5 Ways Your Front Office is Wasting Time and Hurting Office Workflow

Posted by Megan Ludzenski on Mar 28, 2015 10:00:00 AM

Your front office serves as both the first and last impression that your patients see, so it is important that they are as efficient as possible in providing a great experience for your customers. On top of keeping your customers happy, you want your staff to be as productive with their time as they can be so that they have a positive attitude performing their daily tasks. And if your staff have been stuck in the same routine for a while, it might be hard to realize where the workflow could be improved. So we've compiled a list of 5 ways your front office could be wasting time, and how your practice management system can help fix that to create a better workflow.

5 Ways Your Front Office Workflow Might be Suffering 

front office workflow1. You're still using spreadsheets or appointment books to schedule appointments.

Outdated solutions, like spreadsheets and appointment books, take up more time and allow more room for mistakes in your practice. Practice management software helps you not only schedule patients, but it also allows for the opportunity to reserve the necessary resources that will be needed for each appointment, such as doctor, staff, or room. Plus, scheduling with software provides the opportunity to use a web scheduler to connect with your calendar online, so that patients can see which appointment times are available before requesting a visit. 

2. Your staff calls patients to remind them of appointments.

Taking time to call each individual patient can take up tons of time, leaving your front desk staff unable to interact with the customers that are actually present in your practice. Practice software allows you to set up automated reminders to send to your patients, equipped with confirmation features, so you know ahead of time whether a patient is going to show up. This also allows for the customization of text or email reminders, so patients can choose which method they prefer. 

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Topics: Tips for ECPs, Practice Management, Training

Getting Your Staff On Board with ICD-10 and Optical Software

Posted by Janelle Pauli on Mar 25, 2015 10:30:00 AM

We understand that not everyone is a fan of change, especially in the workplace. And the switch to ICD-10 later this year is going to affect a lot of healthcare providers and will require some learning, and a little patience, from your staff. An important step for managing change in any workplace is getting your staff's buy in that the changes are necessary and are an important part in improving their job and their ability to provide the best possible patient care.

How ICD-10 and Optical Software will Help Improve Patient Care

Healthcare is progressing every day with new procedures and technologies, and part of this progression includes the implementation of ICD-10 codes to replace the current ICD-9 system. ICD-10 is going to allow healthcare providers to capture more information that will lead to a better understanding and greater details of each patient's health. And overall, healthcare providers will be able to better track diseases and health outcomes nationwide.

Let's look at a quick example of how ICD-10 provides greater detail:

  • ICD-9 would show that a patient has broken an arm
  • ICD-10 will be able to show which arm is broken

Other details that can be captured with the new code set includes related medical conditions, causes of medical conditions, and specific location on the body which will allow doctors to provide better documented visits.

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Topics: ICD-10, Change Management

Improve Practice Management Using What You Learned at Vision Expo East

Posted by Megan Ludzenski on Mar 23, 2015 10:00:00 AM

Another year of Vision Expo East has come and passed. If you attended the
tradeshow this year, we know practice management resourcesyou most likely gained a ton of information on all types of industry products, and maybe even made some big purchases, like new EHR software. You’re back in your practice now and maybe feeling overwhelmed with the information and new products you might have gained, wondering how you are going to implement eveything into your practice. That's why we'd like to share with you 4 eBooks that can help you use all of your new products and knowledge successfully to improve your overall practice efficiency, and get the most out of your money!

4 eBooks to Help You Make the Most of Your New Practice Management Knowledge

1. If you're faced with several software options, and need help deciding which one to choose:

Selecting a Practice Management & EHR Solution (The Ultimate Guide for Optometry)

You probably got a lot of information about the different practice management and EHR technology that is available to you, and might be wondering how you’ll ever choose just one solution. Our buying guide walks you through each step involved in selecting new software for your practice. You’ll start by assessing your practice’s unique needs, then learn about the different types of technology available, and finally evaluate your options. This eBook includes templates for you to fill out along the way to help you discover the best fit for you.

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Topics: Tips for ECPs, Optometry eBooks

"Would You Rather" EHR Software Edition

Posted by Sharon Chin on Mar 21, 2015 11:00:00 AM

How many times have you played the game, “Would You Rather?” when you were a kid? Actually, who am I kidding? As an avid Buzzfeed reader (and an adult) I play every single edition of “Would You Rather” they post. This one’s my favorite if you guys are up for it!

Since these are so much fun, we made an edition just for EHR software! Just a heads up, my version doesn’t necessarily have questions that put you in a tight dilemma like how this game usually goes, but it will help get you thinking! And your answers will also help determine some important decisions when shopping for a system. Have fun!

Decide your EHR Software with a Game of "Would You Rather"



If you picked:

A: You’re an IT expert and a client-server software is for you!

You like full ownership of your software and you seek comfort in knowing that your software is on premise so you can easily access it.

But did you know that it is still vulnerable to security hacks especially if you failed to meet HIPAA security standards? And you aren’t ensuring high physical security by simply keeping the server room locked.

You should also be aware of your total cost of ownership. On top of paying for the hardware, you have to ensure that you have the infrastructure in place to run it. This could mean added IT expense when you are required to purchase servers and equipment that has to be compatible with your software.

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Topics: EHR Software, Cloud Computing

2 Simple Ways to Boost Efficiency in Your Pre-Exam Office Workflow

Posted by Janelle Pauli on Mar 18, 2015 10:00:00 AM

Creating an efficient office workflow in an eyecare practice is easier said than done. With so many hand offs between different members of your team there is almost always some area where your workflow can be improved.

As an OD, your time in the practice is valuable. So maybe it's time to hand over more responsibilities to your technician to help free up some of your time and eliminate bottlenecks in the workflow. Technicians can help take non-exam work off your plate, and it's likely that these shared responsibilities will help create a stronger work relationship between you and your staff.

2 Ways to Adjust Your Pre-Exam Office Workflow

pre-exam office workflowReview Patient Info Before the Exam

By now you probably know the benefits that a patient portal can have on your front office, but it can also help with some tasks in your pre-exam lane too! Patients are able to submit information including medical history, medication history, and allergies, and if your patient portal is integrated with your practice management solution your tech will be able to review and import patient information into the EHR before the exam. This will help save you time, allowing you to get straight into the exam without having to review redundant information with the patient.

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Topics: Practice Management for Optometrists, Change Management

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