Optical POS system that sits next to the prescription

Optical checkout pulls together what the patient picked, the prescription details, the order specs and the payment. When you look at a POS, follow all of those through, not only the pay button. Your team should be able to say what the patient chose, what has been checked, what is owed and what happens next.

Start with what your practice actually sells. Try a frame-and-lens order, a contact lens sale if you sell them, and an order that needs a fix. Know who does each step and when a clinical or dispensing question goes to a qualified person. The POS organizes the work. It doesn't make those calls.

In Jelo, the patient record, inventory, order and payment are connected. In the demo, have the person who usually runs checkout follow a made-up order from the start to its next step. You'll learn more than from a demo that starts with the balance already filled in.

Before building an order, make sure you have the right patient and the right prescription. Similar names, old records and more than one prescription can cause mix-ups. Decide who sorts out a question and what staff do when the information isn't ready yet.

If a clinician changes something after the handoff, the team needs to check the order. Don't assume the order updated on its own. Cover this in training and in your test.

Use a made-up example with more than one record if that happens in your practice. Ask staff to explain which record they used and why, in plain terms. The software shouldn't be making the clinical call. The EHR guide covers the charting side of this handoff.

A model name isn't always enough. Color and size matter for stock and ordering. Have staff check the exact frame before moving on, especially when similar frames sit next to each other.

Check how many of that exact frame the office has. In a practice with more than one location, a shared catalog doesn't mean every office has the same stock. Jelo keeps quantities by office and supports authorized transfers between locations, but staff should confirm which office they're in and what the order needs.

If the frame on the shelf and the count in the system don't match, flag it. Don't pick a different frame or change the count just to finish the sale. That only moves the problem to the next sale or count. The inventory software guide explains how to check items, counts and corrections together.

The order needs the lens details and measurements for the job. Decide who can check each detail and which questions go to someone else. A dropdown only helps if the person using it understands the choice.

In the demo, use a lens setup your opticians know and check it before it goes out. Change one thing and see how staff find what it affects. You're learning how review and corrections work, not looking for a universal list of lens rules.

Keep the lens setup separate from what the patient owes. A change can affect the balance, the lab order or both, so have staff check both. One edit doesn't mean every related record or outside step has been updated.

Staff should be able to walk the patient through the items and amounts before asking for payment. Check the practice's prices, any discounts and how the patient's share was worked out. If something is unclear, ask billing or a manager before calling the amount final.

Benefits need their own check. An expected benefit, a confirmed payment and a final payer decision are different things. Don't promise coverage or a reimbursement amount because a field shows an estimate. Decide how staff talk about an amount that still needs checking.

In your test, ask staff to explain the order in plain words. They should name the items, the amount being collected and anything still open. A clear explanation also turns up setup problems you might miss by looking at screens.

An order records what is being sold or made. A payment records money collected against what is owed. They're linked, but creating an order doesn't mean anyone paid, and sending a payment request doesn't mean the patient finished it.

In Jelo, staff can record cash, record a card payment taken outside Jelo, or send an integrated payment link. Check the method, amount and status for the way your practice works. Recording an outside card payment is not the same as running a card through Jelo's integrated route.

Use an unfinished payment in the demo. Ask how staff can tell the balance is still open and how a coworker can pick it up without sending a second request or charging twice. The payment processing guide covers collection, corrections and reconciliation in more detail.

Jelo uses Stripe as the payment processor. Set up the account, supported payment methods and payout settings before taking live payments. Know which record shows the finished charge and how your team matches it to the order.

An order balance, a finished payment and a bank payout are different stages. Review the agreement and the supported refund or correction steps for the payment method you use.

Some practices collect in more than one step or with more than one payment method. If you do, make it part of your test. Write down the order amount, the order you'll collect in and what staff should see as the remaining balance after each step.

For example, a made-up $300 order with $100 collected up front leaves $200 before any other adjustment. Ask the presenter to show those amounts and how a second staff member finds the open balance. Don't assume every split-payment setup works because there is an amount field.

Check how the practice avoids charging twice when a patient switches methods or an earlier attempt is unclear. Staff should check the status before trying again. Write down anything left unanswered, including how to tell a pending attempt from a finished payment.

When staff record cash or a card payment taken outside Jelo, you need a clear way to match that record to the money. A manual entry only helps if someone can explain where it came from and the proof is kept in the right place.

Decide who can record these payments and who checks corrections. Include the payment method and the office in the procedure. When you reconcile, compare against the right source. Not every method shows up in the same processor report.

