Optisoft
Software developer and product name: Optisoft – Optisoft for PC and iDispense app for iPad.
Pricing and product/licensing structure: Optisoft is a modular subscription software, deployed locally or hosted remotely. Core system, patients, costs £100 per month, with additional modules – such as appointments, cash, stock, spectacles, contact lenses, clinical records, direct debits – costing £30 per module per month. The iDispense app streamlines the dispensing process for £4.99 via the App Store
User support services: It offers a complete solution which includes hardware and software supply, installation and support. On-site training and hardware engineering is also provided, as has a dedicated account manager and helpdesk in place to support the practice team.
Hardware requirements: Optisoft requires Windows 10 Professional, quad-core processor, 8GB RAM and iDispense is available on Apple iOS 10.
Features: Recalls via letter, postcard, email, SMS or phone to suit patient preference and increase return rates. Appointment booking with custom clinics and automatic SMS notifications to maximise attendance. NHS form integration and reconciliation saves time and ensures payment fulfilment. Custom templates, touchscreen technology, speed-type and equipment integration provide comprehensive clinical records to suit the optometrist and enhance the patient journey. Includes fully validated dispensing for spectacles and contact lenses with online catalogues, custom filters and product comparisons to reduce error, increase value and provide better cosmetic results. Cash, VAT, NHS voucher and direct debit management to meet HMRC requirements, minimise fraud and streamline the tilling process. Stock control, barcode integration and management reporting to improve business performance.
How to realise your PMS’s potential: To get the most out of Optisoft, follow these principles. First, make sure you are capturing the data you need and not any irrelevant or incomplete data sets. Second, optimise your recall – study the reports to make sure it is both efficient and cost effective. Use it to maximise attendance by sending appointment reminders automatically via SMS. Exploit its marketing capabilities – make the most of your patient data and back it up. Be an intelligent business by reviewing performance on a monthly basis and monitoring your KPIs with your objectives in mind. And finally, get help if you are not sure of the software or how to proceed – Optisoft provides on-site training and consultancy as well as a dedicated helpdesk.
Blinkoms
Software developer and product name: Blink Optician Management System – Blinkoms
Pricing and product/licensing structure: Cloud-based software licenced for use by a single practice. £75+VAT per month, which includes all system features. Chargeable features: postcode lookup; SMS texting; training; online diary setup.
User support services: Monthly fee includes email support, daily backups and regular system updates.
Hardware requirements: Blink can be used on multiple devices within a practice, which includes any desktop/laptop computer, iOS/Android tablet or smartphone.
Features: Patient information management. A clinic diary can 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.
Clinical features include a full examination record, with extensive clinical notes management. Document attachments to link images or scanned docs to a patient record.
Also has full dispensing mode with predefined stock and price list. Quick dispensing mode, provides flexibility and reduced configuration time. Sales management keeps track of deposits and balance payments.
Administration now has GDPR compliancy features, while patient and sales reporting provides vital performance indicators. GOS voucher management reports track which vouchers have been submitted and paid.
How to realise your PMS’s potential: Get the most out of Blink by integrating the appointment diary with your practice website – this enables real time appointment booking. Use it to assist with GDPR tasks – anonymise patients, export everything that the system knows about a patient, or report on the patients who have been inactive for over 10 years. Also, install the domiciliary add on that enables offline use of the system in case of connection issues.
Opticabase
Software developer and product name: Opticabase
Pricing and product/licensing structure: No initial costs. There are three versions of Opticabase: Reception Plus, Dispensing and Clinical. Reception costs £25+VAT per month for a PC. Dispensing costs £80+VAT per month per practice but also includes Reception. Clinical costs £120+VAT per month, per practice but includes Reception and Dispensing. Cost include software, support and updates.
User support services: Support is usually given on the phone while remotely logging into customer’s computers. There is also an online help website and video tutorials. Updates are rolled-out during out of office hours to minimise disruption to the running of a practice.
Hardware requirements: Windows computer with an Intel i5 processor. Opticabase systems are locally based in each practice so that a business is not inconvenienced if its internet connection is poor or interrupted.
Features: All three systems offer recall by letter, phone, SMS or email. Opticabase integrates with NHS Scotland eGOS system and is working with PCSE to roll out the new eGOS when it is available for England.
