FLEX Pre-Install Booklet

FLEX Pre-Installation Booklet

We cannot continue your installation without this completed document.
This form is designed to gather as much information about your business as possible for the sole purpose of configuring FLEX. Please complete as much information as possible, the more configuration we can do prior to the training day, the more time we can spend with your staff.

Save & Continue Later

You can save this form at any time by clicking the 'Save' button at the bottom of the page.

You will need to supply an email address so that we can send you a link that will let you return to the form.

After clicking 'Save' a window will popup asking you to create an account, you do not need to create an account so simply click the 'Skip Create an Account' option and then enter your email address in the next popup followed by 'Send'
The Basics

* indicates a required field
Your Name*
Name of the person completing this form
Name of Practice*
Practice Address

Street Address

Street Address Line 2

CityCounty

PostcodeCountry
Practice Phone Number

Area CodePhone Number
Practice Website Address
Practice Email Address
Practice Opening Hours*
Out of Hours Recalls & Reminders
Contractor Name
Required for use of eGOS
Contractor Code
Required for use of eGOS
Page 1 of 7

Page 2 of 7
Staff Details

* indicates a required field
Please fill out the details of all your active staff members who will be using FLEX. Press "Add another staff member" to add a new line.*
If you have further staff information to give us, please enter this below.
Further Staff Details...

Page 3 of 7
VAT and Payments

* indicates a required field
Frames Exemption
Exempt
Lenses Exemption
Exempt
Contact Lenses Exemption
Exempt
Further VAT Information - Fixed Fees, Separate Disclosed Charges etc.
If you have a matrix or further VAT information, please add it here...

Upload a File

Cancelof
VAT Registration Number*
Company Registration Number*
When is your financial year start?*

DayMonthYear
Please indicate the payment methods you would like to use in the Till system.

CashChequeCardNHS VoucherOther 1Other 2
Details of your 'Other' Payment Methods
Primary Care Trust / Clinical Commissioning Group (PCT / CCG) Name(s)

Page 4 of 7
Supplier Catalogues / Stock

Frames / Lenses / Sundries / Contact Lenses
Lens Catalogues can be downloaded from within FLEX for the majority of the mainstream suppliers & some local labs (Essilor, Rodenstock, Hoya, Seiko, Nikon, BBGR, Zeiss, Signet, Shamir etc.). We will pre-download the complete catalogues that you tell us about in the box below.
Please list your LENS Suppliers *

Stock Import Spreadsheet

Alternatively if you wish to include a list of items for import, then you should download our 'Stock Import Spreadsheet' which you can complete with your lenses, frames & sundry items - make sure to include your retail prices.

1. Click the link to go to our support page	www.optinetuk.net
2. Click the 'Stock Import File' button to download the Excel template
3. Email the completed file to us	support@optinetuk.com

Please confirm whether you will be sending a Stock Import File to us*

Yes, I will be sending a stock import fileNo, I will not be sending a stock import file
Please list your FRAME Suppliers
Please list your C/LENS Suppliers

Page 6 of 7
Integrations

eGOS / WindCave / SMS / Email / Postcode Lookup / Docmail - if you need any help please contact us on 0800 310 2400
eGOS England (electronic submission of GOS claims)

To use FLEX eGOS you will need to complete the following form - https://form.jotform.com/92662451522960. Once we receive the completed form we will request your security certificates from PCSE.

To capture a patient signature you will need a cpature device, choose between a signature pad or apps.
- Signature Pad: Contact support@optinetuk.com to purchase a signature pad from us (POA)
- Web App: Free to use web app that works on most modern browsers
If you use an eGOS API in your current software you still need to complete the form linked above, as API are linked specifically to the software you were using when it first issued and will not work in FLEX.
Windcave (Chip & PIN Integration)

To use Windcave Integrated Payment Processing with FLEX you will need to complete the Windcave Signup form linked below:

>> Windcave Signup Form <<

FLEX will need some details from your account, please copy & paste them into the boxes below, once you receive them (they will arrive in an email from Windcave).
HIT Username
HIT Key
Station ID
Located on back of the terminal, under the small barcode
SMS Text Messaging

FLEX can send text messages directly to your patients, you will need to open an account before you can start sending your SMS.

The link below will take you to our partners page (24X), complete the form to open a free account. Once your account is open you will receive a text message and email address with your account details, enter them below.

You will get 10 free credits to trial the service, you can topup online at 24X.com
24x Username
Sent in a text, starts 'OPT'
24x Password
Sent in a text
Email

FLEX can send email messages directly to your patients, we need some details from you to configure the email settings.

You can usually find your email settings in an email sent by your provider when you first opened the account. If you are unsure then please leave this section blank and speak to a member of our team.
SMTP Address
SMTP Port
SMTP Username
SMTP Password
SMTP From Address
e.g 'reception@theopticians.com'
SMTP From Name
'The Opticians'
Address Lookup by Postcode

To ensure the quality of your patient address data, we recommend using the address lookup service provided by our partner 'Loqate'. Accounts are free to open, once opened you can topup your account with the credit amount you prefer. Please note, credit expires after 12 months so we recommend purchasing the lowest credit amount so as not to waste credit.

Click here to open an account

FLEX needs a special code called an 'API Key', this can be created within your account online.
- Login to your new account
- Under 'Your Services' click 'Add a new service'
- Complete the sections related to GDPR
- Scroll down and click on 'API Key'
- Copy & paste the API Key into the box below
Loqate API Key
Docmail - Recall Printing / Posting

To use Docmail services with FLEX you will need to create an account, once your account is open you will automatically recive a £10 topup to test the service.

Click here to open an account

Paste the username & password into the boxes below.
DocMail Username
DocMail Password

Page 7 of 7
Form Submission / Final Points

* indicates a required field
What date have you run your reminders up to and including?*

MonthDayYear
How will you be backing up your system? (if you are not sure, please call our admin team to discuss on 0800 310 2400)*

I will be taking my own backupsI'm using the Optinet MTS Cloud Server (Hosted FLEX)
Please use this box to note any further points which the form may have missed
Please read the following statements carefully

Please direct any questions to installs@optinetuk.com
IMPORTANT: I understand that on the training day, training is more effective if the practice is closed so staff can focus and concentrate on the new system*

I understand
IMPORTANT: I understand that any records added/modified between extraction of the data for final conversion and the training day will NOT be imported into FLEX*

I understand
IMPORTANT: To ensure the safety of our Software Trainers during their visit, any building works MUST be completed before the agreed training date.*

I confirm that any building works will be completed before my agreed training date
Should be Empty:

FLEX Pre-Installation Booklet

The Basics

Staff Details

VAT and Payments

Supplier Catalogues / Stock

Diary

Optom / Clinic / Room 1

Optom / Clinic / Room 2

Optom / Clinic / Room 3

Optom / Clinic / Room 4

Integrations

Form Submission / Final Points

Please read the following statements carefully