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V1.5.4 – Summer 2020

V1.5.3 – Jan 2020

V1.5.2 – April 2019

V1.5.1 - November 2018

 

Release Notes (v1.5.5.14) – April 2021

POPULAR REQUESTS / NEW FEATURES (v1.5.5.14)

Jump to: Bug Fixes | Product Enhancements

ID

Category

Summary

2690

eGOS England

A new eGOS management window has been added with multiple changes / improvements:

 

·         New menu button on the patient record

·         Updated design layout with images on buttons to make it easier to see which claim is being created

·         A check is made when creating a new claim to see if another claim is already ‘In Progress’ (this will prevent confusion where a claim cannot be created as another already exists linked to the same sight exam)

·         eGOS1 claims can now be created automatically when a patient Is marked as ‘Attended’ (option can be enabled Setup->Branch Record->Integration)

·         A housekeeping routine has been added that will remove claims that are older than 7 days, marked as ‘In Progress’ with no exam linked and no patient signature

·         Window is movable

·         Right-click menu with options to delete a claim and submit a claim

 

Graphical user interface, application

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497

Stock Take

(3 votes)

The ability to delete entries from a stock take has been added, to delete an entry use the right-click menu option ‘Delete Item’.

 

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909

Dispense

(2 votes)

A change has been made so that the lens selector ‘Vision Type’ will default to the vision type on the associated dispense.s

 

Graphical user interface, application

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731

Dispense

A new option has been added that allows a default supplier to be set for the lens selector.

The new option 'Default Supplier' can be found in ‘Setup->Orders->Dispense

There are 3 options:

·         Blank: Nothing selected (default) - No Supplier is selected in the Lens picker and the search runs for all suppliers.

·         'None': No supplier is selected in lens picker and the search will not run until one supplier is selected.

·         Supplier: selected - The search will run only for the selected supplier.

Table

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1730

2566

Communication

New merge fields have been added:

·         ppTestTypeDescription: prints the ‘Test Type’ from the clinical record (i.e., Primary Examination)

·         NextAppBranchAddress prints the branch address for the next booked appointment for a patient (i.e., 32 Church Street, Malverm, WR14 2AZ)

·         NextAppBranchCompany prints the company name where the next booked appointment for a patient is to be performed (i.e., Optinet Opticians)

·         NextAppBranchDescription prints the branch description where the next booked appointment for a patient is to be performed (i.e., Malvern)

·         NextAppDate prints the date of the next booked appointment for a patient (i.e., 12-02-2021)

·         NextAppReason prints the appointment reason of the next booked appointment for a patient (i.e., Private Sight Test)

·         NextAppDate prints the name of the staff member that next booked appointment for a patient is with (i.e., Mr R Smith)

·         NextAppTime prints the time of the next booked appointment for a patient (i.e., 11:00)

·         ppNextAppDateNoSlashes prints the date of the next booked appointment for a patient, without the slashes (i.e., 12022021)

 

1822

GOS

It is now possible to change the forms that are linked to the quick-print buttons on the patient record. The settings are per branch and can be found in Setup->Communication-Forms.

 

1874

Recall / Online Booking

It is now possible to generate and embed a QR code in recall letters & emails, enabling patients to scan the code with their smartphone and be taken directly to the online booking site. The code needs to be generated first in setup.

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2663

eGOS England

Addresses an issue where cyls were not being combined when selecting a test using the ‘Select Test…’ button.

2707

Appointment Diary

The ability to Drag and drop appointments in ‘1-Day’ view has been implemented.

2451

Appointment Diary / Online Booking

The ‘Online Alias’, used by the online booking system, is now displayed on-screen in the diary setup screen – making it much easier to review online diary settings.

2584

Dispense

We have amended the field label ‘FFV’ to ‘FFV / Corr.’ Where ‘Corr.’ stands for corridor length.

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2624

Till

The patients age is now displayed in the till below the reference number in the ‘Patient’ box.

Graphical user interface, application

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2667

eGOS England

A warning & confirmation box has been added when selecting a sight examination that is older than 1 month.

Graphical user interface, text, application

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2739

System

A PDF viewer has been added to FLEX to allow PDF files to be viewed without the need for 3rd party software.

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2622

Patient Record

Added support for Guernsey Tax Identification Number (Social Insurance Number). There is a new field in Setup->Branch called ‘Locale’ which needs to be set to ‘Guernsey’. An automatic system fix will enable this if ‘Guernsey’ is found in the branch address field. The field label will change to ‘S.I. No:’ and the text format will change.

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2709

eGOS

A new eGOS widget is now available to add to the homescreen, giving an overview of claims by date and status

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PRODUCT ENHANCEMENTS (v1.5.5.14)

Jump to: Bug Fixes | Features

ID

Category

Summary

593

Patient Record

‘Patient Spend’ now has an option to include scheme payments in the total spend calculation

 

Graphical user interface

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1794

Appointment Diary

When making slots available online, if the appointment reason against the selected slots has not been made available online the user will be warned and given the choice to upload it.

 

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1807

Appointment Diary

Appointments added to the diary via the online booking system will now have the same ‘Slot Restrictions’ applied to them as appointments booked into the diary within FLEX.

 

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1830

Appointment Diary

The ‘Private / NHS’ flag has been added to the online booking review screen in FLEX, to allow more informed decisions to be made at the time of booking.

 

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2296

Clinical Records

When saving the clinical record and no optometrist had been selected, an integrity warning was being displayed – this has been replaced with a popup selection window which is more user friendly.

 

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2384

Contact Lens

The ‘Design Options’ field has been added to the contact lens summary screen

 

2587

Word processor

Documents with a file size of greater than 2mb are now highlighted and a red warning message is displayed. The most usual reason for this message to appear is a large image file (logo) has been used.

 

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2588

Dispense / Order

Where a FFV of zero has been supplied then ‘0’ is now printed on the order report

2593

Dispense / Order / Zeiss

The ‘Frame Type’ is now sent in EDI orders to Zeiss

2600

Patient Images / Files

It is now possible to add a ‘Default Group’ per computer for the ‘Files / Images’ tab on the patient record.

 

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2601

System

When setting permissions for viewing screens in FLEX, ‘Diary’ has been renamed to ‘Appointments’ for continuity.

 

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2633

Clinical Records

Pressing ‘CTRL+R’ or clicking the ‘Close’ button brings up a confirmation box with options to ‘Close & Delete Test’ or ‘Go Back’ – the default option has been changed to ‘Go Back’

 

2639

Sight Exam Records

The label ‘No NHS Rx option was selected’ has been changed to ‘No Rx option has been selected’

2645

2717

2273

GOS Forms

The following new merge fields have been added to work with the new GOS form layouts:

 

·         ppPatPostcodeNoSpace

·         ppPatDOBNoSlashes

·         ppTestDateNoSlashes

·         ppPrevTestDateNoSlashes

·         ppNHSNumberNoSpace

·         ppNINumberNoSpace

·         ppHC2NoSpace

·         ppHC3NoSpace

·         ppTickDiabetic

·         ppTickGlaucoma

·         Changes to prescription merge fields

o   Split the ‘Whole’ & ‘Decimal’ into two separate fields

o   Axis will print with leading zeroes

o   Direction has been shortened to 2 characters

·         Merge fields that print a tick now have an alternative that will print an ‘X’ instead (fields are labelled with an ‘X’ suffix)

·         ppShortTitle has been added that limits the title description to 4 characters

·         TodayNoSlashes

·         TomorrowNoSlashes

·         TodayPlus2NoSlashes

·         TodayPlus3NoSlashes

·         TodayPlus4NoSlashes

·         TodayPlus5NoSlashes

·         TodayPlus6NoSlashes

·         TodayPlus7NoSlashes

·         ppCrossOver60

·         ppCrossOver70

·         ppCrossUnder16

·         ppCrossStudent

·         ppCrossIncomeSupport

·         ppCrossJSA

·         ppCrossESA

 

·         ppCrossPensionCredit

·         ppCrossTaxCredit

·         ppCrossHC2

·         ppCrossHC3

·         ppCrossBlind

·         ppCrossDiabGlauc

·         ppCrossRiskGlauc

·         ppCrossFamHistGlauc

·         ppCrossComplex

·         ppCrossPrisonerOnLeave

·         ppCrossUniversalCredit

·         ppCrossBritish

·         ppCrossIrish

·         ppCrossOtherWhiteBackground

·         ppCrossWhiteandBlackCaribbean

·         ppCrossWhiteandBlackAfrican

·         ppCrossWhiteandAsian

·         ppCrossOtherMixedBackground

·         ppCrossIndian

·         ppCrossPakistani

·         ppCrossBangladeshi

·         ppCrossOtherAsianBackground

·         ppCrossCaribbean

·         ppCrossAfrican

·         0ppCrossOtherBlackBackground

·         ppCrossChinese

·         ppCrossOtherEthnicGroup

·         ppCrossNotStated

2689

Till / Sage

It is now possible to change the sage till export option to use sales data or payment data

 

2670

eGOS England

An option has been added, to the branch settings, that when enabled will force the voucher values on GOS3 & 4 to be automatically pre-populated based on the voucher issued by the optometrist.

 

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A second option will appear in the eGOS claim window, if the above branch option is enabled, to allow the values to be changed if needed.

 

2701

Stock

Stock records are now only visible for the branches that a staff member has been given access to (Setup->Staff / Roles->Staff Record->Branch Access)

2708

eGOS

The supplier’s details (highlighted in the image below) are no longer printed on the GOS3 takeaway voucher report.

 

2745

Reporting

The transaction time has been added to the ‘Sales by Item – Detailed’ report.

 

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2746

Reporting

A new report has been added, ‘Sales by Item by Cashing Up’. It is a copy of the ‘Detailed Sales by Item’ report except it used the cashing-up date and not the transaction date. The report will need to be made available to staff members, via their role in setup.

2750

Appointment Diary

Additional checks have been added so that a diary ‘Chair’ cannot be made inactive (hidden) if appointments are booked for that chair in the future.

A warning has been added when making an ‘Appointment Reason’ inactive if there are appointments still booked against that reason in the future.

 

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2772

eGOS England

When submitting eGOS3 / 4 & 5 claims a prompt now appears that displays the total value of the claim, this is to ensure accurate claims are submitted for the business.

 

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FIXES (v1.5.5.14)

Jump to: Features | Product Enhancements

ID

Category

Summary

2089

Staff Hours

Addresses an issue where the appointment duration does not change when the reason is changed within ‘Staff Hours’ in diary setup.

2173

Clinical Records

Addresses an issue where the ‘Referred by’ tick box was being carried forward from the previous examination

2206

Patient Images

Addresses an issue switching between patient records and then opening the patient image window, there was a delay in clearing out the images, so the previous patient images were displayed (only for a fraction of a second) which was causing confusion for some users.

2315

Contact Lens Orders

Addresses an issue where ‘Qty’ & ‘Pack Size’ were not being printed on the C/L order report when the ‘Auto-Print’ option was enabled (manual order printing is working fine)

2317

Dispense

Addresses an issue where you could sell an archived frame by using the barcode entry box.

2354

Appointment Diary

Addresses an issue where the ‘Find Free Slot’ feature changes the display order of the diary rooms after a booking has been made.

2444

Cashing Up

Addresses an issue where changes made to the petty cash figures whilst a cashing up is in progress were not being included.

2486

Dispense

Addresses an issue where the ‘Select Receipt’ window appears and is empty when posting a dispense to receipt. This was because there were no active receipts for ‘today’.

2580

Letter Templates

Addresses an issue where a newly created ‘Letter Group’ was not visible until after FLEX was restarted.

