FLEX Pre-Install Questionnaire

FLEX Pre-Installation Questionnaire

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.
The Basics
Your Name*
Name of 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
Contractors Name
Contractors Number
VAT Registration Number
When is your financial year start?

DayMonthYear

Staff Details
Please fill out the details of all your active staff members that 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...

VAT and Payments
Frames Exemption
Lenses Exemption
Contact Lenses Exemption
Further VAT Information - Fixed Fees, Separate Disclosed Charges etc.
If you have a matrix or further VAT information, please add it here...
Please indicate the payment methods you would like to use in the Till system.

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

Suppliers
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, alternatively if you wish to include a list of lenses in a file (Word / Excel) then we will use that instead - make sure to include your retail prices.
Please give details below of your Lens Suppliers (spectacle lenses)
If you have a lens book for use in FLEX, add it here

Browse Files
.doc .docx / .rtf / .xls / .xlsx / .pdf Cancelof
Please give details below of your Contact Lens Suppliers

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 (£240+VAT inc. delivery)
- Android App: Download the free to use companion app for Android here
- Apple App: Search 'FLEX eGOS Signature' in the app store
Windcave (Chip & PIN Integration)

To use Windcave Integrated Payment Processing with FLEX you will need to complete the following form -

https://sec.windcave.com/pxmi3/signup?PromoCode=NEG

FLEX will need some details from your account, please copy & paste them into the boxes below.
(Windcave) HIT Username
(Windcave) HIT Key
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

Form Submission / Final Points
What date have you run your reminders up to and including?

MonthDayYear
How will you be backing up your system?*

I've signed up for OptiSaveI'm an existing OptiSave userI'm using the Optinet Cloud Server (Hosted FLEX)Please send me OptiSave informationI will be taking my own backups
Please use this box to note any further points which the form may have missed
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
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
Should be Empty:

FLEX Pre-Installation Questionnaire

The Basics

Staff Details

VAT and Payments

Suppliers

Diary

Optom / Clinic / Room 1

Optom / Clinic / Room 2

Optom / Clinic / Room 3

Optom / Clinic / Room 4

Integrations

Form Submission / Final Points