Optisoft Enterprise Edition/Optisoft.NET/iDispense
PRICING/PRODUCT STRUCTURE: Modular subscription deployed locally or hosted remotely. Base system £100 per month. Additional modules - £30pm (Appointments/Cash / Stock/Spectacles/Contact Lenses/Clinical Records/Direct Debits).
USER SUPPORT: Hardware and software supply, installation and support. On-site training and hardware engineering plus dedicated support desk.
HARDWARE REQUIREMENTS: Optisoft Enterprise Edition – Windows 7 Professional, quad-core processor, 4GB RAM. Optisoft.NET - Windows 10 Professional, quad-core processor, 8GB RAM. iDispense – Apple iOS 8 and newer.
FEATURES AND FUNCTIONALITY
RECEPTION: Paperless records with prescriptions, documents, notes, analysis codes and word-processing. Multiple recall schemes per patient via letter, email, SMS or phone call.
Remote recall print and email/SMS integration for reduced costs. NHS forms with on screen completion and printing. Newly added eGOS integration for Scotland. Drag and drop rescheduling. Pre-defined templates for clinics.
CLINICAL: Clinical records with customisable templates for each optometrist. Low-light level interface with touchscreen integration and speed-type. Drawing tool with templates and stamped conditions. Date line for quick access to previous visits. Links to most fundus and slit-lamp cameras for integrated imaging. Drawing, filters and measuring tools.
DISPENSING: Customisable filters to group lenses as required. EDI ordering via Hawkstone. Send to cash for payment processing. Records multiple set of contact lenses per dispense, with filtered lens selections and inputting of custom specifications. Application of price based on patients’ scheme and quick access to lens technical details.
ADMINISTRATION: Itemised receipts. VAT calculations per transaction with full reporting.
Records deposits taken and reports of aged debtors. End of day cashing up. Itemised stock based on manufacturer and type, with stock taking facility and bar coding. Direct debit originator or bureau systems. Fully automated BACS submissions. Non-payment reporting.
Application of products to patients to calculate monthly DD amount. Simple standing order reconciliation
Opticabase
opticabase.co.uk
PRICING/PRODUCT STRUCTURE: No initial costs. Three versions: Reception Plus (£25+VAT/month for one PC), Dispensing (£80+VAT per month per practice) and Clinical (£120+VAT per month per practice). Discounts for multiple practices and includes software, support and updates. Prices are not modular.
USER SUPPORT: Opticabase prides itself on returning support calls within 20 minutes. Support is often given on the phone while remotely logging into customer’s computers. There is also an online help website and some video tutorials. Updates are done out of office hours to minimise disruption to the running of a practice.
HARDWARE REQUIREMENTS: Windows PC with i5 processor
FEATURES AND FUNCTIONALITY
RECEPTION: All three systems offer recall by letter, phone, SMS or email. Letters can be sent using various mailing houses to reduce practice time and costs. Opticabase diary offers a simple way of keeping track of appointments. Opticabase integrates with NHS Scotland eGOS system for saving practice time.
CLINICAL: Opticabase Clinical, written by optometrists, offers full record card keeping with many shortcuts to aid inputting information. Some field plots and imaging can be imported into for viewing. Opticabase also offers the ability to draw pictures of both internal and external pathology.
DISPENSING: Dispensing and clinical versions both keep a record of every dispense and show any outstanding jobs or payments. Choosing frames from a stock list and lenses makes entering dispenses easy and being able to print job orders to send to a practice’s preferred lab saves time and errors.
ADMINISTRATION: Opticabase Dispensing and Clinical both have a frames stock control system with reports of current and sold stock. There are various reports to see how a business is performing. VAT disclosure or apportionment methods are both dealt with in Opticabase. Individual passwords help track staff activity.
iOptician
iopticiansoftware.co.uk
PRICING/PRODUCT STRUCTURE: Two packages available: A monthly payment plan £35 per month or a one-off payment for both: Basic £550 and full package £999.
