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5 Ways to Improve Patient Flow at Your Optometry Practice

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Ensuring a steady and efficient flow of patients is highly important for every optometry practice that wants to sustain itself. When you see more patients in a day, your practice has a better chance of growing at a faster rate. There are various ways in which you can improve patient flow in an optometry practice. But first, it’s essential to know what patient flow really means why it is crucial for eye care practices.

What Is Patient Flow?

Patient flow refers to the ease with which patients can move through a doctor’s office. It is a track of their movement in the place from arrival to departure.

Optimizing patient flow is important because it helps practitioners provide quality care. Smooth and efficient patient flow helps improve patient experience and increase satisfaction. It allows you to drive more revenue by streamlining the process of looking after patients at every touchpoint during their visit.

5 Ways to Improve Patient Flow

1. Improve the Layout of Your Office

The office layout can have a major influence on the flow of patients. When setting up a practice, pay special attention to the design of the place. Consider renovating or remodeling the space if it isn’t very patient-friendly in terms of the physical layout.

In an ideal clinic, the patients do not have to double back. The reception desk is adjacent to the entrance. Then there’s the waiting area and then the examination room. This ensures a smooth flow of patients from the entrance to the exit. Have the facility to allow patients to complete any paperwork near the reception desk, rather than having them move back and forth from the waiting room.

2. Teach Your Staff How to Manage Time

All your staff members should have a deep understanding of time management and be able to implement relevant techniques effectively. This includes the receptionist, assistants, technicians, and any other person under your employment.

In some practices, one team member might have to handle multiple tasks or patients at the same time. Therefore, the entire staff should have sufficient know-how of administrative work, preliminary checks, medical follow-up, and so on. Provide your team with the proper tools they might need to work efficiently in a dynamic environment. They should have no difficulty in handling patient surges during peak hours or holidays.

3. Use Mobile Technology

Introducing electronic media such as tablets can do wonders for improving patient flow. Go digital for most, if not all, of your paperwork. As opposed to traditional physical files, tablets offer a more efficient way of keeping track of the patient’s medical history, treatment plans, and even payments.

In most cases, you will notice that patients are speedier in filling out information on a tablet rather than on paper. If you have the budget, you can even provide your assistants with tablets for faster note-taking.

4. Keep Patients Up to Date

Having patients wait in your office for long periods of time is not good for either party. Not only does it frustrates patients but is also counterproductive for your practice. Smart optometrists keep their receptionists/ assistants up to date about their schedule. If you are running late or if your daily schedule is backed up due to any reason, it’s best to inform patients accordingly.

Tell your receptionist to always keep patients in the loop by dropping them a message or making a voice call.

5. Install an EHR System

Electronic health record (EHR) systems are designed to improve managerial tasks, such as bookkeeping and performing insurance checks. They enable you to tackle them easily in-between patient visits, preventing these mundane tasks from piling up. Implementing technologies like EHR can be quite an investment, but they are likely to bring in significant returns.

Optometrists who follow the right strategies to improve patient flow at their practice are able to increase patient satisfaction, reduce operating costs, and thus, boost revenue. Follow the tips mentioned above to maintain a steady patient flow at your clinic.

CO Analytics: 73% of ODs are involved in the optical.

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One misconception in the industry is that Corporate ODs aren’t involved in the optical. A recent survey illustrates that 73% of ODs are meeting with optical managers to collaborate on company initiatives and their sublease needs.To increase optical sales, the optical manager can collaborate with the Optometrist. Corporate ODs prescribe lenses from the exam chair. Corporate ODs are decision-makers in our industry.  Whether the collaborations are daily or once a month, bridging the gap between the optical and the OD side of the business is vital. Historically, the better the communication between the two the better both businesses operate and generate higher revenue.

When it comes to the OD/optical staff meeting there are several important topics that are discussed. Some topics include exam business, # of exams, # of cancellations, # of walkins and OD coverage. Those topics coordinate with the optical sales. Optical business metrics are discussed and both parties look to partner to accomplish the goals that they have for the month and for the year.

Here are some topics for ODs to discuss with their optical managers about their subleases.

