Clinic+ features

Endret Wed, 13 Mai ved 1:06 PM

# Clinic+ - Features for Opticians, Optometrists, and Assistants

## Overview

Clinic+ is a comprehensive clinic management system designed specifically for optical stores and eye care clinics. This web-based application provides a modern, intuitive interface for managing all aspects of your optical practice. This document outlines what the system can do for you as an optician, optometrist, or assistant working in an optical practice.

### Accessing Clinic+

Clinic+ is a cloud-based web application that you can access from any modern web browser. Simply log in with your credentials to access all features. The system works on desktop computers, tablets, and mobile devices, so you can access it from anywhere.

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## ? Patient Management

### Client Registration and Lookup

**Register new patients** with complete personal information including name, address, phone number, email, and social security number

**Look up existing patients** quickly using multiple search methods:

Social Security Number (SSN)

Patient number

Name

Phone number

Birth date

Order number

**Automatic patient verification** using national registry lookup services

**Manage patient privacy settings** including GDPR compliance options:

Marketing consent preferences (SMS, email, mail, social media)

Clinical SMS preferences

Reminder preferences

Hide Secret Customer (HSC) status for sensitive cases

**Store patient signatures** digitally for consent forms and agreements

**Track patient activity** - see which patients were changed today or yesterday by you or your clinic

**Manage patient categories** for organizational purposes

**Link patients to external systems** (CRM, POS systems)

### Patient Information Management

**Update patient data** including:

General information (name, address, contact details)

Verification data

Status and activity settings

HSC (Hide Secret Customer) state

Settings and preferences

**View patient history** and all related records

**Manage patient relationships** and family connections

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## ? Appointment Scheduling

### Calendar Management

**View calendar** with all appointments for your clinic or your personal schedule

**See available time slots** for booking appointments

**Book appointments** with automatic validation:

Check for conflicts with other appointments

Verify room availability

Confirm optician/optometrist availability

Validate required competences for appointment types

**Manage appointment types** (different types of eye exams, consultations, follow-ups, etc.)

**Assign appointments** to specific opticians or optometrists

**Assign rooms** for appointments

**Set appointment duration** based on appointment type

**Add notes** to appointments

**Mark patient arrival** when they check in

**Update appointment status** (confirmed, cancelled, completed, etc.)

**Send SMS reminders** automatically to patients (optional)

### Appointment Widgets

**Quick view dashboard** showing:

Today's appointments for you

Today's appointments for your clinic

Appointments for specific patients

**Search appointments** by various criteria

**Filter appointments** by date range, optician, room, or appointment type

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## ?️ Medical Journal Management

### Creating and Managing Journals

**Create new patient journals** for eye examinations

**Link journals to appointments** automatically

**Work with draft journals** - save work in progress and complete later

**Approve journals** when examination is complete

**View journal history** for each patient

**Track journal status** (draft, approved, etc.)

### Journal Sections

#### Pre-Examination (PreExam)

Record **anamnesis** (patient history and symptoms)

Measure and record **visual acuity** (free visus) for right, left, and both eyes

Perform **cover tests** (distance and near)

Measure **phoria** (distance and near)

Test **stereo vision** (distance and near)

Check **color vision**

Test **visual fields**

Assess **motility** (eye movement)

Measure **pupillary responses** (direct, indirect, near, RAPD)

Perform **ophthalmoscopy**

Measure **intraocular pressure (IOP)** for both eyes

Record **topography measurements** (flat/steep for both eyes)

Measure **anterior chamber depth (ACD)**

Measure **white-to-white (WTW)** distance

Measure **axial length**

Record **UDVA** (uncorrected distance visual acuity)

Record **UIVA** (uncorrected intermediate visual acuity)

Record **UNVA** (uncorrected near visual acuity)

#### Refraction Measurements

Record multiple types of refractions:

**Habitual refraction** - current prescription

**Objective refraction** - automated measurements

**Subjective refraction** - patient responses

**Corrective refraction** - final prescription

**Target refraction** - desired outcome

For each refraction type, record:

