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Optimizing Your Workflow with Optometry Software


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Find out how your workflow can increase practice efficiency by optimizing your workflow with optometry software!

Published in: Healthcare
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Optimizing Your Workflow with Optometry Software

  1. 1. Optimizing Your Workflow with Optometry Software Practice Efficiency
  2. 2. TABLE OF CONTENTS 2 Introduction Improving Your Workflow Front Office Pre Exam Exam Optical Billing Patient Flow Conclusion Workflow Kit 13 17 21 25 29 31 3 5 30 6
  3. 3. INTRODUCTION EHR SOFTWARE AND YOUR PRACTICE’S WORKFLOW Many practices that rely on paper charts fear making the switch to electronic methods because they are simply used to the way their practice works. It’s sort of an “if it ain’t broke, don’t fix it” mentality. However, the reality is that even if these practices have “perfected” a workflow based on the use of paper charts, they are still missing out on major opportunities that only come from using an electronic solution. Paper charting is often just one of many manual processes in place in a practice that doesn’t have a practice management and EHR software. The more manual processes you have, the more cumbersome and disjointed your workflow becomes. For the record, this is also true of practices that use a variety of different electronic tools that don’t talk to each other. 3 The beauty of using a really good software is that it enables you to do more than just chart in an electronic format. The idea is to streamline your practice’s workflow by consolidating a variety of processes into one system – whether those processes are currently totally manual or handled using several different electronic services.
  4. 4. INTRODUCTION The best systems are packed with tools that drive efficiency throughout your practice. For example: instead of having to designate someone’s time to calling patients to remind them about appointments, your software can handle this for you automatically and in a variety of methods like text, email, and phone; and go on to update your system when your patients respond. This is just one example of many that we’ll cover in this eBook. Handoffs from one workflow area to the next are much smoother when done electronically through a practice management and EHR system. There is little to no duplicate data entry, everything is tracked within the system, and as a result, the chance of miscommunicating with patients and staff is greatly reduced. Optimizing a practice’s workflow is no small task. We get that. That’s why we’ve broken this eBook down by these different stages: • Front Office • Pre Exam • Exam • Optical • Billing As we go through each stage, we’ll highlight key functionality and best practices that you can utilize to streamline your workflow and heighten practice efficiency. 4
  5. 5. IMPROVING YOUR WORKFLOW IDEAL STANDARD WORKFLOW This diagram covers the stages of an ideal workflow, along with the common tasks that should be handled at each level. 5 1 2 3 4 5 Front Office Pre Exam Exam Optical Billing • Schedule Appointments & Reminders • Check-in • Check-out • Review Patient Info • Enter Chief Complain • Conduct Pre- test • Perform Eye Exam • Prescribe Medication • Provide Referrals • Fill Prescription • Place Orders • Create Invoices • Submit Claims • Track Claims • Post ERAs
  6. 6. 6 FRONT OFFICE STAFF INVOLVED: RECEPTIONIST OR OFFICE MANAGER Front office staff is usually responsible for greeting patients, scheduling and confirming appointments, verifying patient insurance benefits, and handling patient check-out before they leave. So, they are the first and last impression a patient gets from your practice. If you want them to make the best impression possible, you need them to be engaging instead of multi-tasking. Consider this: a receptionist who only uses the phone to schedule and confirm appointments could be spending as much as 25 to 33% of their time on the phone. You can make the front office experience better for your patients and more efficient for your team by using key features of a practice management system. In this section, we will go through the following front office duties: • Schedule appointments • Set reminders • Check patient eligibility • Gather pre appointment paperwork • Collect co-pay • Schedule recalls 2 3 4 51
  7. 7. Fill out our form and download our eBook Now! Like what you see so far?