS form etc.
Fill in the college information into the boxes at the bottom of the page.
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| Allow Users To Edit Colleges Or Schools Without Maintenance Access You can allow users to modify college records even if they do not have maintenance access. To enable this, navigate to the 'Misc.' tab in Maintenance and tick the “Allow users to modify college records” checkbox.
If this is checked then users will be able to modify the details of a college for all patients assigned to that college from a patient’s record.... Maintenance - i-Clarity |
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| Adding Corporate Company Details When someone else is paying for services or products on behalf of the patient, the balance is cleared off the patient’s record as they do not owe any money. The balance to be paid goes into the deferred payments module, so that you can track what is owed.
Payments due for GOS forms on the NHS are already set up to go to deferred payments, but you may have other third party payers such as eden red, or a local company that uses your services for their employees.
You can add the details of any corporate clients that you use for their eye care, and third party national corporate schemes. This can then be added to a patient’s record and when a corporate fee goes through the till the fee will go into the correct corporate file in deferred payments. You can also use a corporate to automatically pay a product off into the correct deferred payment folder. E.g. you can have an Eden Red eye exam fee and when this is selected it will not go through to the till page, ... Maintenance - i-Clarity |
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| Adding Patient Sources This is where you can add options of how your patients may have heard of you and add it to their record. This list is also used in the attendance reason drop down list when you are booking appointments. This is useful for recording how successful marketing campaigns are or how many patients have been recommended to your practice using the reports in i-Clarity.
Go to the 'Patient Sources' tab in the maintenance module.
Fill in the boxes at the bottom of the page, from left to right, with the name of the source, any notes, and the branch from the dropdown list.... Maintenance - i-Clarity |
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| Setting Up Occupations You can create a list of occupations to record in a patient’s record. There will be a list of common occupations already in i-Clarity, but you can add more in the 'Occupations' tab in the maintenance module.
Add the occupation and any notes in the boxes at the bottom of the page.... Maintenance - i-Clarity |
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| Enable A Prompt To Display When Patient Details Are Missing You can select certain fields in patient records as prompted fields. This means that if this field is not filled in, when the user leaves the patient record a warning message will show up. To set these fields go to 'Misc. 2' tab in the maintenance module.
Tick the box(es) of the field(s) you would like to recieve prompts for.
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| Set Default Communication Preferences In patient records, there are dropdown lists for email and SMS communication options to help with GDPR rules. The customer can choose to accept or decline receiving email updates, and, if they are happy to receive SMS messages, recall only, or phone only on their mobile. You can set the default for the lists in the branches tab in the maintenance module
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| Create Custom Patient Folders You can add documents to patients records such as hospital letters, field results, previous records etc. You can separate the documents out into different folders to make it easier to find what you are looking for when you retrieve them. If you wish to add any extra patient folders, such as PEARS/MECS paperwork in their own folder, you can do so in the 'Misc. 4' tab of maintenance:
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| Change Patient Notes Display Period i-Clarity creates a number of system notes in patient activity for when appointments are booked, changes are made to the patient front page, communications are sent etc. You can choose how long these notes stay in the system for to keep the patient activity tab tidy.
Enter the number of days you would like to keep the notes for in the box:
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| Find The Location Of Recall Or Adhoc Docs Folders You can find the folder location in the “Branches” tab of Maintenance:
If the word document you are saving is a recall letter the file location where you need to save the document is the Recall Communications Path.
If it is any other communication, such as a marketing letter, the file location where you need to save the document is the Adhoc Communications Path.
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| Adding Mail-Merge Fields To A Communication Mail-merge “placeholders” will enable patient’s details to be mail merged into your document. To begin this process, you need to export a sample mail merge file from i-Clarity to use in your document.
Log in to i-Clarity and go to the “further details” tab in patient records.... Maintenance - i-Clarity |
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| Creating Recall Schemes And Stages i-Clarity recalls can be separated into three sections: schemes, stages, and communications. The function of the recall schemes is to manage the expiry date of the patient’s prescription and when the patient is due for another appointment. Stages manage the time intervals of the patient’s reminders. Communications allow you to individualise your reminders to different groups of patients and manage the order of your communication type preferences.
This article looks at the first 2 steps, setting up recall schemes and stages.
Recall Schemes
Navigate to the Recall Scheme tab in the maintenance module.
Working in the top half of the screen, you need to add each of the schemes that you want available for use, filling in the boxes just below the grid from left to right.
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| Setup Recall Communications i-Clarity recalls can be separated into three sections: schemes, stages, and communications. The function of the recall schemes is to manage the expiry date of the patient’s prescription and when the patient is due for another appointment. Stages manage the time intervals of the patient’s reminders. Communications allow you to individualise your reminders to different groups of patients and manage the order of your communication type preferences.
This article looks at Recall Communications.
The communication defines the content of the recall the patient receives and how they receive the recall. It also allows you to breakdown each communication stage into age groups so that you can send different content to each group in different ways.In the maintenance module, go to the Recall Communications tab.
Select the recall scheme you want to add communications to, from the dropdown list.... Maintenance - i-Clarity |
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| Create Ad-Hoc Communications This is where you can set up any kind of communication other than a recall. You will need to create a sample merge file to set up your documents with the correct merge fields.