  1. Your Financial Performance: . Discuss revenue, profitability, cash flow, and the volume of managed care in your practice. Analyze previous month to date exam count and financial statements.
  2. Market Analysis: Evaluate the optical’s position in the industry. What is their acquisition cost per patient, growth in new customers, and competition in with 10 mile radius.
  3. Sales and Marketing: Review the effectiveness of sales and marketing strategies. Discuss the performance of various marketing channels, advertising campaigns, and sales efforts. Explore customer acquisition and retention strategies and analyze their impact on the bottom line.
  4. Efficiency: Assess how your sublease and optical can work efficiently to see walkins and increase patient volume during the hours of operation that you have. General rule is each day of coverage you are providing you are supposed to see 10-12 patients a day. Do not add days to the week until you are booked consistently.
  5. Customer Satisfaction: Examine customer satisfaction levels and feedback. Discuss strategies to enhance customer experience in order to increase patient retention. Many opticals have a NPS system.
  6. Outlook and Strategy: Discuss your objectives with the sublease and what you are looking to do in the future. This could be taking on a new sublease, expanding to hiring an associate, adding new equipment etc. . Identify areas for improvement, ask for feedback from optical.

How Optometry is Changing Because of Millennial ODs.

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There is an effect of generation on the optometry industry that is changing expectations from optometry clinics. Millennials and optometry have an important correlation since there are steady changes happening in technology, practice management, work-life balance, patient care already and diversity and inclusion.

Trends in Optometry

Millennial ODs have economic reality and attractive flexibility. Since millennials have high debt, don’t have huge capital possibilities, corporate optometry has become the an attractive option.

Millennials are part of the digital generation, where technology is prioritized for every industry. They also wired to expect high efficiency and productivity. They also use technology to build relationships with patients.

Digital Future of Optometry

Modern offices are turning towards digital space to increase efficiency. This can include looking into software for billing, appointments, and booking – things like cloud access and digital imaging for records and patient data. Optometry offices are being expanded to digital spaces for greater accessibility.

Cloud Adoption

The willingness millennials have to turn towards the cloud is great in the millennial general. Millennials and optometry involve incorporating IT setups, hardware, and software. It can mean more training as well as costs from tech glitches. If an optometry clinic has different office locations, it can mean the use of multiple IT systems, which can lead to expenditure cost.

Millennials are turning the trend to optometry offices towards incorporating the right sort of technology into the right spaces. A model that needs HIPAA compliance and has a fully-managed and secure structure. It also gives room to optometry clinics to be more transparent with their customers. Through seamless integration, there is increased accountability of the optometry clinics too. With more optometry clinics, you can still have the same procedures and implement a similar structure with the help of technology.

Diversity and Inclusive

Young ODs want to feel part of something bigger. They make sure the promotion practices throughout the organization follow are unbiased and equitable. They are looking for a structured internal mobility program to provide equal opportunities. Many corporate opticals like Warby Parker have taken steps to help grow diversity in optometry. Many millennial ODs feel they belong at Warby Parker and have taken subleases and employed positions.

Millennial ODs have changed how the industry performs and works with its patients and workforce. This can be quite a positive change in terms of relationships, efficiency, and ability to expand.

4 Tips for Young ODs

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Since the pandemic hit last year, the world is still trying to adapt to some major changes.

Professionalism is the art of conducting yourself in a manner that lets others know they’re in good hands. It’s a guarantor to the people you’re dealing with that they can trust you and rely on you. An individual who embraces a code of ethics, values time, and stays true to their word is generally considered a thorough professional. The case is no different when it comes to your optometry practice.

The importance of professionalism

According to a survey conducted by The College of Optometrists, it has come to light that the clearest definition of professionalism embraces a number of factors.

Among them, building and maintaining relationships with patients, as well as staying on good terms with colleagues, takes precedence. Furthermore, looking to other professionals for guidance and mentorship, while making valuable contributions through research adds value to the profession as a whole.

Also talked about was the fact that routinely analyzing one’s practice, and suggesting and implementing ways to improve can do wonders for patients.

Here are some ways that are sure to make you stand out:

Look and dress the part

It’s true what they say about first impressions.

While every profession requires individuals to maintain their appearance, you need to be even more mindful of personal hygiene when dealing with patients.

