Stressed Out Front Office? Optometry Office Software Can Help

Your front office staff are the first people to interact with patients when they walk into your office. They are the ones that patients get their first impressions of when they come in for an appointment. That first impression is so important for a successful patient experience. That's why you want your front office to have all the tools they need to keep their job stress free. Because if they are stressed out with the work they are doing, it could start to rub off on their interactions with your patients.

Let's take a look at some of the annoying things that your front office staff might be dealing with, and how you can give them what they need to get the job done faster.

3 Ways Your Tech Can Use EHR Software to Make Your OD's Life Easier

In order for your workflow to be a good one, your optical tech and OD need to work seamlessly together, along with your EHR software, to provide great patient care throughout the exam. How your tech does their job and records patient information is going to affect the workflow for the OD.

But maybe you're not taking full advantage of all the ways that your tech can help make your ODs life easier. Depending on the technology and processes used in your practice there might be a couple of things that your tech could be doing differently that could save your workflow time and increase the amount of patients you see each day. Let's look at three ways that we think you might be able to use your EHR software to better utilize your tech.

3 Warning Signs Your Optometry Software is in Need of a Change

Almost no workflow is perfect. Whether it's obvious to you or not there is most likely something you could be doing differently in your practice to make your workflow more efficient. And if you're the OD in the practice it's likely that you might be missing workflow inefficiencies in the areas where your team is handling most of the tasks. If your staff doesn't speak up there is no way for you to know what might need to change.

We've got a few warning signs that might be popping up in your practice on an above average rate that could mean you seriously need to think about a change in your workflow. It could mean switching up your processes or the technology you use to perform that specific task. Let's take a look.

3 Optometry Software Problems that Could Hurt Your Workflow and Cost You Money

1. You have an annoying number of no shows. undefined

Every practice suffers from no-show patients every now and again, and it's a drain on your practice's time and resources. But, there are solutions for decreasing the amount of no-shows that your practice sees. If your patients are scheduling appointments out months ahead of time it's easy for them to be forgotten. A software solution that offers automated patient recall and reminders can be used to send out patient communications through different methods like text and email in order to get appointment confirmation from patients. What makes it even better is that an automated system allows your front desk staff to skip the daily job of calling patients for confirming their next day appointments.

2. Your unpaid claims are piling up.

Getting reimbursed for your claims is how your practice makes money, so this is definitely something you need to stay on top of. You shouldn't have to deal with writing off unpaid bills or giving up on denied claims. If you're filing claims manually it's likely taking your biller more time and causing more errors than if they were using a practice management system or clearinghouse to submit claims electronically.

A claims management system will eliminate errors with automatic error checking features, and allow you to stay on top of claims easily with online tracking and reporting. Your biller will be able to correct claims faster and get your practice the money it deserves.

How to Keep Customers Happy Through Every Step of Your EHR Workflow

Your EHR workflow affects all areas of your practice, especially when it comes to offering the best customer service possible for your patients. Strong customer service is important for not only retaining your current patients, but also in generating new ones. While it is easy to think of obvious places customer service is important (example: your front desk), it is important during every step of your workflow during a patient's visit. Today, we want to walk you through every area in the customer service cycle, and what you can do to make sure you are succeeding in excellent patient care.

Exploring the Customer Service Cycle and Your EHR Workflow

undefinedIt All Begins Online

Your patients begin forming opinions of your practice before ever stepping foot into your office. Consumers turn to online research to discover the healthcare options available to them, making your practice website the first point of interaction. If your practice website could use an update, don't waste time, make changes now. Try to view your website through the eyes of a patient to discover which areas need improvement.

Welcoming the Patient

The number one priority of your front desk staff should be to make sure that a patient feels welcomed when they enter your practice. Patients have a choice when it comes to which eyecare practice they visit. They picked you, and it should be your goal to help reinforce that choice they made by being as friendly as possible at the front desk.

4 Ways Your Optometry EHR is at Risk if You Don't Perform a Risk Analysis

Meaningful Use requires that you perform a security risk analysis of your optometry EHR software in your practice in both Stage 1 and Stage 2, but that isn’t the only reason it is important to pay attention to risk management. It is critical for every practice to take the time to look at the way their practice operates and what is being done to protect patient information in order to keep the practice running efficiently. That is why we want to share with you some reasons it is important to perform risk analysis in your practice. It is also a great idea to check out the CMS website for more resources on anything HIPAA or Meaningful Use related.

undefined4 Security Risks You Run if You Don't Perform a Risk Analysis

1. You might miss a simple physical security measure.

Taking a look at the physical aspects of your practice can help ensure that your patients' information is being protected. We suggest paying attention to your building alarm system, office locks, privacy screens, computer equipment, and portable devices that have access to you EHR system. 

2. Your technical safety could fall through.

Your software vendors likely have data encryption and back-ups taken care of, but going a step further to secure your technology is necessary. Take a look at your passwords (and your staff's passwords), and consider changing them quarterly. It is also a good idea to keep logs so you can keep up with users and EHR activities.

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