Mail-merge “placeholders” will enable patient’s details to be mail merged into your document. To begin this process, you need to export a sample mail merge file from i-Clarity to use in your document.
Log in to i-Clarity and go to the “further details” tab in patient records.... Maintenance - i-Clarity |
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| Automated Appointment Confirmations (General) You can set the system to automatically send appointment confirmations and reminders.
In the Branches tab of Maintenance, click on the 'Appointment Confirmations' button. This will open a new window. (Please note: There is also an appointment confirmations button in the “Appointment Types” tab. This will update the appointment confirmation communication for the branch you are logged in to only.)... Maintenance - i-Clarity |
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| Automated Appointment Confirmations (Specific) You can set the system to automatically send appointment confirmations and reminders. You can create different messages for different appointment types, E.g. you may want to include a reminder to wear contact lenses for an aftercare appointment.
In the Branches tab of Maintenance, click on the 'Appointment Confirmations' button. This will open a new window. (Please note: There is also an appointment confirmations button in the “Appointment Types” tab. This will update the appointment confirmation communication for the branch you are logged in to only.)... Maintenance - i-Clarity |
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| Automated Appointment Reminders You can set appointment reminders in the maintenance module in the Misc. 2 tab.
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| Set SMS From Name In the Branch tab of Maintenance there is a text box for you to type in what name you would like to appear as the sender on your SMS messages.
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| Create Email Footer You can add an email footer in each branch tab that will be added to the bottom of all emails sent through i-Clarity:
Double click on the text box. This will open a new window... Maintenance - i-Clarity |
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| Automatically Delay Multiple Recalls In Misc. tab of Maintenance there is a check box that will stop patients receiving multiple recalls.
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| Send Long SMS Without Prompting There is a character limit of 160 per SMS message. If you go over this character count, there will be additional charges.
In the Misc. 5 tab of Maintenance there is a “send long SMS without prompting” checkbox.
If this checkbox is not checked, when sending mass communications such as recalls or marketing, the communications will fail to send if the SMS messages are over 160 characters.
If the box is checked, then the communications will send, even if the character limit has been exceeded, but you will be charged for additional messages.
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| SMS Path For External Software If you are using an external SMS messaging service, not provided by i-Clarity, you can put your SMS Exe Path in the Misc 6. Tab of Maintenance.
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| Adding A Computer To i-Clarity Before i-Clarity can be used on a computer it needs to be added to the i-Clarity system. To do this you will need to add the computer in maintenance on an existing computer.
In the Computers tab, fill in the first column of information.
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| Enable Password Protection Throughout i-Clarity i-Clarity allows you to password protect individual areas and functions of the system.
Navigate to the Password Protection tab in the maintenance module. This tab allows you to add the requirement to enter your password when accessing certain areas of the system. This is done per computer because you may want to have a increased level of module password protection on front of house computers where staff move between computers compared to a consulting room where there is no or little change of computer user.
Each column, when ticked, requires a password to open the corresponding module button in i-Clarity. We recommend as a minimum the financial modules of the system have password protection active.
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| Connecting POS/Receipt Printers, Printers, Barcode Printers And Scanners Please note: Any devices supplied by i-Clarity can be added with the support of the i-Clarity team.You should add the device from the computer that the device is physically connected to.
Go to the Devices tab in the maintenance module.
Fill in the empty boxes in the first column.
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| Adding Clinical Equipment Please note: Any devices supplied by i-Clarity can be added with the support of the i-Clarity team.You should add the device from the computer that the device is physically connected to.
You can create a list of tonometers used in the Misc 5 tab of Maintenance
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| Set NHS Voucher Limits This function allows you to set a maximum lens price covered by an NHS voucher. E.g. If you usually dispense patients with an NHS voucher A with a lens that is on the system at £50, you can set the system to discount the £50 to the voucher value when you click the “Adjust Lens Prices” button in the dispense module.
In the maintenance module, go to the Misc. 3 tab.
Fill the boxes in from left to right as shown below.
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| Assign Default Order Types For A Branch In the dispensing module there is an order type drop down list where you can select from options such as prepare and advise, remote edging, uncut ect. You can set a default for this list so that your most common order type is already selected so that you do not have to change it each time.
Navigate to the correct branch using the arrow buttons in the top left-hand corner.... Maintenance - i-Clarity |
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| Set Default Blank Sizes In the Misc. 3 tab in the maintenance module, you can set default blank sizes.
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| Set Default Workshop For Dispensing When dispensing, you select the workshop that your order is going to. If you generally use one workshop more than the others you can set a default workshop in the branches tab. When you go into the dispensing module, your default workshop will already be selected. This can be changed manually at the time of dispense if needed.
In the branches tab select your default workshop from the dropdown list. This list is populated from the suppliers tab.
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| Set 'Order Lenses' To Default In the misc 3 tab of Maintenance you can tick the “Order Lenses by Default” check box. This will then automatically check the “order lenses” checkbox in the dispensing module.... Maintenance - i-Clarity |
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| Create A Promotion You can create promotions packages in the promotions tab in maintenance. This allows the user to select frames and lenses at reduced prices when they select the promotion in the dispense module. You can add either frames or lenses or a combination of both. If you add both frames and lenses to a promotion you will only be able to select a combination of the promotion frames and lenses for the promotion to work.
