A new dispense:
Always click on “Add Dispense”. Then choose dispenser.
Next choose ST for private sight test or NHS for NHS sight test (No need to press both).
Next choose type of Dispense eg DV, NV etc.
You must Always choose at least one of the ST, DV, buttons, even if you choose Other.
For a GOS 4, click on DV first and then GOS 4 if it includes lenses.
Next insert a Tray reference (if required) and fitting heights.
Next insert the frame details. If you are using Opticabase as a frame stock control you should click on “Remove from stock”.
Next choose the lab and insert the lens details. If you are ordering the lenses using “1 click” ordering you need to choose whether you are ordering just lenses, edged lenses or sending the frame. Then click on “1-click order”.
Insert a date that you tell the patient to expect the job to be ready by (Use the T for today, + to add an extra day or 7 to add a week).
If the patient received a GOS3 voucher you can tick the box on the right either 1st voucher or 2nd voucher. That will remove the voucher amount off the total cost.
Notes can be put in the box on the left, which will print on the job order.
“Print Order” will print the job order to go with the frame to the lab. (x2 will print out a double order)
“Owed by” can be used when you get a hospital voucher which you claim directly from the hospital or any other company who owes money and pays directly into your bank account. You can then view the outstanding amounts by clicking on the “Invoiced” button on the Main Menu screen.
When the job is ready click on the “Y” next to Ready, this then puts the patient into the “Patients to Phone” list on the Mian Menu screen.
Once collected. Click on the “T” next to collection date to insert the date into the collection date box.
If the back of the GOS3 or GOS4 needs printing insert todays date in the box to the left of the GOS3 and GOS4 Back buttons (Bottom right), insert the form into the printer and click on the appropriate button.
The bin under the orange Notes label will delete the dispense. You need to insert the List’s password in the Notes box before clicking on the bin button and then just keep clicking yes etc after clicking on the bin button.
The Lowest area is for the CL dispenses. Most of these boxes get filled in automatically when you have chosen CLs at the top of the screen after choosing the dispenser. The box under the number of CLs is if you need multiple numbers of CLs.
If you choose the CL company from where you are getting the lenses from, using the dropdown box. You can then click on “Accounts” next t oit to get the account details and phone number.
If a patient pays by standing order/direct debit you will see that the S/O box is ticked and no payments amounts will appear in the column on the right.
The Right Hand Column:
If you need to change the dispense date you can click on the button just above the date.
The button to the right of the date will print the screen.
If there was a GOS1 sight test GOS1 will be written to the right of the word Exam.
The tick next to the Exam amount shows that a sight test (Private or NHS) was carried out. You never need to tick this as that happens automatically.
The NHS button to the right of the Exam amount can be clicked if one forgot to click on NHS before choosing the dispense type.
The costs will automatically appear when choosing the frame and lenses etc if they have been put in on the Lists pages.
Enter an HC3 amount if appropriate before ticking a voucher
Tick either the 1st or 2nd Voucher box if the patient is using an NHS voucher.
If GOS4 was chosen at the top then a GOS 4 amount box will appear where you can insert the GOS4 amount.
When the patient pays you MUST choose one of the payment types and then enter the amount. Clicking on the “Print” button to the right of the receipt box will print a receipt.
The button to the right of the deposit amount will give the dispensers name who took the deposit if you are using the dispenser password system.
The “Order” button is only used if you are using the VAT disclosure method – please ask about this.