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Introduction

This document provides general instructions for entering a job through Rx Order Entry. Optifacts is easy to learn and easy to use. The Optifacts highly complex inner programs perform complicated calculations almost instantaneously and make difficult or special prescriptions easy to process. All you have to do is enter the information. In addition, you don’t need to calculate each measurement.

Features

Speed - The order entry system is quick to use because it skips those windows and fields that don’t apply to the calculations you have entered for the job. The system also displays only those options that you ask to see. If you know the correct code and seg for the style you want, you don’t need to display the style list. Or, if you don’t need to enter any calculation options, you don’t need to display the calculation list.

Rx Form – The system information is organized to reflect the order of information listed on the typical Rx form.

Windows - All information is entered and displayed in windows rather than on screens. Some windows get displayed for every job; others are displayed only under specific circumstances. As you complete a window, the next appropriate window will be displayed slightly below the last window. You can quickly move to the previous window by pressing the Escape (ESC) key.

Fields - Some fields are displayed for every lens selected; others get displayed only if a specific lens is selected. Some windows display all fields but access only relevant fields. That is, the system will access a field if it applies to the calculations you have entered.

Using this Manual

Organization - This manual has been organized to reflect the approximate flow of the system; your entries control the actual flow of the system. For example, the system will display the progressive window if you enter an Rx for a progressive lens. Likewise, a single vision Rx will prompt for the single vision window, and so on.

We show examples of each window within this document. 

Definitions

Order Entry - The Order Entry function allows you to enter all measurements, curves, and blocking needed to create the prescribed lens. If you have pricing, basic invoicing information also gets recorded here.

Optifacts Blocking - Your Optifacts software allows geometric lens center blocking or MRP blocking for lens surfacing. The system will compute the prism required to place optical centers, the prism direction, and the segment positioning required at Order entry. When using on-center blocking, single vision must be blocked as close as possible to the geometric center of the lens. However, multifocal should not be blocked on the geometric center as determined by available blank center locating methods, but instead referencing up and over from the segment equal to the layout seg down and seg in amounts. MRP blocking is also available and is automatic for aspheric and progressives. The system will list the blocking method at the top and the measurements under Surfacing Markup on the work ticket.

Right-eye Assumption - The system always assumes you are entering the right-side eye calculations first. In any window with calculations for both eyes, the system will first ask for right eye calculations, then left eye calculations. And if you’re working with only one lens, you can signal the system to prompt for that lens only, left or right.

Right, and Left lenses are labeled as “R” and “L” in the Rx window. Two lines indicate two lenses in all other windows, and the right lens is always the first line, as labeled in the Rx window.

Entering Values in Order Entry

Values for various materials are input in the fields illustrated below. Inputting these values is similar to inputting dollar amounts. You must enter the decimal point in the numeric entry. For example, if you want to input an entry of 3.5 for the Sphere, you would type 3, the period, and the 5. When you press Enter, the number appropriately aligns within the field. Some fields default to an entry when you Enter through it.

Help Keys and Shortcuts

Use the table below for instructions on navigating through the order entry screens and inputting data.

Procedure

Tray & Account

From the Optifacts main menu:              

• Select Option 4 - Order Entry and press Enter.

The Order Entry screen displays. The first window that you see is the Tray and Account. This window allows you to enter the job tray number, account number, and patient name. 7 characters, alpha/numeric. Assign a tray number to each job so that to track it easily through the lab.

Tray Number

• The active cursor is in the Tray Number field. If the system is configured for an automatic tray number assignment, the tray number displays. Otherwise, enter the tray number.

Date and Time Needed

The date and time needed defaults as set in system parameters. You can override this date to enter a promise date and time needed on an order.

• After entering the tray number, the system will move the cursor to the account number field. Use the ← Left arrow key twice to move to the Date Needed field.
• Enter the requested date in the Date Needed field.

• After entering the Date Needed, the system will move the cursor to the account number field. Use the ← Left arrow key once to move to the Time Needed field.
• Enter the request hour in the Time Needed field.

Account Number

• Enter the account number.
  • If the account number is unknown, enter the first few letters of the Account name in the Acct No. field, and a selection list will display.
  • If the list has only one page, press Escape and then enter the applicable account number.
  • If the account you are searching for does not appear on the first page, press Enter to view more.
  • Once you have found the account number, press Escape returning to the account number field. Next, enter the account number.

Once you have entered the account number, the account name displays to the right of the account number.

Ship to Code

The system automatically enters the default Ship-to code. If more than one ship to code exists, you have the option to change it.

• Enter the ship-to code, that is, the code that defines the shipping address. (If applicable)

Invoice Number

• The system automatically assigns the invoice number, and the cursor jumps to the patient name field.

Patient Name

• Enter the Patient Name or an identifying reference for this job. 

Safety or Copay

This feature allows you to enter a Ship-to Bill-to Dress, Industrial, or Copay order into the system.

• Enter the letter (S) into the Patient Name field and press Enter. Use the “S” entry for a Dress, Industrial, or Copay order, even though it doesn’t specify it as such in the SAF/COP Acct Code screen.

The SAF/COP Acct Code window is displayed. If the order is NOT a Copay, then COP will not display. Use this function to bill the order to a different location than the location the order ships to. Using this function will override the Bill-to account in the account master file.

• Enter the appropriate Bill-to code into the SAF/COP Acct Code field.

The SAF/COP account code displays to the right side of the patient name field.

• Continue the order entry process.

VSP

This feature allows you to enter a Ship-to Bill-to Dress, Industrial, or Copay order into the system.

• Enter the letter “V” into the Patient Name field and press Enter. The “V” will trigger the VSP account number and will display to the right of the Patient Name field.

• Continue the order entry process.

CBT and CPS Selections

If your lab is using CBT or CPS, or if you want to turn the option on or off, you may toggle the option by pressing ctrl-y (control key and the letter “Y” key).