2583

Patient Record

Addresses an issue where a duplicate patient record could be created, under very specific circumstances, when creating an appointment with a length that does not fit the slot length

2605

Appointment Diary

Addresses an issue where an SMS was being scheduled for a patient with no mobile phone number; only when an online booking was added to the diary

2611

Contact Lens

Addresses an issue where loyalty discounts were not being applied when posting contact lens order to the till

2625

Branch Settings

Addresses an issue where the NHS eGOS password was not masked when viewing the branch record, it was when editing

2628

Appointment Diary

Address an issue where the patients address was not being correctly capitalised when added / edited through the diary

2631

Dispense

Addresses an issue where dispenses sometimes displayed in the wrong order.

2634

eGOS England

Addresses an issue where the date filter was not including the time element of the claim, resulting in some claims not displaying (patch 008 in 1.5.4.26)

2637

Sight Exam Records

Addresses an issue where more than one ‘Rx Option’ could be selected where only one should be allowed

2647

Equipment Link

Addresses an issue where the Thomson Phoropter software always returns an axis even if no cyl is present, this is not accepted under eGOS rules.

2660

System

Addresses an issue where an error message appears when entering setup (due to 2 controls having the same name)

2672

Patient Record

Addresses an issue when using ‘Address Lookup’ on a family member that there was no option to update all family members

2685

OPS

Addresses an issue where past payments were marked as ‘Ad-Hoc’ when they should have been marked as ‘Scheduled’

2705

Appointment Diary

Addresses an issue where the wrong appointment is selected when using the ‘Go to patient record’ / ‘Go to appt.’ options

2713

Homescreen

Addresses an issue where FLEX would freeze when editing a task on the ‘Staff Tasks homescreen widget.

2724

Files \ Images

Addresses an issue when trying to import a HTML file would cause FLEX to crash. The import file filter now only allows valid image files and PDF’s.

2741

Contact Lens Orders

Addresses an issue where repeat CL orders were being assigned to the wrong person, now they are assigned to the staff member who added the ‘Repeat Order’ request originally

2742

Dispense

Addresses an issue where dispenses could be accessed by staff members where the branch the dispense was created was not in their branch access list on their staff record

2760

Dispense

Addresses an issue where the ‘Range Checker’ was not correctly transposing when using a minus cyl

2780

Till

Addresses an issue on multi-branch systems where the wrong item may be sold because the same barcode is in use at multiple branches.

2786

Till

Addresses an issue where receipts for patients could be viewed even when then the active user did not have rights to access the branch where the receipt was created.

 

Release Notes (v1.5.4.24) / Summer 2020

POPULAR REQUESTS / NEW FEATURES (v1.5.4.24)

Jump to: Bug Fixes | Product Enhancements

ID

Category

Summary

163

Till

The ability to take a payment against a receipt that was created at another branch has been added (applies to ‘Cash’, ‘Card’, ‘Cheque’ and ‘Patient Account’ payments).

794

Patient Notes

A ‘Group’ option can now be selected when adding a patient note.

Patients note groups are added in Setup->Patients->General (default groups of ‘Patient’, ‘Appointment’, ‘Clinical’, ‘Dispense’ & ‘Till’ are added when FLEX starts)

Patient notes can be filtered by group when viewing the table.

 

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1176

Lens Catalogues

(3 votes)

It is now possible to edit the details of treatments. A double-click on a treatment in the ‘My Tints & Coats Prices’ tab allows the sales group, cost price, retail price and formula to be changed – additionally the treatment code, description and type can be changed for treatments in custom catalogues.

1415

Contact Lens Record

(5 votes)

Addresses an issue where the lens details stored as the primary pair would be removed if another pair was marked as secondary.

1889

Online Booking

The patient matching algorithm has been updated so that the list of patients returned is much more accurate.

 

i.e. If the patient record has a middle name stored but the patient does not enter this via online booking, the patient will still be matched (previously they would not be).

1982

Online Booking

Information entered by the patient when making an online booking can now be copied across to the 'chosen' matched patient record. This is then updated into the patient record.

 

Click this icon  next to the patient data you wish update on the patient record.

2107

Online Booking

A new option has been added that lets the user search for the patient record to link to an online booking, this is particularly useful when there is not a 100% match (matched fields may have changed since the patient record was added).

 

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2420

eGOS England

eGOS4 claims can now be sent.

 

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2433

Equipment Links

Integration with Essilor AVA has been added (read more about Advanced Vision Accuracy)

 

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·         Import Rx: Prescription can be imported into an Rx tab of the sight test record

o   There is a ‘Reset Tab’ option to erase the imported Rx if needed

·         Import Tonometer: Pressure data can be imported into the IOP tab of the sight test record

 

2438

eGOS England

Whenever a GOS claim (GOS1, GOS3, GOS_VO, GOS4) is opened the patient address is reloaded automatically. This update means that if an address is corrected after a claim has been created the address on the claim will always be correct.

 

2454

Branch Access

Branch access restrictions have been extended to the following areas:

 

·         Branch Setup

·         Orders

·         Till

·         Schemes

·         Vouchers

·         Discovery

·         Dashboards

·         Data Cubes

·         Stock

·         Diary

·         Management Home Screen Widgets

 

1.       Where there is a branch selector, only branches that a staff member has been given access to will be listed.

2.       Where an ‘ALL’ option exists, only branches that a staff member has been given access to will be included.

3.       Branch access is set ‘Menu->Setup->Staff / Roles-><double click the staff member>’

 

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2469

Lens Catalogues

The ‘Silhouette’ lens catalogue has been added. It can be accessed via the ‘Download SF6 Catalogues’ option within ‘Setup -> Orders -> Lens Catalogues’

 

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2473

eGOS England

The timeout when capturing a signature has been increased to 120 seconds, following feedback from practices that some patients were finding it hard to sign within the shorter timeout previously set.

2478

System

A new option has been added to the system menu, ‘Check for Patches’, that will download any outstanding high priority patches.

 

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2524

RDS / Groups Setup

A new ‘Groups’ section has been added into setup, with an option to ‘Restrict Patient Search’ results to those at the branches that the currently logged in user has been given access to.

 

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PRODUCT ENHANCEMENTS (v1.5.4.24)

Jump to: Headline Features | Bug Fixes

ID

Category

Summary

803 / 1651

Patient Images

When adding an image, using the ‘Load Image’ button, it is now possible to add a ‘Group’ and ‘Left / Right or N/A’ marker. The same details can also be edited when double-clicking an image that has previously been added.

 

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1761

GOS Form Printing

It is now possible to print GOS forms for any sight test visit. Select the test record in the examination table window and then choose ‘Print->Form (GOS1 etc.)

 

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1806

Appointments / Online Booking

The availability message when editing / viewing an online booking has been changed to ‘The downloaded appointment matches an available slot in the diary’. It was reported that the previous message was confusing/

1869

Appointment / Online Booking

An additional check has been added before an online appointment is committed to the database to ensure it cannot conflict with a booking being made in-practice at EXACTLY the same time.

2352

System

All instances of ‘Sight Test’ have been replaced with ‘Sight Exam’ to provide a more professional & consistent approach.

2336

Stock

A new right click menu option has been added to the stock table, ‘Copy Desc / Barcode’, copies the description or barcode of the currently selected item (dependent upon whether the stock header line or stock price line is selected).

 

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2375

Staff Tasks

The ‘Date Opened’ field has been added to the list of available columns. It is hidden by default to maintain current functionality; it can be enabled by selecting the table menu option ‘Select columns -> Opened Date’

 

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2390

Lens Catalogues

Changes have been made to speed up the process of copying lenses from the supplier catalogue into the ‘My Lens’ or ‘Custom’ catalogues.

 

A right-click menu replaces the previous drag and drop option (performance issues with drag and drop on large numbers of lenses).

 

Select ALL lenses in the view by holding down the Control Key and pressing A.

 

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2395

XERO Integration

Xero have implemented a new authentication method; the previous version will be disabled in December 2020. If you are using the Xero link please contact support to ensure you have been updated prior to December 2020.

2417

Lens Catalogues / Pricing

There is a new screen available that allows treatments to be assigned, in bulk, to custom catalogues. Choose lenses by multi-selecting from the lens list, add lenses by right clicking the lens window. The same process is used to add the treatments that should be applied to the chosen lenses. Use the ‘Apply’ button to finish.

 

 

 

2422

Dispense

A new field type, ‘Date of Birth’, has been added to the dispense ‘Extra Measurements’ screen. This may be seen for certain lenses that need it in the Hawkstone lens catalogues.

 

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2436

Patient Account

The ability to view patient account activity has been added by double-clicking the balance on the patient record.

 

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2438

eGOS England

Whenever a GOS claim (GOS1, GOS3, GOS_VO, GOS4) is opened the patient address is reloaded automatically. This update means that if an address is corrected after a claim has been created the address on the claim will always be correct.

2445

2448

eGOS England

Added an option to copy the patient address down to the address box in the patient declaration section on GOS1.

 

The option is only visible when:

·         ‘I am the patient’s parent’ or ‘I am the patient’s carer or guardian’ is ticked

·         The patient address is editable and empty

 

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One of the options must be ticked before the patient’s signature can be captured (2445)

2453

Lens Pricing

A new ‘Quick Prices’ window has been added to the ‘My Lens Prices’ tab in setup.

 

The new screen allows the mass update of Lens: Sales group / cost price / retail price / eyeplan prices

 

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2456

Communication

A new timeline origin has been added ‘MARKETSPECIAL’ – it is used when adding to timeline from any of the menu options in ‘Data Mining’ and where the recall preferences have been chosen. It is intended for use when sending out important announcements to practices that are not recalls but which are not classed as marketing (for which you should always choose to respect the marketing preferences of the patient).

2478

System / Updates

A new option has been added to the system drop down menu, ‘Check for High Priority Patches’, allowing the user to manually trigger the same check than happens when FLEX first starts but without the need to restart FLEX.

 

2479

System

We have made improvements to the messaging system in FLEX, notifications will appear in the top frame of application window. Click the notification to view the message.

 

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2491

System / Patches

Changed hosting company for patch files.

2492

Dispense / Till

Following feedback from practices, it is now possible to disable the ‘Deposit’ option in the dispense screen – forcing all deposits to be taken via the till.

 

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2506

eGOS England

The ‘Voucher Type’ labels have been updated on GOS1 & GOS3.

 

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2509

Lens Catalogues

It is now possible to export & import lens prices (prices only or entire catalogue).

Export: will export all lens catalogue data to the pc

Import: choose to import everything back in or prices only (runs through the export file and finds those lenses in FLEX and then updates the price).

 

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2518

eGOS England

Five new error codes & descriptions have been added (handed down by PCSE).

2542

Reporting

·         Over Payments Sales group has been renamed to Patient Account.

·         Patient Account Sales Group no longer appears in Payments by group report.

2547

CL EDI Ordering

A change to how EDI codes are stored for Coopervision has been implemented, allowing different EDI order codes to be used for different pack sizes. Update your Coopervision catalogue to download the EDI order codes into FLEX.

2548

OPS

When setting up OPS records the collection date will now default to the first allowed day of the list of payment days.

2549

Lens Catalogues

The ‘Rhein Vision’ catalogue has been added, it can be downloaded in Setup->Orders->Lens Catalogues->Download SF6 Catalogues->Rhein Vision

2533

System

An option has been added to change how images & correspondence is stored on the hard drive. For more information please contact support.

 

BUG FIXES (v1.5.4.24)

Jump to: Headline Features | Product Enhancements

ID

Category

Summary

1655

System

Improvements made to the mail merge procedures.

