Instructions and Samples



EWEB EXTRA SITE CREATION BASICS
The Create (first time in) or Update (after first publish) screen is now your new eWeb Extra Home Page. You may navigate to a particular section by clicking on the link on the left hand navigation bar, or you can go through each page in order by clicking "Next" each time. The "Next" button automatically saves any information you have typed on that page.

You may preview your web site at any time by clicking "Preview Changes." You may also save your web site at any time by clicking "Save Changes." If you are updating a particular section, and have already created the rest of your web site, you may also "Publish Your Web Site" at any time. If you are missing any required fields or pages, eWeb Extra will let you know.
SPELL CHECK

You can use the Spell Check tool on any page that allows text to be entered. The check will be run only against the page that you are currently working on. So remember to run it each time you change or complete a new page.
CHOOSE A TEMPLATE

There is a wide range of templates in our design library that makes it easy for you to find a look and style that suits your practice. Follow these steps to choose your style:

STEP 1 Scroll through the various templates. To see a larger sample of the template, click on the image. Most templates offer more that one color choice. To see the template in an alternate color option, click on the button for that color, located below the template.
STEP 2 Once you have decided on a style, make sure that template and color are selected, then click "Next" to continue.
HOME PAGE

Create a welcome statement for your homepage. You may create your own custom greeting or you may use Eyefinity's example greetings (below). To use an example greeting, simply copy the text and paste it into the Welcome Message box.

STEP 1 Enter the title of your practice
STEP 2 Enter an inviting welcome statement to the patient. See welcome statement examples below. When complete, click "Next."
WELCOME
We are pleased to welcome you to our practice. Our commitment is not just in meeting your expectations, but in exceeding them! Because we know how much your eye health and appearance can mean to the quality of your life, we are committed to excellence in servicing your complete eyecare needs.

WELCOME TO OUR PRACTICE
We are pleased to welcome you to our office. If you're looking for quality care with a personal touch, we hope you'll give us a call. We look forward to the opportunity of serving your family's optometric needs. We are conveniently located nearby and would be delighted to have you as a patient.

WELCOME
We would like to welcome you to our practice. The professionals at our practice provide each patient with quality vision solutions and exceptional customer service. Our staff is experienced in all areas of vision care. Maintaining healthy eyes requires regular vision and eye exams. We look forward to serving you.
[Phone Number]

STEP 3 If you would like to change the default picture to one of your own, select "show my picture" and click the Upload Picture link.

Image must be in .jpeg format (no larger than 700KB file size).

If you do not have pictures that are stored electronically, you may send original pictures (2" x 3" or larger) with the individual's name on the back of the picture. Please do not send slides, negatives or transparencies. Eyefinity will return your pictures by mail after they are scanned and incorporated into your web site.

Please mail the pictures to:
Eyefinity, Inc.
P.O. Box 2710
Rancho Cordova, CA 95741-2710
OUR LOCATIONS

List your office location(s) easily with this feature. You may include information for multiple offices, including maps and driving directions (optional).

STEP 1 Enter the address of the office and phone number
STEP 2 Optional-Click box if you would like the address to be on the Homepage (If you want to have your primary office location on the homepage of your web site, so your patients can easily see where your practice is located)
STEP 3 Optional-Click box if you would like to include a map and driving directions to your practice
STEP 4 Optional-Click box for fax number, pager number and e-mail address
STEP 5 Optional-Click box for the day of the week and then move to the right and select hours for that day.
STEP 6 The additional box is for any other information you would like to include.
STEP 7 If more than one office-click on office 2 and repeat previous instructions
STEP 8 When complete, click "Next"
PRIVACY NOTICE

Your patients are not only concerned about their rights, but are also entitled to know what their rights are. HIPAA requires practices to post statements detailing such rights.

eWeb Extra allows you to incorporate a privacy notice within your site. You may create your own privacy notice or you may follow Eyefinity's example below. The example provided is meant only to illustrate what a privacy notice should look like. Please make sure the privacy notice that you intend to use reflects your practice's policies.

STEP 1 Enter your practice's privacy notice (this is a HIPAA requirement). When complete, click "Next."