Review contractual provisions for non-integrated processing before choosing a route. Jelo's current terms include provisions that require a practice-specific review; do not assume that using an external processor has no additional commercial effect. The order form and current terms should be considered alongside the pricing page.

A changed frame, a wrong amount or a return takes more than reopening the order. Staff need to know which parts it touches: the order details, stock, payment and the lab. Give each part an owner and follow your practice's policy.

In the demo, ask to see a correction before payment and one after. Write down the steps and any approval needed. If you need refunds or exchanges, check that exact process. Being able to edit an order doesn't prove the money can be returned.

Save the reason for each correction so a coworker can see what happened. An unexplained change to a balance or a count causes confusion later. You want a clear trail, not a promise that every fix is instant or has no outside effect.

A return, exchange or cancellation can affect stock and payment differently. The frame may need a look before it goes back on the board, and the refund may need approval. Have a process for both, and don't treat one as proof the other is done.

Use a made-up exchange to test it. Ask how staff find the returned item, the replacement, the price difference and the order records. Confirm the office and any separate stock step. If something isn't shown, keep it on your open list.

The inventory counting guide helps your team track down count problems from sales and corrections. Check the cutoff and movement history before adjusting a count. That way your stock record still makes sense later.

Finishing checkout doesn't mean the lab has the job. Staff need to know what has been prepared, what has been sent and what response confirms the next step. Any job without an answer should have an owner and a date to check again.

Jelo's VisionWeb integration launched in September 2026. Confirm your account, lab and setup requirements on the VisionWeb integration page and in a demo. The integration being available doesn't mean every lab or order type works without setup.

Your team follows up on lab orders from the same record. A follow-up agent for lab orders is in development. When an order changes, check whether the lab job needs action too. Editing the order in Jelo doesn't change or stop a job the lab already has, so staff should know where to look and who to call before telling a patient anything has changed.

The patient's next question is usually about a balance, an order update or pickup. Decide who answers those and where they find the information. Staff should know the difference between a confirmed status and one still waiting on someone outside the practice.

Check contact details and preferences before sending a message. If the patient replies with a question, someone should read it and pass it to the right person. A sent message doesn't mean the patient got it or understood it.

Jelo's CRM workflow covers patient messaging and recall. Automated recall and waitlist auto-fill handle routine reminders, and your team takes the questions that need a person. Messaging depends on patient consent and your account setup.

At the end of the day, compare orders, recorded payments and processor activity the way your practice does it. Different payment methods may need different records. A bank payout may also group payments differently from the orders staff handled.

Look into a mismatch before changing a balance to make totals agree. It could be a pending payment, an outside payment recorded under the wrong method, a correction or a timing difference. Keep the reference and give the next step to the person who owns that record.

Try a small made-up example in the demo: one integrated payment, one cash payment and one open balance. Ask staff to explain where each goes and what shows it is done. This checks your process. The POS doesn't replace your accounting review.

List the scanners, printers, terminals and other devices your optical team uses, with the models and what each one does. Working in a browser doesn't mean every device or payment setup works.

Test at a setup close to the real workstation. Check that the screen is easy to read, that staff can move between the order and the details they need, and that anything you print comes out right. Mark each device as confirmed, needs setup or unanswered.

Don't buy new hardware just because it showed up in a demo. First check whether what you have already works, and get a clear answer on anything it depends on. The integration guide helps you separate platform features from account, device and outside-provider requirements.

A good checkout practice run includes a simple sale, a look-alike frame, an unfinished payment and a correction. Have the person who actually does the job run it and say what comes next. An admin getting through it doesn't mean everyone has the same access or training.

Note where staff get stuck. If it's missing setup, fix the setup. If the policy is unclear, get a decision. If the software can't do the task, write that down. These need different fixes, so don't call them all a training problem.

Keep a short cheat sheet for the exceptions that come up most. Include who can approve a correction and where open lab or payment questions go. Update it when the setup changes so it still matches the work.

Jelo's optical POS is part of the platform subscription: $300 per month per location or $3,000 per year per location paid upfront, with unlimited doctors and staff at each paid location. Payment processing, hardware and applicable third-party charges require separate review.

Use the software evaluation worksheet to compare the same order types, corrections, offices and outside connections across vendors. A low price is hard to judge if one quote leaves out services or equipment you need. Keep unknown costs on the list instead of assuming they're included.

Bring a made-up checkout to a demo with Joel or Loreli. Ask to follow the item, order, payment and lab handoff, including something going wrong. You should leave knowing what works, what needs setup and what your practice has to sort out first.