Stick to your personal code of ethics

A solid set of ethics can take you very far. If you’re an honest person outside the workplace, chances are, you bring the same values to the clinic.

On an even more serious level, ethics include compliance with state and federal laws, which are ultimately meant to protect you, your family, and your patients.

Stay calm under pressure

Maintaining your calm when everything is falling apart is what will set you apart as a true professional. Everyone has days that are especially taxing, but it doesn’t help to lash out at colleagues or start whining.

Instead, take a deep breath, temporarily detach yourself from the situation, and try to look at it objectively. The next time a similar situation arises, you’ll know what to do.

Find a mentor

Even if you’re the best in the business, there will be days when you find yourself stumped.

Mentors can be sources of great support in such cases, and can include anyone from past professors to people you’ve met at training workshops.

Now that you’ve got these handy pointers under your belt, you’re ready to take your personal brand of professionalism up a notch or two, especially in these trying times.

Pros and Cons of Corporate Optometry on the Industry

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Corporate optometry has expanded greatly over the years.  It is currently estimated to make up about 30% of the industry and will continue to grow as young optometrists make the decision to go into this sector.  With this expansion come both benefits and costs to the industry, which we will discuss below.

Pros:

1. Employment opportunities for ODs

Corporate optometry creates opportunities and jobs for optometrists looking for employment.  In addition, it is a great option for optometrists who don’t have a lot of experience as business owners and are looking for a turnkey model. ODs don’t have to wait for another OD to retire to become a business owner. Many Corporate ODs have had the ability to have multiple subleases which has been beneficial for those ODs. The ability to open practices in locations where there are not many other optometry practice can help ODs have more opportunities and provide more access to patients seeking other alternatives.

2. Increased pay rate and benefits

Corporate optometry can provide higher starting salaries and pay rates than average along with better benefits for some ODs.  The days and hours an optometrist works likely will affect the rate in which the optometrist is paid; for example, optometrists are sometimes paid higher by corporate opticals on Sundays.  In addition, corporate optometry offers generous bonus structures.

3. Loan repayments

Some corporate opticals will offer loan repayments to young ODs who are burdened by student debt.  This is great incentive for young ODs to start a career in corporate optometry. Most often, corporate opticals will offer loan repayments when trying to recruit ODs to more remote locations where it is difficult to find doctors in order to spark greater interest in new ODs.

4. Innovation and Competition

Corporate optometry has revolutionized the customer and shopping experience in the industry; for example, the one-hour eye glass service has completely changed the customer’s eye care experience.  The innovation of corporate opticals to better cater to their customers leads to competition and helps to keep practices top-notch. New ideas created within corporate optometry therefore bring the industry forward.

5. Global impact

Corporate optometry has allowed the industry to have a greater impact globally.  Many corporate opticals work with charities to use their business for the greater good; for example, Warby Parker’s “buy a pair, give a pair” program is a system in which, for every pair of glasses purchased, a pair is given to someone in need, and many corporate opticals supply underprivileged companies with glasses and eye exams.  In addition, Luxottica provides onesight global clinics to provide eye care for people in underdeveloped countries.

Cons

1. Exclusions from insurance panels

Being with a specific corporate optical can exclude doctors from certain insurance panels; for example, Walmart doctors are unable to take EyeMed.  Because of this, a doctor may have to turn away some patients. In addition, closed panels can funnel patients into a certain corporate optical, which can be a disadvantage for other practices in terms of creating a patient base and providing continuation of care to your patients as their benefits change year to year.

2. Vertical integration

Corporate opticals may have ownership over a variety of stages of production and may sell their own products, frames, lenses, etc., which can result in a reduced price for their customers.  This creates a disadvantage to private practices or other corporate opticals that can’t compete at a severe discount. In addition, the possibility of pushing a company’s own products rather than alternative products might not always have the best outcome for the consumer in the long run.

3. Exam Fees that haven’t changed with Inflation.

Providing affordable care to patients is essential. Many corporate opticals have offered affordable eye care services and products for many patients, yet with inflation and changes in scope of optometry exam fees have remained stagnate. Free eye exams have impacted the industry as well.

