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Eyefinity Encompass - Create OneSpot Employee

Updated

Overview

This guide outlines the steps to create a dedicated OneSpot "staff member" account in Eyefinity Encompass. This account is essential for enabling secure, automated data synchronization between Eyefinity Encompass and OneSpot.

Before You Begin: Ensure you have administrative access in Eyefinity Encompass and are prepared to record the new staff member’s login credentials, which will be required later during OneSpot configuration.

Creating the OneSpot Employee

1. Login to Eyefinity Encompass. 

2. Navigate to: Administration > Staff. 

3. Select (+) Add Staff. 

4. Complete the following fields: 

Staff Information

  • Staff ID: Enter a unique alphanumeric identifier for the OneSpot employee.
    • (Example: OSP2915)
    • Note: The staff ID is displayed on patient invoices and transactions generated by the staff member for tracking and auditing purposes. Although OneSpot will not modify patient invoices or transactions, this field is required by Eyefinity Encompass.
  • Staff Name
    • First Name: Sync
    • Last Name: OneSpot
  • Login Name
    • Username: OneSpot + Staff ID.
      • (Example: OneSpotOSP2915)
    • Be sure to note this username, as it will be needed when configuring OneSpot settings.
    • The default login password for new staff is start123. Users will be prompted to change their password upon first login.
  • HIPAA Privacy Signature Date: Enter the current date.
  • Status: Check this box to activate the staff member.

Settings / Integration

  • Works at Office(s): Select all locations.
  • Note: The following two fields are required by Eyefinity Encompass but are not necessary for the OneSpot sync. We recommend populating them as follows to meet system requirements.
  • Default Exam Minutes: Select 5 minutes.
  • Allow Overbooks: Select 0. 

5. Select Save. 

6. Select the following staff security permissions:

  • Claims Management > Process Claims
  • Reports > Billing Reports
  • Dashboards > Billing, Operations, and Sales

7. Select Save. 

8. Log out of Eyefinity Encompass. 

9. Log back into Eyefinity Encompass using the OneSpot username you just created and the temporary password (start123). 

  • You will be prompted to reset the password.
  • The new password must meet your practice’s password policy.
  • Note the new password, as it will be needed when configuring auto-sync in OneSpot.

10. Repeat step 9 using the updated password and confirm the login is successful.