RayPRO support

How to videos

Navigating the dashboard (desktop)

Adding a hospital (desktop)

Adding a patient (desktop)

Adding a surgery (desktop)

Patient privacy leaflets (PDFs)

RayPRO account creation

RayPRO is available in all countries.


RayPRO is currently available for surgeons and nurses in English. Patient emails and questionnaires are available in English, French, German, Italian, Portuguese and Spanish. Additional languages will be added to RayPRO over time.


Yes, all fields must be completed before a RayPRO surgeon or nurse account can be created.


Lower case letters plus upper case letters or numbers or punctuation.


A nurse account has the same functionality as a surgeon account, except that they do not have access to a dashboard and reports. A nurse can add patients and surgeries on behalf of a surgeon after the surgeon has associated the nurse account with their own (see ‘Associate Nurse’ under Settings). A nurse can see the patient records of associated surgeons; however, they can only see surgery records that they have created themselves.


These are very important terms of use and must both be agreed to before a RayPRO account can be created.

* End-user Privacy notice – this governs how Rayner collects and processes users' data within RayPRO. View at www.rayner.com/raypro/privacy or use the link at the bottom of RayPRO (website version).

* End-user License Agreement (EULA) and Data Sharing Agreement (DSA) – this governs the responsibilities of RayPRO users. It also permits patient data to be shared with RayPRO for the purpose of providing the intended use of the tool (e.g. creating patient profiles, sending emails/questionnaires, generating reports). The user is agreeing to the Data Sharing Agreement on behalf of the clinic/hospital. View at www.rayner.com/raypro/terms or use the link at the bottom of RayPRO (website version).


Yes. An account verification email is sent with a hyperlink to verify that the email address is correct; however, you can access RayPRO without verifying the account. The account verification email also contains helpful information to get started with RayPRO, such as a link to the support webpage www.rayner.com/raypro/support .


Yes, using the ‘Forgot your password?’ link at the bottom of the login screen. Important: You must verify your RayPRO account before being able to reset your password from the login screen.


Dashboard and reports

When you first log into RayPRO (website version) you will see onboarding messages at the bottom of the screen. The onboarding messages contain four steps to getting started with RayPRO – adding hospitals, adding patients, adding surgeries and accessing the dashboard. You can reactivate the onboarding messages by clicking the ellipsis icon (three small vertical dots) in the top left corner of the screen.


Because there is no patient data, your dashboard reports will display ‘N/A’ or ‘0’. With the exception of the IOL Usage and Registered Patients reports, all reports are inactive until a minimum of 10 patients have responded to the related questionnaire; this is to support patient anonymity.


You can view reports and metrics by IOL Model, Hospital and/or Time Period. Report filters allow you to identify trends between different hospitals and IOLs over time. You will soon be able to filter by multiple options (for example, RayOne Aspheric AND RayOne Hydrophobic).


One week post-op, patients rate their satisfaction with the surgeon who performed their eye surgery from 0-10. Your percentage score is the total of all scores, divided by the number of responses.

Note: This RayPRO report is not activated until there is a minimum of 10 responses.


One week post-op, patients rate their satisfaction with the hospital where they had their eye surgery from 0-10. Your percentage score is the total of all scores, divided by the number of responses.

Note: This RayPRO report is not activated until there is a minimum of 10 responses.


Three months post-op and one year post-op, patients rate their overall satisfaction with the outcome of their eye surgery from 0-10. Your percentage score is the total of all scores at three months and one year, divided by the number of responses.

Note: This RayPRO report is not activated until there is a minimum of 10 responses.


Three months post-op, patients say how often they wear glasses from 0 (Always) to 10 (Never) for activities at different distances, plus medical conditions. Your overall percentage score is the total of all scores for all categories, divided by the number of responses.

Note: This RayPRO report is not activated until there is a minimum of 10 responses.


Three months post-op, patients are asked if they have the visual outcomes that they discussed and agreed with their surgeon. Patients can choose between ‘Yes’, ‘No’ and ‘Not sure’. Your score represents the percentage of patients who answered ‘Yes’.

Note: This RayPRO report is not activated until there is a minimum of 10 responses.