4. Consolidation

As more companies merge together, only a few large players in the industry are created, making it difficult for smaller practices to have a voice.  In addition, consolidation of companies limits the customer’s options when it comes to eye care. Consolidation needs to happen though if companies want to compete with online retailers and how customers want low prices with fast service.

5. Movements

Corporate opticals are more easily able to create big movements or waves of change in the industry compared to smaller practices. Global changes can be made. Many corporate opticals operate globally and many times movements that may work in another country might not be best in the USA.  While these movements are created in the corporation’s best interest, they may not necessarily be in the patients’ or the industry’s best interest as a whole. Among these movements have been an increase in managed care plans, telemedicine and an expansion in private equity.

In conclusion, there are both pros and cons of corporate optometry on the industry that should be considered.  Whether working under a corporate optical or not, doctors have the ability to be a voice for other ODs and for their patients to make positive changes in the industry and create a better future. 

How Corporate Optometry allows ODs to focus on Patient Care

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Corporate optometry is a great option for ODs who want to practice optometry but do not want to feel overwhelmed by the business aspects of the job.  It is ideal both for optometrists who do not feel they have enough business experience to start their own practices and for those who simply want to focus more on the patient-centric aspect of their career.  Here are some ways that corporate optometry may allow you as an OD to focus on your patient care first and foremost.

1. Your job is to focus on the patient.

As a corporate optometrist, your main focus is to see patients without the distractions of the optical and managing staff. Focusing on the patient is what we went to school for. We don’t have to worry about competition, we can focus on our patients and use the extra time to stay up to date on the latest clinical trends. Corporate optometry allows you to see different types of patients because the volume is usually greater, thus enhancing your clinical skills seeing a wide variety of patients. his is a great way for you as an optometrist to see a wide variety of conditions such as diabetes, glaucoma, and gain experience recognizing and managing these conditions. 

2. Technology

Corporate optometry will provide you will have easier access to resources and discounts from corporate partners.  You will also be able to purchase technology a lot sooner if you are a sublease or the latest technology will be offered to you as an employee. Many young ODs are learning the latest in the eye care. Why not be able to utilize that knowledge by working in a corporate setting? Many offices have digital refracting lanes, optos, octs. Different corporate opticals have different approaches. Don’t lump all corporate opticals as the same!

Corporate optometry may be right for you if you are not interested in the daily practice management struggles that many ODs face with the optical side of the business and managing staff turnover. Retail optometry will continue to grow over the next 10 years. Find which corporate optical is right for you and your career goals.

Finding the Right Fit in Corporate Optometry.

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Loving your job can make your professional life a whole lot easier. As aspiring optometrists, this should be at the top of your list of priorities.

It may be impossible to secure a job with the perfect paycheck, flexible timings and a work/life balance, but with some research and a can-do attitude, you too can find a job you love.

When you decided to look for a corporate optometry job, you must have realized that there were too many options out there and no way to know which suits you better. The internet can make you more confused with the influx of information on job openings and everyone telling you what to do and what not to do.

The answer lies with you. Be honest about what you need and what you can compromise on. Following are some tips and tricks that can help you land your dream job.

Know Yourself

You may think you want to work at some corporation, but your experience as an employee there could be the opposite. The grass is not always greener on the other side. Taking inspiration from other people’s lives and what works for them will only hold you back.

Self-awareness will take you a long way because knowing your strengths and weaknesses will allow you to make the right decision. If your workplace falls in line with your values, then you may end up having a great time there.

If you’re someone who loves going on vacations, then you should keep an eye out for places that offer great vacation plans. Some corporate opticals offer 4 weeks vacation at sign up.

Learn About the Organization

Before deciding on a place, make sure you know a little bit about the work culture and benefits they offer. Get in touch with alumni who are employed there and get a conversation going.

You can always ask to set up informational interviews to gauge more of an idea about what you’re getting yourself into. Ask on the Facebook group Corporate Optometry.

Stay Open-Minded but Don’t Settle

Keeping your options limited will only lead to misery. Finding a job is not easy. You need to set realistic expectations and take every rejection as a way to learn and improve.

Feeling like a failure after doing badly in one interview will not serve you well. Sometimes what you think you want isn’t necessarily what will make you happy.