CBT Selection

If your lab is using CBT, then the CBT selection window is displayed.

• Make your selections following the prompts through each window.

0 - Not a CBT. If this option gets chosen, the window will close, and the active cursor will move to the Rx window.

1 - Pick CBT by Name. If you choose this option, a list will display, and you will make your selections from the available options.

• Select the option number for the lens design and press Enter to continue.

2 - Enter CBT by Name. If you choose this option, you can scroll through the list by using your up and down arrow keys to highlight the desired lens design.

• Press Enter to select the highlighted lens.

In our examples below, we have chosen option 1 - Pick CBT by Name.

Once you pick a CBT name (as shown in the diagram below Option 1 above), you get prompted to select from the CBT Family Names.

• Make your selection and press Enter.

Then, you get prompted to make a selection from the CBT Description Names.

• Make your selection and press Enter.

• Press “C” to continue.
• Enter through the fields inputting the applicable data.

CPS Selection (Multi-Level)

Your lab may be using CPS rather than CBT. If so, you will see the CPS selection window. You can set up Commercial Product Selection in a tree−structured menu.  Lenses can be divided into similar categories or based on any structure the lab wishes.

Here are examples of the levels that you may see in Rx Order Entry. You would simply make selections from each level.

Level 1 Selection:

Level 2 Selection

Based on the operator choosing 1. STOCK LENSES:

Level 3 Selection

Based on the operator choosing 1. AR STOCK:

Once you make the final selection, the CPS populates the associated lens data in the order entry screens. You may then proceed to enter the prescription and all other details of the order.

Example: The following is an example: Notice that the CPS menu is on, and the lens data gets shown below the prescription fields.

CPS Selection (Single Level)

The following is the first screen you will see in the Commercial Product Selector if the setup is for single-level selection. You may start typing the description in the Search Description field to select a product. You also have the option to touch the Tab key to search by product code. Notice the Search Code (tab to toggle) field at the bottom of the screen.

Option 1

You can enter an asterisk ( * ) to scroll through all of the available lenses.

Option 2

Or, you can type any part of the description of the product to narrow down the selection.

You would then press the Enter key on the row of the applicable product. The full description of the selected product gets displayed in the Search Description field.

Make the final selection by pressing Enter once more, and the CPS populates the associated lens data in the order entry screens. You may then proceed to enter the prescription and all other details of the order.

Example: The following is an example: Notice that the CPS menu is on, and the lens data gets shown below the prescription fields.

• Press “C” to continue.

Enter through the fields inputting the applicable data

Rx Window

Lens SKU Code

If your lab configuration is to enter SKU codes, you get prompted to enter the SKU numbers. This option is typically used when a lab uses Finished Stock lenses most of the time.

• Enter the right and left SKU codes if applicable and press Enter past each field.
• If not using the SKU codes, press Enter or Escape to continue.

The RX window displays. This window allows you to enter Rx information. The system assumes the right lens first, and the label displays to the style field’s left side.

Special Entries

Balance Lens

If you need to enter a Balance lens, follow these steps:

• Press “S” and Enter in the Style field to display the Special Entry window.
• Then use one of the following options:
• Enter BR to indicate Balance Right
• Enter BL to indicate Balance Left 

The selection displays in the lower-left section of the Special Entry window. “BAL” displays to the right of the right or left eye.

• Press Escape to return to the Style w/Seg Sz field.
• Continue the order entry process until the pricing options screen displays.
• The Balance R or Balance L pricing option gets highlighted automatically based upon the special entry selection.

Enclosed Lens

If you need to enter an Enclosed (Supplied by the customer)  lens job, follow these steps:

• Enter the letter “S” in the Style field to display the Special Entry window.
• Enter “ER” to indicate Enclosed Right
• Enter “EL” to indicate Enclosed Left
• Enter “EB” to indicate both lenses Enclosed

The selection displays in the lower-left section of the Special Entry window.

• Press Escape to return to the Style w/Seg Sz field.

If you have selected only one lens to be enclosed (ER or EL), you will see the following message when you reach the Blank window:

• Enter the applicable data and continue the layout process until the pricing options screen displays.

The Enclosed R, Enclosed L will highlight automatically if only one lens (option ER or EL) is enclosed. 

The Supplied Lens pricing option gets highlighted automatically if both lenses (option EB) are enclosed.

Single Eye Order

Right Eye Only

• Enter the Rx for the right eye and press Enter through all fields until you reach the left eye Sphere field.
• Press the Space Bar in the left eye Sphere field, then press Enter.
• Continue to process the Rx.

The left eye entry gets omitted, and only the right eye will display.

Left Eye Only

• Enter the style.
• At the right eye Sphere field, press the Space Bar, then press Enter.
• Continue to process the Rx.

The right-eye entry gets omitted, and only the left eye will display.

Slab Off 

Slab Off on Single Vision or Multifocal

• Press F2 to open the Calculation Options window.
• Select Option 8 – Slab Off and press Enter to indicate that it will be a slab-off order.

• Press Enter to return to the Style w/Seg Sz field.
• Continue through the order entry process.

Slab Off Compute Slab Eye Only (Reference Lens)

If you are entering a slab off, where you only want to produce and charge the customer for one eye, you need to enter the other eye as a reference only for calculation purposes. Then, the customer won’t get charged for the reference eye.

• Press F2 to open the Calculation Options window.
• Select Option 8 - Slab Off and press Enter to indicate that it will be a slab-off order.
• Select Option 27 - Compute Slab Eye Only, and press Enter to compute the slab eye only.

• Press Enter to return to the Style w/Seg Sz field.
• Enter the letter “S” in the Style field to display the Special Entry window.
• Enter “RR” to indicate that the Right lens is a reference only.
• Enter “RL” to indicate the Left lens is a reference only.

The selection displays in the lower-left section of the Special Entry window.

• Press Enter to return to the Style w/Seg Sz field.

• Continue through the order entry process.