SUPPORT: Support has been made easy with step by step guide videos which the user can follow on the software’s functionality. Continuously looking at security and backing up methods, to prevent data loss and providing customer different solutions to meet user needs.
HARDWARE REQUIREMENTS: PC with Windows 7 or later with a minimum of 2GB RAM (4GB recommended). Programme works best on a monitor with resolution of 1400x900.
FEATURES AND FUNCTIONALITY
RECEPTION: Integration of SMS/email reminders are synced with a phone app, which gives the practice capability to send personalised SMS/email reminders to be sent directly from within iOptician software.
CLINICAL: Designed and updated after taking valid opinions from other experienced opticians that have run their own practices. Recent updates include changes in the clinical module where a duplicate feature was added, which means previous test data can be copied to any live eye tests being performed. The process to attach and view previous paper records is now streamlined.
ADMINISTRATION: iOptician helps to reconcile daily sales, taken on the included EPOS system, detailed daily and sales report helps keep track of sales. Real stock level checking. A new GOS module also allows reporting and real time updates of vouchers/GOS the practice has taken and outstanding balance.
Xeyex
xeyex.co.uk
PRICING/PRODUCT STRUCTURE: Upfront: covering setup, configuration, training and data migration. Monthly: licence for the product which includes support, a fully managed backup process and free upgrades forever. Monthly fee is based on total patient numbers required. That means no additional cost for extra terminals/devices, no additional costs for multiple users and most multiple branches. Example costing: Two practices with 4,000 live patients each is £265+VAT per month.
USER SUPPORT: Monday to Friday, 9am-6pm, excluding public holidays. Technical support available seven days per week, 365 days a year. Offsite database and server infrastructure managed by us.
HARDWARE REQUIREMENTS: Runs on PCs, Macs, laptops, iPads and tablets. Recommended resolution 1920x1080 (minimum 1152x864). Touchscreen increase efficiencies but is not required.
FEATURES AND FUNCTIONALITY
RECEPTION: Drag and drop appointment diary viewing multiple clinics and locations. Real-time online appointment booking through practice’s own website. Configurable NHS form printing. Apple iOS & Android mobile app (xCast by Xeyex) offers fast data capture of documents. Fully dynamic and managed recall print and post service. SMS and email reminders and recall functionality.
CLINICAL: Fully flexible, configurable design your own clinical record cards. Faster entry with Xeyex quick button functionality individual to each user. Additional records option reports details for audiology and visual stress. NHS Scotland end to end integration, with no requirement for VPN tokens. Integrates with Nidek5100 phoropter head with full auto-population. Dropbox integration clinical image upload.
DISPENSING: Dispensing system integrated to EPOS till system. Contact lens management module. GoCardless partnership allows real-time direct debit setup and auto-reconciliation. Ophthalmic lab features order printing and email routing with status updates available via QR code scanning.
ADMINISTRATION: Stock can be managed across all branches. Xeyex Analytics provides KPI and business performance reporting, with optional tailored/customised reports. XERO accounts package integration provides daily sales feedback. Individual user accounts with configurable access levels, accessible anytime, anywhere from any device.
Optix
optix.co.uk
PRICING/PRODUCT STRUCTURE: There are no initial licence fees with Optix. Monthly rental includes the complete system with all future software updates. Full ongoing support is provided within rental. First two sites – £280 per month each. Subsequent branches, £219 per month.
USER SUPPORT: Fully included in monthly rental charges. Telephone lines are staffed six days per week.
HARDWARE REQUIREMENTS: Any modern PC running Windows 7 or Windows 10 (32 or 64 bit). We recommend 8GB RAM for the best performance.
FEATURES AND FUNCTIONALITY
RECEPTION: In any practice, your appointment book is the hub around which everything works. The diary system in Optix includes real-time views across an entire group of practices. The availability of rooms or appointments is shown with configurable colour coding and easily definable breaks, lunches, meetings, etc. SMS and email appointment reminders can be easily configured.
