How to Use Appointment Process in iVend Optical

How to Use Appointment Process in iVend Optical

This knowledge base article will give an overview about the process of booking an appointment either with a scheduled Optometrist or an unscheduled Optometrist. 

Appointment

In this process, appointment is booked for a customer either against an Optometrist who is already scheduled at a Store or against an unscheduled Optometrist (which later on can be linked to an Optometrist having a schedule at the Store).

Steps to book an Appointment against Scheduled Optometrist

Following are the steps to book an appointment against a scheduled Optometrist:

  1. Login into iVend Point of Sale application.


  2. Click the Appointment button.

    It opens the Book Appointment screen where you can view existing optometrist schedule and appointments in scheduler view.

  3. The Book Appointment screen provides the option to directly create appointment against an optometrist by just double clicking on a time slot on scheduler screen, or right click on a time slot and then select the option “New Appointment” or click on the button “Create New Appointment” in the button panel.
  4. Appointment Details screen open up for capturing Customer Information, Appointment Detail, Exam Result / Services and Prescription Information.
  5. Select the Customer information tab for capturing Customer Information.
    • First Name: Click button to open Customer Search screen. Select the customer and then click Ok to select the customer. This field is non-editable.

    • Last Name: Displays the last name of the customer and is non-editable.

    • Email: Displays the email of the customer and is editable.

    • Mobile No.: Displays the mobile number of the customer and is non-editable.

    • Note: The fields Email and Mobile No. are editable, and the updates the information in the customer card.

  6. Select Appointment details tab for capturing Appointment Details.
    • APPOINTMENT MODE: Select the appointment mode (PhoneIn, Walkin, MobileApp, Email etc.) for the appointment. The value for this field is configured in Management ConsoleAdministration Optical ConfigurationSetup Data AppointmentMode.

    • APPOINTMENT DATE: Select the date for the appointment

    • OPTOMETRIST: Select the optometrist from the list of available Optometrists.

    • AVAILABLE SCHEDULE: Select any of the available schedules for the selected Optometrist.

    • STATUS: Displays the status of the current appointment. The default value in this field is “Open” and is non-editable.

    • START TIME: Displays the start time of the appointment, and the default value in this field is the start time of the selected slot on Book Appointment screen, or the value that is selected in the AVAILABLE SCHEDULE field.

    • END TIME: Displays the end time of the appointment, and the default value in this field is the end time of the selected slot on Book Appointment screen, or the value that is selected in the AVAILABLE SCHEDULE field.

    • REASON: Select the appointment reason. The values for this field is populated from the Products which are of item type “EyeExam”.

    • LEAD SOURCE: Select the lead source (Newspaper, Website, Magazine, Friend etc.) for the appointment. The value for this field is configured in Management Console AdministrationOptical ConfigurationSetup DataLeadSource.

The information captured above is sufficient to book an appointment for a customer against an Optometrist scheduled at the Store.

Click on Ok button to save the appointment.

Steps to book an Appointment against Unscheduled Optometrist

Following are the steps to book an appointment against an unscheduled Optometrist:

  1. Login into iVend Point of Sale application.


  2. Click the Appointment button.
    It opens the Book Appointment screen where you can view existing optometrist schedule and appointments in scheduler view.
  3. The Book Appointment screen provides the option to directly create appointment against a time slot for which Optometrist is not scheduled by just double clicking on a time slot on scheduler screen, or right click on a time slot and then select the option “New Appointment” or click on the button “Create New Appointment” in the button panel.
  4. Following confirmation box will appear:


  5. Click on “Yes” button to book an appointment without an Optometrist scheduled for the selected time slot.
  6. Appointment Details screen open up for capturing Customer Information, Appointment Detail, Exam Result / Services and Prescription Information.
  7. Select the Customer information tab for capturing Customer Information.
    • First Name: Click button to open Customer Search screen. Select the customer and then click Ok to select the customer. This field is non-editable.

    • Last Name: Displays the last name of the customer and is non-editable.

    • Email: Displays the email of the customer and is editable.

    • Mobile No.: Displays the mobile number of the customer and is non-editable.

    • Note: The fields Email and Mobile No. are editable, and the updates the information in the customer card.

  8. Select Appointment details tab for capturing Appointment Details.
    • APPOINTMENT MODE: Select the appointment mode (PhoneIn, Walkin, MobileApp, Email etc.) for the appointment. The value for this field is configured in Management ConsoleAdministration Optical Configuration Setup Data AppointmentMode.

    • APPOINTMENT DATE: Select the date for the appointment.

    • OPTOMETRIST: Select the optometrist from the list of available Optometrists.

    • AVAILABLE SCHEDULE: Select any of the available schedules for the selected Optometrist.

    • STATUS: Displays the status of the current appointment. The default value in this field is “Open” and is non-editable.

    • START TIME: Displays the start time of the appointment, and the default value in this field is the start time of the selected slot on Book Appointment screen, or the value that is selected in the AVAILABLE SCHEDULE field.

    • END TIME: Displays the end time of the appointment, and the default value in this field is the end time of the selected slot on Book Appointment screen, or the value that is selected in the AVAILABLE SCHEDULE field.

    • REASON: Select the appointment reason. The values for this field is populated from the Products which are of item type “EyeExam”.

    • LEAD SOURCE: Select the lead source (Newspaper, Website, Magazine, Friend etc.) for the appointment. The value for this field is configured in Management Console AdministrationOptical ConfigurationSetup DataLeadSource.

The information captured above is sufficient to book an appointment for a customer against an Optometrist scheduled at the Store. Click on Ok button to save the appointment.

Note: On the Book Appointment screen, the appointment booked against an Unscheduled Optometrist are visible under the time slots of “Unscheduled Optometrist”, and should be linked to an Optometrist Schedule for further processing.

 

Steps to process a booked appointment

Following are the steps to process a booked appointment:

  1. Login into iVend Point of Sale application.


  2. Click the Appointment button.
    It opens the Book Appointment screen where you can view existing optometrist schedule and appointments in scheduler view.
  3. Select the appointment which is to be processed by double click on it or by selecting the options available by right clicking the selected appointment to open the Appointment Detail screen.


  4. Appointment Details screen open up for displaying information for Customer Information and Appointment Detail tabs which was captured at the time of booking the appointment.
  5. Under the Exam Result / Services tab, select the Services Rendered tab, and select the services or eye exams which are required. Select the Health Info tab to capture information from the customer based on the questionnaire. The data for the Health Info tab comes from iVend Management Console Administration Optical ConfigurationSetup DataHealthInfo.

    Note: Selecting at least one service is mandatory for processing the appointment.

  6. Now, select the Prescription Information tab, and provide the data for Rx information for Eye Glass and/or Contact Lens as per the customer’s requirement.
  7. Once all the required information is captured, click on Ok button to save the data, or directly click on Charge Services button to proceed further.
  8. On clicking Charge Services button, the selected services will load on the POS transaction screen as Sale type items.


  9. Click on Order Eye Glasses and/or Order Contact Lens to open Order Eye Glasses or Order Contact Lens screen and qualify the eye glass and/or contact lens.


  10. On the Order Contact Lens screen, click the button Create Order to load the qualified contact lens on POS transaction screen as Order type items.


  11. Now proceed further with the taking the payment and placing the order.

Reference

Refer the iVend Optical Solution – User Manual for more understanding.

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