eGOS England guide

(example can be found here)

Tips

  • If the beneficiary is not the patient then make sure you fill in the beneficiary’s name and DOB (NI and NHS number not needed) – bottom left of eGOS screen
  • When doing eGOS 3 or eGOS4 you should NOT click on to “Fill Back” until the patient collects (If using the dispensing screen you should enter the collection date on the dispense first and then “Fill Back” should fill everything in and the Px can then just sign the form)
  • Forms should be visually checked to make sure they look OK before submitting them.
  • When checking why a form is rejected , if it mentions “eligibility name or town”, it refers to the GP or College name that must be missing on the form.
  • If your submissions are not working, but had been previously. Either, you are getting a “timed out” message or nothing happens when you click on the submit button, then please check your emails before calling me. PCSE’s system has gone down a couple of times and as soon as I have found out I email everyone. So before calling check that I haven’t emailed you first.
  • Do NOT leave the pen on top of the signature pad as your mouse will stop working.
  • You can only do an eGOS 6 if you have done a PVN to notify PCSE that you are going to do a home visit. This can be done by clicking on the “PVN” button on a patient details screen. (see below for more help)
  • When doing an eGOS 4, “Replacement” is ONLY when replacing the whole job, frame AND lenses. Otherwise, it is called a repair. But you should just click on the “Fill Back” button and not need to hand fill in the details.
  • Simply put: eGOS1, fill in first column before the eye exam and the rest after the eye exam. eGOS 3 and 4, fill in first column on ordering glasses and the rest on collection.
  • The GOS3 can be created and signed by the performer if a voucher is issued, even if the Px is not ordering glasses that day.
  • Prism format when entering prescriptions MUST be either “Power” space “Direction” space “Power” space “Direction” or just “Power” space “Direction” eg 2 IN 1.5 UP or 2.5 OUT (Down should be written DN) eg 1 DN.
  • 2 pairs ordered on different dates must be done on separate eGOS 3 forms. One for DV and one for the NV.

Check back here once a week to see more tips

General

Instructions:

eGOS1

  • When a patient arrives, go into their patient details screen, make sure their details are correct including any benefits (NHS reason) and then click on eGOS1.
  • Click on Create GOS1 (at the top).
  • Then Click on “Sign” towards the bottom left of the screen and ask the patient to sign.
  • After the test has been done and info has been entered on the Exam screen, come back into the eGOS1 screen and click on “Fill Back”. If info has been entered on the exam screen then Vouchers/Rx change etc should auto fill, otherwise manually fill it in now on this screen.
  • Click “Performer sign” button and the performer should sign.
  • If the performer is the contractor then the performer should click on “Contractor sig = Performer” and then they should sign again.
  • If the performer is NOT the contractor then the contractor should choose a signatory name from the dropdown list and sign.
  • Then click on “Submit” and then you should get an accepted message under the Submit button.

eGOS3

  • After an eye exam the voucher type(s) should be entered on the Final (Clinical) or Exam (non Clinical) screen. Then the performer should go into eGOS 3 from patient details and then click on Create GOS 3.
  • Then the performer should click on “Performer Sign” and sign the form.
  • If the patient wants to take the GOS 3 away (whether to a practice that uses eGOS or a practice that is still using paper it is the same), then you should click on the “Submit voucher ONLY if GOS 3 is being taken” button and DO NOT have Px Sign the form as the Px signature is only done on ordering the glasses. You should then get a Voucher code and Authorisation code just below the button.
  • Just write them on a piece of paper or give them to the other Optician over the phone.
  • If a patient brings in a GOS 3 with a Voucher code and Authorisation code then you must either find the patient’s ID number if they are an existing patient or Add them as a new patient into Opticabase and make a note of their ID number.
  • Then go into GOS Reports screen from the Main Menu and click on “Download a GOS 3 voucher”. You will be asked for the patient’s ID, the Voucher code and authorisation code. This will then pull into that patient the eGOS 3 for you to use, signed by the original performer.
  • Occasionally (generally from Vision Express) the forms will not download. If that happens you will need to complete the form on the PCSE Portal.
  • When the patient orders glasses then go back into eGOS 3 and click on “Patient Sign” towards the bottom left of the screen and ask the patient to sign.
  • When the patient collects, fill in the collection date on the dispensing screen if using Dispensing or Clinical. If using Opticabase Reception, make sure that the Rx and Vouchers have been entered on the Exam screen.
  • Then go back into eGOS 3 and click on “Fill Back”
  • Check that the information looks correct for the ordered glasses.
  • Click on “Patient Sign” at the bottom of the middle column and ask the patient to sign.
  • Click “Performer sign” button and the performer should sign.
  • Next the supplier should choose their name from the dropdown (top right) and then click “supplier sign” and sign.
  • Then click on “Submit” and then you should get an accepted message under the Submit button.

