This document will outline the Global aspects of FLEX.

Global - This means that any changes will affect everyone at all branches.
Branch Access Only  - This means that it will only affect the branch that you are logged in to.

Front End of FLEX

This is the main part of FLEX


  • Patients – This falls in to both Global/Branch Access Only -  It can be set that patients are accessible from all branches, or it can be set that only the branch that the user is logged in 
  • Appointments – This falls in to both Global/Branch Access Only - Staff members can have access to all branches or just the one they are logged in as. This is configured in the Staff / Roles section 
  • Dispense – Global/Branch Access Only - This is only looking at the stock of the branch that you are logged in to. However, if that staff member has access to all patients across all branches, they will be able to pick up any patient - if they have access to that branch 
  • Orders - Global/Branch Access Only – This is only looking (by default) at the branch the staff member is logged in at. However, there is an option for that staff member to look at the other branch orders if they have access to that branch.
  • Till - Global/Branch Access Only - This is only looking (by default) at the branch the staff member is logged in at. However, there is an option for that staff member to look at the other branch receipts if they have access to that branch.
  • Stock - Global/Branch Access Only – By default the stock list will only show the branch that the staff member is logged in as. However, it is possible (with the appropriate branch access). All the filters are Global e.g. Sales Groups
  • Business Intelligence - Global/Branch Access Only – Reports and lists e.g. eGOS will by default, sow the branch that the staff member is currently logged in as. However, with the reporting section it is possible to choose branches at will, so long as the staff member has access to that branch.
    1. eGOS – Branch Access Only - This will only show the branch currently logged in. The staff member will have to switch branch to view the other branch eGOS claims.
    2. Data Mining – Global – Any searches here the staff member can choose the branches they have access to
  • Dashboards – Global - Any searches here the staff member can choose the branches they have access to 
  • Communication (Setup) - Global - Anything changed here will affect all branches
  • Management – Global – This will generally give an overall view of things at all branches.


Setup of FLEX

This is accessed by going to Menu -> Setup



  • Branch:
    1. General - Branch Access Only – Each Branch is selected here e.g. Branch 1, Branch 2 etc. Changes on the selected branch will only affect that branch
  • Staff / Roles:
    1. Email Reports – Global - Anything changed here will affect all branches
    2. General – Global – Here it can be set to what staff members have access to different branches or sections within Flex
    3. Groups – Global - Anything changed here will affect all branches
  • Patients – General, Titles and Genders, Surgeries and Doctors, Lifestyle Categories, Patient Data Check, Patient Total Spend and Venues are all Global - Anything changed here will affect all branches
  • Examinations:
    1. Clinical (Clinical Practices Only) - Global - Anything changed here will affect all branches
    2. Contact Lens
      • General, Contact Lens Data, Lenses, Exam Types and Tab Config – Global - Anything changed here will affect all branches
        • Recall – Branch Access Only – This can be set on a branch-by-branch basis
    3. Sight Exams
      • Types, Retest Reasons NHS / Evidence, Base Directions and Other – Global - Anything changed here will affect all branches
        • Recall Categories – Branch Access Only - This can be set on a branch-by-branch basis
  • Schemes
  • Appointments:
    1. Branch Setup Diary – Branch Access Only - Clicking on the branch description will allow you to change the opening times to align with that branch
    2. Consultation Rooms – Branch Access Only - This is only editing the branch selected in Step 1’s Rooms.
    3. Appointment Reasons – Global - All appointment reasons can be used at multiple branches.
    4. Staff Hours – Branch Access Only - e.g., Optometrists may work at different times at different branches
    5. Building the Diary- Branch Access Only - Only changing the diary of the branch selected in Step 1
  • Orders:
    1. General– General, Dispense, Hawstone Lens Catalogues, My Lens Catalogue, My Lens Prices and My Tints and Coats Prices – Global -  Anything changed here will affect all branches
    2. Lens Catalogues – Global – Takes you directly to the Hawkstone Lens Catalogues tab, in which it automatically checks for Lens Catalogue updates. Anything changed here will affect all branches.
  • Stock:
    1. Brands, Fixed Frame Pricing Forumla Steps, Formulae, General, Promotions and Supplies – These are all Global
  • Communication:
    1. Email Templates, Forms, Letter Paragraphs, Letter Templates, Online Forms, Postcard Templates, SMS Templates and Template Groups – Global - Anything changed here will affect all branches.

 

 

  • Till:
    1. Corporate:
      • Corporations – Global - Anything changed here will affect all branches
      • Payments / Contact– Global - Anything changed here will affect all branches
    2. General:
      • Payment Methods, NHS Vouchers, Sales Groups, Dispensing Fees, VAT, Discounts, Petty Cash Groups, Loyalty Plans and Refund Reasons - Global - Anything changed here will affect all branches. 
      • Till button Layout – Branch Access Only – This will only change the till the branch that is currently logged in. If another branches till needs changing, then the user will have to switch branch.
    3. Xero – Global - Anything changed here will affect all branches.
  • System:
    1. FTP Sites – Optinet Use Only
    2. PC:
      • Printer Configuration – Branch Access Only – This is a setting for each individual PC
      • Zebra Labels and Dymo Labels – Global - Anything changed here will affect all branches.
      • PC Settings – Branch Access Only - This is a setting for each individual PC
      • Flex Imaging Groups – Global - Anything changed here will affect all branches.
      • eSignture Pad Configuration - Branch Access Only - This is a setting for each individual PC
    3. System Maintenance – Not applicable
  • Group:
    1. Patient Search, Notifications, Stock Display in Edit and Myres Le Roche – Global - Anything changed here will affect all branches.