Saying yes to the first job you’re offered is not going to help you either, unless it is all that you want. You may be settling for a lot less than you deserve. Depending on the state and the need for ODs many corporate opticals will pay above average salary and sign on bonuses. You can contact Corporate Optometry Consulting to get more info. Their info is corporateoptometry@gmail.com

Now that you know the basics, you can go looking for jobs that are fulfilling for you. Remember that haven’t failed until you stop trying.

Finding your dream job can take months, even years, but you need to realize that sometimes it takes a bad experience to help you find what you are looking for.

Corporate OD Myths: Take 2

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Starting a sublease in corporate optometry may seem like a daunting venture.  Based on what you’ve heard from friends, colleagues, and the internet, you may have heard a variety of conflicting opinions, leading you to doubt whether you are ready to start a career in corporate optometry and whether it is the right fit for you.  Here, we address some corporate optometry myths to eliminate some of the doubts you may have.

1. Patients will not follow you if you leave your current practice.

You may be afraid to leave the company you are currently working for due to fear that you will lose all of the patient relationships you have built.  That being said, the majority of patients are loyal to the doctor, not the brand. Having built a foundation of trust through continued visits and recommendations, you may be surprised how many patients are willing to move with you.

2. ODs rely on optical to keep their own business alive.

Another common myth is the idea that corporate optical supplies ODs with their patients in order to keep the business running.  Now, it may be true at first that corporate will supply some of the initial client-base, but it is the OD who keeps the patients coming.  The quality of care, comfort you provide, and relationships you build with your patients are what truly affect whether they continue to provide you business.   In other words, the doctor makes or breaks the business, and you don’t necessarily need corporate optical to survive.

3. It is too difficult to start your own practice.

While it is certainly a challenge to start your own practice, there are a variety of initiatives you can take and personal skills you can use in order to kickstart your business.  Once again, the possibility of success is truly in your hands. You need to be an entrepreneur in corporate optometry and use your resources to grow. Starting your own practice will not be easy, but it is certainly not impossible, especially with a good work ethic and business mindset.

4. The lowest-priced eye exams and vision plans will bring in more patients.

It may seem that, in order to gain patients, you need offer the lowest-priced eye exams and vision plans amongst your local competitors.  This method, however, is neither the only strategy nor the best strategy to bring in patients. Word of mouth and the power of recommendations from your current patient-base is crucial, and whether you are receiving this praise will depend on the quality of your care.  In addition, the convenience in scheduling, such as being able to make appointments online, will attract new patients searching for an optometrist.

5. Adding more hours and days creates more patients and income.

While you may assume that increasing the amount of hours in the office will, in turn, increase the amount of patients coming in, this is a huge myth.  Working 7 days a week won’t necessarily bring in more patients. Rather, you should consider what an optimal schedule for both you as the optometrist and your patients may be, as well as how many hours you need to be in the office to accommodate your client-base and to profit.  

6. The income potential in corporate optometry is tremendous.

Income potential is corporate optometry is highly variable depending on a variety of factors, each of which you can look into when considering starting a sublease in corporate optometry.  For example, the location in which you will be working highly influences your income potential. In addition, whether you are working with a new vs. established brand will affect the amount of revenue you are able to bring in.  

7. Contracts are absolutely set in stone.

Simply stated, everything is negotiable.  If there is a part of a contract that you are uncomfortable with or that you feel should be changed, express this and work to make a agreement that benefits both sides.  Don’t settle for less than what you believe you deserve!

Agree to Disagree: What to Do When You Don’t Get Along with the Optical Manager

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Do you prepare for work every morning like you’re going into battle? Are you ready to have a disagreement with the optical manager over your KPIs, hours and schedule? Some corporate opticals are more demanding than others and the simplest decisions take forever.

Let’s look at some of the potential causes for this and what you can do to avoid future disagreements and focus on patient care.

1. Take a Step Back

Before you decide to get hot headed and confront the optical manager or take a step back and try to find a reason for this constant disagreement. Take a look around the floor. If your manager only seems to have a problem with you, then maybe the problem is you. Figure out what you’re doing that seems to be ticking them off: maybe you’re not keeping up with the patient flow. You can either have a conversation with the manager to find out what needs to change, or figure it out on your own. If their attitude is the same with everyone, then you need to change your tactics when dealing with them.