Slab Off at the Bifocal Line of a Trifocal Lens

The system automatically calculates the slab value and places the slab at the bifocal line of the trifocal.

• Press F2 to open the Calculation Options window.
• Select Option 28 - Slab at Bifocal Line and press Enter to indicate that it will be a slab off at the bifocal line of a trifocal order.

• Press Enter to return to the Style w/Seg Sz field.

• Continue through the order entry process.

Reverse Slab-off (Manufacturer Slab Off)

A manufacturer’s slab off is where the lens has already had the slab off taken off at the manufacturer’s level before arriving at the lab. 

• Press F2 to open the Calculation Options window.
• Select Option 9 - Manuf. Slab Off Lens and press Enter.

When you select #9 Manuf. Slab Off Lens, #8 Slab Off gets selected automatically.

• Press Enter to return to the Style w/Seg Sz field.

• Continue through the order entry process.

Rx Details

Style Selection

You must select a lens style.

• Enter a question mark (?) or press Enter at the empty style field to view the help menu.

The Style Selection window displays. Note the Prefixes and Suffixes.

• Enter the style code (up to 8 characters, alpha/numeric, with a prefix, segment size, and suffix if applicable).

Examples of available styles:

• Single Vision style code SV 
• Single Vision Uncut style code SVU 
• Single Vision Industrial thickness style code SVI
• Single Vision Industrial thickness Uncut style code SVIU 
• Single Vision Finished Stock style code SVST 
• Aspheric Single Vision style code FFSV
• Aspheric Single Vision Uncut style code FFSVU
• Aspheric Single Vision Industrial thickness style code FFSVI
• Aspheric Single Vision Industrial thickness Uncut style code FFSVIU
• Aspheric Single Vision Finished Stock style code FFSVST
• Progressive style code P
• Progressive Uncut style code PU
• Progressive Industrial thickness style code PI
• Progressive Industrial thickness Uncut style code PIU
• Bifocal, trifocal, etc. – type the style code then the segment size for D28, 7x28, etc.
• If industrial thickness or uncut is required, then type the style code, the I or the U, and then the segment size (IE: DI28, DU28 or DIU28, 7XI28, 7XU28, 7XIU28)

Sphere

• Enter the applicable sphere power in diopters and press Enter. (6 characters including a decimal point)
• If entering a minus sphere power, then you must use the ( - ) minus sign.
• Entering a plus power does not use any signs. (Do not enter a ( + ) plus sign.)
• Enter a space to skip an eye and run a half pair.

Cylinder

• Enter the cylinder power in diopters. You can enter a plus or minus cylinder form. (6 characters, including a decimal point).
• Use a ( - ) minus sign for a minus power.
• Use a ( + ) plus sign for a plus power.
• If you are working with both lenses, both the left and right cylinders must be positive or negative. One cannot be positive and the other negative.

Axis

• Enter the cylinder axis in degrees. (3 characters, numeric)
• The value must be greater than zero and less than or equal to 180 degrees.

The cursor will move to the Distance field.

Prescribed Prism 

If you need to enter prism, use the ← back arrow key to return to the prism fields. The amount of prism is limited to 15.00 plus or minus. (6 characters including a decimal point)

• Enter the horizontal prism in the Prism +I -O (in or out) field, with a plus value indicating base in and a minus value indicating base-out prism.
• Enter the vertical prism in the +U -D (up or down)  field, with a plus value indicating base up and a minus value indicating base-down prism.

Calculation Options

Resolved Prism

This option allows entry in degrees of prism at a specified angle, rather than simply in/out, up/down.

• To enter resolved prism, you must open the Calculations Options window by pressing F2 on your keyboard.
• Select Option 12 - Resolved prism and press Enter.
• Press Enter once more to return to the Rx Window.

• Enter the amount of prism in the Amount field as a positive value. The amount of prism is limited to 15.00. (5 characters including a decimal point)
• Enter the axis of the prism in degrees, from 0 to 360, and press Enter.

Dir Dec

Executive style only.

• Enter “Y” or “N.” If you enter “Y” (default), the lens gets treated as SV from a PD standpoint. This field applies to both lenses. The cursor will not return to this field when it moves to the left lens entries.

PD/Decentration

• Distance -  (6 characters including a decimal point) The system defaults to 3.5mm. Enter distance decentration, monocular PD, or binocular PD. The system will know which it is by its value. You may also enter a PD on progressive lenses by keying the PD value in as a minus number.
• Near (Except Progressives and direct decentered Executives) (6 characters including a decimal point) - The system defaults to the appropriate value equivalent to 1.5mm inset. Enter the near PD information. The program identifies it as an inset, near monocular PD, or near binocular PD, depending on your entry of the distance PD.

Seg Hgt

Multifocal except progressive The system defaults to -5.0 mm.  (5 characters including a decimal point)

• Enter the seg height (or pupil height if a progressive lens) from the bottom of the frame or as a distance above (plus value) or below (minus value) from the mechanical center. The program will know if it referenced to the frame bottom or center based on the value of your entry.

OC to seg

• Multifocal (5 characters including a decimal point) - The program defaults to placing the OC at the vertical center of the frame if possible while keeping the OC at a minimum distance above the seg on a multifocal lens.  Aspheric multifocal will always default to 3mm above. If you entered a seg height from the bottom of the frame, this field would say “dflt,” meaning the program will use the above rule. Unless the doctor has specified an OC location, you should always accept the default value the program gives you.

• Progressive (5 characters including a decimal point)- Enter the pupil height from the bottom of the frame or as a distance above (plus value) or below (minus value) the frame mechanical center. The system will know by the value if the pupil height is from the frame bottom or center.

• Single Vision (5 characters including a decimal point)- The system default will place the OC at the vertical center of the frame. The OC location gets referenced from the vertical center of the frame. Unless the doctor specifies an OC location, accept the default value from the system.