Opticabase Dispensing and Clinical both keep a record of every dispense and show any outstanding jobs or payments. Choose frames and lenses from a stock list and be able to print job orders for contractors.
Opticabase Clinical, written by optometrists, offers full record card keeping with shortcuts. Field plots and imaging can be imported, which also offers the ability to draw pictures of both internal and external pathology. Frame stock control system with reports of current and sold stock. Extensive, simple reporting to track staff and patient performances and turnover from campaigns.
Ocuco
Software developer and product name: Ocuco – Acuitas and Focus
Pricing and product/licensing structure: Ocuco licenses, rents or leases on-premise or cloud solutions. Prices based on the level of functionality.
User support services: All training is provided by experienced engineers who not only know the software but how it applies to the variations of business processes and policies in the optical practice. All have industry recognised optical training.
Hardware requirements: Client-server at store or low spec hardware for cloud solution.
Features:
Acuitas and Focus are complete omnichannel solutions, integrating online and practice eCommerce tools – including online diary, NHS eGOS and a new iPad App in one GDPR compliant package. Thousands of optometrists use Ocuco’s clinical system, totally configurable and 100% paperless. Supporting all eye test variants, with an in-depth clinical contact lens module, and the industry’s largest equipment integration catalogue.
Ocuco’s new iPad dispensing and payments App combined with the comprehensive Handover Module from optometrist to dispensing optician, promotes a more engaged interaction. Ocuco’s PRM software supports automated Rx validation and catalogue vendor management updates. A robust back office suite capable of managing the resources for multiple practices’ catalogue, stock, recall, marketing, promotions, and direct debit administration.
How to realise your PMS’s potential: Practices must take advantage of the automations and integrations available in Acuitas and Focus. Integrating pre-screening and consulting room equipment saves time, enhances GDPR compliance and provides a greater ROI on the equipment purchase. Using your software as a point of differentiation by combining the patients’ instore and online journey extends your best customer service to reach new and existing customers online. These tools, as well as workflows, handover and the iPad apps, are designed to save time, enhance patient care, and increase dispense values.
I-clarity
Software developer and product name: I-Clarity was developed and is supplied and supported by Business Measurement.
Pricing and product/licensing structure: The product is available on both a rental and purchase, support and maintenance models. Data can be hosted by the client, by third parties on behalf of the client or by ourselves. All pricing is per site with no additional charges for workstations. The purchase option starts from £2,650 for the basic module to £7,500 for the full system. The rental model starts at £112 per month up to £225 per month for the full system.
User support services: All installations are carefully planned and project managed taking into account data conversion requirements, staff, the modules being implemented and the size of practice. I-Clarity provides ongoing training, training videos, training courses and holds an annual user conference, where delegates are asked for feedback.
Hardware requirements: The system runs on standard Windows hardware; it can run wirelessly in a single practice or, in the case of a group of multiple practices, the system will run from a single database shared over standard internet connections.
Features: The system has been designed as a single, fully integrated application, that follows the logical flow of the patient journey. Unlike previous systems, it is designed to facilitate each stage, rather than simply record what has been carried out manually. For example, spectacle dispenses are created in real time, and generate the spectacle order, reduce stock and record the sale in a single process.
The full journey starts with recording the initial patient details and creating an appointment: recording full clinical records on a single user-configurable page; creating a spectacle or contact lens dispense; taking money via a fully featured ePos module; and creating a spectacle or CL order. It ends with recording collections, collating outstanding balances and setting follow up customer communications and recall.
How to realise your PMS’s potential: I-Clarity suggests some simple steps to make the most out of the PMS. First, appoint a ‘champion’ to be responsible for the implementation of the system and helping other staff members. Second, involve all staff from the outset, clearly explaining why a new system is required and how it is also for their benefit. Third, allow realistic timescales and make sure the necessary preparatory work is done before the go-live date. Next, close the practice for the first few hours of the go-live – staff need to be confident with the system before going public. Then, view the implementation as an ongoing process rather than a one-off event – attend user conferences, arrange follow up training, ask for user feedback. Finally, work with your software supplier – view them as on-going business partners.
