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Eyecare Practice Management The Visual Management System (VMS) is a complete software system for handling all of the clerical functions of an Ophthalmology, Optometry, or Optician office. Through the use of Files, Tables, and Parameters, VMS can be customized by you to each offices specific needs. The system is easy to learn as help and pop-up dialog prompts are standard through out the system. In conjunction with this, we offer toll free telephone support. Billing All patient and billing detail information is gathered at the time of billing for insurance processing. The patient can also be provided a receipt and a printed insurance form. The Billing process automatically updates various sections of patient information such as the Schedule (that the patient showed), date of the last visit and/or exam, and billing the primary and secondary insurance carrier. VMS calculates services based on private, corporate, or insurance rates. Lens Prices are calculated based on the prescription and frame used. The system handles all forms of account receivables including time payments. Insurance All Medicare claims are transmitted (free) electronically both for services and DME. In most states you can also receive Remittance Status and information. Transmission is also possible to 400 of the larger insurance companies ($.00 to 35 per claim). VMS keeps track of insurance receivables and automatically handles rollover to secondary carriers. With VMS, there is an insurance ageing report to help track down problem claims. The program learns what different insurance companies pay for various procedures and modifies itself. Scheduling VMS gives you scheduling at your finger tips. "Hot Key" activation is available from many areas of the program and when you're done you return to where you were before scheduling. The system immediately updates the patient record as to the scheduled appointment so at anytime the information can be retrieved by a lookup of the patient file. The scheduler is automatically updated as appointments are kept. Unkept appointments can be listed or reminders automatically printed. Many options are available from scheduling in setting 10, 12, or 15 minute increments, to blocking out days and next available search function. Scheduling for up to 36 doctors or staff is available. The system also maintains a history of appointments for every patient. Recalls VMS allows 26 options to be preset for Recall reasons for your patients. These can be used to automatically process recalls based on the preset reason for the selected months. Letters / Extracts / Marketing Closely connected with Recalls is the process of extracting specific patient information for marketing. VMS has over 100 criteria selections that may be used to search for selected patients. The VMS comes with over 300 different types of proven letters. These letters can be modified or new ones can be created. These letters can be automatically personalized with specific data (over 90 variables) from the patients database. Inventory VMS easily handles various types of inventories:
As your office bills merchandise your inventory is reduced. All the basic data is stored by inventory item and is easily retrieved by alpha look-up. We currently interface with the E-Frames file that allows you to locate current information on any frame manufactured. Lab Tracking Optionally, VMS will generate the lab order from the billing function. Not only will the system print the lab order, it will also transmit to several large labs. After the lab order is generated, the system tracks various stages such as completed orders, dispensed date, notified date, sent to lab orders, etc. Scanning Paper medical records, letters, etc. may be scanned directly into the system. These records are then linked to the patient database. This data can then be stored on tape. Conversions In most cases, M.S. Group Software, Inc., will perform a free conversion from your existing computer system. We have converted hundreds of offices to our system. To date, we have not encountered a system we could not convert. Hardware VMS is designed to run on a DOS based PC, 386 or faster. A M.S. Group representative will provide network requirements including everything required to be up and running. VMS will run under all 32 bit versions of Windows and Citrix Winframe.
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