2. Different Perspective

As with most things in life, having a positive attitude can solve your problems with your boss as well. Remind yourself why you’re working here in the first place. Whether it’s your dream job or you’re in it for the money or whatever else, your reasons for sticking around are important. This means that to stay, you need to make a smile a part of your daily attire. Taking a different perspective and focusing on the pros instead of the cons can help you change the vibe of the office. Put yourself in the other person’s shoes and understand their struggles and make sure to have an open line of communication to have them understand your issues. Have weekly meetings to discuss your goals as well as their goals. It is important to have the optical staff understand that your experience at the office is vital to the success of the business.

3. Give it Time

With evolving work environments, no one sticks to a single job for a long time. If the manager is difficult to deal with in general, you won’t have to bear the brunt for their behavior. After having a conversation and trying to make changes the next step is to report to your Eye Care Director or regional manager.

However, in the real world, things rarely go as we envision them. Look for other jobs that fit your interests and requirements, and when you’re ready, take the plunge and move on. The work environment should be rewarding and challenging, but there is no need to deal with toxic people.

How to Create a Strategic Business Plan for Your Sublease

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Building a strategy is vital for every business. The focus of a business plan is mainly to create a plan for one upcoming year by investigating the market and establishing financial goals. On the other hand, strategic planning is something entirely different. New business startups especially need a well-thought strategic plan to lead their businesses in the right direction. Same goes if you need to create a business plan for a sublease.

A strategic plan is theoretical and subject to constant changes. Market conditions are never consistent; they keep changing with time. Priorities can shift, customer needs can alter, new technologies can come in the picture, etc. In order for your small business to respond to those changes, it needs a well-planned strategy. That strategy will guide you towards your desired results. Your corporate optical has a strategic plan, understanding what their plan is can help you align your own business plan for you sublease and grow both businesses.

Face tomorrow’s challenges by building a strategic plan today with the following simple steps. It will also help differentiate you from other candidates looking to get the sublease.

Write a Mission Statement

A short summarized statement that describes the reasons for the existence of your organization and its overall objectives and identifies its operational goals is a mission statement. It also consists of the services or products provided by your organization, its main target market, its customers, and the geographical zone of operations. Just freely write one that aligns with your goals and you can edit it later. Add what you feel is vital to help the corporate optical grow and increase your patient base.

Analyze your Strengths, Weaknesses, Opportunities, and Threats (SWOT)

Conduct a SWOT Analysis. As the name suggests, first, consider the strengths and weaknesses of your organization. Think of all the internal resources and attributes that support or work against a successful result. Now look for opportunities. Figure out all the external factors that your organization can use to capitalize on or take advantage of. Lastly, examine factors that could put your organization’s success in jeopardy. Take into account increased competition, managed care plans, online sales, online refractions and telemedicine.

Set Goals

Setting clear and well-defined goals is important to move a business forward. You need to ensure that your goals are realistic and possible to achieve. They can be based on your budget, customer’s needs, or anything else that is relevant to your small business. Set long-term goals as well as short-termed ones. It is not necessary that you stick to them in the future but having goals to start with is important for continued success. In general a new sublease can take 3-5 years to grow and build a patient flowing. If the sublease is established set realistic goals to retain the established patients and seeing growth in revenue from the last OD.

Build a Financial Plan

Now once you’ve set your goals, it’s time to create a financial plan. Evaluate your current and future financial state. Use the information that is currently available to you to speculate future asset values, withdrawal plans, and future income. Unless you are an accountant yourself, don’t perform this task alone. Many times a sublease is a turn key with minimal investment, but in a new sublease the volume can be lower than the norm so be prepared for less income at the beginning.

Decide Your Target Market

Decide your target market. You need to identify your customers and clients. Once you are sure about the people you’ll serve, you’ll do a better job at reaching them with marketing efforts. Now check your competition and analyze your products and services according to their growing or shrinking demand. Understand whether you corporate optical is a high end or value based patient base.

Lastly, come up with a marketing plan that will help you increase your customer base. Think of what sets you apart from the rest and embrace your uniqueness. Complete your strategic plan with a statement about your company’s brilliant future! Once the plan is in place, don’t waste any time before executing it.