2016

System

Validation added to the branch table when enabling ‘Online Booking’

2039

Reporting

Addresses an issue where the ‘Credit Item’ report returned no data (patch 057 was released for v1.5.2.x)

2134

System

Addresses an issue where the ‘Hawkstone EDI URL’ was being changed when updating lens catalogues

2180

ST / CL Records

Addresses an issue where newly added occupations were not appearing in the list until after a restart

2186

Stock

Addresses an issue where the incorrect stock movement was displayed when opening a stock record by double-clicking the stock price record in the stock listing window.

2280

Formulae

Addresses an issue where deleting formulae did not work.

2283

Lenses

Addresses an issue where the treatment cost price was being displayed instead of the retail price, in the setup windows. The price column has now been removed as it is not needed and was not meant to be displayed.

2285

ST / CL / PE Records

Addresses an issue where text could be entered into the results column where there was not a procedure (cascading input has been disabled).

2306

Clinical Billing

Addresses an issue where attempting to delete a clinical billing ‘Quick Pick’ would not work.

2312

Eyeplan Setup

Addresses an issue where the Eyeplan user password was not masked and could be viewed within the staff record, if the user had access to the staff setup.

2319

Till Setup

Addresses an issue where fees were only displayed to 1 decimal point IF the ‘Combine fees on receipt’ option is enabled in till setup.

2360

eGOS England

Addresses issues where the following fields were not being correctly populated on GOS1 claim:

·         Today’s date in the patient’s declaration

·         Early retest code

·         A new or changed prescription was issued

·         An unchanged prescription was issued

2416

System

Addresses an issue where an attempt to delete a printer does not work.

2442

System

Erroneous characters (i.e. &) that would cause submission errors are now removed or prevented from being entered.

2426

System

Addresses an issue where background procedures use a global branch variable (giActiveBranch) which can be changed when the procedures are running, potentially leading to problems.

2437

eGOS England

Addresses an issue when viewing a claim through ‘Business Intelligence’, after cancelling the selected claim line is not respected and the pointer returns to the top of the list.

2460

Stock Branch Transfers

Addresses an issue where blank spaces should have been ignored in the colour field when transferring stock between branches.

2476

Stock

Addresses an issue where stock items with a zero quantity were displaying with a blank qty column, they now display a zero.

2477

Orders / WIP

Addresses an issue where the WIP list was not updating to reflect the options selected in the menu on the left.

2500

System Mail merge

Addresses an issue where the merge field ‘Doctor.DocFullName’ will merge a name even when no doctor has been assigned to a patient.

2501

eGOS Englanf

Addresses an issue where the HC2 entitlement tick box was not being selected and the certificate number was not being transferred onto the GOS claim.

2507

Corporate

Addresses an issue where the staff members title is the same as the patient title on the detailed corporate report.

2546

System

Addresses an issue where the ‘Patient Merge’ utility would crash if a patient had an OPS record.

 

Release Notes (v1.5.3.49) – January 2020

IMPORTANT: This update includes changes to the TILL system, please ensure all staff members understand the changes

·         There are new windows for: Refund / Void / Discounts

·         You are no longer able to post items to an old till receipt. As such the ‘Post to receipt within X days’ option in the branch setup has been removed. An old receipt is classed as anything that has been cashed up or is not on today’s date.

·         Staff role permissions have been updated. ‘Allow Credits, Refunds and Discounts’ are now set using a single role option.

·         There is a new “Allow Test Fees” column in the sales group setup, ticking the checkbox against a sales group instructs FLEX that sight test vouchers can be used to pay off items in the till that are assigned to the sales group.

·         You can no longer change the amount of an item that has been credited or discounted.

·         The authentication process between FLEX and XERO needs to be updated before FLEX can send further uploads to XERO – contact support for assistance.

Additional changes are listed in the notes below.

 

POPULAR REQUESTS / NEW FEATURES (v1.5.3.45)

Jump to: Bug Fixes | Product Enhancements

ID

Category

Summary

2268

Stock

A stock take app has been developed and can be downloaded for Apple & Android.

 

A stock take can be started on the app and then downloaded directly into FLEX for reconciliation. To find out more contact the helpdesk.

 

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432

Patient Record

The ability to add an alternate address for a patient has been added. The duration that the alternate address is active for can be set and once expired the primary address will automatically be re-instated.

 

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654

Equipment Link

An equipment link has been added to read a prescription from a Topcon CL-300 lensmeter. The ‘Remote Control’ is accessible from the ‘External Link’ menu in the ‘Pre-Exam’ screen and the sight examination screen (clinical & non-clinical). When used in clinical records, the prescription is imported into the active tab.

 

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860

Sight Exam

(4 votes)

The sight examination window can be maximised, the contents will be scaled accordingly to fit the window.

1201

Stock / Till

The ability to create ‘Store Promotions’ has been added. Discounts can be set for a supplier or a brand, an date range for when the promotion is valid can also be set.

Promotion discounts are automatically applied at the point of till or dispense.

 

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2037

Sight Exam

‘Corneal Thickness’ has been added to the ‘IOP’ tab.

 

2114

Dispense

Integration has been developed for ‘Visioffice’,

 

Compatibility: ‘Visioffice 2’ & ‘Visioffice X’

 

The following data is exchanged:

 

FLEX -> Visioffice X

Visioffice X -> FLEX

Patient

·         Surname

·         First name

·         Address

·         Date of birth

·         Gender

·         Email address

·         Home telephone

·         Mobile telephone

 

Dispense

·         Sphere

·         Cyl

·         Axis

·         Add

·         Prism / Base

·         Sphere

·         Cyl

·         Axis

·         Add

·         Prism (V & H)

·         Comments

·         Intermediate PD

·         Near PD

·         BDV

·         Panto degrees

·         ZTILT (mm)

·         Dominant eye

·         OCHT (heights / directions)

·         HBOX

·         VBOX

·         DBL

·         Frame type

·         Frame model

·         Frame description

·         Reading distance

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2115

Equipment Link

An equipment link has been added with the Henson 9000. The ‘Remote Control’ is accessible from the ‘External Link’ menu in the ‘Pre-Exam’ screen and the sight examination screen (clinical & non-clinical).

 

Each option on the remote control will launch the Henson software, passing through the patient name, FLEX patient ID & date of birth. Additional selection windows appear for ‘Drivers test’ and ‘Zata test’.

 

Where the Henson software is being run across a network, FLEX will export the patient data to a network share and the user must run the Henson software.

 

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Compatibility: Henson 9000 software v3.5 onwards

2184

Patient Account

A ‘Patient Account’ has been added, payments can be made into the account by the patient and funds deducted from the account via the till.

 

·         Till buttons can be set up for patient account top-up and patient account spend.

·         The current balance is visible next to the receipt balance on the till screen.

·         Account transaction history is available in the till screen & as a printed report.

·         Account balance visible on the patient record

·         Patient balance can be spent on any till receipt, just like a normal payment.

·         You can void “Patient account spend” lines that have not been cashed up, and it will add the amount back into the patient account.

·         You can refund any unspent balance from the account history window if necessary.

·         Patient account cannot be used in conjunction with the “Cash (Bank Transaction)” Xero upload method.

 

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2188

Till

A new ‘Credit / Discount’ window has been added.

 

·         Credits and discounts are now applied from the same window.

·         Multiple credits and discounts can now be applied to the same item.

o    Subsequent percentage discounts are calculated on the remaining item balance

·         “Freehand” discounts (where you manually enter the amount or %) can now be restricted by role.

·         Partial credits are possible.

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2189

Till

A new ‘Refund’ window has been added.

 

·         Displays a total that must be refunded and a maximum that can be refunded at the top. If the receipt is in credit, you must refund the total that is in credit.

·         The refunds window automatically opens after doing a credit or discount (if a refund is required)

·         You cannot refund more than the total payments / credits on the receipt.

·         Refunds can accommodate multiple payment types. e.g. £10 Cash and £20 Card

·         A refund reason can be chosen for reporting purposes

 

     

2190

Till

A new ‘Void’ window has been added.

 

·         Only till lines that have not been cashed up can be voided.

·         New validation checks have been added surrounding voiding items, to maintain the integrity of receipts that are being uploaded to Xero.

·         The void button appears greyed out if there are no items / payments that can be voided on the receipt.

·         Till lines that have not been cashed up are displayed with an asterisk * on the till. This is to highlight what can be voided / changed.

·         The display of items / payments has been brought in line with that of the till receipt.

·         Voiding a sales item will also void any linked credits & discounts.

·         Voiding cash payments will also void the associated change lines.

·         Patient accounts spend lines are returned to the patient account if they are voided from the till.

·         Audit trail entries have been updated to show the override staff member.

 

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2215

Cashing-Up

Changes have been made to how a cashing up record is saved. There are now two buttons: ‘Save and Lock’ and ‘Save’

 

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·         The ‘Save’ button saves the record, it can be continued by reopening the cash up screen.

·         The 'Save and Lock' button saves and locks the record.

·         The ‘Cancel’ button removes the record.

2188

1953

1269

2049

Till

A new window has been created to facilitate ‘Credits’ and ‘Discounts’:

 

·         Options available to staff members will depend on their security settings

·         Multiple discounts can be applied to a single item. Each subsequent discount is calculated on the retail price of the item after previous discounts have been taken off

·         The ‘Refund’ window is automatically displayed after a credit

·         Patient account transactions cannot be credited or refunded

 

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978

Clinical Drawing

(5 votes)

·         The ability to delete clinical drawings has been added

·         An ‘eraser’ has been added to the clinical drawing toolbox

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2135

Contact Lens Orders

(3 votes)

 

New contact lens orders are now assigned to the branch where they were created, previously they were assigned to the branch where the staff member was logged into.

This issue only affected multi-site (RDS) installations of FLEX.

1060

Orders

(2 votes)

‘Supplier Ref.’ field has been added to the ‘Update order’ window so that it can be modified, changes are reflected in the ‘Supplier Ref.’ column in the order screen.

 

1129

Patient Record

If a user attempts to edit a patient record that is already being edited by another user, they will receive a warning message.

585

Recall

Recall schedules can now be set per branch.

 

The recall schedule name is global to the group so that the list the optometrist selects from isn’t cluttered, however different templates etc can be set for each branch.

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272

Orders / WIP

The ability to have different order statuses for order types (spectacle, contact lens, repair) has been added.

 

In addition, colours can be set for each order status to easily identify order types in lists.

 

Note: Colours based on the required by date take priority.

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2166

Sight Exam

The list of recall categories offered to the Optometrist in the ‘NHS/Recall’ tab of the sight exam window is now filtered by age range. This means that the list is not cluttered with categories that would not be used.

2007

2274

1632

1630

Popular Searches

NEW

·         ‘Sunglass stock added between 2 dates

·         ‘Px due by recall date, recall category and have / haven't got an email’

·         ‘Sales summary to list total amount of sales per patient’

 

AMMENDED

·         ‘Confirmed dispense by Rx source’ – now returns a list of patients

1780

Clinical Records

The ability to copy results from pre-exam has been added to the clinical record.

 

The new option ‘’COPY -> Assessment from Pre Exam’ allows selection of a pre-exam record and then looks for any procedures that have been used in both the pre-exam & the clinical record assessment, the results from the pre-exam will be copied forward.

 

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The ‘Enable Copy’ option in setup, allows for fine-tuning of which procedures copy forward & which don’t.

2191

Till / MTD

The XERO upload integration is now available for the ‘Accrual’ method. Please contact support for more information about how to setup the link.

