Sell Contact Lenses from Practice Stock

Practices that sell contact lenses directly from stock can choose to create a contact lens order, or may simply add the contacts to an invoice without an order. Information to consider:

• Adding contacts to an invoice is a much faster method. However, it provides much less tracking on the sale.
• Creating an order allows the user to easily view all filled contact lens prescriptions from the Orders component.
  • Creating an order also keeps the data in Pulse accurate for the Contact Lens Capture Rate. If orders are not created for stock lens sales, the Pulse data will be inaccurate.

The practice should determine which method is best for them and be consistent.

Create An Order

When using orders for contact lenses dispensed from stock, it is necessary to create a Contact Lens Supplier for “Stock” or “Office Supplied.” The exact name can be determined by the practice. Access Admin > Vendors/Partners > Contact Lens Suppliers > click the + icon.

• If using the Physical Inventory feature to track stock quantities:
  • Create the Contact Lens order and select the new Contact Lens Supplier from the Name dropdown menu within the order. 
  • Indicate the appropriate quantity and proceed to the Billing screen.
  • The prescription written by the provider may not be associated to the physical inventory item. It is recommended that the office create procedures around this to determine if the provider will create prescriptions from physical inventory items or simply from the product. It is common that the provider prefers to use the product and not the physical inventory item for the prescription to allow for editing of the powers within the Rx.
  • If the prescription is associated to a physical inventory item, the billable items created within the contact lens order will also be associated to the physical inventory items. The quantity on those items will be decremented automatically when the items are placed on an invoice.
  • If the prescription is associated to a product and not to a physical inventory item, the billable items generated in the order should not be used for the invoices. Mark those items as non-billable with the red minus icon to the right, and manually add the physical inventory items to the invoice within the order.
  • Use the “Complete Order” button to mark the order as completed without having to click through all of the normal status options used for orders through outside vendors.
• If not using Physical Inventory feature to track stock quantities:
  • Create the Contact Lens order and select the new Contact Lens Supplier from the ‘Name’ drop down within the order.
  • Indicate the appropriate quantity and proceed to the Billing screen and create the invoices as normally done for any contact lens order.
  • Use the “Complete Order” button to mark the order as completed without having to click through all of the normal status options used for orders through outside vendors.

Do Not Create An Order

Simply create an invoice and add the contact lens items to that invoice.

• If using the Physical Inventory feature to track stock quantities, be sure to select a physical inventory item when adding to the invoice.
• If not using the Physical Inventory feature to track stock quantities, simply add the contact lens products to the invoice.