Acuitas Clinical

Designed from the outset to be a totally integrated system it is suitable for any practice, large or small, that wishes to increase efficiency and quality of service offered to patients. It has been designed to be used by all staff members, whatever their level of computer experience, and has a host of unique features designed to deliver clinical benefits.

Acuitas Clinical

• Fully paperless patient journey
• Rich and intuitive user interface
• Optimised Diary for effective resource visibility
• Multiple refractions recorded, Retinoscopy, Lensmeter, Autorefractor, Subjective and Rx Given
• Secure and easy to use clinical records with graphics
• Many Equipment Links available
• Comprehensive dispensing and payment transaction recording
• Advanced Patient correspondence for recall, marketing and referrals
• Many correspondence media options - letter, phone, email and SMS
• Highly configurable at practice or user level

Starting the Patient Journey

Acuitas Clinical follows the complete patient journey. All roles within the practice use the application, which allows for continuity at all parts of the patient's journey.

The Diary

The Diary is the hub of any practice. The day develops through the diary and is an initial indicator of practice past and future performance.

A good Diary has:

• Access from all computers
• Flexibility
• Configurability
• Colour coding

Key Features

• Links with the patient database ensuring that the correct patient is booked for the appointment
• Configurable for each resource for each day
• Multi-Diary view to see one Diary for six days or all diaries for one day
• ' Find Nest Appointment ’ feature with time, OO and date parameters
• Colour coding for appointment type and status of appointment
• ' Block Outs ’ for vacations, public holidays or visits by non patients
• ' Post It ’ notes for appointment and patient ' to dos ’
• Integrates with query to allow analysis on appointments
• SMS Texting features for configurable advance reminders
• Create appointment for patient in one click
• Amend appointment lengths as required

Key Benefits

• At a glance visibility of the appointment, why they are visiting and the stage of journey
• Book appointments at time that suit the patient (or you)
• Smooth workflow in the practice
• Optometrists finds patients easily and no re-keying
• Increase revenues by actively managing DNA’s
• Saves administration time and Tippex!
• Patient’s next appointment is immediately visible on patients record, no more leafing through paper diaries
• Reduce DNA’s with automatic distribution of reminder SMS

Finding a Patient Record or Creating a New Patient

Finding your patients while on the phone or serving other customers is part of your daily routine

It is important for patient search and creation of patients to be:

• Fast
• Reliable
• Accurate - no duplications

The Patient Search

Creating a new patient either through the Diary while making an appointment or through the main application forces the user through the search screen in order to ensure that the patient is not already registered.

Key Features

• Search for a patient using one of or a mixture of the following parameters; Full name, Postcode, Address (and parts of),
  DOB, PID, Last Visit, Telephone no, DD Reference, Alias and Insurance references.
• Incremental search narrows list as you type, you don’t have to type the full name to find a patient

Key Benefits

• Quick access to your patients records
• Never lose a patient, even if you don’t remember the name

Through the Diary

Key Features

• Search function built into Diary
• Creation of patients through appointment time slot or search function
• Postcode lookup integration

Key Benefits

• No need to create a full record for the patient for making an appointment
• Allows the creation of an appointment before asking the patient all their details, patient just wants to know the date
  and time first.
• No need to leave Diary to create a record

Key Features

• Contained list of basic details for the registration of patient
• Self learning lists for quick data entry
• Pre-configured default town and county
• Colour code for required fields

Key Benefits

• Faster data entry
• Ensuring the information is captured allows the business to follow through on communications
• Contained list enables user to capture all data required.

Electronic Patient Record

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Acuitas Clinical’s patient record is a networked information source for all patient data. It seamlessly integrates with recall enabling the generation of timely and personalised correspondence. The patient record contains comprehensive demographics.Information such as next recall date, next appointment, and balance outstanding is immediately visible. Associations between patients of the same family or employees from the same company can be created. Warnings will pop-up when entering a patient record if specific data is entered into a warning category e.g. Patient has allergies or is diabetic.

Key Features

• Full demographic information
• Postcode Lookup
• Patient Merge
• Many other 'Quick Entry' features
• User definable searchable fields
• GP and referral information, lookup list with all the GPs details for referral letter merge
• Capture face picture with a web-cam
• Print / Review Claim forms
• Last refraction always visible
• Other patient pages; Multiple contact and delivery addresses, Full communication history, previous visits detailed information, Recall and marketing page with lifestyle and occupation details, family and guardian relationships and links to other patient records

Benefits

• Comprehensive but not overcrowded, user can see all information required
• Warnings and alerts gives notice of issues with the patient i.e. wheel chair access required
• Patients next appointment on visible on screen for immediate access, can access and change appointment directly
  from here
• Patients full appointment history visible from this screen which allows you to track repeat DNA patients

Pre - Test

When the patient arrives into the practice and checks in with reception they are logged as arrived in the Diary. This means that all in the practice are aware of this and can react accordingly. The associate who is to carry out the pre-test can quickly greet this patient and bring them to the pre-test area. This is one suggested implementation of Acuitas. If this equipment was not available or was manual the screens would still be visible and the user could type directly into the application.