Creating a promotion
In the maintenance module go to the promotions tab.
Fill in the boxes from the top half of the screen from left to right.
In the first box, type in the name of the promotion. This is what will show up in your promotions list in the dispensing module.
In the next box, choose from the dropdown list which branch this promotion is available in.
If you have a start date for the promotion you can select this from the date box, or check the box for “remove date” if you don&... Maintenance - i-Clarity |
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| Editing And Deleting Promotion Products Promotions allow the user to select frames and lenses at reduced prices when they select the promotion in the dispense module. You can add either frames or lenses or a combination of both. If you add both frames and lenses to a promotion you will only be able to select a combination of the promotion frames and lenses for the promotion to work.
In the promotions tab in the maintenance module, highlight the promotion you wish to edit by clicking on it in the top half of the screen. The arrow shows which promotion you are editing.... Maintenance - i-Clarity |
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| Deleting Dispensing Estimates When you load the dispensing module, if there are lots of dispense estimates in the patient’s record it can take longer to open the module. To help with this you can set i-Clarity to delete dispense estimates after a given number of days.
Navigate to the Misc tab in the maintenance module
Tick the checkbox 'Delete Dispense Estimates after'.
Type in the number of days you want the dispenses to stay in the system before being deleted
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| Set Default Deposit Prompt And Percentage You can set the system to prompt for a deposit at a chosen percentage in the Misc. tab of Maintenance.
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| Require Registered Optician Sign-Off For U16 Due to regulations regarding dispensing spectacles to under 16’s, you can stop anyone who isn’t a registered professional from collecting spectacles off the system.
If this box is checked, when a user tries to collect spectacles off the system it will require the password of a registered professional.
If the checkbox is unticked, any user will be able to collect spectacles on the system.
This box is checked by default and is recommended.... Maintenance - i-Clarity |
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| Setup Banks To Be Used For Patients Direct Debit Payments When you are setting up a direct debit for a patient and you enter their bank details, i-Clarity can pull through the bank’s address based on the sort code entered. You can populate a list of banks and addresses in the Banks tab in the maintenance module.Fill in the boxes at the bottom of the page from left to right.
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| Collection Methods You can set different ways for direct debit / standing order money to be collected. You may offer a third party eyecare plan as well as allowing patients to set up standing orders or collect your own direct debits. You can set a list of different collection types in the collection method tab in the maintenance module. When you set up a mandate for a patient, these options will be available to select in the mandate.
Fill in the information at the bottom of the page.
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| Direct Debit And Standing Order Communications When you set up a direct debit for a patient you can get them to sign an agreement, or the mandate for a direct debit.
Document set up
You should create a word document containing the information you want to include on your mandate / agreement.
Your letters should be saved in the appropriate folder ready to be attached in the communications tabs.
You can find the folder location in the “Branches” tab of Maintenance:
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| Set Up Clinical Exam Types You can add different types of supplementary exams. These types are then made available in the non-sight test section of clinical records.
In the “exam types” tab fill in the boxes from left to right as described below:
Type the name of the exam type, E.g. Emergency, in the first box.
Add any notes in the next box.
Check the Def checkbox if this appointment type is the default exam type. If this box is checked, when a non-sight test record is opened this exam type will automatically be selected. Only one exam type can be marked as the default.
Type the abbreviation of the exam type in the next box. When you complete a non-sight test exam you will see a list of dates in clinical records to show exam history with the abbreviation shown next to the date. In the non-sight test area of the clinical module, you can easily see what each of the exams were by looking at the abbreviations.... Maintenance - i-Clarity |
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| Setup Clinical Record Templates (General) There are several clinical records in i-Clarity that you can create templates for. You can create as many templates as you need for each section, E.g. you may have a U16 template for your reason for visit section as well as an adult reason for visit template. Similarly, you can create a template for MECS/PEARS in the non-eye exam record as well as a template for a dry eye assessment etc.
An example of the layout of each of the clinical records can be seen in this article so that you can visualise how you may want your templates to look before you start.
Pre-Screen (Pre-screen notes clinical field)
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| Setup Clinical Record Templates (Specific) Users can create personal templates from within the clinical module:
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| Assign Clinical Record Templates To Users Personalised and generic clinical templates made in maintenance module will be available for clinicians to select from within the clinical module when they have appointments. They will need to select the template in each clinical field each time they fill in a new record.
Alternatively, you can personalise the clinical module. You can assign each clinical field a template depending on user. This means when a user opens a new clinical record the template will automatically load the template assigned to that user for that field.
In maintenance go to the user’s tab:
Click on the user you would like to edit. The arrow shows which user you are currently editing.... Maintenance - i-Clarity |
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| Fast Map Ethnicity Mappings i-Clarity has an extensive list of ethnicities linked to fast map mapping categories, and these can be edited in the Misc. 5 tab of Maintenance:
Select the fast map mapping category from the dropdown list next to the relevant ethnicity.