EXAMPLE:
THIS NOTICE DESCRIBES HOW MEDICAL INFORMATION ABOUT YOU MAY BE USED AND DISCLOSED AND HOW YOU CAN GET ACCESS TO THIS INFORMATION. PLEASE REVIEW IT CAREFULLY. THIS NOTICE IS EFFECTIVE 4/1/04 UNTIL FURTHER NOTICE.
Right to Notice
As a patient, you have the right to adequate notice of the uses and disclosures of your protected health information. Under the Health Insurance Portability and Accessibility Act (HIPAA), [Practice Name here] can use your protected health information for treatment, payment and health care operations. a) Treatment - We may use or disclose your health information to a physician or other healthcare provider providing treatment to you. b) Payment - We may use and disclose your health information to obtain payment for services we provide you. c) Health care operations - We may use and disclose your health information in connection with our healthcare operations. Healthcare operations include quality assessment and improvement activities, reviewing the competency or qualifications of healthcare professionals, evaluating provider performance, conducting training programs, accreditation, certification, licensing or credentialing activities.
Your Authorization
Most uses and disclosures that do not fall under treatment, payment, health care operations will require your written authorization. Upon signing, you may revoke your authorization (in writing) through our practice at any time.
Emergency Situations
In the event of your incapacity or an emergency situation, we will disclose health information to a family member, or another person responsible for your care, using our professional judgment. We will only disclose health information that is directly relevant to the person's involvement in your healthcare.
Marketing
We will not use your health information for marketing communications without your written authorization.
Required by Law
We may also use or disclose your health information when we are required to do so by law.
Abuse or Neglect
We may disclose your health information to appropriate authorities if we reasonably believe that you are a possible victim of abuse, neglect, or domestic violence or the victim of other crimes. We may disclose your health information to the extent necessary to avert a serious threat to your or other people's health or safety.
National Security
We may disclose the health information of Armed Forces personnel to military authorities under certain circumstances. We may disclose health information to authorized federal officials required for lawful intelligence, counterintelligence and other national security activities. We may disclose health information of inmates or patients to the appropriate authorities under certain circumstances.
Appointment Reminders
We may use or disclose your health information to provide you with appointment reminders via phone, e-mail or letter.
Your Rights as a Patient
You have the right to restrict the disclosure of your protected health information (in writing). The request for restriction may be denied if the information is required for treatment, payment or health care operations. -You have the right to receive confidential communications regarding your protected health information. -You have the right to inspect and copy your protected health information. -You have the right to amend your protected health information. -You have the right to receive an account of disclosures of your protected health information. -You have the right to a paper copy of this notice of privacy practices.
Legal Requirements
[Practice Name here] is required by law to maintain the privacy of your protected health information. We are required to abide by the terms of this notice as it is currently stated, and reserve the right to change this notice. The policies in any new notice will not be in effect until they are posted to this site, or are available within our office.
Complaints
If you have complaints regarding the way your protected health information was handled, you may submit a complaint in writing to our office. You will not be retaliated against in any manner for a complaint.
Contact Information
For further information about [Practice Name here]'s privacy policies, please contact [Doctor's name here] at the following address or phone number:
[Practice Name]
[Street Address]
[City, State, Zip Code]
OUR PRACTICE

Your first-time patients will most certainly want to know who you are. With this feature, you can create a custom profile for up to 10 doctors or staff members. Each profile can include a salutation, biography, and picture. Doctors may also register their name(s) to appear in the Eyefinity doctor search.

STEP 1 Click Person 1-Enter name or title of doctor or staff member
STEP 2 Click Biography-Enter information on doctor's education, years in practice, organizations they are involved with and any other pertinent information you would like your patient to know.
STEP 3 If you have more than one doctor or if you would like to list your staff members-Click Person 2 and repeat instructions above.
STEP 4 If you would like to include pictures-Click "show my picture" and click the Upload Picture link.
If you do not have pictures that are stored electronically, you may send original pictures (2" x 3" or larger) with the individual's name on the back of the picture. Please do not send slides, negatives or transparencies. Eyefinity will return your pictures by mail after they are scanned and incorporated into your web site.

Please mail the pictures to:

Eyefinity, Inc.
P.O. Box 2710
Rancho Cordova, CA 95741-2710

OUR SERVICES

What sets your practice apart from the others in your area? This feature is an easy way to illustrate the standard and/or unique services that you provide for your patients. You will be able to list available services, payment methods, and other information to describe how your practice can service prospective patients.

STEP 1 Check the box at the top left to include the Our Services page on your web site
STEP 2 Optional-Click on box of services you would like to display
STEP 3 Enter services your office provides
STEP 4 When complete, click "Next"
SPECIAL EVENTS

Certain dates during the calendar year may have special significance to your practice. You can now share this information with your patients. Whether your practice participates in a charity event or celebrates an anniversary, this feature may be used to list these events or occasions. You may include up to 12 special events.