CLINICAL: The patient record shows how Optix benefits from being written as an integrated non-modular package. The main summary screen shows the most recent and relevant information for each patient. Images from clinical equipment are attached to a patient record and can be made available in the MySight Portal.
DISPENSING: Spectacle dispensing in Optix is designed to be customer facing. The system encourages staff to sell frames and lenses ‘preferred’ by the business. Optix allows for multiple dispenses and can incorporate discounts and NHS vouchers to maximise sale conversions. The unique Optix Hub gives real-time access to product catalogues from suppliers.
ADMINISTRATION: Optix has an extensive back office administration area which is available to staff with appropriate access rights. Offers the most comprehensive Direct Debit management system available with no requirement to have your own BACS registration. Business Intelligence reporting provides regular snapshots of strategic financial and operational information.
BlinkOMS (Blink Optician Management Software)
blinkoms.co.uk
PRICING/PRODUCT STRUCTURE: Cloud-based software licenced for use by a single practice. £55+VAT per month, that includes all system features. Chargable: postcode lookup, SMS texting, training and online diary setup.
USER SUPPORT: Monthly fee includes email and telephone support, daily backups, plus regular system updates.
HARDWARE REQUIREMENTS: Any device connected to the internet – you can use Blink on multiple devices within your practice, which includes any desktop/laptop computer, iOS/Android tablet or smartphone. Some features work better on devices with larger screens so we recommend that you run at least one desktop computer.
FEATURES AND FUNCTIONALITY
RECEPTION: Patient information management. Clinic diary – able to assist with appointment reminders by SMS or email. Real-time online diary so patients can book their own appointments. GOS form printing and batch printing of forms ahead of a busy clinic. Patient notes with fast access to information.
CLINICAL: Full examination record, with extensive clinical notes management. Document Attachments to link images or scanned docs to a patient record. Additional medical notes can be recorded.
DISPENSING: Full dispensing mode with predefined stock and price list. Quick dispensing mode, providing flexibility and reduced configuration time. Sales management keeps a track of deposits and balance payments. Patient dispensing history available.
ADMINISTRATION: Patient and sales reporting provides vital performance indicators for your business. GOS voucher management reports track which vouchers have been submitted and paid. Staff can also create their own login credentials and specific permissions.
i-Clarity from Topcon
topcon-medical.co.uk/i-clarity
PRICING/PRODUCT STRUCTURE: Pricing on application.
USER SUPPORT: Full data conversion available from previous systems. Project management of the implementation process. On site, bespoke and classroom training at venues throughout the UK. Full telephone, online support, six days per week.
HARDWARE REQUIREMENTS: Multi-branch systems can be hosted by Topcon or on user’s own server. Single sites can be cloud-based or hosted on own hardware. Will run on any Windows compatible PCs, including wireless tablets.
FEATURES AND FUNCTIONALITY
RECEPTION: Fully configurable diary with colour coded appointments, and all appointments confirmed with email, SMS or printed slips. Staff rota integrates with the appointment system, meaning that maintaining staff rotas across multiple sites and ensuring clinics have sufficient support staff available could not be easier. Integrated messaging and email facilities including email receipts and (optional) online appointment booking. Full EPOS modules with touch screen capability.
CLINICAL: Each patient’s clinical record is on a single form and can be viewed at a glance. Users can review and copy from previous notes at the same time as completing details of the current visit. Separate CL clinical record, including fully validated database of all current contact lenses, plus the ability to store details of lenses (eg keratoconus) that are not on the system. Full integration with instruments such as lensmeters, autorefractors, phoropters and OCTs.
DISPENSING: Fully integrated with the rest of the system. Dispenses based on most recent Rx – a single click will confirm a dispense, create a sale, reduce stock and create a validated spectacle order. Validated lens catalogues can either be easily maintained by users or supplied by selected manufacturers. Multiple dispenses can be created for each patient. There also is a full SO/DD and contact lens management suite which can be used to create personalised care packages for Pxs buying CLs or spectacles on interest-free payment plans.