2207

Xero

The following changes have been made to the Xero integration.

 

·         It is now possible to manually upload any branches data regardless of the branch you are logged into (you must have been granted branch access).

·         When choosing to upload cash-up data, the date of past uploads is now displayed. Multiple cashu-ps can now be re-uploaded.

·         The VAT % of the Xero accounts is now shown in the chart of accounts tab in Flex. This makes it easier to see which accounts should be assigned to each sales group. (re-download the account details to refresh the info.).

·         As part of the pre-upload checks to Xero, a new process updates the Xero Setup tables with additional Sales Groups, Payment Methods or Petty Cash Groups that have been added into Flex. Xero accounts will still need to be manually assigned to these new entries if they have been added, a warning is given if you attempt to upload.

·         Any errors when uploading are now stored in the audit trail as well as being shown on screen.

·         The ‘Copy to new receipt’ option has been removed. You can now perform credits and refunds on receipts which have already been uploaded to xero.

·         The CSV Export has been renamed "VAT Lock". You can also lock the VAT period without exporting if you wish. Receipts which have been VAT locked now display an icon on the receipt. Locking the VAT on a receipt means that the sales groups, VAT and fees on items will not change even if you recalculate VAT or change the VAT% of a sales group. Receipts are locked when they are uploaded to Xero to maintain integrity between Flex and Xero.

·         The recalculate VAT routine now assigns refunds to the sales groups of the credited / discounted items. This is to prevent refunds on fully credited receipts showing as over payments. (Patch 037 In 1.5.2.X)

·         Click the question mark icon next to the Xero upload type to read a description of what each one does.

 

PRODUCT ENHANCEMENTS (v1.5.3.37)

Jump to: | Bug Fixes

ID

Category

Summary

585

Recall

The ability to set different recall schedules at each branch has been added.

 

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820

Dispense

‘Dual A5 Dispense Confirmation’ report has been added.

 

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833

Appointments

An additional check has been added to ensure that two appointment slots cannot be opened / booked at different computers. A warning message is displayed.

 

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916

Dispense

‘Degressive’ has been added to the list of dispense types & is available as a filter in the lens selector.

 

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Any dispenses that used the ‘Progressive’ type have been updated to ‘Varifocal’

1182

Till

The sort option has been disabled in the ‘Receipt Selection’ window, this will avoid receipts seeming to be hidden when the table has been mistakenly sorted lowest to highest.

 

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1532

Stock

The ability to add custom stock movement descriptions has been added (Menu->Setup->Stock->General)

 

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1646

OPS (Direct Debits)

A payment total has been added to the ‘OPS Payments’ report.

 

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1990

Email / SMS Reminders

Adding / removing a mobile number or email address after reminders have been scheduled from the diary will now prompt the user if they wish to update the patient’s timeline entries.

 

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2050

Cashing Up

Label changed from ‘Float adjustment’ to ‘Additional float’.

2052

Sight Exam Record

A new option has been added that will automatically copy the distance prism into the intermediate or near prism if the add is greater than zero. The option can be turned on in setup.

2054

Sight Exam

To streamline the completion of the sight examination record and where options have been enabled in setup, a summary of errors will be displayed when saving the record. If none of the sight exam forced validation options have been enabled in branch setup, the window will not be displayed.

 

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2058

Appointments

The ‘Diary Preferences’, that automatically work out which day of the week \ Optom and time of day the patient generally has an appointment, are now visible in the diary booking window. The preferences are intended to help the user offer relevant appointment days & times.

2059

Patient Record

The ability to override an ‘NHS’ status and always treat a patient privately has been added.

 

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2062

Stock

When adding / removing stock via the ‘SKU matrix’ (double-click), the user should now enter the adjustment value i.e 1 or +1 – previously the value entered would be the total resulting stock after the change was made.

2064

Dispense

The test BVD is now displayed within the ‘View Full Rx’ window.

 

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2146

System

High priority fixes (patches) are now downloaded automatically, after download FLEX will need to be restarted before the patch is applied. If a restart is required a prominent message is displayed on the home screen.

 

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2162

Patient Record/

Docmail

When sending a ‘Speedmail’ letter to Docmail, (where you do not have the ability to edit the letter before it is sent) you now have the option to choose who to address the letter to: patient, GP or another address.

 

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2164

Stock Take

The ‘Update Stock’ button has been removed and the functionality has been automated, the decision was based on feedback that staff were often forgetting the final step of updating the stock records.

2179

Contact Lens Orders

A ‘Dual A5’ contact lens order report is now available.

2182

Patient Search Widget

It is now possible to search using the date of birth format ‘DD.MM.YYYY’

2197

Stock

When selecting ‘Stock’ from the side menu, records no longer auto-load. Clicking the magnifier will load stock based on the parameters that have been set. This saves time on systems that have large stock databases.

2199

Sight Exam Records

Following the last update where the ‘Auto-Save’ function was added, when using ‘Copy Assessment’ the current sight exam record would appear at the top and could be selected. This has caused confusion as there is no data to copy, this top record is now greyed out and cannot be selected.

2208

Timeline

The patient address is now displayed in a tooltip when the mouse pointer is hovered over a patient name. This only applies to timeline entries for ‘letter’ & ‘postcard’

2213

Sight Exam / CL Exam

Additional checks have been put in place to ensure a sight test or contact lens record cannot be edited at the same time on multiple pc’s.

2228

Stock

When adding a new stock item using the ‘Create New From’ option, the barcode will be used if it is not already in use at the branch where the new stock item is being created. If the barcode is in use a new barcode will be allocated.

 

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2254

System - Shut Down

If FLEX closed unexpectedly certain ‘flags’ are left enabled which leads to functionality being restricted. A check has been added to ensure these ‘flags’ are reset when FLEX is launched.

2270

Till

An A5 till receipt is now available, to enable it you will need to check the ‘Receipt Format A5’ box in branch setup.

 

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2304

System - Patient Merge

The ‘Patient Merge’ utility now includes staff tasks.

2305

Contact Lenses

When calculating a final corrected prescription, taking into account an over-refraction, FLEX now applies a formula taken from ‘Stokes Construction’.

2345

Dispense

·         A new dispense pair balance has been added below the pair table, this total includes any vouchers that have been added. The pair & dispense totals in the top right of the dispense record show the total dispense and does not consider vouchers.

·         Deposits can now be taken by using the ‘Patient Account’ function.

·         When deleting a lens, all discounts assigned to that lens are also deleted.

2392

eGOS England

The GP Surgery address is now pulled through onto the eGOS 1 form if the patient is marked as ‘Diabetic’, ‘Glaucoma’, Glaucoma Risk’

2396

Stock

Options have been added to the branch setup that, when ticked, means the stock screen will automatically expand all stock lines and calculate the stock qty by default.

 

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2407

eGOS England

It is now possible to submit an eGOS1 for claim by just having the ‘I have been prescribed complex lenses….’ Option ticked.

2415

Till Reports

The ‘Balances by Px’ report has been updated to only include patients that have a receipt with a balance within the date range specified.

Previously it would include any patient that had an outstanding balance and a receipt within the range specified even if the balance was outside the range specified.

 

BUG FIXES (v1.5.3.37)

Jump to: Headline Features | Product Enhancements

ID

Category

Summary

1514

System

Addresses an issue where am email sent as a test from within system setup would be saved into the correspondence log of the active patient.

1697

System

Addresses an issue where the ‘Image Export’ flag remains true after completion of the process.

1831

Online Booking

Addresses an issue where the premise & postcode are not being extracted from the address and stored in the correct fields, when adding a new patient that has booked an appointment online.

1917

Speedwriting

Addresses an issue where a user was able to change the active patient whilst speedwriting was being used, consequently the letter would be saved against the wrong patient.

1930

Timeline

Addresses an issue where telephone reminder notes were not being displayed.

2055

Sight Test / Clinical

Addresses an issue where ‘Left Near VAU’ was not being displayed correctly in refraction tabs 2 & 3.

2104

Dispense

Addresses an issue where new lenses that have been downloaded and added into the practice lens catalogues are not immediately available to use.

2126

Staff Tasks

Addresses an issue where the wrong patient name was being displayed when adding an action to a staff task.

2135

Contact Lens Orders

Addresses an issue where the branch assigned to a contact lens order was where the contact lens exam was performed not the branch where the order was created.

2172

Timeline

Addresses an issue where long telephone messages were being cut off because there was no word-wrap.

2177

Clinical Billing

Addresses an issue when trying to delete a billing item, the deletion would only occur after 2 attempts.

2181

Docmail

Addresses an issue where letters can be sent to Docmail when there is insufficient credit on the account.

2200

Stock

Addresses an issue where a double-click on an empty stock line would cause FLEX to crash

2209

Patient Record

Addresses an issue where the ‘App. History’ table isn’t refreshed when switching & updating patient records.

2216

Staff Tasks

Addresses an issue where after switching users the staff task list did not refresh properly.

2229

Patient Record / Test Record

Addresses an issue where the wrong GOS entitlements are saved against a patient. This only happens if a patient record is opened and then minimised, a new patient is selected, and a sight test record completed. The patient record that has been minimised will have adopted the GOS entitlements from the test record.

2231

Contact Lens Exam

Addresses a speed issue where the contact lens exam window was slow to open when the billing table was being used.

2234

Appointment Diary

Addresses an issue where diary reminders were re-sent when an appointment in the past was edited.

2242

Examination Records

Addresses an issue where it is possible to close a ‘Pre-Exam’, ‘Sight Exam’ or ‘Contact Lens’ exam record by right-clicking the window in the Windows taskbar and selected ‘Close’. This will result in data loss. These records can now only be closed by using the ‘Close’ button within the windows, which has appropriate validation built in to prompt the user and prevent data loss.

2253

Online Booking

Addresses an issue where available slot modifications (adding / removing) that were queued for online booking (i.e. there was no internet connection at the time) were not being processed correctly.

2261

Contact Lenses

Addresses an issue where the wrong selling price was sent to the till but with the correct lens description

2290

Collections

Addresses an issue where the near / inter prism was not being displayed and longer prescriptions were being cut off.

2292

Patient Record

Addresses an issue where ‘Letter’ was not being added to ‘Recall Preferences’ for new patients.

2307

Schemes

Addresses an issue where the amount stored against a scheme payment line differed from that being exported to a BACS files, this was a rounding issue.

2359

eGOS Scotland

Addresses an issue where the entitlements on the eGOS form are not retained if the form is saved and returned to at a later time.

2367

Business Intelligence

Addresses an issue where exporting result to CSV from ‘Easy Search’

 

Release Notes (v1.5.2.33) / April 2019

POPULAR REQUESTS & HEADLINE FEATURES

Jump to: Bug Fixes | Product Enhancements

ID

Category

Summary

 

Till

Making Tax Digital’, two options are now available.

 

1.       Integration with the Xero accounting system (Cash accounting method)

2.       Export of till data to CSV files (compatible with Excel)

 

Some setup work is required, if you would like to link your Xero accounting system with FLEX please contact the helpdesk.

 

402

Sight Test / Clinical / CL

A new ‘Auto Save’ option has been added to the sight test and contact lens examination windows. ‘Auto-Save’ is performed every time the user switches between tabs.

If cancelled the user will be asked to confirm they wish to ‘Close and Delete Test’.

The user must still click the ‘Finish’ button to complete the examination.

 

946

System

A ‘Switch Branch’ option has been added. It can be found in the ‘System Menu’ and is a quick way of users switching between branches.

A user can only switch between branches they have been given access to.

