Electronic Remote Order Entry

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.

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 Name	Reqd	Data Type	Length	Description	Format / 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.