N.B. All signatures are deleted from Opticabase when you close an eGOS screen after the eGOS has been accepted.

eGOS4

eGOS4 is used in a similar manner to eGOS3, except they are never taken to another practice. Similarly to eGOS3, if using Opticabase Reception, make sure that the Rx and Vouchers have been entered on the Exam screen.

Uncollected Spectacles

Click here for info on GOS 3 and GOS 4 uncollected spectacles

eGOS6

eGOS6 is used in a similar manner to eGOS1.

GOS Reports screen – more info can be found by clicking here

The GOS reports screen can be used to see which forms still require signing. For example, if the patient and performer have signed a few eGOS 1 forms and the Contractor needs to sign then. The contractor can come into the GOS Reports screen and go into “Contractor/Supplier Signature required” where it will list all the forms that need signatures and then they can all be signed and submitted. Unfortunately the contractor cannot sign once and copy it to all the forms that need signing as PCSE have said that each form requires it’s own signature.

You can also use this screen to review all your submissions (use the green area)

eGOS 1

  • Front information is pulled from from Patient Details screen.
  • Back information comes from the Exam screen

Postcodes must be in the standard postcode format on patient details screen

GPs must have a TOWN in Lists/Doctors.

NHS Reason must contain one or more of the following:

  • 60 (eg 60, O60 or 060)
  • BLIND
  • CHILD
  • COMPLEX
  • DIAB
  • ESA
  • FHG
  • GLAUC
  • HC2
  • HC3
  • IS
  • JSA
  • PCGC
  • POL
  • RISK
  • STUDENT
  • TCEC
  • UNIVERSAL

Last Exam Date MUST be in one of the following formats on patient details screen

  • dd/mm/yyyy eg. 01/07/2019
  • ddmmyyyy eg. 01072019
  • MMM yyyy eg. JUL 2019
  • yyyy eg. 2019
  • FirstTest
  • NotKnown

On the eGOS 1 form you must fill in the Signatory Name and Address if it is not the patient.

“Fill Back” button should fill in the early test code, voucher codes, changed/new/no Rx and referred, if entered on the Exam screen. After clicking fill back the information can be entered on the eGOS 1 screen if necessary.

If all the information has been correctly entered on “Patient Details” and “Exam” screens the following procedure should be followed:

Before exam:

  1. Click on “Create GOS 1”
  2. Choose whether evidence seen or not seen (If using Clinical PreTest screen this will auto pull through)
  3. Click “Sign” for the patient to sign

After exam:

  1. Click on “Fill Back”
  2. Click “Performer sign”
  3. Click “Contractor sig = Performer” or “Contractor sign”
  4. Click on “Submit”

eGOS 3

The front is populated like the eGOS 1

“Fill Back” will pull information through from Dispensing screens, except for Opticabase Reception which will need the information inputted manually. Such as retail price, vouchers, collection date etc

Prisms on the exam screen must be in the following formats:

number space direction or number space direction space number space direction.

Examples:

  • 2 UP
  • 2 UP 3 IN
  • 1 IN 2 DN
  • 1 DN 2 OUT

The direction must be IN, OUT, UP, DN. DOWN must NOT be used

After exam:

  1. Performer should “Create eGOS 3” and then sign it. (The performer MUST sign before the Patient signs to order the glasses otherwise PCSE will reject the claim)
  2. The patient should sign when the glasses/CLs are ordered

After Collection:

  1. Make sure there is a collection date on the Dispensing screen (Unless using Opticabase Reception)
  2. Click on “Fill Back” on eGOS 3 that is there from when the glasses/CLs were ordered.
  3. Patient should sign
  4. Supplier should choose their name and sign.
  5. Click on “Submit”

Pre-visit notification (PVN)

  1. Update the Last Exam and Exam Date for the patient who is having a domi visit, on their patient details screen.
  2. Click on the PVN button.
  3. Click on Create.
  4. Enter the approx time
  5. Enter whether it is a residential home etc
  6. Click on Submit