To create a new OPS Payee, click the ‘Contact Lens’ button on the Patient Record, and then click ‘OPS’. This will open a summary window containing the OPS record.
To create a new record, click “New” in the top-left of the summary window.
Step One: “Enter Payer Details”
The following details need to be completed.
Payment Collection Method. This is not editable and will always be set to OPS by direct debit.
Payer’s Contact Details. These are shown in the middle section of the screen and will be pre-populated from the Patient Record where available. They can be edited here, but any changes will not be reflected on the Patient Record. Only standard Title options are available. Title, First name, Surname, Postal Address and Email Address are required.
Payer’s Bank Details. These must be entered at the bottom of the screen. Validation is used here, so only genuine Sort Code and Account Numbers can be entered.
Client SUN. For existing direct debit users, your existing client SUN number can be transferred over to OPS. For new customers, OPS will provide one. This is automatically populated from the setup in Flex.
Step Two: Select Items and Payment Schedule
When you select a Payment Plan, the Payment Schedule and Regular Payment Day are automatically populated. These cannot be changed within the same payment plan, but multiple payment plans can be set up with OPS.
The 1st Payment Date can then be selected. This must fall on the regular payment day, so you can only change the month here. You must create the scheme 3 working days and 6 calendar days in advance of the first payment day, otherwise the scheme will start from the next month.
Items can then be added using the three methods shown below:
Previous CL: Here you can choose lenses (and, where applicable, solutions from the previous Contact Lens Examination). Click the relevant exam from the list to bring through this data.
Contact Lenses: This opens the lens wizard (shown below), where lenses can be selected. Some detail lifted from the contact lens help is also shown below.
Choose the Supplier, Lens Type and Lens Group, or start typing the lens data into Description. Lenses available will be shown under Matching Lenses. Double-click on a lens to select it for both eyes (or press BOTH) shown at the top of the screen. The lenses will then be shown in yellow rectangles for each eye. Alternatively, press Right / Left to select for just one eye, and then find the other lens (if relevant) and repeat the process. Press OK and the Lens Wizard will close; we will then be back to our previous screen with the lenses now populated.
Stock Item: opens a list of all stock on the system, where you can add further items, for example fees.
Once you have added your items, the Monthly Item Fee will have been worked out for you. You can round it up/down using the Monthly Adjustment box, which then gives you the Total Monthly Payment amount.
Step Three: Review Payment Schedule
The payment schedule will then display a list of all previous payments made, as well as the next 3 payments due.
Ad-Hoc Payments can also be added from this screen. Ad-Hoc payments are used to schedule one off payments. For example, if the previous months payment failed.
Ad-hoc payments can only be scheduled on working days, between 3 and 33 days from today’s date. They also cannot be scheduled before the first regular payment is due.
Once all the details are complete, we are ready to Save the record. At this point data is sent to OPS and Flex will return to the summary screen. Any issues when sending the data to OPS will be displayed in the top right of the screen.
Pushing Update allows us to select Scheme Details and go back into the wizard we just created the record with.
When updating an existing scheme, any changes must be made 6 days in advance of the next payment, else the changes will only take effect from the following month.
Under Scheme Status, we can choose to Suspend or Cancel Scheme. If either of these have been chosen, the Scheme Status would then allow us to reactivate the scheme which has been suspended / cancelled.
This completes the OPS system on the Patient Record.