Perception Manual 200

7/26/2019 Perception Manual 200

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Contents

Introduction.................................................................................................................1

Installation.................................................................................................................. 2

Install Client and Server on Main PC..................................................................2

Install Client only on all client PCs......................................................................2

Starting Perception Software......................................................................................3

Patient Records..........................................................................................................4

Creating a New Patient Record...............................................................................4

inding a Patient.....................................................................................................!

"#e Prescription....................................................................................................1$

Creating a New Prescription.................................................................................1$

Contact %enses R&............................................................................................11

Inter'ediate R&.................................................................................................12

(pdating an R&..................................................................................................... 12

R& )istory.........................................................................................................13

Correcting Mista*es.............................................................................................. 14

Contacting a Patient..............................................................................................1+

Sc#e'e Recall..................................................................................................1,

-riting a %etter..................................................................................................1

Printing a for'...................................................................................................1/

Sending an e'ail0te&t 'essage........................................................................1/

Mar*eting e'ails0te&ts......................................................................................1/

ispensing............................................................................................................ 21

iewing a dispense...........................................................................................21

dding a New ispense....................................................................................22

ccount alance...................................................................................................24

iary.........................................................................................................................2+

iewing t#e iary..................................................................................................2+

ay iew...........................................................................................................2,5pto'etrists isplay.........................................................................................2

Navigating t#e iary..........................................................................................2/

"oday6s ate.....................................................................................................2/

oo*ing an ppoint'ent.......................................................................................2!

Manual searc#..................................................................................................2!

uto'atic Searc#..............................................................................................3$

Ne&t vaila7le ppoint'ent..............................................................................31

Cancelling an ppoint'ent...................................................................................31

Cancelling fro' t#e Record Card......................................................................31


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Cancelling fro' t#e iary..................................................................................32

Missed ppoint'ents............................................................................................32

Moving an ppoint'ent........................................................................................33

ppoint'ent Re'inders...........................................................................................3,

aily ppoint'ent S#eet..........................................................................................3

d'inistration...........................................................................................................3/

8'ail0SMS etails................................................................................................4$

5pto'etrists.........................................................................................................42

dding an 5pto'etrist......................................................................................42

9eneral Practitioners............................................................................................4/

ull:"i'e 8ducation..............................................................................................4!

dding a New Sc#ool0College...........................................................................4!

Recall Plans..........................................................................................................+$

Creating a Recall Plan......................................................................................+$

5t#er Co''unications.........................................................................................++

Patient Codes.......................................................................................................+

Creating0eleting Codes...................................................................................+

8dit0elete Patient Codes.................................................................................+!

ppoint'ent "ypes............................................................................................... ,1

Setting up t#e "ill......................................................................................................,2

Pay'ent Met#ods.................................................................................................,2

New Pay'ent Met#od.......................................................................................,2

(sers and Passwords...........................................................................................,+

No security........................................................................................................,+

Partial Security..................................................................................................,,

ull Security......................................................................................................,

" Categories..................................................................................................... ,/

Create08dit " Categories..............................................................................,!

Receipt etails......................................................................................................$

ouc#er "rac*ing..................................................................................................$Send ouc#ers..................................................................................................1

Receive Pay'ent..............................................................................................1

Reset ouc#ers.................................................................................................1

Stoc* Control............................................................................................................3

dding a new stoc* ite'.......................................................................................3

ra'e Manufacturers............................................................................................

dd a New Manufacturer..................................................................................

%enses................................................................................................................../

dding; editing and deleting............................................................................../


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Recall....................................................................................................................... !

Re'inders < Reprinting..................................................................................../$

Mar*eting........................................................................................................../1

Mar*eting e'ails0te&ts....................................................................................../1

"ill............................................................................................................................./3

"#e Interface........................................................................................................./3

%ogging in to t#e "ill............................................................................................../4

%ogging out of t#e "ill......................................................................................../4

Ma*ing a Sale......................................................................................................./4

Patient=s "ransaction )istory.................................................................................!2

oids : Correcting 8rrors.......................................................................................!3

oiding a co'pleted transaction.......................................................................!3

ind t#e transaction..........................................................................................!3

oid a Pay'ent.................................................................................................!4

oiding a Sale Ite'...........................................................................................!+

iscounts..............................................................................................................!+

Petty Cas#............................................................................................................!,

Part ay............................................................................................................!

ull ay.............................................................................................................!

8nd of ay Procedure...........................................................................................!