Specify MRP Blocking

This option automatically highlights on aspheric and progressive lenses. Select this option to activate MRP blocking to specify Major Reference Point (MRP) blocking to override the normal surface blocking default for a specific lens type. That is, block the lens on the optical center rather than the geometric center (override the default). Turn this option off to run on center blocking. Typically, the configuration settings determine this option, but it can be changed on a job-by-job basis.

• Press F2 on your keyboard to open the Calculation Options window.
• Select Option 2 - MRP Blocking and press Enter.

• Press Enter to close the window.
• Continue to process the order.

New Fitting Distance (Vertex Change)

This option is also known as a Back Vertex Rx. It is used when the lenses on the finished product are fitted at a different distance from the patient’s eyes than the refracted distance. The system requires the refracted and fitted distances as well as the refracted powers. Then it will compute the adjusted powers and select the proper tools and thickness, listing them in the New Fitting Distance window. The customer must provide the refracted vertex and fitting distances before calculating the vertex change.

• Press F2 on your keyboard to open the Calculation Options window.
• Select Option 5 - New Fitting Distance and press Enter.

• Press Enter once more to return to the Rx window.

Once you pass the last field in the Rx window, the New Fitting Distance window is displayed.

Refracted Vertex Distance

• The system will default to 13.00. Enter the refracted distance measurement in millimeters. (6 characters including a decimal point)

Fitting Distance

• The system defaults to 13.00. Enter the distance from the eye to the lens (as it sits in the frame). (6 characters including a decimal point) 

New Sphere Power

• The system displays this calculation.

New Cylinder Power

• The system displays this calculation if you enter the cylinder.

New Fitting Distance OK?

• Enter “Y” or “N.” No is the default.
• Review your entries and enter “Y” to continue or “N” to go back into this window to edit your entries.

Over Refraction

This option gets used when a patient is refracted while wearing glasses, usually an old pair. It allows you to specify the type of over-refraction method used by the doctor. The system will prompt for the powers and cylinder axis of those glasses and the refracted powers. Then the system will compute the adjusted powers and select the proper tools and thicknesses. This calculation option is available for aspheric lens styles only.

• Press F2 on your keyboard to open the Calculation Options window.
• Select Option 11 - Over Refraction and press Enter.

• Press Enter once more to return to the Rx window.

Once you pass the last field in the Rx window, the Over Refraction window displays.

• Select one of the following options:
• (W) Whitney - System calculates over refractive powers.
• (J) Janelli - You enter the lens used, and the system calculates
• (O) Other - System calculates for any lenses used, no restrictions.
• (J or O) OR Lens Sphere Power - Enter the sphere power of the OR lens. (6 characters including a decimal point) 
• (J) OR Lens Center - Enter the center thickness of the OR lens. (6 characters including a decimal point) 
• (O) OR Lens Power - Enter the cylinder power of the OR lens. (6 characters including a decimal point) 
• (O if cyl) OR Lens Axis - Enter the OR lens cylinder axis in degrees. The value must be greater than zero and less than or equal to 180 degrees. (3 characters including a decimal point) 
• (O) Lens Separation - Enter the distance between the lenses in mm. (6 characters including a decimal point) 
• Sphere Power - The system will display the sphere power. (6 characters including a decimal point) 
• Cylinder Power - the system will display the cylinder power. (6 characters including a decimal point) 
• Cylinder Axis - The system will display the cylinder axis. (3 characters including a decimal point) 
• OK? “Y” or “N” - Review your entries and enter “Y” to continue or “N” to go back into this window and change your entries.

Color Matching for Glass Lenses

Use this option for matching thickness on the colored glass when the power for the right lens is not close to that of the left lens.

• Press F2 on your keyboard to open the Calculation Options window.
• Select Option 20 - Color Match and press Enter.

• Press enter once more to return to the Rx window.

Blank Selection Window

This window will display prompts for a single vision, multifocal or progressive blanks. Some fields are common to all three styles.

Force Semi-Finished Lens

• Press the Insert key on your keyboard to display the Recall Options window.

• Select Option 12 - Blank Select SF Only and press Enter. The system automatically highlights other selections. Do not remove these options.
• Press Enter once more to return to the Blank Selection window.

Manufacturer

If you are using blank selection, a hyphen (-) defaults in this field. The hyphen means that the program will select the blank for the job. (2 characters, alpha)

• Enter the blank manufacturer’s 1 or 2 letter code to force a specific mfr and base curve. This automatically searches the lens database for the blank, using the nominal base you will be entering in the Base Curve field, along with the other blank information. If found in the database, the true curve and other data get used from the database information.
• If you want to use blank selection but override the manufacturer, enter a hyphen (-) followed by the manufacturer code that you want to force. (Example: ( -S ) = Search the lens database and select the best size and base curve manufactured by Silor.) 

Lens Type

• Enter the type code for the progressive or full-field aspheric lens you want to use for this job. (3 characters, alpha)
• To display a list of available lens types, press Enter (or ? and Enter) in the field.
• Valid lens types are based upon the manufacturer. Therefore, if you have specified an mfr code, the list will only display lens types pertinent to that manufacturer. 
• If the lens is not listed, press any key to view the next page. Once found, press Escape to open the type code field.
• Enter the desired by code and press Enter.

Example of Progressive Lens Types where the operator specified “ES” in the mfr field:

Example of Progressive Lens Types where the operator did not specify an mfr code. The hyphen (-) defaulted in the mfr field.

Example of an Aspheric Lens Types where the operator did not specify an mfr code. The hyphen (-) defaulted in the mfr field.

Diameter

• Enter the blank diameter in millimeters. (3 characters, numeric)
• If you are using blank selection, you may enter a diameter value to override blank selection.

Base Curve

• Enter the base curve on the lens (6 characters including a decimal point) or let the system select the curve based on the following:
  • Enter the true base curve if you have not specified a manufacturer and are not using Blank Selection. If you enter a sag value, the system calculates the base curve.
  • If you have entered the manufacturer, enter the nominal base curve. This base curve gets used to query the lens database.
  • If you are using Blank Selection, you may override the base curve default by entering the base curve you want, or press the space bar and enter to have the Blank selection program select the base curve.

