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Overview:

The Remote Order Entry process allows a third-party program to create an ASCII file for Rx-Universe, containing information necessary to order an Rx from the lab.  This file uses the VCA convention for data transfers, with additional labels defined by Rx-Universe for fields not directly supported by the VCA device standard.  These additional labels will have a suffix of an underscore “_”; for example “_FIRSTNAME”.

Rx-Universe can also create a status file which the third-party software can retrieve to obtain the status of each of the site’s job in the lab.  The lab would need the Rx-Tracker module installed to accomplish this task. Figure I-1 shows this process. 

This document will explain what codes you need to send to Rx-Universe, the format in which the request/orders will need to be sent to Rx-Universe and how to interpret the information that Rx-Universe sends back.

Image Added
Figure 1-1

Rx-Universe Inbox (for incoming orders into the lab)

Information (RAW files) coming from the retail site will be stored in a folder determined by the lab which is located on the lab’s server.  The most common method of file transfer from a retail site to the lab is via ftp, where the default folder for the ftp transfer will point to the appropriate folder.  By default the folder is “OMICSTX” a subfolder of the “RXUNIVERSE” folder on the lab’s server.  For example “C:\RXUNIVERSE\OMICSTX”.

Rx-Universe Outbox (for outgoing status results)

Information that is sent back from Rx-Universe will be located in this directory, which is usually called “OMICSRX” – this is usually a subfolder below the default “RXUNIVERSE” folder on the lab’s server.  For example “C:\RXUNIVERSE\OMICSRX”.  Under this folder there is a folder for each customer, the folder name will be the account number, this is where the retail site will have to pick up the status files. 

  • For example “C:\RXUNIVERSE\OMICSRX\acount_number”:
    • “C:\RXUNIVERSE\OMICSRX\1”.
    • “C:\RXUNIVERSE\OMICSRX\0025”.
    • “C:\RXUNIVERSE\OMICSRX\1234”.

Naming Conventions

There are naming conventions that are used for every document Rx-Universe either sends or receives and the directories they are stored in.  Each of these naming conventions will be explained as we get into detail about each document.

Sending Orders from a Third-Party Software

File Name:

The naming convention that is used for the order file is very important.  The retailer will need to get their account number from the lab and store it somewhere in their system, since it is used in the flat file (RAW File) name.
The format of the filename is Account Number.V + sequence number (2 to 4 digits)

Example:

If the account number is “002” and this is the first order that they are sending, the text file name would be “002.V01” or “002.V0001”
The second file would be “002.V02” or “002.V0002” ... and so on.  Once the sequence number reaches its upper limit, the sequence number should restart from the beginning; for example, after “002.V9999” it should be “002.V0001”.

Steps in sending an Order to the lab:
       Generate ASCII text file (RAW File) for every order that has not been sent.
       Send the ASCII text file(s) (RAW File) to the lab.

ASCII File Format (RAW File):
Each line in the ASCII file must have at least two parameters, the first parameter being the field name (label), the second parameter the field value.  These parameters must be separated by an equal sign “=”.  Each field must go on a different line.  Field names with no underscore “_” at the beginning of its name are VCA Labels.  For more detail information on VCA Labels, reference the VCA Data Communication Standard documentation.

Some fields you have to send a right value and a left value, separated by a semi-colon.  These fields are indicated by an eyeglass symbol ($), see the legend (these are known as chiral fields in VCA convention).  Here is an example:

FIELDNAME=RightData;LeftData
                       SPH=-1.25;-0.75

If you are only sending Left eye information, you still have to include the semi-colon before the field value:

FIELDNAME=;LeftData
                       SPH=;-0.75

Field NameReqdData TypeLengthDescriptionFormat / Valid Values

_CUSTNO

O

String

09

Account Number

 

JOB

R

String

21

Job number from retail

This information is saved in the “PO#” field.

_INV
or
ORDER-NUM

O

String

08

Invoice number

Use this field if you want to keep the same Invoice Number as
the sending/original system.

_OMICS_TRAY_NUM

O

String

06

Tray Number

Use this field if you want to keep the same Tray Number as
the sending/original system.

 

_JTYPE

R

String

01

Job Type

Valid Values:
“1” – Full Job
“2” – Uncut Job

PATIENT

R

String

21

Patient Name

This field is not needed if you are using the “_FIRSTNAME” and
“_LASTNAME” labels.

_FIRSTNAME

R

String

21

First name of patient

Use either PATIENT or combination of first and last name

_LASTNAME

R

String

21

Last name of patient

Use either PATIENT or combination of first and last name

_RDATE

O

String

08

Date Ordered

YYYYMMDD

_WDATE

O

String

08

Date Wanted

YYYYMMDD

_OPT_WDATE

O

String

8

Optional date wanted

YYYYMMDD

REF
or
_REF

O

String

18

Release Number

 

SHIPTO

O

String
String
String
String
String
String

10
35
25
25
20
24

Ship to Number
Ship to Name
Address Line 1
Address Line 2
Address Line 3
Address Line 4

Each part separated by a comma.

REM
or
_COMMENT

O

String

30

Remarks or Special Instructions.

 

Can have up to 11 comment lines.

_CALLFST

   

O

String

01

Call first before processing.
Set to Y will cause Rx-Universe to save the job unvalid and on hold. 
(ie. call dispenser before processing).

Valid Entries are:
“Y” – Yes
"N” or blank – No

_REMAKECODE

O

String

04

Remake code

An entry in this field sets the REDO flag on the order and
sets the job as Unvalid

_RUSH_JOB

O

String

01

Set Rush indicator on order

Valid Entries are:
“Y” – Yes
“N” or blank – No

_DOCTOR_ID

O

String

30

Doctor’s name

 

_ORD-ORIG_INVOICE

O

String

08

Used to send the original invoice number when sending a remake job

 

_REMAKE_CAT

O

String

04

Used to send the remake category

 

_PRLIST

O

String

03

Price list number.

Specify to force pricing to a certain lab price list.

_TRAY_COLOR

O

String

03

Used to override the tray color that would normally be associated
with the order.

 

_LAYOUT

O

String

01

Indicates whether frame measurements should be considered exact,
approximate, or not present.

Valid Entries are:
“A” – Approximate (do not use for finish layout calculation)
"E” – Exact measurements.
“U” – Uncut job, no frame measurements present,
         just uncut diameter.

_UNCUTDIAM

O

Numeric

05

Diameter to use for thickness for uncut job (with no frame measurements)

Value >= 0 and <= 99.9
Ex: _UNCUTDIAM=65;67

_USER_DEF_JF

C

String

10

User Define Job Flow Labels.
Job Tracking module is required.