Reporting..................................................................................................................!!

aily "a*ings Report...........................................................................................1$$

iscounts Report................................................................................................1$$

ispense Report.................................................................................................1$1

>ey Perfor'ance Indicators................................................................................1$1

Partial aily "a*ings Report................................................................................1$2

Patient ccounts.................................................................................................1$2

Receipt Report....................................................................................................1$3

Refund Report....................................................................................................1$3

Sales Report etailed.........................................................................................1$4Sales Report Su''ary.......................................................................................1$4

Stats Report........................................................................................................1$+

Stoc* C#ec*........................................................................................................1$+

Stoc* alue Report.............................................................................................1$,

"ransaction report...............................................................................................1$,

" reports.........................................................................................................1$

oid sales report.................................................................................................1$!

ouc#er report....................................................................................................1$!


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Introduction

Congratulations on your purc#ase of Perception Software. "#is user guide #as 7een

written to assist in t#e use of your new software. "o #elp; we #ave included a ta7le of

contents at t#e 7eginning of t#is 'anual. on6t forget t#at you can always access

telep#one support on $!3 $22+/$ w#ere a representative will 7e pleased to

answer any ?uery you 'ay #ave.

-#ilst I t#in* t#at we #ave created a very intuitive application; we are *een to #ear ofany reco''endations t#at users 'ay #ave. -e are constantly striving to i'proveour products and service; your assistance in t#is is 'uc# appreciated. "o do so;please contact us 7y telep#one $!3 $22+/$; e'ail [email protected]*or contact us via our we7site www.perceptionsoftware.co.u*
http://www.perceptionsoftware.co.uk/http://www.perceptionsoftware.co.uk/


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Installation

-e #ave tried to 'a*e t#e installation of t#e Perception Practice Manage'entSyste' as si'ple as possi7le. "#ese instructions are for new installs only; and t#eywill install a new e'pty data7ase.

Install Client and Server on Main PC

"#e 'ain PC is typically t#e PC on t#e reception des*; alt#oug# at larger practices itcould run fro' a 7ac* roo'; and all users access t#e syste' via t#e client interface.

"o install Perception on t#e server 'ac#ine you need to perfor' t#e following stepsA

1. Insert t#e (S into an availa7le (S port2. If folder does not open auto'atically; clic* Start; Co'puter; and dou7le clic*

t#e correct (S port3. ou7le clic* on BCreate ata7ase.e&e; and clic* B5> w#en re?uested. "#is

will install t#e e'pty data7ase onto t#e syste'.4. ou7le clic* on Blicense.e&e; and clic* B5> w#en re?uested. "#is will install

t#e Perception %icense file onto your syste'. Perception will not run wit#outt#is 7eing present.

+. ou7le clic* on BSetup Perception:2.$.$.e&e. In 'ost cases you do not needto close all ot#er applications; as t#e start screen of t#e install wiDardindicates. Clic* BNe&t to continue.

,. Clic* BI gree to agree to t#e license agree'ent.. 5n t#e server PC; you need to leave Client and Server selected. Clic* BNe&t

to continue.

/. It is 7est to allow Perception to install in t#e Start Menu older as indicated.Clic* BInstall to 7egin t#e installation. "#e Perception install is co'pletelyauto'ated; and s#ould only ta*e a 'inute or two.

!. Clic* Binis# to co'plete t#e process.

Perception s#ould now 7e installed on t#e server.

Install Client only on all client PCs.

"o install Perception on client 'ac#ines; follow steps + to ! a7ove; 7ut in step ;untic* t#e server install option.

5nce t#is is co'plete; t#e only re?uired action is to tell Perception w#ere t#e serveris. "#is is acco'plis#ed 7y rig#t clic*ing t#e Perception icon on t#e des*top andselecting properties. In t#e target 7o& you need to c#ange =local#ost= to t#e IPaddress of t#e server. "#is can 7e o7tained 7y =Start=; =Run= =c'd= and enter on t#eserver 'ac#ine; and t#en typing =ipconfig=. "#e ip address of t#e server is nor'allyspecified on t#e =IP ddress....= line of t#e resulting display; and is often 1!2.1,/.1.&;w#ere & can 7e any nu'7er fro' 1 to 2+4.

5nce t#is is done; t#e Perception =client= s#ould 7e a7le to contact t#e server.

If you run a firewall on t#e server; you 'ust allow t#e progra' Bsea'on*ey.e&e in

order to allow clients to access t#e server. Please contact Perception Software if you#ave any pro7le's.


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Starting Perception Software

"#ere are two ways to 7egin using Perception SoftwareA

1. Select StartProgramsPerception2. ou7le left:clic* t#e Perception Softwareicon on your des*top.

E"IP < 'any people #ave difficulty getting used to dou7le:clic*ing. If you do;t#en re'e'7er t#at you can single left:clic* on t#e icon and t#en press one oft#e Enter*eys on your *ey7oard. "#is #as t#e sa'e effect as dou7le:clic*ingF

fter a 7rief screen Gcalled a splas# screenH introducing Perception; t#e applicationwill 7egin and you will 7e a7le to see t#e following screenA

"#e 'ain 'enu is w#ere you select w#ic# Perception Software 'odule you wis# toaccess. Clic*ing on any of t#ese options raises t#at 'odule=s window.