 

524

System

(6 Votes)

A messaging system has been added to allow instant notifications to be displayed to the practice from Optinet Ltd.

 

 

1820

Dispense / Till

It is now possible to switch to the till screen after confirming a dispense (the user must have permission to access the till screen).

Enable this feature by ticking ‘Go to Till after Confirm’ in ‘Setup->Update Branch->Data->Dispense

 

 

1466

Patient Record

(4 Votes)

To further support GDPR, a ‘Consented’ option has been added to the patient record.

 

 

 

 

 

When set to ‘Not consented’, marketing preferences cannot be added, and any existing marketing preferences are removed.

836

Sight Test Record

(3 Votes)

Addresses an issue where the ‘6/’ prefix was not being included for certain values in the VA field.

760

Till / Cash Up

Addresses an issue where cashing up remains active after it has been locked.

571

Till

A ‘Deposit’ button has been added to the till. The value of the deposit is calculated from percentages assigned to each sales group in till setup. A typical example is shown in below, 100% of the fees are included as are 50% of the remaining items.

 

1483

Business Intelligence

To provide more accurate practice intelligence, it is now possible to include / exclude test types from the clinical dashboard. There is a new column ‘Dashboard’, accessed via Menu->Setup->Examinations->Sight Tests->Types

 

1709

System

The storage folder for patient images and correspondence log files can now be changed. Please contact support if you need the paths changing, usually due to limited disk space on the default path drive.

2011

Dispense / Dashboards

A new field has been added to the dispensing system ‘Confirmed Date’. This new date is used by the dispense dashboard for calculating statistics. Previously the dispense created date was being used as the date the dispense was confirmed was not being recorded.

2045

Timeline

Changes have been made to the timeline window so that it opens faster. Interface changes have also been made to improve the user experience.

 

 

PRODUCT ENHANCEMENTS

Jump to: Headline Features | Bug Fixes

ID

Category

Summary

1783

1848

1880

1979

2031

1829

1823

1811

1837

Online Booking

The following changes have been made to the online booking system:

1.       Where a slot in the practice has been booked that requires part of the following slot, the following slot is now removed from the online booking system to prevent double-bookings.

2.       Restrictions have been added so that slots available online cannot be split / merged in the practice. This functionality maintains the integrity of the data synchronised between the server and the practice and avoids making slots available to patients that have been removed in practice. To merge / split in practice, firstly remove the slot from online.

3.       The ability to remove an appointment reason from the online booking system has been put back.

4.       It is now possible to see which appointment reasons have been made available online, by way of a coloured bar at the end of the row.

 

 

5.       Inactive appointment reasons can no longer be made available online.

6.       Changing an appointment reason to ‘Remove from online’ will remove the reason and any associated slots that have been assigned that reason. The user is prompted before removal.

7.       Additional checks have been added to FLEX when downloading appointments from the online server to ensure appointments are not duplicated in the pending appointment list.

8.       The hyperlink to switch between desktop & mobile version has been removed. The version of the site displayed to the user is now determined by the server.

9.       The telephone number is now mandatory.

10.   The option for ‘Any Staff Member’ has been added to the mobile booking site.

11.   Appointment slots that have been reserved via an online booking will have the colour changed to make the user aware that an appointment is waiting to be confirmed.

311

Patient Record

After adding a mobile number to an existing patient record, any future appointments will have reminders scheduled (where the appointment type calls for it).

345

Till

Staff member name has been added to the tooltip of receipt lines.

 

384

Stock

A new (right-click) option has been added to a stock record to allow the barcode to be changed. A check can be performed first to see if the new barcode is available before confirming.

 

496

Till Cash Up

To prevent errors when cashing up, no till actions can be performed whilst a cash-up is in progress.

503

Order Progress

Patient ID column has been added to the order progress window.

 

526

Clinical Records

It is now possible to archive the following items: ‘Medication’, ‘Occupation’ and ‘Drops’. Archived items will not be available for selection, any items already assigned to a record are unaffected.

 

1519

Till / Security

A new option has been added to staff roles, ‘Allow Till Editing after Cash-Up’. This new option, when ticked, will prevent staff members making changes to a till receipt once it has been cashed up. Switch this role option on in ‘Setup->Staff / Roles->General->role name->Till’

1629

OPS

A warning message has been added when attempting to select contact lenses from a previous exam record and the lenses cannot be found in the contact lens database.

1647

Appointment Diary

It is now possible to send a letter to DocMail from the diary screen.

1669

System

New mail-merge fields have been added for clinical record procedures. When a procedure has a right and left result, new merge-fields have been added ‘ClinicalProcR’ & ‘ClinicalProcL’. The original merge-field that displays right & left results together are not affected.

1695

Postcard Marketing

Improvements have been made to show additional information for campaign analysis. The following has been added: ‘Date campaign created’, ‘Campaign duration’ and ‘Px’s included in campaign’.

1818

Stock

A new role option has been added ‘Allow Editing on Stock Section’. The default option is to allow editing to maintain current functionality, to stop staff members editing stock the option should be un-checked. Stock can still be viewed and the right-click menu options on the price line are still available.

Switch this role option on in ‘Setup->Staff / Roles->General->role name->Stock’

1819

Till

A ‘Refund reason’ can now be selected when processing a till refund.

The ‘Till Refund’ report has been updated to show the refund reason.

 

 

1878

Dymo Label

Zebra Label

Dymo label & zebra label templates can now be deleted.

1899

Stock Take

The ‘Model Number’ has been added to the stock take screen and the ‘Corrections’ report.

1908

Appointment Diary

When searching for an appointment using the ‘Find Free Slot’ function, it is now possible to filter the search by the ‘Number of days’ ahead. The default number of days is 30.

1924

Dispense

Tray Numbers’ are now displayed within the dispense screen.

 

1928

System

Launching FLEX soon after closing it, sometimes results in the message ‘FLEX is already running’. Additional checks have been added to speed up the process of closing FLEX – this should stop the message appearing.

1935

Patient Search

It is now possible to search for a patient using any number of characters from the surname & first name.

 

e.g. "Jones,Gar" would return:

·         Gareth Jones

·         Gary Jones

Entering "Jones,Gary" would return:

·         Gary Jones

 

1936

Till

The VAT code can now be hidden from the receipt. There is a new option ‘Print VAT Code on Receipt’, accessed via Menu->Setup->Branch->General->[Branch Name]->Data

1938

Patient Search

The full address is now displayed in the results of the patient search window.

1942

Appointment Diary

When editing day notes the existing text is no longer pre-selected. This avoids deleting existing text by accident.

1951

Stock

Sunglasses’ filter has been added to the stock screen.

 

1961

System

Additional information is being saved to the audit log:

·         No reminders set for a patient including the staff member that made the change and when.

1964

Dispense

The speed of progressive searching for frames is slow when a large stock database exists. To alleviate the issue a ‘Go’ button has been added, searching only once rather than repeatedly.

1966

Stock Take

It is now possible to print ‘Stock Take Corrections’ by individual stock take and the ‘Notes’ are now included in the report.

 

1969

Order Progress

It is now possible to filter the order progress list by multiple statuses at the same time (in addition to supplier).

 

1970

OPS

It is possible to send a patient a link to the OPS electronic direct debit mandate, in this scenario the patient is registered with OPS directly and not via FLEX.

FLEX will now check each day with the OPS server for any new ‘Payers’ and attempt to create them by matching to a patient record. Additional messages have been included for when the patient cannot be matched, manual linking of a patient is then possible.

 

 

Optical Payment Services is available to all FLEX users, more information can be found here (http://www.nationaleyecare.co.uk/documents/OPS_brouchure.pdf)

 

1978

Reporting

‘Px Ref.’, ‘General Notes’ and ‘Solutions’ are now included in the ‘Contact Lens Collection’ report.

1895

Appointment Diary

The list of staff members available in the ‘Find Free Slot’ option has been changed to include all active staff members, previously it only included Optometrists.

1992

Business Intelligence

When exporting to CSV file, from the data mining screen the following checks have been added:

1.       Which preference to use: ‘Recall’ or ‘Marketing’

2.       Which contact method is being used: ‘Email’, ‘SMS’ or ‘Letter’

3.       Whether to ‘Include’ or ‘Exclude’ patients set as ‘No Reminders’

2008

Staff Tasks

Staff tasks can now be re-assigned to another staff member, even when the staff member re-assigning didn’t create the task in the first place.

2010

Dispense

A summary of the ‘Final Rx’ has been added to the ‘Choose Rx’ popup window.

 

2033

Staff

The ability to archive staff members has been added. The staff window default view is to hide archived staff members, they can be viewed by toggling the ‘Hide / Unhide Inactive Staff Members

 

2035

eGOS Scotland

The ability to select which examination to use when creating a GOS4 has been added.

2047

Till

The width of the barcode printed on a till receipt has been made narrower to improve the appearance of the receipt.

2048

Reporting

The ‘Till Balances’ report not includes non-patient sales.

2051

Process Vouchers

The default CCG set for a branch is now selected when changing branch.

 

2053

Clinical Record / Sight Test

The ‘Time’ field for each IOP reading is now populated as soon as the reading is entered.

2057

Contact Lens Orders

A new option ‘Send directly to px’ has been added to the ‘Repeat Options’ of a contact lens order. When checked and a repeat order is automatically created, it will be marked as ‘Collected’ straight away as there is no work to be done in the practice.

 

2063

Dispense

The ability to ‘Void’ dispenses has been added, only confirmed dispenses can be voided.

A role option has been added to allow this action. Voided items are not displayed on dashboards.

An audit file entry is made whenever the status of the box is changed.

 

2065

Order / Dispense

 More Measurements’ that have been entered in the dispense screen are now appended to the notes section of the order reports and the dispense summary report.

2066

Patient Notes

The staff member code that added a patient note has been added to the patient alert window.

2079

System

The length of the ‘SMTP server address’ field has been increased to handle longer addresses.

 

BUG FIXES

Jump to: Headline Features | Product Enhancements

ID

Category

Summary

771

Collections

Addresses an issue where the dispense notes were not being displayed in the collection window. Both the dispense & pair notes are now correctly displayed.

1101

Appointment Diary

Addresses an issue in ‘Multi’ view, when not all chairs are selected – skipping ahead would cause all chairs to be selected and the original selection was not respected.

1222

Till

Addresses an issue where a payment taken using a button assigned as ‘Write Off’ was showing on the receipt as ‘Change’.

1329

Timeline

Addresses an issue in the timeline window after using the ‘Insert Paragraphs’ option. The window focus was changed, and a right-click menu was incorrectly being displayed.

1442

Business Intelligence

Addresses an issue with the ‘Dispense->Remakes’ dashboard, the figures were not correct because ‘voided’ remakes were being included.

1617

Timeline

Addresses an issue where the timeline count was incorrect after selecting / de-selecting multiple recalls.

954

1700

Staff Hours Setup

Addresses several issues when maintain staff hours in the diary setup:

1.       Group name has been removed as it wasn’t needed

2.       Selecting a staff member now works as intended

3.       Selecting an appointment reason now works as intended

4.       Only clinical staff members can now be selected

1764

Till

Addresses an issue where a receipt with a balance of ‘£0.00’ was highlighted in red, indicating there was a balance outstanding still.

1770

Stock

Addresses an issue when using the ’Create new from…’ menu option to add stock at another branch, the resulting barcode is different from the original barcode even when the original barcode is not in use at the destination branch.

1777

System

Addresses an issue where the mail-merge field ‘RecCatDescription’ was not functioning as intended.

1809

Till

Addresses an issue where change was being assigned to the wrong sales group when an over-payment was taken.

