Migrate Your Order History

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Hit the ground running

We can help you hit the ground running by migrating data from your Practice Management System into Otto, which will (A) make it easier to enter orders, and (B) allow Otto to start sending out refill reminders right away! To do this, we would just need an Excel report showing:
  • Patient Name
  • Patient Phone and/or Email
  • Contact Lens Brand
  • Date of Purchase
  • Quantity Purchased
If you can produce a spreadsheet with those data points, we can clean it up and organize it for import into Otto.
 
Find your system below for more details about generating the data.

Getting the Data

eVision Care

In eVision...
  1. Go to Reports > invoice reports
  2. Choose a date range (we recommend the last 2 years)
  3. Create a list of CL purchases
  4. Export to excel
  5. Send us this file and we'll do the rest!

iFile

 
In iFile, the report is found under MORE and “Export your Data”. There you should see a report called "Export Contact Lens Sales". If it’s not there, you may have to download the latest iFile update.

OD Office Pro

Here's how to get the data in OD Office.
 
To get the order history:
  1. Go to End of Day
  2. Select the date window
  3. In the left upper tab select, Tools and Detailed Sales. All the contact lens sales and names for that period will generate.
  4. Go to Tools > Export > Save as Excel File
To get the patient details:
  1. Go to Reports > Demographics
  2. Select the dates required
  3. Click on Email Address
  4. Click Search
  5. Go to Tools > Export > Save as Excel File

Send us both files.

OfficeMate

To get the data from OfficeMate, we actually need to generate two separate reports.
 
Part 1: CL Sales Report
  1. Open OfficeMate and go into the Admin mode by clicking the red gears at the top of the screen.
  2. From there, open up the "Reports" menu that looks like a pie chart.
  3. Go to the "On Demand" tab for the CL Sales report.
  4. On the left side, click "Unselect All" and check mark only the "Contact Lens Sales by Patient."
  5. On the right side, you select the time period to find for the report, click "Set Date" and then you can click "Preview" at the bottom.
  6. After a moment, the report will generate, and you want to click on the "Export Report" button on the top far left. That will open a Windows save box. You will want to change the file type from PDF to CSV, name the file, and save it. That will give you the CL Sales report.
Part 2: Patients Report
  1. Go back to the Reports menu, but select the "Int. Marketing" tab instead of the "On Demand" tab.
  2. On the right side, click on the "Clear" button to remove any filters from the selection.
  3. Then, same as before, you'll want to "Preview" the report, wait for it to populate. Then Export the Report and save it as a CSV file same as we did for the other report.
To summarize:
  1. Open OfficeMate > Admin > Reports > On Demand > Unselect All > Checkmark Contact Lens Sales by Patient > Preview > Export Report > save as CSV.
  2. Then, back to Reports > Int. Marketing > Clear > Preview > Export Report > save as CSV.

Optosys

To get the data from Optosys:
  1. In Optosys, click “Selection” and open the “Execute Selection” menu.
  2. Select “Existing Selection” and select “OTTO List”.
  3. Check the “Active” box and hit “Execute”.
  4. Choose your date interval, click “Add” and then “Okay”.
  5. Export the report to Excel and send us the file.
If the report isn't already there, you might need to contact your rep and they'll update and add it for you.

RevolutionEHR

Here's how to generate the data in Revolution:
  1. Go to Reports > Pa > Patient Search.
  2. Use the (+) sign icon in the upper right to add a new report.
  3. Once inside the Query Builder, you can drag the following fields from the folders in the Available Fields area to the Results Fields area:
  4. Patient First Name
  5. Patient Last Name
  6. Patient Email
  7. Patient Preferred Phone
  8. Soft OD Model
  9. Soft OS Model
  10. To the Search Criteria area, add:
  11. Contact Status [Equals] Active
  12. Once your report is built, you can name, save, then run the report.
  13. Once your results populate at the bottom, you can click the gears icon to the right export to excel.
https://help.revehr.com/hc/en-us/articles/360049162893-Create-Custom-Query-Report

Visual-Eyes

We can get the data directly from Visual-Eyes so just let us know of your desire to proceed and we'll do the rest.