"IPA "o ena7le you to see areas w#ere you can input infor'ation or select to readpreviously entered infor'ation; Perception will #ig#lig#t an area yellow w#en you'ove your 'ouse cursor over it.


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Patient Records

Clic* on t#e BPatient Records option; on t#e 'ain 'enu. "#is launc#es t#e FindPatientoption. ro' #ere you canA

Create a new patient; orSearc# for a patient 7y first na'e; surna'e or date of 7irt#.

Creating a New Patient Record

"o create a new patient recordA

1. 8nter t#e patient6s surna'e in t#e 7o& under S(RNM8 C5N"INS; andt#en eit#er clic* in t#e IRS" NM8 C5N"INS 7o& to enter t#eir first na'e;or you can press t#e " *ey w#ic# will also ta*e you to t#at 7o&. ou canalso enter t#e patient6s date of 7irt# at t#is point; if you wis#.

2. Clic* on t#e N8- P"I8N" 7utton. GN5"8A If t#e patient already e&ists on t#edata7ase; you will 7e presented wit# t#e patient=s details; and you can si'plyselect it. If you #ave only entered a Surna'e and irst Na'e; Perception will7ring up a list of all patient=s wit# t#e sa'e na'e : for e&a'pleA Jo#n S'it#. Ift#e patient you are searc#ing for ison t#e list; si'ply 'ove your cursor downto t#eir na'e; it will #ig#lig#t yellow and you can select it; or if t#ey are a new

patient si'ply ignore t#e list and clic* t#e N8- P"I8N" 7utton.H

"#is will display t#e N8- P"I8N" R8C5R window.

ro' #ere you can enter t#e patient6s details; address; contact nu'7ers etc. ouonly #ave to co'plete t#e infor'ation t#at you wis# to store. ou can save apatient6s record containing Kust t#e na'e. )owever; 'ost practices find it useful toenter all of t#e infor'ation t#at t#ey #ave for a patient. "#is is useful for 'ar*etingpurposes.

ou will notice t#att#e Perception

record card #as7een designed toloo* li*e a paperrecord card. "#isway you s#ould 7ea7le to 'ovearound t#e areasyou wis# to storedetails in 'orenaturally.


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"o 'ove fro' one 7o& Gor fieldH to t#e ne&t you can clic* wit#in t#e 7o& you wis# tofill; or press t#e " *ey until t#e 7o& you re?uire #ig#lig#ts yellow.

Title 8nter t#e patient6s title; suc# as Mr; Mrs; Ms; Master; Sir; Rev etc.Note t#at you do not #ave to capitalise t#e first letter of t#e title;t#is will 7e done for you w#en you confir' t#e c#anges.

FirstName" to eac# of t#ese in turn; to c#ec* t#at you #ave entered t#ese

details correctlySurname

Patient So'e practices li*e to use reference nu'7ers wit# t#eir patients.If you

Reference wis# to use t#is feature type in t#e nu'7er #ere. If you leave t#isfield 7lan*; Perception will create a se?uential nu'7er for you.

ddresses ou can store two postal addresses per patient. "#e 'ainaddress is t#eir place of residence or w#ere you wis# re'inder

letters to 7e sent. ou can also store a delivery address ifre?uired. -it# eit#er option you can select Postcoded ddress touse t#e patient6s #ouse nu'7er0na'e and postcode to autofillt#eir entire address; or select ree or'at ddress to co'pletet#e address 'anually.or an annual c#arge you can purc#ase Postcode data7ases.lternatively; ta*e advantage of a uni?ue feature of Perceptionand 7uild your own Postcode ata7ase as you enter patient=sdetails. )ere=s #owA

!ouse no"Name 8nter t#e #ouse nu'7er or na'e #ere; t#en press t#e " *ey.

Postcode 8nter t#e postcode; t#en press t#e " *ey.


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5ne of two t#ings will now #appen. If t#e postal code is recognised t#e patient6saddress will 7e co'pleted for youA

If t#e postcode is new to Perception; a 7o& will appear for you to enter t#e details fort#at address

Now t#at we #ave entered t#e postal code for t#is address; t#e ne&t ti'e a newpatient is created wit# t#e sa'e postcode; t#at patient6s address will 7e co'pletedfor you.

Email "#is can 7e used to send re'inder letters; individualco''unications and 'ar*eting e'ails.

Clic* dd Postcode. ou will 7e as*ed toconfir' t#e details. "#at postcode is nowstored. N. If you do realise later t#at you

#ave 'ade a 'ista*e; you can editpostcodes wit#in d'inistration; 8ditPostcode etails.

8nter details in ot#er fields as re?uired.

"#e )ouse Nu'7er will 7e auto:filledfro' t#e Patient screen.

