Articles

How CASL Affects your Clinic

Does your clinic send electronic communications, such as emails and text messages, to patients? As of July 1, 2017, Canada's Anti-Spamming Law (CASL) will be in full effect and there are two key points to be aware of with regards to your practice:

  • Implied Consent - Unless you have "Deliberate Consent", you are only eligible to contact a patient electronically if they have done business with you in the previous 24 months.
  • Private Right of Action - An individual will have the right to take legal action against an organization or its employees for a violation of CASL.

For more information on what CASL fully entails, you can visit Canada's Anti-Spam Legislation website.

Visual-Eyes and Visual Connect are fully CASL compliant. It is considered best practice to obtain "Deliberate Consent" from your patients using the Visual-Eyes consent module.

The Computer Life Cycle

Proactively replacing your computers is key to keeping your office running at its most efficient.

Generally speaking, most IT professionals agree that a computer should be replaced every three to five years. Though it is possible that your computer may last past this age, the likelihood of experiencing issues or complete failures increases, which can cost you more in the long run.

Our Hardware Requirements Guide will provide you with recommendations and minimum requirements for devices running Visual-Eyes. We are always happy to review any quote you may receive when purchasing new equipment to make sure it does not fall below our requirements.

When it does come time to replace or upgrade a computer, scheduling a booked call with one of our Technical Support Agents (403-314-1322 ext 1 or support@visual-eyes.ca) will ensure the transition goes as smoothly as possible.

Exam Recovery

Visual-Eyes gives you the ability to recover exams that you may not have had the chance to save or if the exam was started on the wrong patient.

Our exam recovery tool is a great feature for anyone that happens to experience a power outage, intermittent network issues, or inadvertent data entry errors.

For details on how to use this function, please click HERE.

Please let us know if you need any help using this tool or have any further questions!

Using Job Order Packages

Do you run periodic promotions at your clinic or have special pricing situations? There are many different discounts that can be applied to glasses or contact lens orders within Visual-Eyes.

An easy way to track discounts and make sure that they are implemented consistently is to use customizable pre-defined Rx or CL packages. Pre-defined discounts can be set by percentage rate or dollar value. They can also be used to discount all or part of an order, for example a frame but not its lenses.

There are many advantages to using order packages. They are easy to apply which creates more consistency in their use and accuracy in their values. They can also be tracked using the Package Usage reports from both the Rx and CL reports section. These reports will not only show the total number of times each discount is used, but the total discount amount given within a certain time period.

To see how these packages can be customized, used and reported on, please view our webinar on order packages HERE.

Does your clinic have an Inventory Scanner?

With our preferred scanner, a full inventory count can be completed in a fraction of the time it takes using traditional pen and paper methods. Visual-Eyes is able to compare the list of frames you have scanned from the board to what is listed as in stock within Visual-Eyes. This saves your team time during the physical inventory process and afterwards during routine procedures by ensuring that your team is using an accurate inventory list in Visual-Eyes.

To chat with us to see if an inventory scanner is right for you and your clinic please contact the Visual-Eyes Training and Sales Department at 403-314-1322 ext 3 or sales@visual-eyes.ca .

For information about how to setup and use your inventory scanner click HERE. If you would prefer that we set up the scanner for you, do not hesitate to contact our Technical Support department at 403-314-1322 ext 1 or support@visual-eyes.ca.

New Year, Fresh Start

Do you have a New Year's Resolution for your clinic in 2017? Are you looking to grow your patient base, reduce your A/R, or improve your recall management? Now may be the perfect time for you to schedule a Visual-Eyes refresher training session!

Our Visual-Eyes Practice Consultants can help:

  • Rejuvenate the current talent you have in the clinic.
  • Ensure that new staff are using Visual-Eyes to its fullest capacity.
  • Review and modify current clinic processes to ensure you are operating as efficiently as possible.
  • Keep you and your staff up to date on the latest and greatest features available within Visual-Eyes.

For more information or to book a refresher training session, please contact our sales department at 403-314-1322 ext 3 or sales@visual-eyes.ca.

Purchasing Pre-Test Equipment?

Thinking of buying pre-test equipment but not sure which brand to go with? Or have you already decided on one model in particular? It is beneficial to check with us before making your big purchase.
 
Most clinics already have pre-test equipment linking to and transferring data into Visual-Eyes. This saves your clinic time; helps you become more efficient; reduce errors; and saves double entry.
 
Are you considering a new piece of equipment? You can check our website for a list of current models we link with, or contact our support team.  Currently, we directly integrate with over 70 models of equipment, ranging from Lensmeters, Tonometers, Keratometers, Autorefractors, and Auto Phoropters.  Click here to view the current list of the pre-test equipment models that we interface with.
 
If we do not presently support your model, let us know so that we can start working on the integration before you make your purchase. This will then allow us to get your machine operating to its highest potential. Otherwise, if you are purchasing a machine we already support, please contact our support team to book a scheduled appointment to interface your new equipment.

Preparing for Visual Connect

Our first group of clients are actively sending out reminders to patients through e-mail and SMS. In our soft rollout we plan to have 20 locations live by the end of this month.  
 
To prepare for implementation of our "set it and forget it" patient reminder system, we recommend that you sign up for our webinar on December 6th at 2:30PM MST.  Shelley and Kayla will go through the new module and answer any questions or concerns you may have.
 
Key things that you can do today to be ready for implementation include:
  • Contact our sales team to ensure your installation spot is reserved
  • Continue collecting e-mail and mobile numbers for all of your patients as they are booking appointments
  • Ensure consent (@contact) is properly filled in on all of your patients during your check in process
  • Make sure your entire team's properly updating all statuses throughout Visual-Eyes
  • Start planning your patient scripts
Visual Connect will be ready for our second wave of installations starting early January 2017.  For pricing, information, or to schedule your installation, please contact sales@visual-eyes.ca.  For more details view our Preparing for Visual Connect Tip Sheet.

What is RECALC and Why is it important?

Do you regularly run a RECALC on your database?

Running a RECALC is similar to refreshing an Internet page, it ensures all of your calculated fields in Visual-Eyes are up to date.

Abnormal circumstances, such as a network disconnect or a miscommunication between workstations, can cause inaccuracies within some of the calculated fields in your data. A RECALC simply ensures that all summary values are accurate. This will save you time during month end invoice and billing checks.

Please refer to our easy How to Guide for more details.

Importance of the Consent Module

The Consent module, found in the Visual-Eyes base module, is designed to help your clinic operate within Canada's Anti-Spam Legislation.

Visual Connect, (currently in beta testing) allows you to send appointment confirmations, recalls, order updates and more to your patients through e-mails and text messages. It works directly with the Consent module, which is used to track how your patient prefers to be contacted, as well as the type of consent that was given. Utilizing the Consent module properly ensures you are communicating with your patients the way they want and in accordance with applicable regulations.

The sooner you start using the Consent module, the better prepared you will be to communicate with your patients.

Please join us on September 8th for a detailed review of how to setup and use the Consent Module. You can also refer to our reference guide on Documenting Patient Contact Consent.