One year post-op, patients are asked if they experience any visual disturbances during the day and in the evening/night-time. Patients rate from 0 (Frequent and bothersome) to 10 (Never). Your score represents the percentage of patients who scored 0-2, signalling that they experience frequent and bothersome visual disturbances. With this RayPRO report, you are aiming for a low percentage score.

Note: This RayPRO report is not activated until there is a minimum of 10 responses.


One year, two years and three years post-op, patients are asked if they have had any additional eye procedures – laser treatment on their cornea (e.g. LASIK, PRK), laser treatment inside their eye (e.g. Nd:YAG, capsulotomy), or supplementary IOL implantation. Your score for each subcategory represents the percentage of patients that have had the procedure within three years of their original surgery.

Note: This RayPRO report is not activated until there is a minimum of 10 responses.


This report provides a breakdown of how many IOLs have been implanted in a specified time period.


This report provides a cumulative view of how many patients have been registered on RayPRO. If patients do not respond to the 1-week questionnaire then your Active Patients score will reduce.


This icon downloads the data from the report into a Microsoft Excel CSV file.


There must be data from a minimum of 10 patients before each report is activated (excluding ‘IOL Usage’ and ‘Registered Patients’), this reduces the chance of patient identification.


Giving anonymous feedback encourages patient honesty when answering the questionnaires. RayPRO is designed to effortlessly generate insights based on a large quantity of patients and surgeries.


RayPRO Score

The RayPRO Score is designed to give surgeons an individual score based on multiple metrics. Using a dynamic algorithm, the RayPRO Score calculates a personal percentage score and then ranks surgeons against that score. You cannot see other users’ RayPRO Score and ranking, and Rayner cannot see any surgeon rankings.

There is a global RayPRO Score ranking. Country and continent RayPRO Score rankings are also planned.


The score given by the patient from 0-10 for their satisfaction with the surgeon (1 week questionnaire) as well as their satisfaction with the outcome of their surgery (3 month questionnaire) are added together, along with a score for the achievement of target vision (3 month questionnaire) – with this question, 10 points are awarded for ‘Yes’, 2 points are awarded for ‘Not sure’ and 0 points are awarded for ‘No’. A maximum of 30 points can be awarded per patient, the total points are then converted to a percentage. Your RayPRO Score is the average of all patient percentages, to two decimal points.


Nurse accounts

A nurse account has the same functionality as a surgeon account, except that they do not have access to a dashboard and reports. A nurse can add patients and surgeries on behalf of a surgeon after the surgeon has associated the nurse account with their own (see ‘Associate Nurse’ under Settings). A nurse can see the patient records of associated surgeons; however, they can only see surgery records that they have created themselves.


On the Register An Account page (www.raypro.rayner.com/registration ), select ‘nurse’ from the ‘Select A Role’ dropdown list.


The account association must be instigated by the surgeon; a nurse cannot associate themselves with a surgeon.

Under Settings, click ‘Associate Nurse’ in the left menu. In the search bar, type the email address that was used to create the nurse account. Click ‘Add nurse’ if the nurse account details are correct.


Hospitals

Click the Hospital pindrop icon in the menu bar to access the All Hospitals page. If your hospital or clinic does not already exist on RayPRO then click ‘Add Hospital’ to create a new RayPRO hospital profile. All fields are mandatory and ensure ‘Associate myself with this hospital’ is ticked at the bottom.


Yes, on the Settings page click ‘Associate Hospital’ from the left menu. Select the hospital to want to associate yourself with from the dropdown list and then click ‘Pick Hospital’, followed by ‘Add Hospital’ at the bottom of the hospital details page.


On the Settings page click ‘Associate Hospital’ from the left menu which displays a list of hospitals linked to your RayPRO account. You can disassociate yourself from a hospital by clicking the red trashcan icon (you will be asked to confirm the disassociation).


Adding a new patient

Only the patient’s email address and spoken language are mandatory fields; RayPRO needs to know where to email the post-op questionnaires and in which language. However, the more information that is put into RayPRO, the more useful it is as a tool.


Yes, under GDPR and HIPAA (EU and US data privacy legislation) all patients MUST provide positive opt-in consent BEFORE they can be registered on RayPRO. Consent must be obtained because RayPRO sends electronic communications to patients, as well as collects/processes low-level personal health data.