In R8SS %IN8 1 enter Kust t#e na'eof t#e street; you do not need t#e #ousenu'7er again.


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#elivery (se t#is option to create a second address for a patient eit#er 7yddress ree:or'at or Postcode address options.

$or% Email )ere you caan store a second 8'ail address. -#en viewing t#epatient record; you can switc# 7etween t#e 'ain 8'ail and alternate8'ail 7y selecting t#e Belivery ddress option.

Contacts Space is provided #ere for recording t#e )o'e; -or* and Mo7ilep#one nu'7ers.

SMS C#ec* t#is 7o& it t#e patient #as given per'ission for you to senda te&t Reminders 'essage to re'ind t#e' of t#eir appoint'ent.

#ate of 8nter t#e patient6s date of 7irt# using eit#er a stro*e B0 or a das#B:B to &irt' separate date; 'ont# or year. ou can enter a two:digit or four:digit year suc# as =,= or =1!,=. If your patient is over 1$$ years; enter a

four:digit date of 7irt# to ensure it is displayed as 1!LL; not 2$LL. If you#ave already entered t#e date of 7irt# in t#e ind Patient window; it willalready 7e displayed in t#e record card.

Se( "#e patient6s se& s#ould 7e co'pleted for you. "#is is deter'ined7y t#eir "itle. "#is can; of course; only 7e accurate for standardgender specific titlesA Mr; Miss; Mrs; Ms or Master. 5t#erwise select t#e

appropriate se&.

Sc'"College ou #ave t#e facility #ere to enter t#e patient6s sc#ool or college."#is is provided so t#at t#e relevant details can 7e printed on t#e N)Sfor's. Select w#ic# Sc#ool or College you need fro' t#e drop:down 7o&.

If it is not already listed si'ply clic* new and add t#e necessary Sc#oolor College and it will 7e now s#ow in t#e drop:down list to select.

Status patient6s N)S status 'ay 7e co'pleted for you if t#e patient isover t#e age of ,$; or under 1,; or under 1! and still in full:ti'e education

Gt#ey #ave a sc#ool0college listed against t#e'H. 5t#erwise t#e patient


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is private 7y default. ou can c#ange t#is at any point 7y selectingt#e relevant option.

)P Select t#e patient6s 9P fro' t#e list. If t#is 9P is not availa7le;t#en left:clic* on t#e New 7utton to t#e rig#t of t#e 9P list andsi'ply enter t#e new details. "#ey will t#en appear in t#e drop:down list to select.

NI Num*er If a patient=s National Insurance nu'7er is recorded #ere it willprint on 95S for's. ou can eit#er enter it wit# correct spacing or wit#out.It will 7e refor'atted correctly upon saving t#e record.

N!S 8nter t#e patient6s N)S nu'7er if you wis# it to 7e printed on t#e95SNum*er for's.

Notes ou #ave a large a'ount of space for entering any additionalnotes regarding t#e patient. "#ere is no li'it to #ow 'uc# you can enter#ere. -#en t#e 7o& is full; scroll 7ars will appear to ena7le you to scrollup or down. GN5"8A If you type one looooong sentence; it will 7e storedlong widt#ways. It can 7e an idea to press t#e R8"(RN *ey every now

and t#en to store a long note as a paragrap# insteadH.

!ig'lig't "#is feature ena7les will 'a*e a note flas# so t#at it stands out; ift#is Notes patient re?uires assistance wit# a w#eelc#air for e&a'ple.

Suspend It is possi7le to suspend a patient 7y selecting t#is option. "#isplaces a Patient note at t#e top of t#e patient record to indicate t#at t#ey aresuspended and you can no longer 7oo* an appoint'ent for t#e'.

Inactive -it#in Perception; it is not possi7le to delete a patient Ga securityfeatureH. It is; #owever; possi7le to indicate t#at t#e patient is no longeractive. "#is is pri'arily for deceased patients; 7ut can 7e used for any

patients w#ose records you no longer actively need. If a patient is 'ar*ed asinactive; t#ey are also suspended and t#e restrictions 'entioned a7oveapply.

5ne additional restriction for inactive patients is t#at t#eir detailsare not displayed w#en searc#ing for a patient. In order to searc# a'ongyour inactive patients; you need to select t#e inactive option on t#esearc# 7ar prior to clic*ing =S8RC)=.


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Patient "#ese are usually used for 'ar*eting purposes; or for flaggingcertain Codes patients wit# dia7etes or glauco'a; for instance. ro' t#e listclic* on t#e triangle ne&t to any ter's w#ic# apply to reveal su7:'enus;t#en clic* on t#e appropriate code and t#at code will appear under Selected.

"#e patient codes list is edited in d'inistration; see ad'inistration < patient codesfor 'ore details.ou #ave now co'pleted t#e personal details of t#e patient6s record. "o save t#isrecord; you Kust clic* on t#e =INIS)8= 7utton.