Lower Add

• Enter the Add power as the actual power. (6 characters including a decimal point) You must enter a decimal point. Example: 2.25 is correct, 225 is incorrect. This field does not apply to a single vision lens.

Color

The system defaults to W or CLR or possibly another color code depending on your system parameters as set by your lab manager. This code refers to manufactured blank color, not the color added to the lens in the lab (such as a tint.) You must enter the color code accurately for the system to price the job correctly. 

• Either accept the default color, press the question mark (?) or any other invalid character, and press Enter to view the available options.
• Enter the applicable color code. (3 characters, alpha/numeric)

Lens Material

You must enter a valid material code for the job. The system defaults to P (plastic), or G (glass), or possibly another material code depending on your system parameters as set by the lab manager.

• Either accept the default material, press the question mark (?) or any other invalid character, and press Enter to view the available options.
• Enter the applicable material code. (3 characters, alpha)

Using Material Code O or OP

This feature allows you to enter a refraction index when entering material code “O” (for other glass) or “OP” (other plastic). However, it requires you to enter the exact index for the lens.

Once you pass the Center/Edge field, the following window is displayed.

• Enter the correct index value for the lens and press Enter. (7 digits and a decimal)

Seg In

Applicable to non-progressive multifocal. 

• Enter the blank’s segment location ‘in’ from the center of the lens blank. (5 characters including a decimal)

Seg Down

Applicable to non-progressive multifocal. 

• Enter the blank’s segment location down from the center of the lens blank. (5 characters including a decimal)

Progressive MRP in/up

If on center blocking (calc option) and no mfr.

• Enter the progressives decentered MRP location in and up from the center of the lens blank. (5 characters including a decimal point) This measurement gets used to compute prism to grind for center blocked progressive lenses.

Center Edge Thickness

This option allows center control on a plus power job or edge control on a minus power job.

• Press Enter to accept the system default. (5 characters, alpha/numeric).
• To restore the default after you have entered a thickness, press the space bar and ENTER.
• Enter the lens thickness you want, or accept the default (suggested). The thickness will be the center or edge thickness, depending upon the power of the lens (overall minus lenses being center, overall plus lenses being the edge).

If you selected #7 - Fixed Center Thickness, this field always prompts for center thickness. You must enter a value here. If you select this option, the job calculates at this thickness, even if you specify a center thickness that is too thin.

Prism Thinning

Use this option to achieve a more uniform thickness by using a base-down prism on a progressive lens. It increases the thickness on the bottom of the lens and reduces the thickness on the top. This option should be highlighted automatically on progressive lenses.

No Prism Thinning

A customer or lab supervisor may specify NOT to use prism thinning on a progressive lens. You must first activate the Lite-up, then turn it off during this procedure. In the Calculations Options menu, if option 14 - Prism Thinning Lite-up is highlighted, turn the Lite-up OFF. If it is NOT highlighted, turn it ON and then OFF again.

• Then select option 14 again, and press Enter to turn the option off.

The Prism Thinning option is turned off.

• Press Enter to closed the window.

• Continue to process the Rx. and enter the prism thinning amount to match each eye as Base Down prism.

Example - If you are trying to match one diopter of prism thinning, enter a 1-degree base down prescribed prism for that eye (-1.00 in the Prism +U -D field).

Match Prism Thinning

This option gets used to match prism-thinning amounts to an existing lens with prism thinning and then removes the prescribed prism before shipping. 

You must first determine the amount of prism thinning to match. A lensometer (Verometer) operator best does this. If the lab charges for the prescribed prism, it is highly encouraged to recall the job before mailing/invoicing to ensure correct pricing.

• Press F2 to open the Calculation Options window.
• Select Option 31 - Enter Prism Thin Diop and press Enter.
• Option 14 Prism Thinning highlights automatically.

The following two options get highlighted.

• Press Enter to close the window.

• Continue to process the Rx, pressing Enter past each field.

Once you pass the Center/Edge field, the following window is displayed.

• Enter the appropriate amount.

• Continue to process the Rx.

Segment Prism

• Press F2 to open the Calculation Options window.
• Select Option 4 - Segment Prism and press Enter.

The Segment Prism option gets highlighted.

• • Continue to process the Rx pressing enter past each field.

  Once you pass the Center/Edge field, the following window is displayed.

  • Enter the Near Hor Prism (prescribed prism) for the right and left eye in the Near Hor Prism field.

  The system calculates the near prism needed.

• Enter the Near Prism Used for the right and left eye in the Near Prism Used fields

Near Prism, OK?

• Press “Y” to accept and close the window.
• Press “N” to return to the window to make changes.

• Continue to process the Rx.

Overriding Sag Values

No Mfr - 20/50mm Sag

This feature allows you to override the sag value of a lens manually. Follow the directions in this section to sag a job.

• Enter a space to leave the mfr field blank. The program will not query the lens database. You must then tell the program the true base curve of the lens via a sag entry or by entering the true curve exactly. 
• Enter the lens size in millimeters in the Dia (diameter) field.
• If progressive or full-field lens orders, enter the lens type in the Lns Typ (lens type) field.
• The system will display either 20mm or 50mm. Type the sag value of the front curve, using either a 20mm or 50mm sag gauge, in the Sag field and press Enter. 

The system automatically calculates and displays the true base curve.

• Enter all other data as applicable pressing Enter past each field.
  • Add Power
  • Color
  • Material
  • Progressive Cross In and up, on a progressive, or Blank Seg In and Down on a multifocal
  • You may enter a center or edge thickness value, depending on the prescription) into the Center/Edge Th field or leave it as “”

Example of Sag on SV Blank

Example of Sag on a Multifocal Blank

Example of Sag on Progressive Blank

Misc Blank Info

50mm Sag - Aspheric depending on style and lens type, 50mm sag (7 characters including a decimal point)

• Take a 50mm sag reading of the front of the Aspheric lens and enter the value.

