My Vision Express is easy to install and PC-compatible.

The switch from paper to computer can mean big improvements for inventory management.

With the governmental overhaul of the medical record system and the regulatory changes regarding Electronic Medical Records (EMR) and Electronic Health Records (EHR), the number of practices adopting electronic records is on the rise in a big way. Although the thought of incorporating an electronic system into your practice can be daunting, the hidden benefits of these systems can streamline the optical/contact lens workload of eyecare professionals (ECPs), especially in inventory management.

All major electronic records systems have an optical inventory management component. These modules usually have the following abilities:
• Online ordering capabilities
• Product inventorying and pricing
• Inventory adjustments and stock replenishments
• Bar coding so incoming and outgoing products can be tracked (frames, lenses)
• Tracking items that are ordered, received, and pending
• Warning users attempting to sell an item that it is back-ordered, out-of-stock, or discontinued

One of the most important features of these modules is their ability to communicate with manufacturers, distribution centers, practices, and labs.

Cardinal’s OrderConnect program allows ECPs to place orders by scanning bar codes.

VisionWeb is an online portal that connects ECPs to hundreds of spectacle lens, contact lens, and frame suppliers, and thousands of medical payers in the U.S. With VisionWeb, ECPs get the benefit of convenient one-stop online ordering while maintaining relationships with the suppliers they know and trust. VisionWeb’s online ordering service is integrated with a number of practice management systems allowing users to order electronically through their EMR software, reducing duplicate data entry.

Eyefinity’s online color catalogs offer the latest styles from leading frame manufacturers.

In addition to its ordering capabilities, VisionWeb also offers online insurance transaction processing, where users can submit and track insurance claims, verify patient eligibility, and retrieve electronic payment information. Having immediate connectivity decreases the time it takes to enter the data as well as the number of errors that can occur with manual entry.

First Insight’s MaximEyes software uses the system to track electronic orders for frames and lenses. When prescription information is entered into the MaximEyes system, the patient’s record is seamlessly integrated into the optical ordering system. By adding the VisionWeb module, ECPs can send the orders directly to the laboratory of their choosing with a simple key punch. Laboratories have their catalogs and specifications preloaded, decreasing potential ordering errors and eliminating the need to order manually.

WHAT IS A GPO? A group purchasing organization (GPO) is an entity that is created to leverage the purchasing power of a group of businesses in order to obtain discounts from manufacturers based on the collective buying power of the GPO members. Many GPOs are funded by administrative fees that are paid by the manufacturers that GPOs oversee. Some are funded by fees paid by the buying members; others are funded by a combination of both of these methods.

Eyefinity’s eBuy offers its users access to a number of contact lens buying groups, including the Optical Distributor’s Group (ODG), ABB CON-CISE, and Diversified Ophthalmics for specialized access to millions of various contact lenses and their manufacturers. eBuy users also have direct, 24/7 online ordering ability, which offers them access to more than a million eyewear products available through Eyefinity. The online color catalogs offer the latest styles and fashions from the leading frame manufacturers as well as the most up-to-date spectacle lenses available on the market. With inventory control managment being a vital part of your busy practice, the “My Dispensed” feature for frames and the “My Favorites” feature for contact lenses allow for easy restocking in just a few minutes.

Compulink’s Eyecare Advantage™ EHR and Practice Management solution includes a fully integrated optical retail management module to help ECPs manage frame and contact lens inventory to increase the profitability of their businesses. Features include spectacle/contact lens job costing, frames/contact lens inventory management/reporting (multi-location), VisionWeb integration, customizable Rx screens, Frames Data interface, interfaces to major labs, adjustment/repair/loaned item tracking, auto plan updates, automated pricing/quoting assistance, and job

WHAT IS AN MMIS? Medical management information systems (MMIS) include a wide range of management activities, starting from the time that there’s a new idea for a product to eventually providing ongoing support to customers who have purchased the new product. Every organization uses product management, whether or not it’s done intentionally. This occurs when someone in the group tracks inventory, orders materials, follows up on recalls or out-of-stock notices, or researches to find the best price for the product they are seeking to purchase.


My Vision Express (from Insight Software, LLC) is a comprehensive eyecare practice management and point-of-sale software system that offers bar code scanner compatible service. Instead of having to manually type in your sales/inventory, the information is automatically inserted via the bar code on a product. The information is entered into the point-of-sale billing sheet and the inventory tally sheet of your stock, providing a seamless update. Installation of this system is relatively quick and easy, and the program is compatible with most current PCs.

WEBSWARE Professional Systems, Inc.’s SAPIENT Healthcare System™ can keep a running inventory of your frames, lenses, contact lenses, and optical sundries via bar code tracking. Bar codes can be downloaded from the Frames Data network (a listing of all manufacturers’ standard bar codes) or you can use your practice’s specific bar codes. WebsWare keeps a running tally of merchandise sold as well as the items you’ve purchased. The “Print Reports” function gives you updated details on what has been sold, what needs to be reordered, and will facilitate inventory reorder via the labs you have designated. Insurance claims are automatically processed as are third party insurance claims. allows First Insight’s MaximEyes to track orders for frames and lenses.

Cardinal Health’s OrderConnect program provides both manufactured and distributed products and offers a comprehensive selection. With it, ECPs can place orders by scanning bar codes created specifically for the products they use in their individual practices or they can utilize the same system to place orders with all of their suppliers.

While the switch to electronic inventory management may feel like a big change, it will be worth the effort when you feel the effects of a simplified and more organized business.

Dianna E. Graves is a Certified Ophthalmic Medical Technologist and Clinical Services Manager for St. Paul Eye Clinic in Woodbury, MN.

614-757-5000 •

Compulink Business Systems, Inc.

877-448-0707 •

First Insight
800-920-1940 •

Insight Software, LLC
877-882-7456 •

800-874-6601 •

WEBSWARE Professional Systems, Inc.
800-523-9327 •


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