"#ere are a lot of details t#at can 7e stored against a patient. ou only need to storet#at infor'ation t#at you need to *eep a record of. Re'e'7er t#at a patient can 7esaved wit# Kust a first na'e and surna'e.

Finding a Patient

Clic* t#e Patient Records option fro' t#e top 'enu

to 7ring up t#e ind Patient 7o&.


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5r if you already #ave a patient record card open; clic* on t#e current patient=s na'eta7

and t#e ind Patient 7o& will appear.

In t#e ind Patient tool enter t#e na'e of t#e patient you wis# to find. ou do notneed to enter t#e full na'e; t#e first couple of letters will 7e sufficient.

Clic* Searc# to 7ring up a list of all 'atc#ing patients for you to select fro'. ou cansearc# on eit#er Surna'e or irst Na'e. G"#is is really #andy w#en you *now yourpatient is Joan 7ut you can=t re'e'7er t#e surna'e and want to i'press #er 7yre'e'7ering #er na'eH. lternatively you can searc# 7y date of 7irt# or 7y referencenu'7er Gfor t#ose practices t#at use reference nu'7ersH. Point your 'ouse to t#epatient you re?uire wit#in t#e list and clic* to 7ring up t#eir record card.=CNC8%= re'oves t#e =IN= tool fro' t#e screen; and ter'inates t#at process.

"#e =INC"I8= c#ec* 7o& is for finding patients w#o are inactive. Si'ply clic* in t#e7o& to t#e left of INC"I8 to list t#ese patients.


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T'e Prescription

(nderneat# t#e Patient6s etails section of t#e record card; you will find details of t#epatient6s prescription. y default t#e 'ost recent spectacle prescription is displayed;toget#er wit# t#e date of t#at prescription and; a little furt#er to t#e rig#t; t#e

5pto'etrist w#o recorded t#at prescription.

If t#e patient #as eit#er a contact lens or an inter'ediate R&; you can view t#ese 7yclic*ing in t#e s'all circle to t#e rig#t of eac# option.

"o t#e Rig#t of t#e 5pto'etrist=s na'e; you will find a "RNSP5S8 7utton. "#is willtranspose t#e currently displayed prescription to plus or 'inus cyl as preferred.

"o t#e rig#t of t#e transpose 7utton is t#e Recall Plan into w#ic# t#e patient #as 7eenplaced. "#is deter'ines t#e fre?uency wit# w#ic# t#ey receive a re'inder.

Creating a New Prescription

-#et#er you are creating a new prescription; or editing a previous prescription; 'oveyour 'ouse into t#e prescription area to #ig#lig#t it yellow; t#e clic*.

ou are t#en s#own t#e R& (pdate pageA

3 "a7s at t#e top of t#is page allow you to access eit#er t#e Spectacles; t#e Contact%ens or t#e Inter'ediate R& page.

N&+It is i'portant t#at 7efore you add a new R& t#at you left:clic* t#e N8-RL (""5N. "#is files away t#e previous prescription so t#at you #ave a #istory. t


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t#e sa'e ti'e as doing t#is; a copy of t#is R& is 'ade wit# today6s date. "#is is tosave ti'e w#en updating a patient6s prescription.Select t#e type of prescription you wis# to create or edit : Spectacles; Contact%enses or Inter'ediate..

#ate "oday6s date is entered for you w#en adding a New R&; 7ut you can altert#e date t#e sa'e way t#at you can alter any ot#er value on t#is page; see7elow.

,ptometrist drop:down list to select t#e 5pto'etrist w#o perfor'ed t#e e&a'ination.

Recall drop:down list to select t#e Recall Plan t#at applies to t#is patient. "#isdeter'ines w#en t#ey will receive t#eir re'inders. GIf t#e Recall plan t#atyou re?uire is unavaila7le; you can create a new recall plan wit#ind'inistrationH.

Notes Space for you to record any additional notes for t#at prescription.

&alanced -ens 8nter a tic*; if t#e patient re?uires Kust a 7alanced lens for t#at eye.

-#en you reac# t#e P for t#e Rig#t eye; if you enter t#e 7inocular P; it will 7e splitevenly 7etween 7ot# eyes; alternatively you can enter 'onocular P.

"#ere are 3 ways to alter t#e values in any 7o&A

1. elete t#e contents in any 7o& and t#en type t#e new value using t#e*ey7oard GPerception defaults to plus on Sp#ere and CylH.

2. (se t#e up and down G ) cursor *eys Gto t#e left of your nu'7er pad ont#e *ey7oardH to eit#er increase or decrease t#e value in t#e 7o&.

