Smart Mirror (ACEP) Integration Guide

Smart Mirror (ACEP) Integration Guide

The Smart Mirror integration connects your practice management system with the ACEP Measurement Web Service, allowing you to capture precise centration measurements directly from the Smart AI iPad app and automatically populate them into your sale orders.

Table of Contents

1. Initial Setup
2. Configuring Company Credentials
3. Testing the Connection
4. Sending a Customer to the Queue
5. Taking Measurements on the iPad
6. Fetching Results into the Sale Order
7. Understanding Blue Highlighted Fields
8. Viewing Measurement Details
9. Viewing ACEP Image
10. Troubleshooting

Initial Setup

Before using the Smart Mirror integration, you will need the following credentials from your ACEP/Optic Video representative:

• ECP Token — Identifies your practice to the ACEP system
• PMS Token — Authenticates result retrieval
• Store ID — Identifies which store/location within your practice

Note: Your ACEP representative will provide these credentials when you subscribe to the Measurement Web Service.

Configuring Company(Location) Credentials

1. Navigate to Settings → Companies and select your company
2. Click on the Smart Mirror (ACEP) tab
3. Fill in the following fields:
   • Enable ACEP Smart Mirror — Check this box to activate the integration
   • ACEP Base URL — Leave as default (https://dataweb.opticvideo.com   ) unless instructed otherwise
   • ECP Token — Paste your ECP token from ACEP
   • Store ID — Enter your store ID (e.g., 101   )
4. Click Save

Testing the Connection

After entering your credentials, verify that the connection is working:

1. In the Smart Mirror (ACEP) tab, click the Test Connection button
2. If successful, you will see a green notification: "Connection successful!"
3. If it fails, double-check your ECP Token and Store ID

Sending a Customer to the Queue

When a patient is ready for centration measurements:

1. Navigate to the Sale Order menu by going to Sales > Sales, then open the sale order record that you want to send to the queue.
2. Navigate to the Transmission Settings tab
3. In the Smart Mirror (ACEP) section, you will see the current status as "Not Sent"
4. Click the Send to Queue button
5. The customer's name will be sent to the ACEP measurement device
6. The status will change to "Waiting (Idle)" — this means the customer is in the queue on the iPad

Tip: The customer's first name and last name are automatically extracted from the patient record and sent to the iPad.

Taking Measurements on the iPad

Once the customer is in the queue:

1. Open the Smart AI app on the iPad and based on the Store ID you will find the order number.
2. The customer's name will appear in the measurement queue
3. Select the customer and follow the on-screen instructions to capture measurements
4. The app will capture:
   • Far PD (distance vision pupillary distance)
   • Near PD (reading vision pupillary distance)
   • Frame dimensions (A, B, DBL)
   • Fitting heights (OC or Seg heights)
   • Vertex distance, pantoscopic tilt, wrap angle
   • Photos (screenshot, far PD photo, near PD photo)
5. Once the measurement is complete, the results are uploaded to the ACEP server

Note: Measurements are stored on the ACEP server for approximately 24 hours before being automatically purged.

Fetching Results into the Sale Order

After the measurement is completed on the iPad:

1. Go back to the patient's Sale Order
2. In the Smart Mirror (ACEP) section, click the Fetch Results button

1. The system will retrieve the measurement data from the ACEP server
2. If successful, you will see a notification confirming the import
3. The following fields will be automatically populated on the sale order:
   • Frame Width (A size)
   • Frame Height (B size)
   • Bridge (DBL)
   • Vertex Distance
   • Pantoscopic Tilt
   • Wrap Angle
   • Distance PD (OD and OS)
   • Fitting Heights (OC Hit or Seg Height depending on lens type)
   • Frame Type
4. The ACEP status will change to "Imported"

Understanding Blue Highlighted Fields

After fetching results, you will notice that certain fields on the sale order are highlighted in blue. This visual indicator helps you identify which fields were automatically updated by the Smart Mirror.

What the blue highlighting means:

• A field with a blue background and border was populated by the ACEP Smart Mirror
• This helps you quickly see which values came from the measurement device vs. manual entry

How the highlighting works:

• When you manually edit a blue-highlighted field, the blue highlighting is automatically removed for that field
• This indicates that the value has been reviewed and/or adjusted by staff
• Fields you haven't touched remain blue until you edit them

Tip: Use the blue highlights as a checklist — review each blue field to confirm the measurement values are correct before processing the order.

Viewing Measurement Details

To view the full measurement record with all captured data:

1. On the Sale Order, in the Smart Mirror (ACEP) section, click the View Measurement button (or the measurement link)

1. This opens the detailed ACEP Measurement record which contains:
2. Customer Info — Name, job number, ACEP customer ID
3. Far PD Tab — All distance vision measurements (PD, heights, insets, frame dimensions, vertex, panto, wrap)
4. Near PD Tab — All reading vision measurements (PD, heights, reading distance, Up-fit)
5. Images Tab — Screenshots and photos captured during measurement
6. Raw Data Tab — Complete JSON response from the ACEP server for reference

Viewing ACEP Images

The Smart Mirror captures photos during the measurement process. These images are stored as attachments on both the measurement record and the sale order.

From the Sale Order:

1. In the Smart Mirror (ACEP) section, scroll down to see the ACEP Images field
2. Click on any image to download or preview it

From the Measurement Record:

1. Open the measurement record (see above)
2. Go to the Images tab
3. All captured photos (screenshot, far PD photo, near PD photo) are displayed here

Troubleshooting

"No new measurement results available"

• The measurement may not be completed on the iPad yet
• Wait for the technician to finish the measurement and try again
• Measurements expire after approximately 24 hours — if too much time has passed, the measurement will need to be retaken

"Wrong PMS Token"

• Go to Settings → Companies → Smart Mirror (ACEP) tab
• Verify your PMS Token matches what was provided by ACEP
• Click Test Connection to verify

"Connection error"

• Check your internet connection
• Verify the ACEP Base URL is correct (https://dataweb.opticvideo.com   )
• Contact your ACEP representative if the service is down

Fields not highlighted in blue

• Ensure you have refreshed the page after fetching results
• Clear your browser cache (Ctrl+Shift+R or Cmd+Shift+R)
• Check the browser console for any JavaScript errors

Images not downloading

• Images have a 24-hour retention on the ACEP server
• If you fetch results the next day, images may no longer be available
• Fetch results as soon as possible after measurements are taken

"PMS is blocked on ACEP Web Service"

• Your PMS access may have been revoked by ACEP
• Contact your ACEP/Optic Video representative to resolve

Field Mapping Reference

The following table shows which ACEP measurement values are mapped to which sale order fields:

Note: Height fields automatically map to either OC Hit (for single vision lenses) or Seg Height (for progressive/bifocal lenses) based on the lens category selected on the order.

For additional support, contact your system administrator or reach out to our support team.