Optimizing Your Workflow with
TABLE OF CONTENTS
Improving Your Workflow
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.
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.
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
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.
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.
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Front Office Pre Exam Exam Optical Billing
• Review Patient
• Enter Chief
• Conduct Pre-
• Perform Eye
• Fill Prescription
• Place Orders
• Create Invoices
• Submit Claims
• Track Claims
• Post ERAs
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
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