3. )old down t#e left 'ouse 7utton on one of t#e spin 7uttons G H ne&t tot#e relevant 7o& to increase or decrease t#e value in t#at 7o&.GPersonally; I find it easier to use t#e arrow *eys on t#e *ey7oardH

-#en you #ave finis#ed creating t#e prescription; clic* on t#e =Create "#is R&=7utton; and you will 7e returned to t#e patient6s record card wit# t#e new R&co'pleted. lternatively; if you #ave an additional prescription to enter for eit#ercontact lenses or for an inter'ediate prescription; t#en select t#at ta7 Gt#e spectaclesR& will 7e savedH.

Contact -enses R(

5n t#e Contact %enses page you #ave additional 'easure'ents for ase Curve and"otal ia'eter. In addition; you can record t#e Ma*e and rand of t#e contact lensesdispensed.


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-#en you #ave co'pleted t#is new R&; clic* on t#e CR8"8 ")IS RL 7utton. ouwill 7e ta*en 7ac* to t#e patient Record card w#ere t#e new R& will 7e availa7le toview.

"#is infor'ation can 7e accessed fro' t#e Patient Record page si'ply 7y selectingt#e Contact %ens option Kust a7ove t#e current prescription.

Intermediate R(

ou will find space #ere to record t#e inter'ediate dd and t#e -or*ing istance fort#is R&.

-#en you #ave co'pleted t#is new R&; clic* on t#e CR8"8 ")IS RL 7utton. ouwill 7e ta*en 7ac* to t#e patient Record card w#ere t#e new R& will 7e availa7le toview.

"#is infor'ation can 7e accessed fro' t#e Patient Record page si'ply 7y selectingt#e Inter'ediate option Kust a7ove t#e current prescription.


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pdating an R(

If a patient already #as at least one prescription stored wit#in Perception; you willneed to update t#eir prescription following a new e&a'ination. "o update a patient6s

R& 'ove your 'ouse wit#in t#e Prescription area of t#e record card until it #ig#lig#tsyellow; t#en clic*.

Select t#e prescription to 7e updated 7y clic*ing in t#e s'all circles to t#e rig#t of t#eprescription type Gspectacles will 7e selected 7y defaultH.

Clic* dd a New R&. "#e old R& will 7e stored wit#in S#ow )istory and t#eprescription field will now s#ow today=s date. "#e old R& will still s#ow so t#at you can'a*e c#anges wit#out #aving to fill everyt#ing in again; #andy if a P& only #as an$.2+ c#ange in Sp#; for e&a'ple.

R( !istory

"o view previous prescriptions for regular patients; clic* wit#in t#e prescription field oft#e record card to 7ring up t#e (pdate R& window; t#en clic* S#ow )istory. "#eprescription window will e&pand to display previous R&6s in t#e lower #alf of t#escreen.


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"#e 'ost recent R& is displayed a7ove t#e 7uttons; and a full #istory 7elow. ou canscroll down t#e page to see 'ore prescriptions if re?uired.

"#e R&6s displayed are for t#e ta7 t#at is active Gt#e one t#at is yellow at t#e top oft#e pageH. Selecting a different ta7 : Contact %ens0 Inter'ediate; ena7les you toview t#e #istory for t#e'.

Correcting Mista%es

If you realise t#at you #ave 'ade a 'ista*e w#en updating a prescription; you cancorrect it any ti'e 7y clic*ing on t#e R& section of t#e record card; adKusting t#efigures wit#in t#e R& and clic*ing t#e =C#ange "#is R&= 7utton to save your c#anges."#is could also apply if t#e P& #as #ad a rec#ec*.If you spot a 'ista*e w#ilst you are entering an R& you can si'ply a'end t#e'

7efore saving; or you can clic* t#e Cancel 7utton to ignore all c#anges and you will7e ta*en 7ac* to t#e Patient Record.


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Contacting a Patient

"#is 7o& displaysA

uture and previous appoint'ent details. etails of re'inder letters t#at #ave 7een printed in t#e past or are due

to 7e printed in t#e future. Previous contacts; dates of letters sent to t#e patient; e'ails; s's Gte&tH'essages toget#er wit# t#e full te&t.


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ou also use t#is 7o& toA

Create a letter to send to t#e patient. -rite a referral letter to t#e patient6s 9P. Print an N)S or any ot#er *ind of for'. Send an e'ail or te&t 'essage to a patient.

%eft:clic* on t#e contacts section of t#e patient record card and you see t#e contact#istory window. "#is lists every letter0e'ail0te&t 'essage sent to a patient or due to7e sent.

"#is window also lists appoint'ents; indicating if t#e patient 'issed t#e appoint'ent.%eft:clic*ing on an appoint'ent in t#is list displays t#e (pdate ppoint'ent window.ro' #ere you can cancel an appoint'ent; c#ange any aspect of an appoint'ent

Gtype; opto'etrist; date; ti'eH and also indicate w#et#er t#e patient failed to attendt#e appoint'ent.