Carrier Curve - Aspheric depending on style and the lens type

• Enter the carrier curve for this aspheric lens. (7 characters including a decimal point)

Bowl Diameter

• Enter the bowl diameter for this aspheric lens. (4 characters including a decimal point)

Dual Seg Style Upper Add - The system defaults to the lower add power.

• Enter the Add power (6 characters including a decimal point). You must enter the actual power. The system does not assume a decimal point. Therefore a correct entry would be 2.25, and an incorrect entry would be 225.

Dual Seg Style Double Seg Separation - The system defaults to 13

• Enter the separation between the upper and lower segments on the lens blank. Six characters, including a decimal point).

Caliper Blank Thickness - Caliper lens blank, calc option (5 characters, numeric)

• Enter the caliper blank thickness.

Misc Blank Info, OK?

• Enter “Y” to accept and continue.
• Enter “N” to go back to the window to make changes.

Biconcave

Single Vision

When you enter an SV lens, the SV Blank Selection window displays, the cursor is in the Color field.

• Press the left arrow ← key once.
• Enter the negative ( - ) base curve value.

• Continue processing the Rx.

Multifocal

When you enter a multifocal lens (bifocal, trifocal, or other types of multifocal other than a progressive), the Multifocal Blank Selection window displays. The cursor is in the Lower Add field.

• Press the left arrow ← key once.
• Enter the negative ( - ) base curve value.

• Continue processing the Rx.

Progressive

When you enter a progressive lens, the Progressive Blank Selection window displays, the cursor is in the Lens Type field.

• Enter the type code.
• Press the left arrow ← key once.
• Enter the negative ( - ) base curve value.

• Continue processing the Rx.

Frame Information

The next window that displays is the Frame Info. This window allows you to enter or accept default frame information. For example, you can enter the frame name or shape or trace the frame if you have a frame database. If you don’t have a database, you enter the frame shape. Traced frames require an entry in the first field only, and no other fields get displayed.

Frame Name, Shape, or Traced Shape

• Enter the frame name or enter a shape. Frame from the database or a traced frame will give better thickness control on plus lenses.
• If you don’t know the exact name of the frame, enter up to the first five letters and press Enter. The system will respond: “This frame not found in the database! View frame names starting with the first X characters <Y/N>?” The system defaults to N”.” If you accept the default “N” and using a traced frame with a frame name that isn’t in the database, the system will retain the frame name on the work ticket.

Frame Measurements

• Frame A (5 characters including a decimal point), numeric. Enter the horizontal box measurement of the frame. If you have used the frame database, the system will display all available values.
• Frame PD/DBL (5 characters including a decimal point), numeric. Enter the distance between lenses or the Frame PD.” (A + DBL). The system would display the options for this field if using the frame database.
• Frame B (5 characters including a decimal point), numeric. Enter vertical box measurement of the frame. The system would display the options for this field if using a shape.
• Frame ED (5 characters including a decimal point), numeric. Enter the frame ED measurement. This is twice the longest radial distance, not the longest distance corner to corner. The system would display the options for this field if using a shape.

Using Optifacts Default Shapes

There is typically an 8 point default shape number that we show in this field. So in the following example, we use shape 4. 

• Type the number 4 and press Enter to display the frame measurements.
• You may change the frame measurement or use them as they are. Press Enter through all the fields to leave the defaults.
• You may also enter a frame color and temple size.

• If you need to enter a frame name as a reference and the shape number, type the shape number with space and then the frame name.

Below is a diagram of all of the Optifacts default shapes 1-6.

Using Default Library Shapes

The lab may have set up some other library shapes to use as a default. You would enter them as LB#  (the letters LB and the shape number).

• In the following example, we used LB1 and pressed Enter to display the rest of the fields.

When using LB shapes, the following screen is displayed.

• Enter an alternate frame name if desired, and press Enter.

Now you have the option to adjust the eye size or circumference of the shape.

Change the Eye Size

• Type the letter “E” and press Enter.
• Enter the new frame eye size.
• Enter the new DBL or Bridge size.
• Enter the new frame B size.
• Enter the proportion of the B change that you want toward the bottom of the frame. (I.E., Rimless or Groove frame)

The adjusted sizes display in the Frame Info window. You may add a frame color and temple size.

• Press Enter through the rest of the fields to continue.

Change the Circumference

• Type the letter “C” and press Enter.
• Enter the new frame circumference.
• Enter the new marked frame A.
• Enter the new DBL or bridge size.

The adjustments display in the Frame Info window. You may add a frame color and temple size.

• Press Enter through the rest of the fields to continue.

Using the Frame Library

This feature provides you with the option to pull up shapes from the Frame Trace Library and adjust them through order entry for the job you are currently entering.

• Type the letter “L” in the frame name or shape field and press Enter. 

The Frame Library screen displays.

• Type the frame manufacturer name or code and press Enter, or use the asterisk (*) wildcard to search all.
• Type the frame name and press Enter, or use the asterisk (*) wildcard to search all.

A list of available options is displayed.

• Type your selection number and press Enter, or press 9 to view more.

Search Examples

Example using an asterisk (*) in the Frame Manufacturer and Frame Name fields. The wildcard provides a list of all frames by all manufacturers.

Example using Frame Manufacturer code and an asterisk  (*) in the Frame Name field. The wildcard provides a list of all frames for manufacturer 2775.

Example using (*) asterisk in the Frame Manufacturer with the beginning of the frame name. We typed OG and pressed enter. The wildcard provides a list of all frame names beginning with OG for all manufacturers.

Example specifying both Frame Manufacturer and Frame Name. We typed 2228 in the frame manufacturer field and OG-090 in the frame name then pressed enter.