Optix
Software developer and product name: Optix Software – Optix
Pricing and product/licensing structure: £291 per month for the first two sites, £227 for sites three to 10.
User support services: Fully included Monday to Friday 8.30am-6pm Saturday 9am-3.30pm
Hardware requirements: Minimum Intel i3 with 4GB RAM but recommended Intel i5 with 8GB RAM.
Features: Optix developers say the software is the most comprehensive and widely used PMS on the UK market, installed in around 30% of independent optometrists. The system covers everything from the initial patient contact with full online booking and bespoke Android/iOS Apps available, through to full electronic data interchange (EDI) ordering of products required. A comprehensive clinical records system including contact lens fitting and aftercare with integrated direct debit management; and state of art reporting incorporating the latest PowerBI technology. The recent GDPR release automatically adds a contact management link onto every email and SMS sent through Optix allowing your patient to manage personal preferences and update their contact details.
How to realise your PMS’s potential: Recognise that on-site training is very important and an investment of time and money that will pay huge dividends. Make sure to participate in the user forum, pick up tips and pass on any suggestions to other users. Also, try to attend some of the update sessions available at our training suite in York. It is also important to read the release notes for each new version. Finally, attend our annual conference and take notes for future reference and for the help of staff.
Orasis
Software developer and product name: Orasis Practice Management Software
Pricing and product/licensing structure: Orasis Lite is the entry level software version that focuses on basic areas, such as patient records, recalls, communication and the diary. Professional takes a more holistic approach with unlimited users in the practice. Lite costs £85 per month, per practice and Professional £155 per month, per practice. The monthly fee includes support, daily back-ups and software updates.
User support services: Full telephone, email and dial-in support and advice is included. It is available Monday to Friday, 9am to 5.30pm, with emergency cover on Saturdays. Orasis uses Microsoft SQL server which handles the data with stability and performance.
Hardware requirements: The recommended PC specification is Windows 7 or above with 2GHz Dual Core processor and 4GB RAM. You will require hardware on which the software can be installed. An existing Pentium 4 running at 2GHz will suffice. A 2GHz dual-core CPU processor and 1GB RAM is recommended. Orasis is a Lenovo partner and can supply, install and support their hardware throughout the UK.
Features: Diary with patient records, label printing, forms and appointment slips. Orasis can process GOS vouchers and will be ready for eGOS. Appointments are colour coded for clarity, with flexible appointment slots. Send reminders, manage ‘did not attends’ and personalise templates for clinics and online booking appointments. Orasis messenger improves communication between reception, consulting rooms and dispensing while clinical records allow you to set your own default values and rearrange the order of input. A fully featured contact lens fit and aftercare section, as well as payment schemes and direct debit administration is present.
Clinical images acquired directly from the equipment and accessible from the patient’s record. Create and manage professional services, frames, lenses, contact lenses and other products. Manufacturer’s lens catalogues can be downloaded and compared. Orasis provides a sophisticated set of KPIs that can be customised.
How to realise your PMS’s potential: Orasis offers one-to-one sessions and on-site training or dial-in sessions. The software system flows in such a way that the whole patient journey links from the initial patient contact right through to final collection and future communications to the patient.
Cosium
Software developer and product name: Cosiumoptic and Audiocenter cloud-based practice management solutions.
Pricing and product/licensing structure: Cosium software is cloud-based. There is an upfront cost of approximately £500 for creating the customised cloud application, then an all-inclusive monthly subscription (£79 per store and £29 per user. Discount packs are available, covering licences for the application and possible options, add-ons and support services.
User support services: Online and telephone support from Shrewsbury is included in all our packages. Some of our customers also purchase their hardware from us, and we offer a hardware management service.
Hardware requirements: Windows PC able to run Chrome (version 54 to 63 or newer), Firefox or Internet Explorer 11. Standard broadband connection.
Features: Cosium Optic includes recalls, appointments, pre-screening, eye examinations, handover, diagnostics. It offers a number of advanced commercial functions, like a flexible promotions module, loyalty programmes, integration with websites and web diaries, targeted marketing analysis and operations, stock control, EDI, electronic signature capture and RFID stocktaking. NHS vouchers are printed directly from the application. CosiumOptic integrates with the full suite of Essilor diagnostic equipment, as well as centring and measurement equipment. A single portable device can cover the full patient journey, as well as RFID dispensing and user identification and authorisation. A near-zero reliance on hardware, the creativity of using RFID and NFC technologies to facilitate life in the store are all characteristics that make Cosium a stand-out PMS.