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Sc'eme Recall

"#is is for stipulating w#en a re'inder s#ould 7e sent to a patient to infor' t#e' t#att#eir contact lens replace'ent sc#e'e is due for renewal. Select a sc#e'e recallplan fro' t#e drop:down 7o& and enter a start date Gdate t#e initial sc#e'e startsH.

new letter will 7e added to t#e list a7ove indicating w#en a sc#e'e re'inder is to7e sent.

$riting a -etter

"o create a letter fro' scratc#; select B%etter < start wit# a 7lan* page. Clic* t#ecreate 7utton.


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"#is will start t#e word processor wit# a new; 7lan* docu'ent.

)ere you will also 7e given a drop:down 7o& Gs#owing "oday=s ate 7y defaultH givingyou access to patient fields w#ic# will #elp you to create letter te'plates; if you wis#.

Please note t#at to close t#e word processor you need to clic* on =Save Close=.

-#en you create an individual letter in t#is 'anner; t#e contents of t#e letter arestored in your data7ase and can 7e viewed at any ti'e. In t#e list of contacts in t#econtact #istory window; left clic* on a letter and it will 7e displayedA


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Printing a form

Printing a for' involves printing an e&isting te'plate wit# t#e selected patients data.Select t#e te'plate fro' t#e list G95S1;2; prescription etc.H and clic* t#e Create7utton.

"#e for' will now 7e passed to Microsoft -indows w#ic# displays t#e Print dialog7o&. If you only #ave one printer installed on your co'puter; Kust left:clic* on t#e 5>7utton; ot#erwise; ensure t#at t#e correct printer is selected prior to clic*ing 5>.

Sending an email"te(t message

P%8S8 N5"8A If you wis# to send a 'ar*eting e'ail0te&t t#is s#ould 7e co'pletedvia t#e Mar*eting section of Perception. or a te&t re'inder of an appoint'ent; t#iswill need to 7e co'pleted via Recall.

Mar%eting emails"te(ts

"o send a 'ar*eting e'ail0te&t select t#e Mar*eting ta7.

"#e =credits availa7le= s#ows you #ow 'any te&t credits you #ave in yourte&t'ar*eter.co.u* account. If t#is figure is =4$1A= it 'eans Perception was una7le to

connect to your te&t'ar*eter account. 8it#er create an account or ensure your id andpassword are entered correctly in t#e d'inistration 8'ail0SMS etails screen.

GPlease note t#at t#e te'platesw#ic# co'e wit# your software#as no date field for 95S 1for's. "#is is so t#at you canprint your clinic for's in advance.If you wis# to print t#e' on t#eday you can add a date field int#e appropriate place.H


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C#oose t#e e'ail you wis# to send fro' t#e =Select 8nclosure for e'ail= drop down7o&. "ype t#e 8'ail Su7Kect into t#e ne&t 7o&. Select t#e criteria for t#e 'ar*etingpro'otion fro' t#e drop:down 7o& of patient codes Gin 'y e&a'ple I #ave selectedall patients w#o #ave =fis#ing= as a #o77yH. If t#e 'essage could also 7e sent as ate&t please enter t#e 'essage into t#e 'essage te&t 7o&.

Clic* send. Perception will give you list of patient=s 'atc#ing your criteria and anoption to send eit#er an e'ail or te&t or 7ot#. If you wis# to de:select a patient or anco''unication type; si'ply clic* in t#e 7o& pre:filled wit# a tic* and t#atco''unication type for t#at patient will not 7e sent.

5nce you are #appy wit# your selection; si'ply clic* t#e Send C#ec*ed Messages7utton.

Sending an appointment reminder via te(t

Clic* on Recall fro' t#e top 'enu. Ne&t to ="e&t Re'inders for ppoint'ents on=select t#e date you wis# re'inders to 7e sent for. 7o& of patients wit#appoint'ents for t#at day w#o #ave SMS Re'indersO selected on t#eir record cardswill 7e s#own. e:select any you do not need to re'ind and clic* send.


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Individual email"te(t messages

If you wis# to contact a patient individually 7y e'ail or te&t t#e process is very si'ilarto sending an individual letter. Clic* t#e ppoint'ents0Contacts section of t#e record

card to 7ring up t#e Co''unications 7o&; and fro' t#e Individual Co''unication7o& select eit#er e'ail or te&t. Selecting te&t will 7ring up a s'all 7o& for you to enteryour te&t 'essage.

Si'ply type your te&t 'essage and clic* Send "#is Message

Selecting e'ail will 7ring up t#e word processor w#ic# you can co'plete in t#e sa'eway as an individual letter.


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5nce you #ave co'pleted your e'ail; si'ply clic* Send.