It is the responsibility of the surgeon or nurse to obtain consent as per the RayPRO terms of use – this is confirmed by completing the mandatory tickbox at the bottom of the Add Patient form.

Patient consent for RayPRO can be obtained by one of the following methods:
1. Surgery paperwork that either covers data processing by third-party systems, or RayPRO specifically.
2. The patient gives verbal consent to the surgeon or nurse.

The RayPRO patient privacy leaflet is available to support with the obtainment of patient consent. PDF copies are available to download from www.rayner.com/raypro/support and printed copies are available on request from Rayner.


Adding a surgery

Cataract surgeries can be added by one of the following methods - clicking:
1. ‘Add Surgery’ button from the main RayPRO dashboard.
2. ‘Add Surgery’ button from the left-hand menu on the All Patients page.
3. ‘ADD SURGERY’ next to the patient’s name on the All Patients page.


If the patient has already been registered on RayPRO then typing in their email address or Patient ID will automatically populate the next page with the patient’s details.


Selecting the hospital where the patient had their cataract surgery enables you to compare metrics for different hospitals or clinics. ‘Hospital’ is a mandatory field.


It is the Surgery Date that schedules the five RayPRO patient questionnaires over three years – after one week, three months, one year, two years and three years.


No, RayPRO is designed to only be used with the Rayner IOLs listed in the ‘IOL Model’ dropdown list. Rayner’s Sulcoflex supplementary IOLs will be added to RayPRO shortly. ‘IOL Model’ and ‘IOL Power’ are mandatory fields.


Yes. If the patient had surgeries on different days, add them as separate surgeries with a different Surgery Date. If the patient had bilateral surgery then tick both the ‘Left Eye’ and ‘Right Eye’ boxes, adding ‘IOL Model’ and ‘IOL Power’ details as appropriate (note: for bilateral surgery, the RayPRO questionnaires are asking about both eyes).


Patient emails and questionnaires

The patient emails and questionnaires are currently available in English, French, German, Italian, Portuguese and Spanish. Additional languages will be added to RayPRO over time.

The patient’s spoken language is selected when the patient is registered on RayPRO. The preferred language can be changed within patient’s profile.


* Please rate your satisfaction with the surgeon who performed your eye surgery?

* Please rate your satisfaction with the hospital where you had your eye surgery?


* Please rate your satisfaction with the outcome of your eye surgery?

* How often do you wear glasses?
- For distance activities (e.g. driving, watching TV)
- For mid-distance activities (e.g. using a computer, cooking)
- For near-distance activities (e.g. reading, using a mobile phone)
- For medical reasons (e.g. astigmatism)

*Do you now have the visual outcomes that you discussed and agreed with your surgeon?


* Please rate your satisfaction with the outcome of your eye surgery?

* Do you experience any disturbances with your vision?
- During the day
- In the evening/night-time

* In the last 12 months, have you had any additional eye procedures?
- Laser treatment on your cornea (e.g. LASIK, PRK)
- Laser treatment inside your eye (e.g. Nd:YAG, capsulotomy)
- Supplementary intraocular lens (IOL) inside your eye


* In the last 12 months, have you had any additional eye procedures?
- Laser treatment on your cornea (e.g. LASIK, PRK)
- Laser treatment inside your eye (e.g. Nd:YAG, capsulotomy)
- Supplementary intraocular lens (IOL) inside your eye


* In the last 12 months, have you had any additional eye procedures?
- Laser treatment on your cornea (e.g. LASIK, PRK)
- Laser treatment inside your eye (e.g. Nd:YAG, capsulotomy)
- Supplementary intraocular lens (IOL) inside your eye


Rayner tested the RayPRO patient privacy leaflet, emails and questionnaires with the target demographic during the development of RayPRO. Testing concluded that patients understand what is being asked of them and they would answer the questionnaires.

If patients are made aware of RayPRO at the point of surgery and the purpose of answering the questionnaires is explained to them (to improve healthcare products and services) then they are generally motivated to answer the questionnaires. Patients should be reminded that their feedback is anonymous and aggregated. Providing patients with the RayPRO patient privacy leaflet is also encouraged as it helps to explain what RayPRO is and the questions that will be asked. Showing patients your RayPRO surgeon dashboard can also be beneficial.