The wildcard provides the details for the specified frame.

Using any of the examples shown above, once you select a frame, present the details of the selected frame and the option to change its size.

Is this the right frame?

• Press “Y” to accept the frame data as is, with no size changes, and press Enter.
• Press “N” to Return to the previous screen to search for another frame.

The frame data populate in the Frame Info window.

• Press Enter through the fields to continue.

• Enter “C” to change the eye size.

• Refer to this document's Change Eye Size section for full details on changing by eye size or circumference.

• Press Enter through the rest of the fields to continue.

Using Frame Inventory

• Type the letter ' i ' in the frame name or shape field and press Enter.

The frame Description window displays.

• If you know the SKU code, UPC, or any other Frame information, you can enter it at this time.

You have the option to perform searches on as many or as few of the fields available. Be specific or use the (*) asterisk wild card feature as shown in this document’s Using Frame Library section.

Putting an * asterisk in the Frame Mfr field will list all the frame manufacturers in your system.

• Refine your search. Use the wildcard * followed by a letter, such as “A*” in the Frame Mfr to view all manufacturers beginning with the letter A.
• To continue the listing, enter the number “9” at the prompt.
• Press the Escape key to exit at any time.

• An * asterisk in the Line field or entering through the line field will list all available frame lines in your system. You may also press Enter through the first few fields, and once you reach the Line field, a Line Listing displays.
• Make your selection by entering the row number or press “9” to view more pages.

Once a frame is selected, the frame data populate in the Frame Info window. If only one color is available for the selected frame, that color populates in the color field; a color listing displays more than one option.

• Make your selection and press Enter.

If tracing is attached, you get prompted to save it. If there is no tracing, Optifacts checks for tracing in the Frame Library. If it finds a match, it will attach that tracing to the job.

• When tracing is attached to the job, the Frame Library WILL NOT overlay it with the one in the library.

If only one size is available, pressing Enter through the Frame A, Frame DBL, and Temple Sz fields will insert the available size.

• Make your selection and press Enter.

Once finished with all selections, the data displays and presents you with the following question.

Supply this Frame?

• Press “S” in this field, and it will automatically light up “Supply Frame” in the pricing options and bill for the frame. It also either decrements inventory or marks the frame as needing to be ordered.
• Press “N” to use the frame information, but it will not light up “Supply Frame” in the pricing options and will not bill for the frame.

• If you want, you can enter some data in the Misc. Info field. If not, press Enter past this field.

The frame data displays in the Frame Info window.

• Press enter through the fields to continue.

Traced Frame

If tracing occurred before Rx Order entry, the Traced frame name field indicates a trace attached to the tray. Typically a lab will use the tray number at the tracer, which you see in this field.

• Enter the traced frame name or leave it as is.
• Enter the frame color and.
• Enter the frame temple Size.

• Press Enter and continue the order entry process.

Frame to Come at Time of Order Entry

At the frame Info window:

• Use a shape as mentioned above and proceed to the Pricing Options screen.
• Highlight your Frame to Come Lite-up option.

• Continue to process the order.

Frame to Come Before Order Entry 

This process applies if your lab uses the Frame Management (Frame to Come) process and the frame bin assigned before order entry.

• At the tray number field, enter the tray number from the Frame to Come assignment slip.

The information from Tray-up displays.

• Continue the order entry process.

At the pricing options screen, the Frame to Come Lite-up gets automatically highlighted. You will not be able to remove this option.

Pricing Options

The 1st page of the Pricing Options (Lite-ups) displays.

The pricing options window allows you to use lite-ups to indicate tints, coatings, specials, edging, and many other production services or pricing charges. This window is unique for each customer, and different options will display depending on whether the lens material is plastic or glass. In addition, some Lite-ups may get highlighted automatically based on system parameters, lens design, or pricing.

• Enter the number (s) for all required options. The selected pricing options will highlight. There are several pages of pricing options available. Use the arrow keys ↓→↑← to view more pricing option choices.

You can also search for a Lite-up by typing in its name or part of its name.

• For example, you need to add one of the Crizal coatings to the order, but you do not see it on the 1st page of the pricing options list. So, rather than going back and forth with the arrow keys, start to type its name. In the following example, we typed “CRIZ,” and the list displays.
• Use the up and down arrow keys to select the coating you want and press Enter.

Comments

These windows allow you to enter special comments for Edging, Tints/Coats, Specials, or Billing Options to print on the work ticket and invoice. Some of these windows are customized and may or may not be available. In addition, some of these windows get triggered by other billing options and may Lite-up automatically when the other billing option is selected.

Here are a few examples:

Billing Option Fields

Hand Price Invoice

The system will not calculate the dollar amount; the system will prompt for amounts in the Hand Input window.

The following Hand Price options are available in the Pricing Options, and they charge based on the line item category. If you select one or more of these options, you get prompted to enter the amount. Use these options to override a price list or price an item that may not be in the customer price list.

Miscellaneous Charges

The system will calculate the dollar amount and will prompt for extra charges in the Hand Input window. Typically these options are used for pricing miscellaneous items on an Rx that may not be in the customers’ price list.

You get prompted to enter and confirm the miscellaneous charge

No Charge

Prints zero on the invoice. The invoice, with a zero dollar amount, will be posted to Accounts Receivable.

The No Charge Lite-up is available in the Pricing Options. If you select this option, the entire invoice will bill out as $ 0.00.

Supply Frame Price

If “Supply Frame” is lit up, you get prompted to enter and confirm the frame price.

• Enter the price or press Enter to accept the price that the system assigned.

Special Discount

If you lit up any discount Lite-ups, you get prompted to enter and confirm the amount.

You get asked to confirm the data.

• Press “Y” to accept and continue.
• Press “N” to return to the screen to make changes.

Mail to Patient

Use the Mail to Patient pricing option to trigger Ship-to data fields to enter information into the Job-Related Data Entry screen. The Job-Related Data Entry screen displays after passing the pricing options screens and is described later in this document.