How to realise your PMS’s potential: First, place a focus on data capture and quality. Cosium allows the user to check aspects of input data quality, but make sure you always get the key pieces of information. Second, if your system can read data from your diagnostic equipment, make sure that it does. You will avoid transcription errors, and your patient journey will be smoother. Third, demonstrate to your patients that you care about their privacy –reassure them that their data is captured securely and that any unauthorised use is prohibited. Once you have covered the basics, explore the features that will make a real difference to your practice: look for the money. Do you know how much money is immobilised in your stock? Can you tell your fast-movers from your slow-movers? And finally, the best system is nothing if it is not embraced by your staff – make sure they know it inside out.
Optinet
Software developer and product name: Optinet – Flex
Pricing and product/licensing structure: £170 for the Flex system with an optional clinical module for £25. All prices are per practice and exclude VAT. The software can be used on any number of computers within the practice.
User support services: Optinet’s helpdesk is open between 8.45am to 5.30pm, Monday to Friday, and 9am to 12pm on Saturdays. It offers a pre-installation consultation for managers and a day-and-a-half training is provided in the practice.
Hardware requirements: PC running Windows 10, 4GB RAM and quad core processor for the best performance.
Features: Maintains patient records, eGOS integration, scan paper files, send email & SMS messages. Send recalls by email, SMS or letter (Docmail). Configurable appointment lengths, automatic diary reminders and colour coded appointment slots are all present.
Assessments can be customised by the optometrist and findings are recorded by dragging and dropping from a list of customisable quick-picks.
Loyalty prices, lens comparison shortlist, multi-pair dispenses, remakes and reglazes, discounts and EDI ordering all help to make the dispensing optician’s job easier. Supplier catalogues can be downloaded, or custom catalogues can be created.
Flex will satisfy your needs through a library of reports. Dashboards and data mining searches are included to help you analyse the performance of the business. Stock control, direct debit administration and voucher reconciliation help ensure effective business running.
How to realise your PMS’s potential: Users can get the most out of the software by taking advantage of the follow-up service. This provides one or two days on-site training free of charge at point of installation, helping users to get the most out of the software from the very outset. From that point onwards, there is remote telephone support, ‘management away-days’ and online presence six days a week, all included as part of the software agreement. Discounted on-going training can be purchased to ensure the practice strives to make the most of the software. Optinet offers incentivised rates to return to practices to help clients make the most of Flex, while also inviting them to review days where 10 optical professionals are asked for feedback.
Ipro
Software developer and product name: Ipro PMS
Pricing and product/licensing structure: Required modules purchased outright on installation/lifetime licence. For a simple one practitioner practice, with minimal installation, the modules would cost approximately £2,500. A large practice, with networking to other branches with more modules would be in the region of £9,500. Ipro is purchased outright, which means it is a company asset from the start. User support services: Office hours telephone help desk, email and dial-in support.
Hardware requirements: Standard PC for small systems, dedicated server for large systems.
Features: The appointment book, normally at the reception, has numerous features built in: drag and drop functionality, email and SMS reminders, and holidays being some of the favourites. It will also export to any smart device and take online bookings straight from a website. All clinical data can be accessed from the heart of the system, the patient card file. Within a few clicks and the system will set the user up for new measurements and notes. Dispensing is made easy with the up-to-date catalogues and automatic NHS calculations.
Ipro has set out to simplify and streamline the administration process, including orders, stock, repairs and patient promotion. The system also simplifies finances, processing credits, debits, VAT, instalments and cash.
How to realise your PMS’s potential: Ipro is not an off-the-shelf product. It is fully customised to the individual practice before installation. From day one the system is a turnkey operation. To get the most out of the system Ipro needs every bit of information from the practice about employees and their working practice; practitioners; holidays; recalls; reminders; local doctors; suppliers; finances; rooms; forms; invoices and letters.