Multiple configurations and add-ons allow the user to shape the PMS to their needs. Workflows, diary, examinations, SMS reminders, business intelligence, and many more options.
Flexible patient reminder system, maximising potential return patient revenue. Proven to be even more effective with the inclusion of SMS and WebDiary.
Product management for stocked and non-stocked products including validated dispensing for prescription lenses and contact lenses; reducing your workload, and eliminating user errors.
A secure electronic health record system, enabling the optometrists to complete a paperless clinical journey; from pre-screening to handover. With medicolegal audit trail and expediting HSE inspections.
Automatically updated supplier contact lens catalogue. Integrated with validated dispensing for Direct Debit monthly supply, as well as in-store purchases. Proven to add value by specialist contact lens practitioners.
Connectivity with tills, printers, scanners, a multitude of imaging and diagnostic devices. Ocuco holds the largest portfolio of equipment integrations across all suppliers.
Rapid appointment searching and scheduling, multiple configurable views, and online appointment booking fully integrated with recall reminders.
Accurate reports and business metrics taken straight from the recorded data to measure and define sales, visits, KPIs, stock, exams, benefits, taxation, supporting informed decisions.
Group visibility and control of all practice functions from a central practice, supporting informed decision making and encouraging proactive and timely responses for patients, products and staff.
Acuitas is a highly adaptive system that can be configured to suit the needs of any optical practice. The levels of access for staff can be configured by type, by profession or individually. Workflows can be set for each practice member, standardising the patient journey process and increasing efficiency. Examinations and other checklists can be configured by your admin users. As can product management, setting up templates can reduce time when updating the practice’s catalogue of items.
The Acuitas recall module handles the bulk of patient reminder operations. Once the user has determined the letter templates that they wish their patients to receive, and the frequency with which they wish them delivered, the system carries out the entire operation independently. Acuitas tracks all patients with active recalls and will arrange batches of letters to be printed for patients due, or past due, their appointments. As well as traditional postage letters and phone lists, the recall module can be set to deliver reminders by email, SMS text message.
Acuitas comes with a complete set of product management modules, administrating all goods and services offered by the practice. Stock items such as frames, sunglasses and solutions can be recorded and edited individually or through templates; where several items can be operated as one, differentiated by size, shape and colour. Stock levels are recorded here, the quantities of each updated by the dispensing and orders modules. Replenishment orders can be set to trigger when stock levels drop below user-defined quantities. The zonal stock take module allows a complete inventory to be taken while a clinic is running, with minimal disruption to practice trading. Acuitas records all non-stock items, such as lenses, contact lenses and fees, in the catalogue maintenance module. This works in the same manner as stock maintenance, but for the prescriptive ranges being required for all lenses, and no stock levels being recorded. Test fees can be paired with corresponding health provider benefits and set to dispense together.
Acuitas has the capability to complete an entire patient appointment without using any printed documents or transferring to any third-party system. The fully integrated process means that relevant information can be shared from pre-screening to consulting room to dispensing, eliminating rekeying and reducing the margin for error, without the need to pause the process to retrieve information from physical records, other staff members or third party systems.
Designed with industry-leading practitioners, these modules administrate contact lens catalogue maintenance, prescriptions, validated dispensing, and subscription supply and Direct Debit billing. Users can maintain their index of contact lenses using the catalogue maintenance and contact lens configuration. Recorded lenses are defined by model, supplier and range; and concatenated with the configurated contact lens types (soft spherical, toric, multifocal, etc.) to facilitate validated lens selection against patient prescriptions. Alternatively, users can employ the Adaro integration, where contact lens product information and prescriptive ranges are automatically uploaded and updated by suppliers. This maintains accurate contact lens information, eliminating errors resulting from manual data entry and ensuring validated lenses are available. This also saves Acuitas users time they would spend on frequent and protractive manual data entry.
Acuitas provides separate screens for trial and final prescription contact lenses. The trial screen records a validated lens for the patient, and includes separate screens for the fitting assessment, wearing instructions, and the integrated patient educations suite to guide the patient on inserting, removing and caring for their contact lenses. The final prescription will allow the user to select a new prescription contact lens or insert the pair selected in the trial screen. The selected prescription is automatically set to expire in 12 months unless otherwise defined by the user, and both screens can send the selected lenses directly to the dispensing module. From the dispense screen, the user can choose to select the lenses applied in the trial or final prescription screens or to create a new contact lens prescription.
Users who have integrated Acuitas with the Payment and Supply Manager (PaSM) add-on can quickly and easily set up a Direct Debit contact lens supply mandate. Once a patient’s bank details have been entered their validated prescription lenses can be selected in the same manner as with a dispense; with solutions, accessories and fees incorporated into the regular payment. Users can set the contact lenses and sundry items to be collected from the practice, posted to the patient, or set as supplier to patient; an auto supply option is also available for fees. Once these parameters have been set Acuitas tracks each patient’s orders, payments and future appointments, freeing the user from a great deal of supplementary administration.
Acuitas can integrate any optical equipment providing an image or any other generated file; without the need to work between third party systems, or store separate records for patients (electronic or paper based). All information recorded from fundus cameras, keratometers, tonometers, autorefractors, phoropters, lensmeters and so forth can be collected and stored with each patient record on the Acuitas platform.
The Acuitas Diary module provides a comprehensive scheduling tool offering multiple views of the practice, defined by the user. Daily, weekly and monthly views can be filtered by optometrists, consulting rooms or diary by type. These separated diaries are highly configurable, allowing the user to choose the days of operation/consultation, standard appointment lengths, regular break times and annual leave blocks. Regular appointment times can be edited by splitting appointments, adding ad-hoc appointment slots, and by adding individual or sequential ‘block-outs’ that denote a period of no testing.
Acuitas provides a full complement of reports allowing users to track the progression of all aspects of their optical practice. Each report is grouped under headings referring to the aspect they reference; these are accounts, appointments, examinations, patients, sales and stock. Users can track KPIs for their staff, follow trends in appointments, item sales, stock movement, and so forth.
Acuitas optical practice management software facilitates multiple practice independents, providing users with the greatest level of visibility and control over all the branches of their organisation. All business metrics across the group are available centrally in real time. The Acuitas ‘Logix’ BI tool employs this concurrent data, generated by all the group’s branches, to help users create strategies for product management, promotions, and marketing; which are implemented across the entire organisation, regions or at an individual practice level. Acuitas users could, create and send marketing messages for all their patients, or create different versions by practice, or price products differently between practices.
Patients move freely between branches in the group, every practice having the same access to all electronic health records (EHR), including all prescriptions, examination details and notes. Previous visits and purchase history are also visible, enabling a continuity of care across all branches. Similarly, eye care professionals moving between practices in the group have access to the same, uniform, set of processes and tools provided by the Acuitas PMS; there is no need to retrain. Of course, the level of cross practice access for individual users is configured centrally, at the discretion of business owners or management. Acuitas’ cross practice functionality promotes brand and process standardisation for independents with multiple branches.