ADMINISTRATION: Newly introduced eGOS implementation in Scotland, enables practices to prepare their claims before a clinic, then submit them online and in real time, with no duplication of data. Robust but straightforward end of day procedures to ensure that all financial data is 100% accurate and fully reconciled to bank accounts. Sales, banking, stock and cash data can be used for VAT returns, and imported directly into compatible accounts systems. Full stock control system, including cross branch lookups and aged stock reporting.
Optinet Flex
PRICING/PRODUCT STRUCTURE: £170 for the Flex system with an optional clinical module for £25. All prices are per practice and exclude VAT. Can be used on any number of computers within the practice.
USER SUPPORT: Helpdesk is open between 8:45am & 5:30pm Monday to Friday and 9am to midday on Saturdays. Company offers a pre-installation consultation for managers and 1.5 day training is provided in the practice.
HARDWARE REQUIREMENTS: PC running Windows 10, 4GB ram and quad core processor for the best performance.
FEATURES AND FUNCTIONALITY
RECEPTION: Customisable recalls (daily, weekly, monthly), by email, SMS, Webpost or letter. Phone list generation. Configurable appointment lengths, automatic SMS and email reminders and colour coded appointment slots. Printing NHS forms, labels and documents, scan paper files. Maintenance of patient records.
CLINICAL: Flexibility and simplicity is key in the consulting room. Assessments can be customised by the optometrist and findings are recorded by dragging and dropping from a list of customisable quick-picks. Where necessary the optometrist can type additional findings as they see fit. Flex Imaging allows images to be automatically imported into the software.
DISPENSING: Loyalty prices, lens comparison shortlist, multi-pair dispenses, remakes, copy last dispense, discounts and EDI ordering all help to make the dispensing optician’s life easier. Supplier catalogues can be downloaded or custom catalogues can be created with retail prices being assigned individually or from a formula.
ADMINISTRATION: Whether you need standard reporting or business intelligence data, Flex will satisfy your needs. A library of reports, dashboards and data mining searches are included to help you analyse the performance of the business and extract data. Stock control, direct debit administration and voucher reconciliation is taken care of and managers can apply staff restrictions where necessary.
Orasis
PRICING/PRODUCT STRUCTURE: Orasis Lite the entry level version, suitable for practices that have up to four users and prefers not to computerise every aspect of the business. Focuses on basic areas, such as patient records, recalls, communication and the diary. Professional takes a holistic approach with unlimited users in the practice, focusing on the whole business. Lite £85/month/practice and Professional £155/month/practice.
USER SUPPORT: Full telephone support and advice included. Orasis uses Microsoft SQL server, handling database with stability and performance.
HARDWARE REQUIREMENTS: recommended Windows XP or above with 2 GHz Dual Core processor and 1 GB RAM. Microsoft Office 2003 or above.
FEATURES AND FUNCTIONALITY:
RECEPTION: Patient records, prescriptions and recall records. Full integration with Microsoft Word and Outlook. Print labels, forms, vouchers and appointment slips. Send letters and emails to patients, doctors and suppliers. Appointment booking for Patients with colour coded appointment types for clarity and flexible appointment slots. Send reminders for appointments by SMS or email and manage Did Not Attends. Also supports multiple consulting rooms and online booking appointments.
CLINICAL: Orasis’ clinical records are easy to navigate. Simple to use, clean in appearance and input that flows well. Set your own default values, rearrange the order of input, and see everything clearly. Orasis has a fully featured contact lens fit and aftercare section too, as well as payment schemes and direct debit administration. Clinical images are seamlessly acquired directly from the equipment computer and accessible from the patient’s record. The images are available to all computers and can be adjusted, compared, printed and emailed. The popular systems are supported including, Topcon and Nidek.