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| Renaming 'Other Exam' You can choose what the 'other exams' are known as by typing in the text box in misc. 6 tab of Maintenance:
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| Edit Record Warning In the Misc. 5 tab of Maintenance, there is a checkbox called “Warn if Editing Old Record”. If you check this box, when you try to edit an old record, you will receive a warning message. If you leave this unticked, you will not receive a warning when you edit an existing record.
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| Allow Adding Clinical Record Tags On The Fly When the list of tag answers comes up in clinical records, the clinician can add an alternative answers in the free text box at the bottom and click “Add This Answer” and the tag answer will then be available in this tag going forward.
On the Misc. 5 tab of Maintenance, there is a checkbox called “Allow Adding Tags on the Fly”.
When this box is ticked, your clinician can add tag answers to the list from the options box
If the box is left unchecked, the clinician cannot add new answers to the list for future use.
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| Assign Default Professional Fees When a clinician has finished their exam, they are required to assign the correct fee for their appointment. You can set defaults depending on what prescription type is selected. This means that, when the confirmation box appears at the end of a test, the appropriate fee will already be selected.
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| Adding Sundry Products To i-Clarity Enterprise 1) Open the system Maintenance (click on the modules menu icon) ... Maintenance - Enterprise |
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| Creating Staff Types - Enterprise Staff Types are used to allocate appointments to Staff Groups. When you add a User, you allocate them to a Staff Group from this list that you are creating now. They will then be bookable for the appointments in that group. (The appointments are added in 'Appointment Types' in Maintenance). For example, Contact Lens Opticians will be assigned Contact Lens Aftercare appointments and Contact Lens Trial appointments but not Eye Exam appointments.
Navigate to the Maintenance module by clicking on the Back Office and System Modules drop-down and then clicking on 'Maintenance'. Then click 'Users' and then 'Staff Type'.
This will load the following screen.
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| Add A New User - Enterprise Please note: We recommend that you complete the 'Staff Type' and 'Form Permissions' sections of Maintenance before completing the Users Tab. If you have not already done so, please go back to the 'Creating Staff Types' and 'Creating or Editing Form Permissions' articles.
Navigate to Maintenance by clicking on the Back Office and System Modules drop-down and selecting 'Maintenance'.
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| Custom Appointment Durations - Enterprise You may have a user who needs a different amount of time to carry out an appointment to the one that the appointment is set to. E.g. you may set an eye exam to be 30 minutes, but your pre-reg optometrist may need 45 minutes. In order that the correct amount of time is blocked out for the pre-reg, without users having to manually alter appointment times, you can create custom appointment lengths.
Click the Back Office & System Modules drop-down and then click on 'Maintenance' to navigate to the Maintenance module.
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| Choose KPI Recipients - Enterprise If you would like KPIs to be sent to Users, you can do this in Maintenance.
Click the Back Office & System Modules drop-down and then click on 'Maintenance' to navigate to the Maintenance module.
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| Find The Location Of Recall Or Adhoc Docs Folders - Enterprise You can find the folder location in Maintenance.
Click the Back Office & System Modules drop-down and then click on 'Maintenance' to navigate to the Maintenance module.
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| Cancellation Reasons - Enterprise This is where you can populate reasons a patient record may be cancelled. A cancelled patient's record will not allow any appointments to be booked, no transactions to got through and no communications to be sent.
Click the Back Office & System Modules drop-down and then click on 'Maintenance' to navigate to the Maintenance module.
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| Change Patient Notes Display Period - Enterprise i-Clarity creates a number of system notes in Patient Activity for when appointments are booked, changes are made to the Patient Record, communications are sent etc. You can choose how long these notes stay in the system for, in order to keep the Patient Activity page tidy.
Go to Maintenance, Branch & System and then click on 'System Parameters'.
On the top right-hand side, under 'Editing and Warnings' is the following setting.
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| Create Custom Patient Folders - Enterprise You can add or scan documents to patient records such as Hospital Letters, Fields Results, Previous Records etc. You can separate the documents out into different folders to make it easier to find what you are looking for when you retrieve them. If you wish to add any extra patient folders, such as PEARS/MECS Paperwork, you can do so in Maintenance.
Go to Maintenance, Patient Communications and then 'Patient Folders'.
In the 'Add Patient Folder' section at the bottom of the screen, type in the name of the Patient Folder you would like to add. You can choose the order that the folders appear in the list by putting the number in the box. This will order the folders so that the most popular ones are at the top. (The lower the number, the higher up the list the folder will appear). Otherwise, they will be displayed in alphabetical order.
Then click '+'.
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| Enable Password Protection Throughout i-Clarity - Enterprise i-Clarity allows you to password protect individual areas and functions of the system.
Go to Maintenance, Branch & System and then click 'Password Protection'. This form allows you to add the requirement to enter your password when accessing certain areas of the system. This is done per computer because you may want to have an increased level of module password protection on front of house computers where staff move between computers, compared to a consulting room where there is little or no change of computer user.
Each column, when ticked, requires a password to open the corresponding module in i-Clarity. We recommend, as a minimum, the financial modules of the system have password protection active.
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| Set SMS From Name - Enterprise To set up SMS from name, go to Maintenance, Branch & System and click on 'Branch Full Config'.
