Every Requirement in One System

Powerful features with manifold configurations enabling every Optometrist, Optician and Optical Assistant.

A multitude of add-ons, delivery and finance options, catering for your practice now and as your requirements grow.

Practice Management

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.

Recall & Marketing

Flexible patient reminder system, maximising potential return patient revenue. Proven to be even more effective with the inclusion of SMS and Web Diary.

Dispensing and Stock

Product management for stocked and non-stocked products including validated dispensing for prescription lenses and contact lenses; reducing your workload, and eliminating user errors.

Clinical Records

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 GOC inspections.

Contact Lens

Automatically updated supplier contact lens catalogue. Integrated with validated dispensing for Direct Debit auto-supply, as well as in-store purchases. Proven to add value by specialist contact lens practitioners.

Equipment Integration

Connectivity with Tills, Printers, Scanners, a multitude of imaging and diagnostic devices. Ocuco holds the largest portfolio of equipment integrations across all suppliers.

Web Solutions

A professional internet presence engineered for you. Omni-Channel appointment booking, storefront, Point of Sale, and automated patient targeted marketing facilities

Reports & Analytics

Accurate reports and business metrics taken straight from the recorded data to measure and define Sales, Visits, KPI’s, Stock, Examinations, Benefits, Taxation, supporting informed decisions.

Integrated Diary

Rapid appointment searching and scheduling, multiple configurable views, and enhanced appointment flow management fully integrated with recall reminders.

Enhance your patients’ experience, empower staff and grow your practice

Practice Management

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 Stock, setting up templates can reduce time when updating the practice’s catalogue of items.

There are numerous hosting options available for Acuitas. From the traditional Server – Client setup, which keeps all data on site with the customer, to our cloud hosted service which stores the data on the cloud and can be accessed by the customer through the internet. There are also numerous, powerful, add-ons such as SMS messaging for appointment and spectacle collection reminders, Payment and Supply Manager for automating Direct Debit and Standing Order tracking, and many more besides

Recall and Marketing

The Acuitas Recall System 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 system can be set to deliver reminders by email, SMS text message.

Arguably one of the most important medical and commercial practices performed by any ophthalmic business, the recall system ensures that patients receive consistent optical care while maximising the practice’s potential revenue from repeat patient patronage.

The Acuitas system also incorporates a marketing platform that will allow users to create letter templates merged with patient details, and then target specific groups of customers, filtered by age, spending habits, last appointment, prescription, and so on. These marketing campaigns can be delivered by traditional printed post, email and SMS text message.
Acuitas’ recall and marketing modules, when aligned with Logix Business Intelligence, become especially effective at maximizing return patient visits, and the effectiveness of targeted marketing campaigns.

Dispensing and Stock

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 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.

The dispensing module represents the culmination of the patient journey. Directly following the Optometrist handover, the dispensing optician can view their recommendations while guiding the patient through their purchases. Corrective lenses that are validated against the patient prescription before being made available, minimising dispensing errors. Fees and benefits can be applied here alongside packs, promotions, discounts and overrides, grouping the all the purchases into one transaction. The dispensing module is flexible and allows for returns, exchanges, remakes, repeats, edits and late benefits to be performed in the same manner.

Clinical Records

Acuitas has the capability to complete an entire patient clinical record 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 margin for error, without the need to pause the process to retrieve information from physical records, other staff members or third party systems.

Optional customisable workflows allows for a streamlined clinical path which can be configured for each optometrist. Integrated GOS forms eliminates the admin overhead of chasing for signatures and reduces returns and non-payments.

The considerable saving in time and easy retrieval of information results in a significant improvement in efficiency for the practice. Our customers have reported that they can field more appointments and have enjoyed far greater patient examination and optical sales revenue thanks to the implementation of the Acuitas Practice Management System. Acuitas is used as a paperless clinical record by thousands of optometrists.

Contact Lens

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 their suppliers. This maintains accurate contact lens information, eliminating errors 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.

Equipment Integration

Acuitas has the capacity to 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 individual patient record on the Acuitas platform.

Acuitas can also integrate with multiple peripherals including printers, scanners, barcode readers, receipt printers, label printers and till drawers. A single place to collate all records: patient, referral, prescription, practice, stock or financial. This greatly increases the security and integrity of the information retained by the practice and reduces the occurrence of user errors such as duplicated, damaged, lost or misplaced printed records.

Realise the return on your investment in equipment by integrating all with your patient record. Share equipment from pre-screening to consulting. Ocuco’s dedicated equipment integration team has built the largest portfolio of links to current and legacy instruments giving you the choice of ‘best of breed’.

Web Solutions

Ocuco offers a range of eCommerce add-ons that can be integrated with the Acuitas PMS to provide a uniform patient experience, including: Couture digital storefronts, custom made to provide our customers with a competitive internet presence. Acuitas users can integrate their web site with the WebDiary scheduling service, allowing patients to log in, see available time slots and book appointments, based on the live practice diary. Practice websites can also be uploaded with a catalogue of their practice’s products, where patients can pick and order spectacles, or renew contact lens orders, based off the prescriptions recorded for them in the Acuitas PMS.

With these Omni-Channel facilities, it is possible for a practice to effectively trade 24 hours a day, every day of the week. The maximum potential appointments can be scheduled, and there is no increase in the workload for practice staff.

As online only retailers steal patients and browsers it is important to realise that the independent optical practice holds key competitive advantages; the relationship, the prescription and the trust of the patient. Ocuco’s eCommerce solutions give your patients the products and services they go online to find, but with the continuity of a trusted relationship.

Reports and Analytics

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 KPI’s for their staff, follow trends in appointments, item sales, stock movement, and so forth.

Acuitas also provides an integrated reporting module, Business Intelligence, running off of the Logix Platform, which provides visual analytics for patients and appointments, and can be upgraded to the Logix professional version which will provide analytics for every business function recorded in the practice, providing statistics, graphics and custom reports.

Integrated Diary

The Acuitas Diary module provides a comprehensive scheduling tool offering multiple view of the practice, defined by the user. Daily, weekly and monthly views can be filtered by Optometrists, consulting rooms or scheduler 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.

The diary includes an audit trail to allow users to track all changes that have been made by users. Should a patient have accidentally been removed or copied over, or an appointment been deleted or misplaced; these changes can all be reviewed by time and date to ascertain the correct details. The busiest practices can avail of the diary’s routing system. From arrival to completion the patient’s progress is updated in the diary screen to show their movements: arrived, delayed, pre-screening, in-consult, and so forth. Beyond the obvious benefits of tracking patient movements throughout the practice, the accumulated metrics are recorded and can be used to implement strategies to improve patient service and practice performance.