Redo  and Warranty Lite-ups

The following are some examples of Redo Lite-ups in Pricing Options, but your lab may have set up others.

Redo Lite-ups may trigger other Lite-ups such as Special Disc % or Special Disc $, and Net Billing to turn on along with the selected redo code. 

You may get prompted to enter a discount % or $ and confirm the entry. This feature is dependent upon system parameters and pricing setup. 

Once all required information has been input, press Enter to continue processing the job.

Press Enter once more when you see the Insert Rx Invoice message at the bottom of the screen. To make any further changes at this point, press Escape to return to the order entry screens.

Do Not Route

Your lab may have set up a job routing rule to stop jobs from routing using a Lite-up. The Lite-up would be named “DO NOT ROUTE.”

• Select the “Do Not Route” lite-up in the pricing options screen to stop the job from being routed. It will stay in-house if you use this lite-up.

Hold Job to Stop it from Being Mailed Out

Your lab may have set up some rules to stop jobs from being mailed out. The Lite-up would be named “HOLD JOB.”

• Select the “Hold Job” lite-up in the pricing options screen to stop the job from being mailed out. This feature will still allow the job to be produced by will not mail out.

Job-Related Data Entry Screen

You may get prompted to enter additional information on the Job-Related Data Entry Screen. Such information could include redo codes, discount codes, patient data, or various other types of miscellaneous data.

Redo Code

If you have entered a redo or warranty Lite-up, you get prompted to enter the code on the Job-Related Data Entry screen.

If you have entered an invalid code for the selected redo type, you get prompted with a message at the bottom of the screen to enter a value within a specific range. (as shown below)

• Once you have entered the correct value, press Enter through the rest of the fields to complete the Rx.

Patient Data

• Enter through the fields inputting all of the applicable data.

Once all job data has been entered and completed, the work ticket prints, and you return to the Order Entry Tray and Account screen.

Mail to Patient

If you used the Mail to Patient lite-up, you are required to enter the Alternate Ship-to address. These fields include Ship-to Name, Street, City State, and Zipcode.

• Enter through the fields inputting all of the applicable data.

Once all job data has been entered and completed, the work ticket prints, and you return to the Order Entry Tray and Account screen.

Job Summary Screen

After completing the Order Entry process, you may or may not see the job summary screen after the Job-Related Data Entry screen. Viewing this screen is dependent upon system parameters and setup.

This screen allows you to view the order with all your entries before sending it to the calculator.

• Press “Y” to run if the job looks correct.
• Press Escape to return to the order to make corrections.

Feasibility Screens

After completing the Order Entry process, you may see the feasibility screens after the Job-Related Data Entry screen. Viewing these screens is dependent upon system parameters and setup.

Job Feasibility

This window displays blank selection results, quantity on hand, delivery date, and total invoice price. 

Commercial Price Feasibility 

The Commercial Price Feasibility function shows commercial price details, the total price of the order, entered job data and validates the date needed against the estimated delivery date of the feasibility screen. 

Using the Commercial Price Feasibility screen, the Quantity shown will now represent the quantity on hand minus the quantity allocated for previous jobs still in Pick Ticket mode. For example, say there are ten lenses on hand for SKU 1111111111. If we get two jobs where each eye uses that SKU, the quantity allocated is 4. The Commercial Price Feasibility screen for the next job entered will use that SKU. Thus, the Quantity shows 6 for one eye (10 on hand minus 4 previously allocated) and 5 for the other eye (minus one more used by the first eye). If this job is accepted, the quantity allocated will then be 6.

Once a job is verified, canceled, or transferred to a different site, the quantity allocated will decrease accordingly.

Bulk lens orders do not affect the quantity allocated, as these can be filled at any time. Furthermore, different warehouses can fill it (if the lab uses multiple lens warehouses).

• Press “A” to accept the job.
• Press “E” to edit the job.
• Press “D” to decline the job.

Estimated Delivery Date

• A calculated Estimated Delivery Date gets checked against the Date Needed entered. For example, suppose the EDD calculates to be after the Date Needed (for example, the Date Needed is Thursday, but the calculated EDD is Friday). In that case, the Estimated Delivery Date is displayed in bold and followed by three exclamation points to alert the operator. Otherwise, it will display as normal.

Job Data Box

• Enter the letter “T” to view the Job Data Entered by the order entry operator.

The entries that the operator made on the Job-Related Data Entry screen are displayed. The Job Data window is also scroll-able if there are enough entered Job Data records.

Commercial Price Box

The Commercial Price Box is a scroll-able box with the commercial pricing broken down by eye. Use the up and down arrow keys to navigate the entire contents of the box.

The second line per eye includes the prescription entered by the operator and the diameter and base curve chosen by blank selection.

The following lines are the breakdown of commercial pricing by eye. (The first line with the price for the LENS description up above does not include the lens description again.) We show the base price as “Price,” any discount is given on this description in “Discount” as either a percent or a dollar amount, and the final price for that description as “Net Price.”

If there are any discounts from the old pricing system, such as an Uncut discount, Balance Right/Left discount, Special Discount, or hand-entered amounts, they will show with just a Net Price.

The final line shows the final price before tax as calculated during feasibility.

Credit Hold Messages

Job on Credit Hold (credit flag C) - New Order Can be Entered.

An account is on Credit Hold, but you can still enter the job. The data entry operator will see the following message when entering a job. This type of hold will stop the job at mail out.

Job on Credit Hold (credit flag C) - Job Cannot be Recalled.

An account is on Credit Hold, and you cannot process the job. The data entry operator will see the following message if they try to recall a job. Return the tray to management.

Job on Credit Hold (credit flag Y) - Message at Job Entry or Job Recall

An account is on Credit Hold, and you cannot process the job. The data entry operator will see the following message whether they try to key in or recall a job. The job may not be entered or recalled. Return the tray to management.

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