1846

Dispense

Addresses an issue where auto-tray numbers were not being assigned correctly where total number of pairs on a dispense was greater than one.

1848

Online Booking

Addresses an issue where online slots are not removed if an appointment in the practice has been booked which exceeds the length of a single slot and requires part of the following slot.

1901

Till (RDS only)

Addresses an issue where the ‘Payment Details’ report in the cashing up screen included payments taken at all branches, only payments for the current branch are now included.

1902

Business Intelligence (RDS only)

Addresses an issue where staff could access ‘Reports’, ‘Dashboards’ and ‘Data Cubes’ for branches where they hadn’t been granted permission.

1947

Sight Test / CL Test

Addresses an issue where the wrong patient data could be inserted into documents printed from the ‘Shortlist’ window displayed at the end of a sight test and/or cl exam. This could only happen under specific conditions where the active patient was changed whilst the test windows were open.

1949

Postcode Lookup

Addresses an issue where the ‘PatPremise’ field was not being populated after selecting an address from a postcode lookup search. This could cause further problems when trying to manage families.

1950

Patient Notes

Addresses an issue where a patient note that has been marked as inactive but has the ‘Alert’ flag set will still display the alert.

1968

Staff Tasks

Addresses an issue where tasks that have been opened for more than 999 days (unlikely) display incorrectly.

1987

Appointment Diary

Addresses an issue with the ‘Find Free Slot’ function where appointment results were only listed when they were greater than the start time, now appointment that equal the start time are also included.

1993

Appointment Diary

Addresses an issue where not all staff hours are selected in the staff planner, if the number of rows in the table exceeds the number displayed.

1994

Zebra Labels

Addresses an issue with a new zebra label template, where the mail-merge fields window was empty.

1998

Patient Record

Addresses an issue where preferred contact methods were being duplicated when they were manually added by the user during the process of creating a new patient record.

2000

Staff Tasks

Addresses an issue where newly added staff members were not visible in the staff tasks window.

2013

Clinical Record

Addresses an issue where the summary Rx (left side of the refraction screen) was not updating when the ‘Transpose’ function was used.

2023

Zebra Template

Addresses an issue where closing the zebra label template window using the ‘X’ would crash FLEX.

2041

Letter Templates

Addresses an issue where after changing the description of a template the list of templates would become out of sync.

2061

Stock

Addresses an issue where searching for a stock item by barcode didn’t pre-select the correct stock price line.

2072

Till

Addresses an issue where fees could be re-calculating incorrectly under specific circumstances (if a dispense fee matrix is being used or a fixed dispense fee AND the ‘Change Amount’ function is used within the till).

2094

Timeline

Addresses an issue where selecting the ‘Goto Patient Record’ option from the right-click menu in the timeline window and whilst the lock screen is active will partly unlock FLEX.

2090

Reports

Corrected spelling mistake in the ‘Branch Transfer’ report.

2075

Cashing Up

Addresses an issue where the cash-up screen can be saved without having to progress to the reconciliation step, if the ‘Bypass Cash-Up Messages’ option has been ticked in setup.

2073

Eyeplan

Addresses an issue where the undocumented 'PaymentNotYetTaken' status returned from Eyeplan was showing in blue instead of green.

2099

Dispense

Addresses an issue where updating a value in a field within the ‘View Full Rx’ window would change a different value within the same window.

2105

Stock

Addresses an issue with the ‘Branch Transfers’ report where all stock transfers were being included not just the transfers from the currently active branch.

 

               

Release Notes (v1.5.1.19) / November 2018

POPULAR REQUESTS & HEADLINE FEATURES

Jump to: Bug Fixes | Product Enhancements

ID

Category

Summary

1453

Sight Test Record

When trying to open a sight test window and a contact lens window, FLEX would crash.

 

This issue has been resolved and both windows can now be opened at the same time.

1738

Data Mining

A new ‘easy to use’ search function has been added called ‘Discovery’.

 

·         Search data using simple drop-down tables, tick boxes, picklists and text values.

o   Patient

o   Sight test

o   Contact lens

o   Dispense / orders / till

o   Correspondence

o   Appointments

·         View / sort results in a table

·         Save searches to re-use in the future.

·         Send messages to recipients (email / text / letter / postcard), print (letters / labels / telephone list) or export to CSV (role option must be activated)

 

Example: Patients with a single vision dispense, with a value between £350 & £999

 

1750

Stock Take

Stock taking has been enhanced to allow stock takes by Brand or Supplier

 

A screenshot of a computer screen

Description generated with very high confidence

1763

System Tools

For remote postal services (Docmail & Webpost), a procedure has been added to correct patients addresses based on the royal mail Postal Address File. Docmail & Webpost will add a 5p surcharge to each envelope that has an incorrectly formatted address.

 

The ‘Address Data Wash’ costs £6.00+VAT / 1000 records. This routine must be run by support as it will globally change patient data.

 

Please contact support if you would like the data wash to be carried out on your data.

1481

Contact Lenses

(7 Votes)

It is now possible to clear the right or left lens details when editing a contact lens record.

 

 

1739

Docmail

(6 Votes)

Docmail ‘backgrounds’ can now be linked to a recall letter in the FLEX word processor, when the letters are printed the background image is also printed.

 

Note: backgrounds are only printed on the 1st page, if a multi-page document is sent the image will not be printed on page 2 / 3 etc.

 

 

1604

Homescreen

(4 Votes)

The patient active list is now cleared down quicker, this change means the patient list will not increase out of control for staff members who only log in occasionally. A slight speed improvement may be seen.

836

Sight Test Records

(3 Votes)

Updates distance to how VA’s are displayed, the new rules are:

 

·         Values over 2 will have a 6/ prepended to them (even if they include a decimal point)

·         Values less than or equal to 2 will not have a 6/ prepended

865

Staff Groups

It is now possible to create ‘Staff Groups’ i.e. ‘All dispensers’ or ‘All part-time staff’.

 

A screenshot of a social media post

Description generated with very high confidence

865

Staff Tasks

Tasks can now be assigned to a single staff member, all staff members, multiple staff members or a staff group.

 

A screenshot of a cell phone

Description generated with very high confidence

1266

Online Booking

The following changes have been made to online booking:

·         Validation (www)

o   Date of birth must be in the past

o   Email address must contain an ‘@’ symbol

·         Non-bookable appointment slots cannot be uploaded (FLEX)

·         Booked appointment slots cannot be uploaded (FLEX)

1749

Appointment Diary

It is now possible to make the recording of a ‘Return Reason’ mandatory. Setup option in the branch table.

 

A screenshot of a cell phone

Description generated with very high confidence

 

PRODUCT ENHANCEMENTS

Jump to: Headline Features | Bug Fixes

ID

Category

Summary

968

Homescreen

Imrpovements have been made to the staff tasks widget on the homescreen.

 

·         New 'Manage' button on the staff task widget (always visible)

o   This takes you to the staff task management screen

§  Users with permission to access this window have  all options are available.

§  Users without permission, the 'opened by' combo is locked down to the logged in staff member

o   A non-manager now has the ability to view, edit, add actions and close the tasks they have created.

o   It prevents non-managers having access to tasks that others have created.

1801

Dashboards

A new ‘Online’ section has been added into the appointments dashboards, to analyse appointments made via the FLEX online booking system ‘patientbookings.co.uk’.

 

·         Time of day appointments are being booked.

o   Are patients’ booking outside of office hours?

·         Value/percentage of New/Existing Px who have booked.

o   Are new patients booking in?

·         Number of appointment booked Offline/Online.

o   Is the online system being used?

·         Age of patients using the online booking system.

o   Is it only younger patients who are using the online system?

·         Gender of patients using the online system?

o   Which sex prefer to use an online system?

1834

NHS Scotland eGOS

The reverse of the GOS3/4 can now be signed by somebody other than the patient (i.e. carer).

483

Staff Tasks Widget

The branch description has been added to the view/edit staff task window.

752

Staff Tasks Widget

The first time a task is opened, the following action is added ‘The task was seen by {Staff Initials] on [Date (Time)]’.

1010

Staff Tasks Widget

Staff tasks that have not yet been opened are now displayed in bold text.

Restoring a closed task will mark all assigned staff members as having not seen the task, appearing in bold text again.

1204

Business Intelligence

A new report has been added. ‘Profit Report’ is available in both summary or detailed variants. Only items that have been sold after this release will show a profit value. FLEX now stores the cost price of an item in the till database when.

1448

NHS Scotland eGOS

A new Early Retest code has been added for patients who are registered blind or partially sighted. This new code must be added along with validation that code 9 cannot be used before 1st June 2018.

 

To cover various additional scenarios and facilitate the introduction of an additional set of examination fees several new supplementary reason codes have been introduced in addition to the existing ones.

 

There will be two new codes at the same fee scale as the current Supplementary eye examination:

 

·         The first (2.9) is for when the optometrist needs to discuss the options for treatment of cataracts with the patient, following a primary eye examination.

·         The second (3.0) is for when a patient has complex needs which have prevented the completion of the full range of testing involved in a primary eye examination, meaning that the optometrist is having to complete the testing at a subsequent appointment.

 

In addition, there will be a range of new Supplementary Codes where dilation has taken place. These codes broadly match the existing, equivalent supplementary reason codes, but will be used when the practitioner also deems it clinically necessary to dilate the patient’s eyes in order to conduct that examination. A higher fee will be paid in recognition of the extra time and complexity involved. This new fee structure should be reflected in your system. Details of the new fee structure are still to be confirmed – we will issue them as soon as they become available. Validation should be added to ensure that the new codes can only be used from 1st of October 2018​.

 

code 2.6 will be discontinued from 1st June 2018 and replaced with new code 4.6.

1653

Business Intelligence

All charts on the ‘Patient’ dashboard have been updated to exclude deceased patients.

1701

Staff Records

The record of newly added staff members now defaults to ‘Active’.

1724

System Change

The ‘Setup’ section of FLEX has been moved to a popup window. This change will reduce he time it takes for FLEX to load and enhance the performance for the majority of users.

1725

System Change

Performance improvements have been made to the ‘Calculate patient total spend’ background process.

1731

Address Book

The default sort order of the contact list is now alphabetical with favourites always appearing at the top of the list.

1734

DocMail

When sending a letter or a postcard from the patient record, the estimated cost to send is now displayed.

1742

Contact Lens Records

When trying to delete a contact lens record that has an order linked to it, the error message that is displayed is now more meaningful.

1747

NHS Scotland eGOS

The ‘Last ST Check’ option is now available from the ‘Timeline’ window.

1748

Business Intelligence

The ‘Patient age’ chart on the ‘Patient’ dashboard has changed to include 4 charts; ‘Now’, ‘1 year ago’, ‘5 years ago’, ’10 years ago’.

1751

Stock Take Report

The stock take report is now available in ‘Scheduled reports’, allowing it to be emailed to another staff member.

1752

Cashing Up

It is now mandatory that an explanation be added to the notes when there is a cashing up discrepancy. This can be disabled with the options for ‘Staff Role’.

1753

Cashing Up

It is now possible to disable the ‘Float Adjustment’ field so that additional float amounts cannot be added. This is a ‘Staff Role’ option.

1754

Dispense / WIP

The ability to use ‘Right click->Insert Paragraphs’ has been extended to the notes boxes of the dispense record and WIP status updates.

1755

Process Vouchers

It is now possible to change both the date and amount received for vouchers.

1757

Management

The ‘Patient Removal’ tool can now be run from a client pc, this allows remote desktop sites to access the tool.