On the left-hand size, there is an 'SMS From' box. Type in the name you would like to appear as the sender on your SMS messages.
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| Create Email Footer - Enterprise You can add an email footer for each branch, that will be added to the bottom of all emails sent through i-Clarity. To do this, go to Maintenance, Branch & System and click 'Branch Full Config'.
Double click on the text box. This will open a new window.... Maintenance - Enterprise |
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| Send Long SMS Without Prompting - Enterprise There is a character limit of 160 per SMS message. If you go over this character count, there will be additional charges.
In Maintenance, Branch & System and then 'System Parameters', there is a 'Send Long SMS Without Prompting' checkbox.
If this checkbox is NOT checked, when sending mass communications such as recall or marketing, the communications will fail to send if the SMS messages are over 160 characters.
If the box IS checked, then the communications will send, even if the character limit has been exceeded, but you will be charged for additional messages.
... Maintenance - Enterprise |
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| Adding Appointment Types - Enterprise To add an Appointment Type, got to Maintenance, Appointment and then 'Appointment Types'.
Use the top half of the screen to add the new Appointment Type.
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| Manage And Assign Practice Resources - Enterprise If you have resources in your practice that are limited, you can add them to i-Clarity so that they can be assigned to an appointment. The colour of the appointment will change to reflect that the resource will be in use, so that others are aware not to book another appointment at the same time with the same resource. Examples could be if you only have one coloured overlay set or one disabled parking space.
Go to Maintenance, Appointment and then click 'Appointment Resources' to load the Appointment Resources form as shown below.
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| Adding Patient Sources - Enterprise This is where you can add options of how your patients may have heard of you and add it to their record. This list is also used in the attendance reason drop-down list when you are booking appointments. This is useful for recording how successful marketing campaigns are or how many patients have been recommended to your practice using the Reports in i-Clarity.
Go to Maintenance, Patient Information and then click 'Patient Source' to load the Patient Source form shown below.
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| Adding Corporate Company Details - Enterprise When someone else is paying for services or products on behalf of the patient, the balance is cleared off the patient's record as they do not owe any money. The balance to be paid goes into the Deferred Payments module, so that you can track what is owed.
Payments due for GOS forms on the NHS are already set up to go to Deferred Payments, but you may have other third party payers such as Eden Red or a local company that uses your services for their employees.
You can add the details of any corporate clients that you use for their eye care and third party national corporate schemes. This can then be added to a patient's record and when a corporate fee goes through the till, the fee will go into the correct corporate file in Deferred Payments. You can also use a Corporate to automatically pay a product off into the correct Deferred Payment folder, e.g. you can have an Eden Red eye exam fee and when this is selected it will not go through to the Till page, it will autom... Maintenance - Enterprise |
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| Setting Up Occupations - Enterprise You can create a list of occupations to record in a patient's record. There will be a list of common occupations already in i-Clarity, but you can add more by going to Maintenance, Patient Information and then 'Occupations'. This will load the Occupations form shown below.
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| Set Default Communication Preferences - Enterprise In the Patient Record, there are dropdown lists for Email and SMS communication options to help with GDPR rules. The customer can choose to accept or decline receiving Email updates and, if they are happy to receive SMS messages, Recall only or Phone only on their mobile. You can set the default for the lists in the Maintenance module.
Navigate to the Maintenance module, Branch & System, and then Branch Full Config.
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| Adding Mail-Merge Fields To A Communication - Enterprise Mail-merge "placeholders" will enable patient's details to be mail merged into your document. To begin this process, you need to export a sample merge file from i-Clarity to use in your document.
Log in to i-Clarity and on any Patient Record, click 'Extras' and the 'Create Sample Merge Files'.... Maintenance - Enterprise |
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| Activating A New PC In i-Clarity Enterprise As an added layer of security, i-Clarity Enterprise requires you to activate a new installation of i-Clarity before it can be used.
You can easily approve your new PC from one of your existing i-Clarity installations.
To do this:
Navigate to Maintenance → Computers on an existing, authorised installation.
Locate your new PC in the list.
Tick the Activate checkbox on the far right of its row.
Once activated, your new PC will be approved fo... Maintenance - Enterprise |
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| Assigning Appointment Types To Users - Enterprise Once the appointment type has been added, it needs to be assigned to a staff type. This allows you to control which appointments appear in which clinicians appointment clinics. (If you have not already added your staff types, please see the 'Creating Staff Types' article.)
Navigate to Maintenance, Appointment and then Appointment Types. Assigning appointments to staff types is done on the bottom left hand section of the screen.
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| Assigning Appointment Types To Recall Schemes - Enterprise Scheme types link appointments to recalls, forms and record printing. An Appointment Type assigned to the Scheme Type - Eye Exam, will mean during clinic preparation, if the patient is entitled to an NHS exam, a GOS1 form can be created.
The Scheme Type to Appointment Type link is also important if you have the feature 'Arrival Resets Recall' featured turned on (Branch Full Config in Maintenance). If this feature is turned on, when a patient attends an appointment, the system checks the Scheme Type linked to the appointment. If the patient has a recall communication in the pending communications section of their record of the same Scheme Type, it will automatically update their communication send date. This is a failsafe so that if the patient's recall does not get updated, the patient does not receive a recall reminder shortly after attending an appointment.
