How to Use Appointment Process in iVend Optical

How to Use Appointment Process in iVend Optical

Product version:

iVend Optical 2.0

Product Query:

How to Use Appointment Process in iVend Optical

Solution:

his knowledge base article provides an overview about the process for booking an Appointment either with a scheduled Optometrist or an unscheduled Optometrist. 

Appointment

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

Steps to book an Appointment against Scheduled Optometrist


Follow these steps to book an appointment against a scheduled Optometrist:
1. Log into the iVend Point of Sale (POS) application


2. Click the [Appointment] button.
This opens the Book Appointment screen where you can view existing Optometrist schedules and appointments in the Scheduler view.
3. The Book Appointment screen provides the option to directly create appointments against an Optometrist by just double clicking on a time slot on the 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. The Appointment Details screen opens up for capturing the Customer’s Information, Appointment Details, Exam Results / Services and Prescription Information.
5. Select the Customer Information tab to capture the Customer’s Information:
· First Name: Click the radioC:\Users\kamnasharma\AppData\Local\Microsoft\Windows\INetCache\Content.MSO\371615FC.tmpbutton to open the 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 editable.
Note: The fields Email and Mobile No. are editable, any updates to the information will update the customer card.
6. Select the Appointment Details tab to capture details for the Appointment:
· APPOINTMENT MODE: Select the appointment mode (PhoneIn, Walkin, MobileApp, Email, etc.) for the appointment. The value for this field is configured in the Management Console → Administration → 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 the 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 value 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 the Management Console → Administration → Optical Configuration → Setup Data → LeadSource.
The information captured above is sufficient to book an Appointment for the customer against an Optometrist scheduled at the Store.
Click on [Ok] to save the Appointment.

Steps to book an Appointment against Unscheduled Optometrist

Follow these steps to book an Appointment against an unscheduled Optometrist:
1. Log into the iVend POS.


2. Click the [Appointment] button. This opens the Book Appointment screen where you can view existing Optometrist schedules and appointments in the Scheduler view.
3. The Book Appointment screen provides the option to directly create appointments against a time slot for which an Optometrist is not scheduled by just double clicking on a time slot on the Scheduler screen or by right clicking on a time slot and then by selecting the option New Appointment or click on the button, [Create New Appointment] in the button panel.
4. The following confirmation box will appear:


5. Click on [Yes] to book an Appointment without an Optometrist scheduled for the selected time slot.
6. The Appointment Details screen will open up for capturing the Customer’s Information, Appointment Details, Exam Results / Services and Prescription Information.
7. Select the Customer Information tab to capture the Customer’s Information:
· First Name: Click the radioC:\Users\kamnasharma\AppData\Local\Microsoft\Windows\INetCache\Content.MSO\371615FC.tmpbutton to open the 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 editable.

The fields Email and Mobile No. are editable, any updates to the information will update the customer card.


8. Select the Appointment Details tab to capture details for the Appointment:
· APPOINTMENT MODE: Select the appointment mode (PhoneIn, Walkin, MobileApp, Email, etc.) for the appointment. The value for this field is configured in the Management Console → Administration → 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 the 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 value 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 the Management Console → Administration → Optical Configuration → Setup Data → LeadSource.
The information captured above is sufficient to book an Appointment for the customer in a time slot for the store that does not have a scheduled Optometrist assigned for it.
Click on [Ok] to save the Appointment.
On the Book Appointment screen, that the Appointment booked against an unscheduled Optometrist are visible under the time slots of “Unscheduled Optometrist” and will need to be linked to an Optometrist Schedule for further processing.

Steps to process a booked appointment

Follow these steps to process a Booked Appointment:
1. Log into the iVend POS.



2. Click the [Appointment] button. This opens the Book Appointment screen where you can view existing Optometrist schedules and appointments in the Scheduler view.
3. Select the Appointment which is to be processed by double clicking on it or by selecting the options available by right clicking the selected Appointment to open the Appointment Detail screen.


4. The Appointment Details screen opens up to display Customer Information and the Appointment Details tabs, which were captured at the time of booking the Appointment.
5. Under the Exam Results / 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 Configuration → Setup Data → HealthInfo.
Note: Selecting at least one service is mandatory for processing the Appointment.
6. Now, select the Prescription Information tab, and provide the data for the Rx information for Eye Glass and/or Contact Lens as per the customer’s requirements.
7. Once all the required information is captured, click on [Ok] to save the data, or directly click on [Charge Services] to proceed further.
8. On clicking [Charge Services], the selected services will load to the POS transaction screen as Sale type items.

9. Click on [Order Eye Glasses] and/or [Order Contact Lens] to open the Order Eye Glasses or Order Contact Lens screen and then qualify the eye glasses and/or contact lens as required.

10. On the Order Glasses or Order Contact Lens screen, click the button, [Create Order] to load the qualified glasses or contact lens to the POS transaction screen as Order type items.

11. Now proceed further with the taking the payment and placing the order to complete the transaction.
Reference
Please refer to theiVend Optical Solution – User ManualiVend Optical Solution – User Manual for more information on iVend Optical.


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