STEP 1 Check the box at the top left to include the Special Events page on your web site
STEP 2 Enter the upcoming event, date, time and location
STEP 3 Enter the description of the special event
STEP 4 If you would like to list more than one event-click Event 2 and repeat previous instructions
STEP 5 When complete, click "Next"
PROMOTIONS

This feature can be used as an opportunity to promote the special programs, discounts, and incentives your practice offers to patients. You can include up to 3 promotions.

STEP 1 Check the box at the top left to include the Promotions page on your web site
STEP 2 Enter any promotions or new products
STEP 3 If more than one promotion-click Promotion 2 and enter information. When complete, click "Next." Events may be deleted by highlighting them in the list, and clicking the "Delete" button.
PATIENT FORMS

You can now include up to 3 patient forms on your web site. This feature is designed to streamline your patient recognition process. For example, patients can print out and complete the designated form(s) prior to entering your practice, reducing the amount of time the patient waits to be seen by the doctor.

STEP 1 Check the box at the top left to include the Patient Forms page on your web site
STEP 2 Enter the title of the form in the "Title" field
STEP 3 Enter a description of what the form is in the "Description" box
STEP 4 Click "Upload Form" to upload a PDF of one of your office forms. If you need assistance creating a PDF, call Customer Care at 877-448-0707. You may also choose to use one of our generic forms.
To include both default forms, simply follow these steps:

STEP 1 Fill in the title and description for the form (e.g. Welcome Form).
STEP 2 Select the button next to "Use Default Welcome Form"
STEP 3 Click the "Add" button. The form title will display within the forms list box.
STEP 4 Follow steps 1 - 3 and include the Medical History form.
If you would like to delete a form, highlight the form name in the list, and click "Delete."

ARTICLES

You can now include various eye care articles on your eWeb Extra web site. Many of the articles may be more relevant to the needs of your patients than others. For example, some articles may be used as a post exam reference tool, while others may be relevant for informational purposes only.

Determine which articles are best for use on your web site and make your selections accordingly.

STEP 1 Check the box at the top left to include the Articles page on your web site
STEP 2 Select an article category. Articles in that category will populate in the box below
STEP 3 To read any of the articles prior to posting, highlight the article, and click "Preview Article"
STEP 4 To add an article to your web site, highlight the article and click "Add to my Articles"
STEP 5 Once all of your articles have been added, click "Next" to save the articles and move on to the next page. Articles may be removed by highlighting them in the "My Articles" box and clicking "Remove From My Articles" and then clicking "Next."
SPECIALTY PAGES

Create up to four custom pages of your own information. For instance, you may want to include a page about a specialty you offer, post a health article you have written, or highlight activities you participate in within your community.

STEP 1 Check the box at the top left to include the Specialty page on your web site
STEP 2 Type in the title you want for the page. Note this will also be the name of the tab appearing on your web site
STEP 3 Type or cut & paste your content from Word into the Text box
STEP 4 If you would like a picture included, click the "Show My Picture" button, and then click on the "Upload Picture" link. (We recommend using pictures that are 300 pixels by 300 pixels or less.)
If you do not have pictures that are stored electronically, you may send original pictures (2" x 3" or larger) with the individual's name on the back of the picture. Please do not send slides, negatives or transparencies. Eyefinity will return your pictures by mail after they are scanned and incorporated into your web site.

Please mail the pictures to:

Eyefinity, Inc.
P.O. Box 2710
Rancho Cordova, CA 95741-2710

APPOINTMENT SCHEDULING

Appointment scheduling is powered by 4PatientCare for Eyefinity customers. If you have questions about the registration process, contact Eyefinity customer care at 877-448-0707.
PREVIEW CHANGES

Press "Preview Changes" to see a sample of your site. This enables you to see how the site works and looks with the data you have entered. The preview differs from your site in that it has a different Internet address and will not be available to the public. When you are done with the preview, you can close the additional window. If you like what you see, click "Save Changes" to save everything. You may always revert to your web site before the changes by clicking the "Reset" button. Even after your site is in use, you can return to Eyefinity to update your site at anytime.
SAVE CHANGES

If you need to leave your computer or work on something else and want to save your work, the "Save Changes" button to save your work so far.
PUBLISH YOUR WEB SITE

Once you have previewed your site, and are ready to put your site onto the Internet for everyone to see, click on "Publish Your Web Site." Your site will now be seen by those that visit your web site address. You can always return and edit your work and update your site.