In the Maintenance Module, go to Appointment and then Appointment Types.
Scheme Type set up is ... Maintenance - Enterprise |
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| Setting Up Your i-Clarity To Work With Online Appointment Booking - Enterprise Choosing which appointment types are available to be booked online
For patients to be able to book appointments online directly into your i-Clarity diary you will first need to specify which types of appointment are bookable and which appointment slots in the diary are visible online.
Open the maintenance module and navigate to the appointment types form.
Within the top table of appointments, tick the ‘Online’ box next to any appointment type you would like to make available for online booking.... Maintenance - Enterprise |
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| Enable A Prompt To Display When Patient Details Are Missing - Enterprise You can select certain fields in patient records as prompted fields. This means that if this field is not filled in, when the user leaves the Patient Record, a warning message will show up. To set these fields, go to Maintenance, Patient Information and then Patient Prompted Fields.
Tick the box(es) of the field(s) you would like to receive prompts for.
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| Automated Appointment Confirmations (General) - Enterprise You can set the system to automatically send appointment confirmations and reminders.
Go to Maintenance, Branch & System and then Branch Full Config. Then click on 'Config Appointment Confirmations'. This will open a new window.... Maintenance - Enterprise |
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| Replace Appointment Types - Enterprise You can replace old Appointment Types by going to Maintenance, Appointment, Appointment Types and selecting 'Delete Old Appointment Types'.
Please note: The old appointment will be renamed everywhere in the system. In patient's appointments, any appointment previously booked will now appear to have been the new appointment type. Any appointments booked in the system will be renamed to the new Appointment Type. If you want historical appointment information to remain the same but the appointment to no longer be available please see the 'Remove Appointment Types' article.
Click 'Delete Old Appointment Types' at the bottom of the screen.
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| Remove Appointment Types - Enterprise You can stop the appointment from being booked in the future without altering any previous information. Any previous appointments of this type will still show in the patient's appointments record. Any appointments booked but not yet completed will still show as this appointment type on the report, but if you open the appointment to edit it you will have to change to a new appointment type.
To remove an appointment type, go to Maintenance, Appointment and then Appointment Types.
Looking in the top section of the screen, find the Appointment Type you would like to delete and press the 'x' button in the Del column.
... Maintenance - Enterprise |
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| Add College Or School Details - Enterprise Go to Maintenance, Patient Information and then Colleges to add the colleges that are local to your practice so that you can add them to Patient Records. i-Clarity will then use this to fill in the NHS form etc.
Fill in the college information into the boxes at the bottom of the page. Once you have filled in all the information click the '+' button.
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| Replacing GPs When A GP Retires Or Leaves A Practice - Enterprise In order to keep your GP list tidy, when a GP retires or leaves a practice, we suggest that you use the spreadsheet function in Maintenance, Patient Information, GPs to replace the GP with another GP at the practice.
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| Allow Users To Edit GPs Without Maintenance Access - Enterprise You can allow users to modify GP records even if they do not have Maintenance Access. To enable this, navigate to Maintenance, Branch & System, System Parameters and on the right-hand side under Editing and Warnings, there is a checkbox for 'Allow Users To Modify GP Records'.
If this is ticked then users will be able to modify the details of a GP for all patients assigned to that GP from a patient's record.... Maintenance - Enterprise |
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| Creating Or Editing Form Permissions - Enterprise This is your security section. You can create a group of permissions allowing anyone assigned to that group access to certain sections and functions of the system. For example, only a manager would be able to carry out a write off or refund.
Go to Maintenance, Users, Form Permissions. This will load the following window.
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| Allow Users To Edit Colleges or Schools Without Maintenance Access - Enterprise You can allow users to modify college records even if they do not have Maintenance access. To enable this, got to Maintenance, Branch & System and then 'System Parameters'.
This will load to following screen.
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| Creating Recall Schemes And Stages - Enterprise i-Clarity recalls can be separated into three sections: Schemes, Stages and Communications.
Recall Schemes - manage the expiry date of the patient's prescription and when the patient is due for another appointment.
Stages - manage the time intervals of the patient's reminders.
Communications - allow you to individualise your reminders to different groups of patients and manage the order of your communication type preferences.
To create Recall Schemes and Stages, navigate to Maintenance, Patient Communications and then Recall Schemes. This will load the following screen.
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| Add A New GP - Enterprise Go to Maintenance, Patient Information and the GPs.
This is where you can populate the General Practitioners in your area that can then be added to a Patient Record. i-Clarity will then use this to fill in NHS forms etc.
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| Automated Appointment Reminders - Enterprise You can set appointment reminders in Maintenance, Branch & System and then System Parameters.
... Maintenance - Enterprise |
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| Automated Appointment Confirmations (Specific) - Enterprise You can set the system to automatically send appointment confirmations and reminders. You can create different messages for different appointment types. For example, you may want to include a reminder to wear contact lenses for an Aftercare appointment.