DISPENSING: Create and manage professional services, frames, lenses, contact lenses and other product lines. Full analysis of stock held and sold. Dispensing/ordering of spectacles and contact lenses. Full integration with financials eradicating duplication and errors. Full stock history, analysis and reporting. Stock-take function to speed up stock takes and maintain accurate stock valuations.
ADMINISTRATION: Orasis will provide you with a sophisticated set of KPIs which is essential to keep track of the progress of the practice, improve costs and increase profits ensuring your independent business thrives. Orasis also offers complete history of patient transactions and reporting. Control of unpaid balances. VAT analysis of sales. Petty cash transactions. Voucher management, GOS and self-generated offers monitored.
Ocuco Acuitas
PRICING/PRODUCT STRUCTURE: Ocuco licenses, rents or leases local or cloud-based solutions.
USER SUPPORT: Expert support engineers are available by phone and email and users can track all queries on a web system. Monthly webinars provide refreshers and deep training, with regular user group meetings.
HARDWARE REQUIREMENTS: Server/client setup or low spec hardware for cloud-based hosted solution.
FEATURES AND FUNCTIONALITY
RECEPTION: An integrated solution, providing the most effective and efficient workflows, reducing margins for error while supporting the patient experience. Front of shop functionality includes integrated web and practice diary, pre-screening with equipment links, recalls and marketing by SMS, email and traditional mail. NHS form completion and eSubmissions. Order and voucher tracking; and the Patient Survey Module using SMS. All features supplemented with reporting, KPI display and BI resources.
CLINICAL: The most widely used paperless clinical record by UK independents. Configurable per optometrist, and covering standard and extended eye tests, as well as contact lens exams incorporating digital imaging and hand-drawn graphics, 50 context sensitive educational patient videos, and supporting NHS clinical audits.
DISPENSING: The comprehensive dispensing module simplifies the complexities of the spectacle and contact lens dispense, schemes and packs. Mastering vouchers, returns and ordering processes, validating Rx against product catalogues, with the inclusion of freeform measurements.
ADMINISTRATION: Strong back office functionality administrating heavy batch tasks such as catalogue and stock maintenance. Direct debit and contact lens schemes are easier with a system that is comprehensive and integrated at all touch points of the patients in store and online journey. Centralised data from multiple practices allows the efficient sharing or resources for all admin tasks.
Ipro
PRICING: Purchased outright, the price depends on modules selected. No further payments, except if the service charge is required, which provides full ongoing support and all future upgrades. This is calculated at only 10% of the software cost per year.
USER SUPPORT: Full help desk and upgrades included for one year, then optional service charge.
HARDWARE REQUIREMENTS: Ipro software is an in-house server based system, which only requires a regular PC running Windows Pro, with minimum 8GB RAM for up to five workstations. Six workstations and over requires a dedicated server. Patient records are always available as it is not dependent on the internet.
FEATURES AND FUNCTIONALITY
RECEPTION: With the functionality of the appointment book being paramount, Ipro has built-in many key features. Highly configurable to display by optom, room, branch or combination. Work schedules are shown as standard, including holidays and meetings. The receptionist job is made easier with drag and drop appointments and full control of the automated SMS and email recall, reminder and promotion functions. Appointments can be automatically sent to smartphone calendars.
CLINICAL: The Patient Card File can be configured to display exactly what the OO, DO or even the receptionist requires. All previous data is displayed without the need to search, including frames, lenses, prescription, etc. Due to its modular design, any other screen can be displayed at the same time.
DISPENSING: With up to date built-in catalogues from all major manufactures, dispensing is quick and easy. The system even warns if a selected lens is not suitable for a frame. Downloaded latest NHS vouchers will automatically be applied to the patient and a discount can be added at this or future stages.
ADMINISTRATION: Stock control will keep you informed of orders, repairs and stock levels. Finance takes care of all aspects of payments, direct debits, instalments, VAT and petty cash. With the ability to logon to the system, with security protection, from anywhere, administration and analysis can be conducted away from the practice.