**Sphere, Cylinder, and Axis** for both eyes

**Prism measurements** (distance and near, both eyes)

**Visual acuity (CDVA)** - corrected distance visual acuity

**Add power** (reading, terminal, strong) for both eyes

**Binocular addition**

#### Contact Lenses

Record **contact lens prescriptions** for both eyes

Track **lens name, sphere, cylinder, radius, diameter**

Record **replacement frequency**

Manage **implantable contact lenses (ICL)**

#### Surgical Planning (Op Plan)

Plan **refractive surgery** procedures

Record **pre-operative measurements**:

Topography (flat/steep)

ACD, WTW measurements

Subjective and target refraction

Treatment sphere and cylinder

Optical zone

Calculate **target refraction** using formulas

Plan for **both eyes** independently

#### Surgery Records

Document **surgical procedures** performed

Record **surgical measurements**:

Topography before surgery

Treatment parameters

Calculated targets

Optical zones

Track **surgery complications** and reasons

Perform **quality checks** on surgical outcomes

Record **implantable contact lens** details with barcode tracking

#### Follow-Up Examinations

Document **post-operative follow-ups**

Compare **pre- and post-operative measurements**:

Visual acuity

IOP (intraocular pressure)

Topography

Refraction

ACD, WTW, UDVA measurements

Record **post-operative findings**

Track **complications** and recovery

#### Screening

Perform **eye screening examinations**

Record screening results

Track screening history

#### Clinical Notes

Add **free-text notes** to journals

Use **note templates** for common scenarios

Add **note buttons** for quick data entry

Organize notes by **note types**

#### Conclusions

Document **examination conclusions**

Record **treatment recommendations** (treatable/not treatable for each eye)

Link to **treatment codes**

Add **conclusion codes**

#### Prescriptions

Create **eyeglass prescriptions**

Generate **contact lens prescriptions**

Track **prescription status** (sent/received)

Add **prescription notes** and information

### Journal Features

**Quality checks** - system validates required fields

**Mandatory fields** - ensures all necessary information is recorded

**Sensitive fields** - special handling for sensitive patient data

**Journal rules** - automatic calculations and validations

**Tags** - organize and categorize journals

**Documents** - attach files to journals

**Forms** - link PDF forms to journals

**Print reports** - generate printable journal summaries

**Audit trail** - all changes are logged automatically

### Journal Widgets

**Quick dashboard** showing:

Number of journals created by you

Draft journals (incomplete)

Approved journals

Today's journals

Clinic-wide journal statistics

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## ? Order Management

### Creating and Managing Orders

**Create orders** for eyeglasses, contact lenses, and other optical products

**Link orders to journals** - prescriptions automatically create orders

**Search orders** by order number, patient, or date

**View order details** including:

Customer information

Products ordered

Pricing information

Order status

Payment status

**Copy orders** - create duplicates or linked copies

**Link related orders** together

**Track order history** and modifications

**Manage order status** throughout the fulfillment process

**Integrate with POS systems** for payment processing

### Order Processing

**Check payment status** from POS systems

**Update order information** as products are processed

**Track order fulfillment** from creation to delivery

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## ?️ Product Management

### Product Catalog

**Search products** (frames, lenses, contact lenses, accessories)

**Filter products** by:

Supplier

Product group

Brand

Active/inactive status

**View product details** including:

Product number and name

Description and model

Pricing information

Product images

Supplier information

Product attributes

**Manage product information** (for authorized users)

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## ? Communication & Correspondence

### Patient Communication

**Send messages** to patients

**Create letters to clients** with templates

**Send referrals** to other healthcare providers

**Receive and manage referrals** from other providers

**Create epicrisis** (discharge summaries)

**Track correspondence status** (new, in process, completed)

**Attach documents** to correspondence

**Link correspondence to journals** for context

**Request replies** when needed

**Track correspondence receipts** and confirmations

### Correspondence Types

**Referrals** - send patients to specialists

**Epicrisis** - discharge summaries

**Messages** - general communication

**Letters to clients** - patient communication

**Booking confirmations** - appointment confirmations

### Correspondence Widgets

**Incoming correspondence dashboard**:

New correspondence requiring attention

In-process correspondence

Today's correspondence

**Outgoing correspondence** for each patient

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## ? Reminders and Notifications

