Chapter 2: System Operation
Logon
Every time that you execute My Vision Express, you will be presented with the Logon screen (Fig. 1). When
logging into the software, ensure that all the fields are filled out correctly on this screen. You must enter your
‘User ID’ and ‘Password’. The remaining fields will be populated with default values. If any change to those
values is necessary, your system administrator will let you know.
Logging On
Make sure that the ‘Company Code’ field is the right one for the location that you are trying to access. To
select a location for the first time or to change locations, click on the ellipsis button to the right of the
‘Company Code’ field and double-click on the appropriate location in the Select Location screen.
Fig. 1 - The Logon screen. You can select what location to login to by clicking the ellipsis button next to the 'Company Code' field.
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Enter your ‘User ID’ and ‘Password’. If you are a system administrator, you can assign a set of credentials (a
unique ‘User ID’ and a ‘Password’) to each employee in the Employees setup screen (for more information
refer to the Employees Setup section in Chapter 1).
In the ‘Server’ text box, specify the names of your server machine and SQL Server instance in the following
format: server_name\SQL_Server_instance. The Microsoft SQL Server instance is defaulted to
‘MVE_INSTANCE’ by the My Vision Express installation utility. Assuming that this default value has not
been overridden and that your server machine name is servername, the ‘Server’ text box should read
‘‘servername\MVE_INSTANCE’’ (without the quotes).
In the ‘Database’ text box, you can specify the name of your database in the Microsoft SQL Server instance
specified in the ‘Server’ field. The My Vision Express installation utility defaults the database name to
‘MYVISIONEXPRESS’.
Once you have completed the fields in this screen as specified above, click the OK button to log on to the
application.
Advanced Settings
You would use the Windows/Session Single Sign-on functionality if you were using the
Hosted/Web-Enabled version of My Vision Express. This allows you to Single Sign On via the
Windows/Session User under which you are authenticated. This means that you would be authenticated into
My Vision Express using your Windows session credentials.
Select File > Setup > Employees from the main menu to assign Windows login information to an employee
profile by assigning a ‘Session Domain’ and ‘Session Username’. The Session Domain is the name of the
domain computer for the network. The Session Username is the login credentials used to log into the domain.
At the Logon screen, click the Login As: button and the application will search for a domain\session_username
combination match for you in the employees table. If found, then you will be authenticated into the application
using the matching employee record.
Emergency Access
If your user account does not normally have access to Personal Health Information (PHI) for patients in My
Vision Express and an emergency has been declared, an administrator may have granted you emergency
access. In such an event, before logging in, you will need to check the ‘Emergency Access’ checkbox in the
Logon screen to be able to access a patient’s PHI.
Switching User and Changing Your Password
The ‘Change User’ menu option allows you to switch users without closing the application. Transactions in
the system can be tracked by the user that was logged-in when they were entered. When you switch the
current user in the application, subsequent transactions are assigned to the user that logged in last. The
security settings for this user are also applied to the session, so he would only have access to the features
allowed for his user group. You can change the user’s security rights in the Employees screen.
Switching to a Different User:
1. Select Tools > Change User… from the main menu to open the Logon screen (Fig. 2).
2. Specify the new ‘User ID’ and ‘Password’ and click OK to login. If you do not want to login, click
Cancel .
Fig. 2 - The Logon screen when switching users
Changing Your Password
The ‘Change Password’ menu option allows you to change your own password. Your password can also be
changed by a My Vision Express administrator from the Employees screen.
Select Tools > Change User Password… from the menu bar to open the Change Password screen (Fig. 3).
1. Fill in the current user ID and password in the ‘User ID’ and ‘Old password’ fields.
2. Enter the new password in the ‘New password’ and ‘Confirm password’ fields.
3. Click OK to apply the new password.
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Fig. 3 - The Change Password screen
Employee Messages
Fig. 4 - The Employee Messages screen
The Employee Messages screen (Fig. 4) allows you to share information with other employees. In the ‘Show’
section, you can select between ‘Messages assigned to me’ or ‘Unassigned only’ to filter existing messages.
Unassigned messages are messages sent to all employees and security groups. To view messages that have
been assigned a completed status from the Status drop-down list, check the ‘Show Completed Status’
checkbox. Messages will have default setting of open status. If a message has been checked as ‘Warn’ the
message screen will open automatically when the employee clocks-in.
The ‘Send message to’ grid will display all the security groups and active employees in the system so that you
can select the recipients for messages that you send.
Sending Employee Messages
1. Select Tools > Employee Messages from the main menu to open the Employee Messages screen.
Alternatively, you can also click the Messages button on the toolbar.
2. Click New to send a new message.
3. Select the priority from the ‘Priority’ drop-down list. If you want the Employee Messages screen to
open automatically when the selected employee signs in to the application or clocks-in/out, make
sure that the ‘Warn’ checkbox is checked. Type the text of your message in the ‘Message’ field.
NOTE: If you are logged into the system and another user sends you a ‘Warn’ message, it will
open for you within one minute. If you are not logged in when a ‘Warn’ message is sent to you,
you will see it immediately after you sign on the next time.
4. You can link the message to a ‘Patient #,’ ‘Order #,’ ‘Insurance #’ and/or ‘Exam #’ by filling the
appropriate number or clicking the button to the right of the corresponding field to open the
appropriate Search screen.
NOTE: Messages referencing a specific patient are logged in the ‘Interactions’ tab of the patient’s
profile under the ‘Messages’ sub-tab. To view the interaction, go to File > Patients on the main
menu, click the Patients button on the main toolbar, or press [Ctrl] + [P] on your keyboard. For
more information, refer to Chapter 4.
5. To send a message to one or more employees or security groups, highlight the appropriate recipients
in the ‘Send message to’ grid and click Send .
NOTE: Selecting a recipient of type “User” will send the message to that individual user.
Selecting a recipient labeled “Group” will send the message to all users in the selected security
group. To send a message to all employees, select “Unassigned”.
To reply to an employee message, highlight the appropriate message and click Reply .
To delete an employee message, highlight the appropriate message and click Delete Selected .
Time Clock
The Time Clock screen (Fig. 5) allows users to record their start and end times and any breaks in between on
any given day. If you are an administrator, you could then use the Employee Timesheet and Employee
Timesheet Summary reports to view each employee’s total number of hours worked and total wages earned
for a specified date range based upon their hourly wage rate. Administrators can also adjust timing events for
employees.
Clocking Daily Events
Employees follow these steps to clock in and out of work:
1. Select File > Time Clock, or click the Time Clock button on the toolbar, to open the Time Clock/In Out
screen. In the top portion, by default, you can see the last two weeks of clocking events. The range of
dates displayed is determined by the ‘Date from’ and ‘Date to’ fields.
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2. Select the event that you want to clock from the ‘Time In’, ‘Time Out’, ‘Lunch Out’, ‘Lunch In’, ‘2nd
Lunch Out’, ‘2nd Lunch In’, ‘Dinner Out’ and ‘Dinner In’ radio buttons.
3. Enter your ‘Password’.
4. If you needed an administrator to adjust a clocking event for you, provide an explanation in the
‘Notes’ field.
5. Click the Save Time Entry button. Your clocking event will be saved and the Time Clock In/Out screen
will close.
Fig. 5 - The Time Clock screen.
Administrative Functionality
Administrators can edit employee clocking events from the Time Clock screen:
1. Select File > Time Clock, or click the Time Clock button on the toolbar, to open the Time Clock/In Out
screen. In the top portion, by default, you can see the last two weeks of clocking events for your own
user ID.
2. Enter the ‘User ID’ for the employee that you need to make the edit for and [Tab] out of the field. You
will see the last two weeks of clocking events for that employee. The range of dates displayed can be
adjusted by changing the ‘Date from’ and ‘Date to’ fields.
3. Scroll to the right to see any ‘Notes’ or ‘Remarks’ for the date range specified.
4. Click on the date and event to be edited and make the desired adjustment. If you need to add a row
for a new day, click the Add button. You could also delete an entire day by selecting its’ row and
clicking Delete . In the ‘Remarks’ column, specify one of the predefined reasons to explain an
employee’s absence or type your own reason in the combo box.
5. Click the Save button. If you are done with the screen, click the Close button; otherwise, go to step 2
and repeat the process.
Calculator
The Lens Rx Calculator screen allows users to easily access three prescription lens calculators on three
separate tabs: ‘Intermediate/Near Lens Power’, ‘Power/Prism/Slab-Off’ and ‘Vertex Distance’. To access this
screen, go to Tools > Calculator – Lens Rx from the main menu.
The Windows Calculator can be accessed from this screen by clicking the Math Calculator button or by pressing
[Ctrl][T] on your keyboard from anywhere in the application. You can also access the Math Calculator by
going to Tools > Calculator – Math.
Fig. 6 - The Lens Rx Calculator screen.
Encryption/Hash Tool
The Encryption/Hash Tool screen (Tools > Encryption/Hash Tool) is used to secure and authenticate
electronic files. It performs the following security functions:

‘Generate Hash’: When you select this option, the system will generate for you a 40 digit hexadecimal
number (hash sum) that can be used to authenticate a file. If you email (or forward electronically in
any other way) the file and its hash sum, recipients can verify the hash sum against the file to make
sure that the file was not altered before it reached their hands. To generate a hash sum:
1. Select the file that the hash sum is going to be based on by clicking on the Browse button.
2. Select the ‘Generate Hash’ radio button and click on Execute .
3. The hash sum will be displayed in the ‘Generated Hash’ text box.
4. You can copy the hash sum to the Windows clipboard by clicking on the Copy button.
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
‘Validate Hash’: This option allows you to verify the integrity of a file whose hash sum has been
provided to you by the sender. To perform this validation:
1. Click the Browse button to locate the file to be verified.
2. Enter the hash sum provided to you in the ‘Enter Hash’ text box.
3. Click Execute to perform the verification. If you get a “Hash value matches correctly” message,
you can be certain that the file has not been altered since the hash sum was generated.
Otherwise, the file was corrupted during transmission or its integrity was otherwise
compromised before the validation was performed.

‘Encrypt’: Allows you to specify a password to compress and encrypt a file. To do this:
1. Click the Browse button to select the file to be encrypted and compressed.
2. Type a password in the ‘Enter Password’ text box.
3. Click Execute to create a ZIP encrypted file. The file will be located in the same path as the
original file and will have the same file name with a .ZIP extension.

‘Decrypt’: Allows you to decrypt and decompress a ZIP file. To do this:
1. Click the Browse button to select a ZIP file.
2. Type the correct password in the ‘Enter Password’ text box.
3. Click Execute to decrypt and extract the contents of the ZIP file. The extracted file (or files) will
be located in the same path as the ZIP file.
Fig. 7 - The Encryption/Hash Tool screen.