Yes, the RayPRO questionnaires can currently only be answered by clicking the unique hyperlink within the emails sent to them at predefined intervals. Email address is a mandatory field when registering a patient on RayPRO.


Every hour RayPRO reviews all Surgery Dates; if the Surgery Date meets the one week (7 days), three months, one year, two year or three year schedule criteria then the appropriate email is sent. Emails are not sent before midday.


Patients receive reminder emails after 7 days and 14 days. If patients do not respond to the 14-day reminder email then they are not sent any further RayPRO emails.


No, the questionnaires are fixed and identical for all patients and IOL models. The RayPRO questionnaires were developed in conjunction with leading ophthalmologists. Additional questions may be added in the future, please send suggestions for consideration to raypro@rayner.com.


RayPRO separates satisfaction for the surgeon, hospital and outcomes. This is because the patient could have had a very good experience with the surgeon but not the clinic (e.g. parking, accessibility), for example.


All data within RayPRO is anonymous and aggregated, and free text comments might identify patients if they enter names or mention unique aspects of their surgical experience. Surgeons cannot see individual patient responses and it is important that patients know that RayPRO is not a replacement for contacting their medical team directly if they have a problem with their vision.


RayPRO is designed to generate interesting insights from large volumes of subjective patient feedback, focused on real-world outcomes after cataract surgery. RayPRO collects long term feedback from patients with minimal effort from the comfort of their home.


Patient list and profiles

Yes, on the patient’s profile use the edit (pencil icon) or delete (trashcan icon) functions to make changes or delete the patient from RayPRO.


No, all questionnaire responses are anonymous and so it is not necessary to delete them.


Yes, click the download icon on the All Patients page to download all patient records into a Microsoft Excel CSV file.


Messages

No, RayPRO users can only receive messages from RayPRO Admins. To contact the RayPRO Admin team, please email raypro@rayner.com.


Users must currently log into RayPRO to see if they have received any new messages from RayPRO Admins.


Data processing and privacy

* Rayner cannot see any patient identifiable data.
* Rayner cannot see metrics for an individual surgeon.
* Rayner cannot see RayPRO Scores or rankings.
* Rayner can see aggregated metrics at a global, continent, country and hospital level.
* Rayner can see surgeon and nurse account information so that Rayner can provide RayPRO user management.


Rayner has a 'privacy by design and by default' approach with RayPRO. Safeguard measures include not collecting data unnecessarily; email addresses and account information is encrypted; all RayPRO data is held securely by an ISO/IEC 27001:2013, 27017:2015 and 27018:2014 certified data partner; RayPRO has been subject to penetration testing; password requirements follow best practice principles; users are automatically logged out of RayPRO after one hour of inactivity; the system has been reviewed by external information governance and data privacy specialists, and is subject to regular internal reviews/assessment by subject matter experts.


RayPRO has been reviewed by an external information governance and data privacy specialist who concluded that RayPRO is compliant with GDPR.


RayPRO has been reviewed by an external information governance and data privacy specialist who concluded that RayPRO is compliant with HIPAA.


Support

www.rayner.com/raypro/support

A link to the support webpage is available at the bottom of RayPRO (desktop version). Additional support resources will be added to this webpage over time. If you need further support, please email raypro@rayner.com (please allow up to a couple of days for a response).


Hardware / technical requirements

The RayPRO website gives surgeons the ability to download data in CSV format for use in Microsoft Excel.


RayPRO is compatible with all major internet browsers.


Apple iPhones running iOS 9.0 or later. There is not a dedicated iPad version of RayPRO; for tablet use, visit raypro.rayner.com using a web browser.

The iPhone app can be downloaded from https://itunes.apple.com/us/app/raypro/id1445446556?ls=1&mt=8


Smartphones running Android 4.4 and up. For tablet use, visit raypro.rayner.com using a web browser.

The Android app can be downloaded from https://play.google.com/store/apps/details?id=com.raypro.rayner


No, RayPRO requires a data connection via mobile network or Wi-Fi.


Other

No, RayPRO is not classified as a medical device.