Navigate to Maintenance, Branch & System, Branch Full Config and click 'Config Appointment Confirmations'. This is open a new window. (Please note - there is also an 'Appointment Communications' form in Maintenance. This will update the appointment confirmation communication for the branch you are logged into only).... Maintenance - Enterprise |
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| Set 'Order Lenses' To Default - Enterprise To set order lenses to default, navigate to Maintenance, Branch & System and then System Parameters. At the top of the screen, tick the 'Order Lenses by Default' checkbox. This will then automatically check the 'Order Lenses' checkbox when dispensing.
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| Set Default Blank Sizes - Enterprise To set default blank sizes, navigate to Maintenance, Branch & System and the System Parameters. Under Orders/Dispense you can enter the Default Blank Size, Default Min and Default Max.
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| Require Registered Optician Sign-Off For U16 - Enterprise Due to regulations regarding dispensing spectacle to under 16s, you can stop anyone who who is not a registered professional from collecting spectacles off the system.
Navigate to Maintenance, Branch & System and then System Parameters. Under Orders/Dispense, there is a 'Registered Optician Sign-off Required for Under 16s' check box.
If this box is checked, when a user tries to collect spectacles off the system, it will require the password of a registered professional.
If the checkbox is unticked, any user will be able to collect spectacles on the system.
This box is checked by default and is recommended.
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| Set Default Deposit Prompt And Percentage - Enterprise You can set the system to prompt for a deposit at a chosen percentage in Maintenance, Branch & System, System Parameters.
Under Orders/Dispense, tick the 'Prompt for Deposit Amounts' checkbox. Then type the percentage amount you would like to be paid in the 'Default Deposit Percentage' box.
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| Deleting Dispensing Estimates - Enterprise When you load a patient's Dispenses, if there are a lot of dispense estimates, it can take longer to open the module. To help with this, you can set i-Clarity to delete dispense estimates after a given number of days.
Navigate to Maintenance, Branch & System and System Parameters. Under Orders/Dispense, tick the 'Delete Dispense Estimates after' box and then type in the number of days you want the dispenses to stay in the system before being deleted.
If they checkbox is unticked, the system will not delete any dispense estimates.
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| Assign Default Order Types For A Branch - Enterprise In the Dispense module there is an Order Type Drop Down list where you can select from options such as Prepare and advise, Remote edging, Uncut etc. You can set a default for this list so that your most common order type is already selected so that you do not have to change it each time.
Navigate to Maintenance, Branch & System and then Branch Full Config. In the bottom left of the screen, there is a Default Order Type dropdown to select the default order type. For example, if you have a tracer and you remote edge the majority of your orders, you can set the default to 'Remote edging' and the orders will automatically show as 'Remote edging'. This can be altered when dispensing as necessary. Click 'Save' to change the changes made.
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| Set Default Workshop For Dispensing - Enterprise When dispensing, you select the workshop that your order is going to. If you generally use one workshop more than the others you can set a default workshop in the branches tab. When you go into the dispensing module, your default workshop will already be selected. This can be changed manually at the time of dispense if needed.
Navigate to Maintenance, Branch & System and then Branch Full Config.
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| Set NHS Voucher Limits - Enterprise This function allows you to set a maximum lens price covered by an NHS voucher. For example, if you usually dispense patients with an NHS voucher A with a lens that is on the system at £50, you can set the system to discount the £50 to the voucher value when you click the 'Adjust Lens Prices' button in the Dispense Module.
Navigate to Maintenance, Point of Sale & Dispensing and then Vouchers, which will load the following screen.
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| Create A Promotion - Enterprise You can create promotions packages in Maintenance, which allows the user to select frames and lenses at reduced prices when they select the promotion in the Dispense module. You can add either frames or lenses or a combination of both. If you add both frames and lenses to a promotion, you will only be able to select a combination of the promotion frames and lenses for the promotion to work.
Creating A Promotion
Navigate to Maintenance, Point of Sale & Dispensing and then Promotions to load the following screen and click 'New Promotion'.
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| Setup Banks To Be Used For Patients Direct Debit Payments - Enterprise When you are setting up a Direct Debit for a patient and you enter their bank details, i-Clarity can pull through the Bank's address based on the sort code entered. You can go to the Maintenance Module, use the Search bar to search for banks and populate a list of Banks and addresses. Fill in the boxes at the bottom of the page from left to right.
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| Collection Methods - Enterprise You can set different ways for Direct Debit/Standing Order money to be collected. You may offer a third party eyecare plan as well as allowing patients to set up Standing Orders or collect your own Direct Debits. You can set a list of different collection types by navigating to Maintenance, Direct Debit/Standing Order and Collection Methods. When you set up a Mandate for a patient, these options will be available to select in the Mandate.
Fill in the information at the bottom of the page.
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| Adding Clinical Equipment - Enterprise Please note - Any devices supplied by i-Clarity can be added with the support of the i-Clarity team.
You should add the device from the computer that the device is physically connected to.
You can create a list of tonometers used by navigating to Maintenance, Clinical & Imaging and then Clinical Equipment.
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| Edit Record Warning - Enterprise If you navigate to Maintenance, Branch & System and then system parameters, there is a checkbox under 'Editing and Warnings' called 'Warn if Editing Old Record'. If you tick this checkbox, when you try to edit an old record, you will receive a warning message. If you leave this unticked, you will not receive a warning when you edit an existing record.