### Patient Reminders

**Create reminders** for patients (follow-up appointments, product pickups, etc.)

**View all reminders** for a specific patient

**Edit reminders** as needed

**Delete reminders** when completed or no longer needed

**Automatic SMS reminders** - system can send SMS reminders for appointments

### ARM (Automated Reminder Management)

**Automatic booking reservations** - system reserves appointments based on patient needs

**SMS sending** - automated SMS notifications

**SMS receiving** - receive and process SMS responses

**Reminder scheduling** - automatic reminder management

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## ? Reporting and Analytics

### Reports

**Generate reports** on various aspects of clinic operations

**Journal reports** - detailed examination reports

**Patient reports** - patient history and activity

**Booking reports** - appointment statistics

**Order reports** - sales and order tracking

**Custom report generation** with configurable parameters

### Activity Tracking

**View your activity** - see what you've worked on today

**Clinic activity** - see what's happening in your clinic

**Patient activity** - track patient visits and changes

**User login logs** - track who accessed the system and when

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## ? Security and Access Control

### User Management

**Secure login** using Azure AD (Microsoft account)

**Role-based access** - different permissions for opticians, optometrists, and assistants

**Multi-clinic support** - work across multiple clinic locations

**Shop switching** - easily switch between different clinic locations

**User activity tracking** - all actions are logged for audit purposes

### Data Privacy

**GDPR compliance** - built-in privacy controls

**Patient consent management** - track marketing and communication preferences

**Secure data handling** - encrypted and protected patient information

**Audit trails** - complete history of all data changes

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## ? System Integrations

### External Systems

**POS Integration** - connect with point-of-sale systems

**Headsoptics Integration** - integrate with Headsoptics systems

**ExtendaGo Integration** - product catalog integration

**Swedish Person Lookup** - automatic patient verification

**Salesforce Integration** - CRM integration for case management

**EDI Gateway** - electronic data interchange for orders

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## ? Mobile and Accessibility

### Features

**Web-based interface** - access from any device with internet

**Responsive design** - works on desktop, tablet, and mobile devices

**Quick access widgets** - dashboard views for fast information

**Search functionality** - find patients, appointments, orders quickly

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## ? Workflow Benefits

### Daily Workflow

**Start your day** - view your calendar and today's appointments

**Check in patients** - mark arrivals and access patient records

**Perform examinations** - create journals and record measurements

**Create prescriptions** - generate prescriptions from examination data

**Process orders** - create orders for eyeglasses or contact lenses

**Schedule follow-ups** - book next appointments and set reminders

**Communicate** - send correspondence and manage patient communication

### Efficiency Features

**Quick patient lookup** - find patients in seconds

**Automatic calculations** - system calculates prescriptions and measurements

**Template support** - use templates for common scenarios

**Copy functionality** - duplicate orders and journals when needed

**Bulk operations** - handle multiple items at once

**Keyboard shortcuts** - faster data entry

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## ? Help and Support

### Built-in Help

**Help system** - access help documentation within the system

**User guides** - documentation for common tasks

**System configuration** - customizable settings for your clinic's needs

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## Summary

Clinic+ provides a complete solution for managing all aspects of an optical practice:

✅ **Patient Management** - Complete patient records and history

✅ **Appointment Scheduling** - Efficient calendar and booking management

✅ **Medical Journals** - Comprehensive eye examination documentation

✅ **Order Processing** - Seamless order creation and tracking

✅ **Product Catalog** - Easy access to optical products

✅ **Communication** - Professional correspondence management

✅ **Reminders** - Automated patient follow-up

✅ **Reporting** - Business intelligence and analytics

✅ **Security** - Secure, compliant, and auditable

The system is designed to streamline your daily work, reduce administrative burden, and help you provide better patient care by having all patient information, examination data, and clinic operations in one integrated system.