It is important that an application performing pre-testing can link to the following equipment:

• Lensmeter
• Autorefractor
• Tonometer
• Keratometer
• Fundus Camera
• See later in this document for compatible makes and models

Key Features

• One touch button for pulling data from each machine
• All above equipment can be linked to one computer
• User who performs the pre-test can also use the history screen to ask some preliminary questions, the answers to which are visible to the OO

Key Benefits

• Huge time savings in not having to write information on paper or type information into the application
• Eliminate margin for error in writing out data or re-keying data
• Free up staff to provide other services
• Unblock the start of the patient journey
• Having the equipment in an area out of the consulting room means that the equipment is accessible to a non optometrists
• The user does not have to be an OO to use this equipment so taking it out of the consulting room unblocks the use of these equipment
• Pre-test allows expensive equipment to be shared between multiple consulting rooms.
• The patient has been seen straight away and feels like they have been seen to, a short wait to go into the consulting room is less of an issue for them

Clinical Examinations

Overview

Acuitas is famous for its track record in clinical recording. Ocuco’s customers have been using paperless clinical records since 1993. Hundreds of optometrists log into Acuitas each day and happily complete paperless clinical examinations within their normal time frame.

It is important that an application with clinical records:

• Is user friendly with configurable work flow routines and easy data entry
• Has configurable exams (per user or and per practice)
• Has graphic area for OO’s own drawings
• Has secure audit trail
• Is really paperless, securely and with audit trail
• Does not add any additional time on to allocated exam slot
• Is complete

History

Key Features

• Self learning lists
• Entire list of questions is configurable for each user, user role or practice.
• Large notes area if required
• Normal, Problem and Information radial buttons which can be used with mouse or key board
• Can be used as pre-test page with superset for OO view

Key Benefits

• View of patient's history over all time on one page
• Self learning lists allow consistency across OOs
• Checklist act as reminders or triggers for questions

Macular Grid or Amsler Grid or Hess Chart

Key Features

• Graphic tool with colours, pen types and sizes, word art type style tools
• Use built in sketches or scan in your own

Key Benefits

• Use as attachment to referral letter
• Ask patient to complete while looking at screen
• Allows better interaction with patient as you can show them result on screen and changes over time

The exam notes and graphic

By default there are two exam notes areas called External and Ophthalmoscopy but it is possible to configure a user defined tab which will have configurable exam notes as well as a graphic area. User defined sketches can be added to the lists of images to choose from. Some users have set up their own accommodation and convergence tab while other who specialise in children have set up colourimetry section.

Key Features

• No typing skills required
• Graphic tool for pictorial record of outcome, easy to use
• Fully configurable examination notes for each user if desired
• Normal, problem and information radial buttons for fast but comprehensive data entry
• Speedy data entry features such as; self-learning lists, right eye to left eye copy etc...
• Large area for text entry
• Integrated with 'workflow’ option for routine examinations
• Easy to use, optometrists are often up and running after twenty minutes training
• Multimedia training available for training locums

Key Benefits

• Empowers the paperless clinical record
• Enables consistency of examination
• Aids the user in complying with council guidelines
• Gives comparable templates for reviewing results over all visits
• Graphic reduces that reliance on wordy descriptions

Referrals

Overview

The referral letter is traditionally something that holds the staff in the practice after hours and that required unnecessary administration work. Acuitas’s integrated word processor allows the optometrists to create a professionally presented document with all relevant information, which they can personalise while the patient is still sitting with them in the consulting room.

It is important that a referral letter generation and tracking system should:

• Integrate with your PMS for all patient and GP details
• Use template for the speedy creation of specific types of letters
• Allow for personalisation

Key Features

• Merge patient, sender and addressee information for Instant referral letters
• Create your own templates
• Track referral letter status
• Review all outstanding referrals
• Scan in referrals received and replies for a truly paperless system

Key Benefits

• Time saving writing / dictating
• All correspondence accessible with Px record
• Produce professional referral letters every time
• Save on administration and postage by handing letter to patient

Referral Tracking

Overview

Key Features

• Referrals done in matter of seconds
• Scanning of replies available to keep paper records to a minimum

Key Benefits

• Saves huge amounts of time
• Status of Referral letters always available