1765

Contact Lens Orders

Changes have been made to contact lens order window when adding a new order:

 

·         Pack size selection boxes are populated correctly for the selected lens.

·         Typing a valid pack size into the selection box will now look up the price.

·         Trial / Px supply is no longer pre-selected, allowing the user to decide if a fee should be charged or not.

1802

Dispense

‘Degressive’ lenses will no longer fail dispense validation.

1815

Business Intelligence

Additional buttons have been added to allow the user to quickly move backwards / forwards through dates. The buttons apply to ‘Day’, ‘Week’, ‘Month’ and ‘Year’.

1485

Stock Take

Completed stock takes are now coloured with a grey background to indicate they have been completed, they cannot be edited once completed. Notes can still be edited.

1673

1676

1710

1711

Business Intelligence

Multiple changes to the patient dashboard to give better business intelligence:

 

·         The ability to exclude patients set as ‘No Reminder’ has been added to the patient dashboard.

·         A ‘Tested’ tab has been added to the ‘New Patients’ section of the patient dashboard. This shows the numbers and percentages of patients who were tested in the period and also those tested who were also inserted within the period - as 'New' and 'Existing'

·         The ‘New Patients’ chart has been further analysed by ‘Age’ and ‘Gender’

·         The ‘Top Spenders’ chart has been further analysed by ‘Gender’ and ‘Postcode’

1729

Contact Lens Records

The ability to use ‘Right click->Insert Paragraphs’ has been extended to the note’s boxes on the ‘Trial Lenses’ tab.

1771

Word processor

The maximum number of mail merge fields in a single document has been increased from 150 to 200.

1487

Communication

New merge fields added: ‘TesDominance’ & ‘TesDSEType

1964

Dispense

A ‘Go’ button has been added to the frame search window to trigger the search. Progressive searching has been disabled in favour of faster searching.

 

BUG FIXES

Jump to: Headline Features | Product Enhancements

ID

Category

Summary

352

Formulae

Addresses an issue where the records in the formula table displayed incorrectly. This was a display only bug and did not affect the integrity of the data.

1722

Contact Lens Records

Addresses an issue where ‘auto-bill’ items were being billed for patients when an old contact lens record was opened & saved.

1726

Patient Record

Addresses an issue where a patient note would appear to have been added by the wrong staff member. Only affected practices where data had been joined.

1732

Timeline

Addresses an issue where the default mailing house, set in the branch setup screen, was not respected in the ‘Letter Format’ selection box in the timeline window.

1759

Contact Lens Orders

Addresses an issue where the pack size printed on a C/L order was different to that set on the actual order screen. This only happened if the pack size was manually over-type on the order screen.

1775

NHS Scotland eGOS

Addresses an issue with GOS3 claims with a HC3 contribution.

711

Patient Record

Addresses an issue where the premise number was duplicated after a postcode address lookup, the premise box has been removed – only the postcode needs to be entered now.

1306

Orders

Addresses an issue when printing an old order, FLEX would crash.

1328

Dispense

Addresses an issue with remakes, when posting a remake to the till the frame was being deducted from stock again.

1486

Stock

Addresses a display only issue where the stock take date / time would intermittently disappear.

1487

Communication

Addresses an issue where data wasn’t being merged correctly for ‘TesDriver’ & ‘TesDESUser’ merge fields.

1606

Dispense

Addresses an issue where the lens description is truncated on the ‘Dispense Summary’ report.

1624

Contact Lens Orders

Addresses an issue where contact lens description is truncated on the ‘Contact Lens Order’ report.

1627

Examination Setup

Addresses an issue where adding a recall at an interval that might clash with a previous recall could not be done. This has been changed to a warning only.

1696

Patient Record

Addresses an issue where the NHS flag was not immediately being displayed after creating a new patient record who had NHS entitlements selected.

879

Reporting

Addresses an issue with the ‘Quarter x’ buttons were looking at the wrong year.

1614

Sight Test Records

Addresses an issue where the right click ‘Delete Recall’ option is displayed when only viewing a record.

1616

Patient Record

Addresses an issue where the postcode returned from a royal mail address lookup is different to that used to search for the address (Royal Mail have updated the postcode) and the new postcode was not being saved with the patient record.

1714

Contact Lens Records

Addresses an issue when a lens is available id multiple steps (i.e. 10.00 to -06.50 (0.50), -6.25 -0.25 (0.25)), only the first step range is displayed.

1717

Contact Lens Record

Addresses an issue where a solution could not be added at a zero price.

1723

Stock

Addresses an issue where the stock list was not correctly filtered by the selected branch in the branch list.

1733

Timeline

Addresses an issue when sending letters / postcards through Docmail, the ‘estimated cost of mailing’ did not include any additional ‘invalid PAF’ charges.

1737

Homescreen

Addresses an issue where the patient date of birth was not being displayed when opening a staff task linked to a patient.

1740

System

Addresses an issue where changing the ‘Auto-Lock Timeout’ would need a restart before the new timeout was applied.

1756

Appointment Diary

Addresses an issue where the appointment duration did not update when changing the appointment reason.

1762

Appointment Diary

Addresses an issue where the tooltip showed ‘Appointment available’ when hovered over a non-bookable appointment.

1770

Stock

Addresses an issue where ‘Create new from…’ would not allow a barcode to be used at ‘Branch A’ if it was already assigned in ‘Branch B’

1773

Orders

Addresses an issue where the ‘Date’ & ‘Branch description’ were not printing on the dual A5 spectacle order report.

1776

NH Scotland eGOS

Addresses 2 issues where the following errors were returned by the NHS:

·         E000081 : The following dates must be in chronological order: Date of Birth, Date of Eye Exam, Patient's Declaration Date Signed, CSA Date of Approval, Patient's Statement Date Signed, Current Date

·         E000083 : Total claim should equal the lowest single value of either (a) Voucher value plus any supplements or (b) Parts per current PCA (O) plus any supplements, or (c) Actual cost minus any patient contribution as indicated for an HC3 certificate

1788

Orders

Addresses an issue where the ‘Frame Material’ was not being written to the Rodenstock XML import file.

1791

Contact Lens Records

Addresses an issue with the ‘Assign To’ combo box where staff members were only included who’s default branch was set to the current branch, it should show all staff with access to the current branch.

1804

Online booking

Addresses an issue where it was possible to mark non-bookable and booked appointments as ‘Available Online’

1832

Appointment Diary

Addresses an issue with 12-day view where available online appointments were not showing the coloured indicator to the right of the appointment slot. Only affected the 11th column in 12-day view.

 

Release Notes (v1.5.0.16) / July 2018

POPULAR REQUESTS & HEADLINE FEATURES

Jump to: Bug Fixes | Product Enhancements

ID

Category

Summary

1310

Clinical Links

We have integrated the EasyScan retinal imaging device.

 

Two modes are available:

1.       Capture

a.       Starts the EasyScan software

b.       Logs the user in

c.       Locates or creates the active patient record

d.       Starts a new image capture session

2.       Review

a.       Starts the EasyScan software

b.       Logs the user in

c.       Locates the active patient record ready

d.       User can now review exams / images

A screenshot of a cell phone

Description generated with very high confidence

676

Dispense / Order

A screenshot of a cell phone

Description generated with very high confidenceThe following Zeiss integration work has been completed.

 

       Transfer Dispense measurements to Flex from iTerminal Mobile

       Transfer Clinical Rx from iTerminal Mobile to Flex

       Send electronic orders directly to Zeiss

 

 

1239

Clinical Links

A link has been added between FLEX and the newer Heidelberg Spectralis OCT which uses the Heyex2 software.

 

A close up of a logo

Description generated with very high confidence

1266

Online Booking

An online booking system has been developed for FLEX.

 

Summary of features in this release:

  1. Responsive design (desktop & mobile)
  2. The following page attributes can be customised:
    1. Page background colour
    2. Header text, font, colour & background colour
    3. Company logo
    4. Return URL (direct patients to a special offer page)
    5. Privacy statement URL (direct patients to your privacy policy)
  3. Information / sales prompts can be added that appear when a branch / appointment type or staff member are selected.
  4. No need for patients to pre-register, FLEX uses key data to determine whether a patient is new or existing.
  5. Online appointments are downloaded every 60 seconds into FLEX to be approved by a staff member

Charges

 

·         One off fee of £75.00 to configure the page attributes (see note 2 above)

·         £10 per month per practice

 

All prices exclude VAT

 

 

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Description generated with very high confidence

940

Docmail

A close up of a sign

Description generated with high confidenceDocmail integration has been added.

To open an account, click here. You will receive £10 credit to get you started.

·         A5 Postcards

o   Can be added to recall schedules

o   Can be sent individually via the ‘Patient Record->Speedmail’ option

o   Marketing postcard campaigns

§  Select from a library of templates or import your own

§  Select a set of patients (via popular searches)

§  Choose how to analyse your campaign; appointments booked or till sales

§  View post campaign analysis

·         Letters

o   Can be added to recall schedules

o   Can be sent individually via the ‘Patient Record->Speedmail’ option

o   Are sent in a closed face (non-window) envelope

§  Practice return address and practice logo are included at no additional charge for FLEX users when sent via a Docmail account that has been linked to Optinet

 

A4 letter

 

A4 letter black only one side print into a C5 envelope including postage

48p

Black print on reverse of A4 sheet

Add 4p

Additional black only A4 sheet printed one side

Add 4p

A4 letter colour one side print into a C5 envelope including postage

53p

Colour print on reverse of A4 sheet

Add 7p

Additional colour A4 sheet printed one side

Add 7p

 

 

Envelope Personalisation (practice return address & logo)

Included

 

 

Incomplete standard class address

Add 5p

 

 

A5 Postcard

 

A5 colour postcard including postage

56p

 

 

Incomplete standard class address

Add 5p

 

 

1634

Management

A ‘Patient Removal’ tool has been added to enable practices to comply with GDPR / DPA.

The following rules are applied:

·         A patient who is aged over 25

·         Added more than 10 years ago

·         with no Appointments, Tests, CL Exams, Dispenses, Orders or Receipts in the last 10 years

Till receipts are assigned to ‘Non Patient Sale’ to allow for reporting in the future.

Only staff members with access to the ‘Management’ section of FLEX can run this tool.

 

Data is physically removed and cannot be undone (see image right)

 

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Description generated with very high confidence

300

Patient Record

It is now possible to export a letter when viewing it through the correspondence log, use the ‘Export’ button on the toolbar to save a copy as an ‘.RTF’ file on the local drive.

523

Appointment diary

‘Slot Restrictions’ has been added to the diary setup. Limit the number of appointments that can be booked in either the morning or afternoon clinics

 

 

605

NHS Scotland eGOS

GOS4 forms can be submitted.

866

Orders

Automatic tray numbering for orders can now be setup.

 

 

 

1214

Clinical Records

An option has been added that will warn the Optometrist when saving the sight test record if both the right & left final sphere are ‘Plano’. This option can be enabled / disabled within the branch setup window and is disabled by default.

 

      

 

1275

Homescreen

‘Number of days until due’ has been added to staff tasks. The background colour of the task will change colour based on the days left until due:

 

>=90% Dark Green

>=80% Light Green

>=70% Light Yellow

>=55% Light Orange

>=25% Dark Orange

>= 5% Red

<   5% Dark Grey

 

 

PRODUCT ENHANCEMENTS

Jump to: Headline Features | Bug Fixes

ID

Category

Summary

184

Reporting

When items are voided in the till system the original transaction date / time are now added to the audit trail to help identify them at a later point. The report has also now been made landscape to better fit the data.

283

Appointment Diary

Changes to appointment slots in the diary are now added to the audit file.