#ispensing

t t#e 7otto' of t#e patient6s record card; you can see a su''ary of t#e patient6sprevious dispenses. ro' #ere you can create a new dispense; view previousdispenses in detail; or print a dispense.

Move your 'ouse pointer over t#is section of t#e screen; so t#at it is #ig#lig#ted inyellow. %eft:clic* to display t#e ispensing )istory windowA

Previous dispenses are displayed.

/iewing a dispense

"o loo* at a dispense in detail; you need to select t#e relevant dispense. )old your'ouse pointer over t#e dispense t#at you wis# to view. "#e dispense will 7e

#ig#lig#ted. Clic* t#e left 'ouse 7utton.


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etails of a previous dispenseincludingA

5 responsi7le toget#er wit# t#edate.

5n t#e rig#t:#and side of t#isdisplay; you can see t#e fra'e'odel and lens details.

ispense total is displayed at t#e7otto' of t#is window

Clic* t#e Print 7utton if you wis# to print t#is dispense.

Select inis#ed to close t#is window.

dding a New #ispense

%eft clic* on t#e dispensing area of t#e patient6s record card.

ro' t#e window t#at appearsA

Select t#e dd a ispense 7utton

"#e (pdate dispense window is displayed.


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%eft:clic* on t#e triangle to t#e left of t#e ispense options 7o& to open a drop:downlist for you to select t#e ispense type..

Select t#e type of ispense fro' t#is list.

"#e ate field will auto'atically default to t#e date of t#e last prescription. "#is can7e altered wit# t#e up and down arrow *eys on your *ey7oard; or 7y t#e triangle7uttons on t#e rig#t:#and side; or 7y deleting t#e date and 'anually filling in a new

one

"#e prescription will 7e auto'atically filled to s#ow t#e 'ost recent R&.

8nter t#e details for t#e ra'e; %enses; and any tints or coatings; and t#eir prices.GPlease NoteA "#ese fields are entered 'anually to avoid fra'es 7eing re'oved fro't#e data7ase 7efore t#ey are actually sold : patients do so'eti'es c#ange t#eir'inds 'id:dispenseH.

"o confir' t#is dispense; left:clic* on t#e dd 7utton.

mending a dispense

or various reasons; so'eti'es dispensing records 'ay need to 7e altered; fore&a'pleA if t#e patient c#anges t#eir fra'e or lens c#oice; or if t#ey #ave c#osenspectacles alter t#an t#eir test date and t#e auto:filled date #asn=t 7een c#anged.5R S8C(RI" R8S5NS ")8 MIN (S8R M(S" 8 SI9N8 IN"5 ")8 "I%%"5 C)N98 ISP8NS8.ollow t#e sa'e procedure as viewing a dispense 7ut t#ere will 7e a new 7utton to(pdate t#e dispense.


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Clic*ing t#e (pdate 7utton will 7ring up t#e window for adding t#e dispense wit# t#efields co'pleted; giving you an option of c#anging details w#ic# can 7e recorded 7yclic*ing t#e C#ange 7utton; or to Cancel t#e entire dispensing.

ccount &alance

"#e ccount alance section of t#e patient6s record card G7otto' rig#t:#and cornerHis for use wit# "#e Practice "ill. It displays t#e patient6s current account 7alance.

%eft:clic*ing on t#is region displays a list of every transaction toget#er wit# t#e date

and a'ount t#at #as 7een entered on t#is patient=s account.

If you wis# to see a transaction in 'ore detail; log into t#e till and ensure you #avet#at patient selected. Clic* ind "ransaction to see a list of all transactions relating to

t#at patient. Clic*ing on an individual transaction will 7ring up t#e transaction wit#int#e till display.


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#iary

Select t#e iary option fro' t#e 'ain 'enuA

"#is displays t#e diary in wee* viewA

Switc# 7etween #oriDontal 5pto'etrists displayed ind an "oday6s dateand vertical view appoint'ent

)ig#lig#ted appoint'ent -ee* selector Slot

/iewing t'e #iary

"#ere are a nu'7er of ways in w#ic# you can view t#e diary.

$ee%ly /iew

S#ows a full wee*. -it#in t#e wee*ly view; you can c#oose to see t#e diary invertical 'ode Gs#own a7oveH or in #oriDontal 'ode Gs#own 7elowH.


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-#ic#ever view you prefer; today=s date is always e'7oldened Gin t#is e&a'ple it isMonday t#e /t#ece'7erH.

#ay /iew

So'e practices will prefer to spend 'ost of t#eir ti'e in ay iew. "#is can only 7edisplayed vertically wit# appoint'ent ti'es listed down t#e screen. "o access t#eday view #over your 'ouse over t#e date you wis# to view Gtoday=s date will 7e in*oldH; it will #ig#lig#t in yellow. Now clic* and you will see t#e followingA

Documents

Perception Manual 200