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| Assign Default Professional Fees - Enterprise When a clinician has finished their exam, they are required to assign the correct fee for their appointment. You can set defaults depending on what prescription type is selected. This means that when the confirmation box appears at the end of a test, the appropriate fee will already be selected.
Navigate to Maintenance, Point of Sale & Dispensing and then P.O.S. Config. In the Prescription Types table, click in the 'Default Fee' box next to the prescription type. Then type in the product code of the fee that you would like to set as the default, exactly how it is shown in the system.
Now, when you select the prescription type in the clinical record, this fee will automatically be selected upon exiting the record.
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| Allow Adding Clinical Record Tags On The Fly - Enterprise When the list of tag answers comes up in Clinical Records, the clinician can add alternative answers in the free text box at the bottom and click 'Add This Answer' and the tag answer will then be available in this tag going forward.
Navigate to Maintenance, Branch & System and then System Parameters. Under Exam/Clinical, there is a 'Allow Adding Tags on the Fly' checkbox.
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| Fast Map Ethnicity Mappings - Enterprise i-Clarity has an extensive list of ethnicities linked to fast map mapping categories and these can be edited by navigating to Maintenance and searching for 'Fastmap Mapping' in the search bar.
This will load the following page.
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| Set Up Clinical Exam Types - Enterprise You can add different types of Supplementary Exams. These types are then made available in the Non-Sight Test section of Clinical Records.
Navigate to Maintenance, Clinical & Imaging and then Exam Types to load the following screen.
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| Connecting POS/Receipt Printers, Printers, Barcode Printers And Scanners - Enterprise Please Note - Any devices supplied by i-Clarity can be added with the support of the i-Clarity Team.
You should add the device from the computer that the device is physically connected to.
Navigate to Maintenance, Branch & System and then Devices to load the following screen.
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| Create Ad-Hoc Communication - Enterprise This is where you can set up any kind of communication other than a Recall. You will need to create a Sample Merge File to set up your documents with the correct merge fields.
Mail-merge 'placeholders' will enable patient's details to be mail merged into your document. To begin this process, you need to export a Sample Mail Merge file from i-Clarity to use in your document.
Log in to i-Clarity and load any patient record.
Click 'Extras' and then 'Create Sample Merge Files'.... Maintenance - Enterprise |
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| Setup Clinical Record Templates (General) - Enterprise There are several Clinical Records in i-Clarity that you can create templates for. You can create as many templates as you need for each section, e.g. you may have an U16 template for your Reason for Visit section as well as an adult Reason for Visit template. Similarly, you can create a template for MECS/PEARS in the Non-Eye Exam record as well as a template for a Dry Eye Assessment etc.
An example of the layout of each of the Clinical Records can be seen in this article so that you can visualise how you may want your templates to look before you start.
Pre-Screen (Pre-Screen notes clinical field)
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| Setup Clinical Record Templates (Specific) - Enterprise Users can create personal templates.
First, navigate to Maintenance, Clinical & Imaging and then Generic Templates. Then click 'Copy All Generic Templates' at the bottom of the screen.... Maintenance - Enterprise |
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| Assign Clinical Record Templates To Users - Enterprise Personalised and generic Clinical Templates made in the Maintenance module will be available for clinicians to select from within the Clinical module when they have appointments. They will need to select the template in each clinical field each time they fill in a new Clinical Record.
Alternatively, you can personalise the Clinical module. You can assign each clinical field a template depending on user. This means when a user opens a new Clinical Record, it will automatically load the template assigned to that user for that field.
Navigate to Maintenance, Users, and then Users / Staff.
Click on the user you would like to edit to highlight it.... Maintenance - Enterprise |
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| Adding A Computer To i-Clarity - Enterprise Before i-Clarity can be used on a computer, it needs to be added to the i-Clarity system. To do this, you will need to either add the computer details when installing i-Clarity Enterprise and then contact i-Clarity support to activate it, or add the computer in Maintenance on an existing computer.
Adding A Computer When Installing i-Clarity Enterprise
When i-Clarity Enterprise is installed on a new computer, you will be prompted to add your computer.
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| Direct Debit And Standing Order Communications - Enterprise When you set up a Direct Debit for a patient, you can get them to sign an agreement (or mandate) for the Direct Debit.
Document Set Up
You should create a Word document containing the information you want to include on your mandate.
Your letters should be saved in the appropriate folder ready to be attached in Maintenance. You can find the folder location by navigating to Maintenance, Branch & System and then Branch Full Config.
... Maintenance - Enterprise |
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| Editing And Deleting Promotion Products - Enterprise Promotions allow the user to select frames and lenses at reduced prices when they select the promotion in the Dispense module. You can add either frames or lenses or a combination of both. If you add both frames and lenses to a promotion, you will only be able to select a combination of the promotion frames and lenses for the promotion to work.
Navigate to Maintenance, Point of Sale & Dispensing and Promotions, then highlight the promotion you wish to edit by clicking on it in the top half of the screen.... Maintenance - Enterprise |
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