399

Pre-Exam

A ‘Vision Type’ combo box has been added to the ‘Current Rx’ tab to mark the prescription as ‘Distance’, ‘Intermediate’ or ‘Near’. When importing into the clinical record refraction window the type box is used to correctly assign the prescription to the relevant section.

310

System Backups

Changes have been made that allows a batch file to run after a backup has finished. The batch file can be used to rename the backup file if required.

438

Till

It is now possible to restrict which sales groups vouchers can be assigned to for reporting purposes.

702

Appointment Diary

The ability to view / edit the surgery & doctors details has been added to the diary booking screen

843

Clinical Records

A filter has been added to the clinical billing window, allowing the list of items to be filtered by sales group.

858

Appointment Diary

If the ‘Recall / Notification’ contact preferences are altered after a patient appointment has been booked, timeline entries are updated to reflect the patients preferences i.e. a patient books an appointment and at the time they have agreed to receive text messages so a reminder is scheduled, a week later they ring wishing to stop receiving text messages, the scheduled appointment reminder will be removed.

873

Communication

‘Template Groups’ have been taken out of the ‘Email Templates’ section and have been assigned a menu option under the ‘Communications’ section in setup.

930

Dispense

After selecting ‘Outside Rx’ in the ‘Source’ list, it is now possible to edit the practitioner field below – useful to record where the prescription has come from.

1039

GOS Forms

‘Patient Ethnicity’ is now available as a ‘tick’ merge field. For the new NHS England GOS forms we are required to provide functionality to tick the appropriate ethnicity field on the form.

1093

Appointment Diary

The last patient found in the diary is now remembered, useful if booking the same patient into multiple slots.

1130

Contact Lens Orders

The frequency for ‘Auto Re-Order’ has been changed from months to weeks to allow greater flexibility. Any orders currently set to months will be converted to weeks.

1209

Appointment Diary

A ‘Select/Deselect All’ option has been added to the ‘Print’ window.

1251

Homescreen

A ‘Go to Patient Record’ option has been added to the right-click menu of the ‘Collections’ widget.

1268

Timeline

A ‘Go to Patient Record’ option has been added to the right-click menu of the ‘Timeline’ window.

1309

NHS Scotland eGOS

There is a new option to display the prescription associated with a GOS1 claim

 

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Description generated with very high confidence

 

1317

System

A progress bar has been added to the update process to give a more realistic idea of how long is left until the update completes.

1319

Business Intelligence

Column totals have been added to the ‘Dispense’ & ‘Remakes’ dashboards, giving average dispense value per pair & per patient for the practice as a whole.

1326

Contact Lens Records

The ‘Opticians Name’ column has been added into the ‘View All Contact Lens Records’ table.

1331

System Login

More information is shown during the login process to keep the user informed. Information is displayed in the status bar at the bottom of the window.

1336

Performance

A change has been made to how timeline entries are maintained, this should result in a speed increase across all parts of the system that access the timeline database.

1349

Contact Lens Records

The anchoring on the ‘Recall’ tab has been modified and splitters added so that the ‘Px Advice’ and ‘General Advice’ boxes can use more of the space.

1354

Stock

A new role option has been added to prevent changes to stock records at another branch than the one currently logged into. The new option ‘Allow Edit at Non-Active Branch’ can be changed in ‘Role Options’

1364

Data Cubes

A ‘Branch’ option has been added to the ‘Correspondence’ data cube.

1365

Till

There is a new option that allows professional fees and dispensing fees to be added together and displayed as a single fee with a user defined label on the till receipt.

1375

System

Various mail merge fields have been added / deleted following the contact lens database changes in the last release.

1433

Business Intelligence

A change has been made to the ‘Recall’ dashboards to quickly view the details of patients who have not returned and send them additional marketing.

1470

System

The postcode lookup service has been updated to use the HTTPS protocol.

1471

eGOS Scotland

The ‘Patients Statement’ and the ‘Patients Declaration’ have been separated.

1480

Contact Lens Records

The lens status is now set to ‘Primary Pair’ for the initial record created for a patient.

1482

Contact Lens Records

Selecting "GP Toric" or "GP MultiFocal Toric" lenses will now enable the 2nd BOZR and 2nd BVP fields.

1599

Contact Lens Records

The optometrist / opticians name is now displayed on the contact lens home screen.

1637

Sight Test Records

The user will now be asked to confirm whether NHS entitlements updated on the test record should be transferred to the patient record but only when:

·         The Test being added/edited is the latest test

·         The Test date is not today's date

1703

Email

The list of ‘Top Level Domains’ has been updated (includes .gov.wales)

 

BUG FIXES

Jump to: Headline Features | Product Enhancements

ID

Category

Summary

256

Ordering

Addresses an issue where emailing an order wasn’t working for customers using a RDP server.

473

Schemes

Addresses an issue where the payment schedule did not build correctly.

599

Reporting

Addresses an issue where discount lines were being counted in the items sold total on the ‘Sales by Item’ reports.

641

Schemes

Addresses an issue where a scheme payment amount could be changed with a status of ‘Submitted’

890

Till Setup

Addresses an issue where a stock item from one branch could be assigned to a till button at a different branch.

912

Till Setup

Addresses an issue where till buttons could not be modified in the ‘Till Button Layout’ tab until the branch is loaded in the ‘Till button Tree’ tab.

1017

Petty Cash

Addresses an issue where the VAT amount didn’t update when the gross amount was changed, or the group was updated.

1082

Email

Addresses an issue where emailed receipts have been ‘cut off’, this did not affect all users and only certain computers within a practice. A ‘shrink to fit’ option has been enabled to solve this problem.

1090

Till Cash Up

Addresses an issue where the ‘Cash Total’ was not remembered in the cash up window if it was closed and then re-opened.

1099

Reporting

Addresses an issue on the ‘Payments by Group’ report where the total columns (Dispensing Fees, Vatable Amount and Net Amount) were sometimes out by a small amount of pence.

1118

Order Setup

Addresses an issue where FLEX had to be restarted after a new ‘Order Status’ was added before it could be seen in any lists.

1131

Pre-Exam Screen

Addresses an issue where the previous dispense rx was not being imported, the dispense detail (frame, lenses etc) was being imported correctly.

1135

Till

Addresses an issue where payments of the same type are bundled together into one in the ‘Void’ window, making it impossible to void a single payment amount.

1136

Patient Record

Addresses an issue when updating the address for a family, only the initial family member that was changed has a patient note created with the previous address in.

1185

Till

Addresses an issue on the ‘A4 receipt report’, if there was no collection date recorded the receipt would print a zero.

1210

SMS

Addresses an issue where further status updates were not being retrieved from the 24x server.

1228

Schemes

Addresses an issue when printing a scheme record where the date of the first payment prints MM/DD/YYY format.

1288

Sight Test / Clinical

Addresses an issue where a sight test recall could be deleted even after the ‘Cancel’ button has been clicked.

1289

Appointment Diary

Addresses an issue where splitting a zero-length slot causes FLEX to crash.

1301

Contact Lens Order

Addresses an issue where changing the delivery address would not save the new address into the database

1332

Appointment Diary

Addresses an issue where a cancelled appointment is still visible in the diary.

1337

Email

Addresses an issue where blank delivery dates would cause FLEX to crash.

1339

Clinical

Addresses an issue where clinical billing items could not be deleted.

1346

Speedwriting

Addresses an issue where continuing a letter that was previously created whilst viewing a different patient record would pull the wrong patient detail into the letter.

1357

Homescreen

Addresses an issue where double-clicking input box on the search window opens a blank patient record.

1360

System

Addresses an issue where windows lose focus and the system ‘freezes’, known windows affected are ‘New CL Order’ & ‘Dispense Notes’

1361

Patient Record

Addresses an issue (that cannot be replicated internally) where entitlements are sometimes saved against the wrong patient. Changes have been put in place to ensure that this is not possible.

1362

Data Cubes

Addresses an issue where the dispense data cube was crashing FLEX.

1380

Orders

Addresses an issue where FLEX would crash when sending an email order.

1381

Contact Lens Orders

Addresses an issue where the pack size field could not be edited.

1384

Staff Tasks

Addresses an issue where actions related to a task are not being refreshed in a timely fashion.

1385

Business Intelligence

Addresses an issue where merge field data was not merging when using the ‘Send To > Via Letter > Print Now’ option within popular searches.

1388

Contact Lens Records

Addresses an issue within contact lens records where it was possible to edit a medication by double clicking it in the list.

1390

Sight Test Records

Addresses an issue within the sight test record where ‘Referred by’ tick boxes would be displaying the wrong value until FLEX was restarted.

1391

Contact Lens Records

Addresses an issue where adding more than 8 pairs of trial lenses would crash FLEX.

1392

Appointment Diary

Addresses an issue where the automatic appointment notes would disappear when the booking screen loaded fully.

1402

Email

Addresses an issue where the wrong contact lens prescription data was displayed when previewing an email, the correct data was actually being emailed.

1407

Voucher Submissions

Addresses an issue where a reduced voucher value added through the till was appearing in the submissions window as the full value.

1417

Word processor

Addresses an issue where the merge field ‘CliCleRecFreqdidn’t work. This has been removed and data is now stored in the ‘ContactLensRecallTable’.

1421

Contact Lens Records

Addresses an issue where the status of trial lenses could not be changed by using the right-click options. This was patched in 1.4.10.x

1422

WinFit Export

Addresses an issue where only the near pd was exported for BF & VF orders.

1437

eGos Scotland

Addresses an issue where apostrophes an a patient’s name would return an eGos error.

1463

Patient Record

Addresses an issue where trying open a PDF that was already open would crash FLEX.

1507

Contact Lens Records

Addresses an issue where printing a document from the ‘Shortlist’ after saving a contact lens record did not merge the correct data.

1511

Till

Addresses an issue where re-printing a receipt would print the current time not the time the receipt was originally created.

1529

Sight Test Record

Addresses an issue where the <<TestRxPreviousDisRightVAA>> and <<TestRxPreviousDisLeftVAA>> were not merging from the ‘Given Rx / Final Rx’ tab.

1531

Data Mining

Addresses an issue where FLEX would crash when attempting to run an sql that includes an ‘UPDATE’ statement.

1555

Sight Test Record

Addresses an issue where FLEX would crash when attempting to copy a previous rx which was blank.

1565

Contact Lens Record

Addresses an issue where mail merge fields from the ‘ContactLenRecall’ table were not merging.

1570

Appointment Diary

Addresses an issue where appointment details were erroneously transferred to another patient (only affected one site).

1574

OPS Direct Debit

Addresses an issue where it was possible to type directly into the ‘Status’ column on the payments due screen.

1598

Communication

Addresses an issue where paragraph text did not preview correctly when changing the group combo with a pre-selected paragraph.

1607

Clinical Records

Addresses an issue where FLEX will crash during a drag & drop event if the dictionary item is dropped onto a scroll bar.

1644

Business Intelligence

Addresses an issue where old recall fields were being referred to during the calculation of CL return rates on the ‘CL Recall’ dashboard.

1654

Business Intelligence

Addresses an issue where the ‘Top Spenders’ analysis panel on the patient dashboard included payments that had been voided.

1675

Business Intelligence

Addresses an issue where the ‘New Patients’ analysis panel on the patient dashboard didn’t work for multi-branch sites.

1667

System

Addresses an issue where clicking the ‘PCD call button’ in Barclaycard integration setup would crash FLEX due to an un-registered component.

1678

OPS Direct Debit

Addresses an issue where apostrophes in a patient’s name would cause an error.