This is a sponsored post by RevolutionEHR, a supporter of NewGradOptometry & new graduate optometrists! 😎
There are countless practice modalities in optometry.
No matter the modality, patient record keeping is mandatory. In modern medicine, that typically means utilizing an electronic health record (EHR).
It can be difficult choosing an EHR that might work best for the modality in which you are practicing. Fortunately, as technology has improved, so has the eyecare software powering our practices and helping us manage our patients, staff, and practices.
As you find yourself at different stages in your career, you might at some point ponder practice ownership, be it a single location practice, a group practice, or a corporate sublease.
All three environments have similarities and differences. It will be important to choose eyecare software that can serve as an EHR, but also a practice management and patient management solution.
Three ODs, working in three different modalities, share how they’ve successfully utilized RevolutionEHR in their unique practice environments.
Modality: Cold Start Single Location Practice
Courtney Dryer, O.D.
Dr. Courtney Dryer is a 2011 graduate of SCO. She opened 4 Eyes Optometry in her hometown of Charlotte, NC in February of 2013. In addition to consulting with new graduate optometrists on start-up practices, she contributes regularly to NewGradOptometry and has guest blogged for Invision Magazine. The unique design of her boutique practice was featured in Women in Optometry. In 2015, Vision Monday named her a Rising Star, and one of the most influential women in optical.
Describe your experience with RevolutionEHR.
As a cold start up almost 5 years ago, choosing RevolutionEHR was one of the best decisions I made. I was confident that a system headed by an OD (Scott Jens) would be the most efficient for an optometry practice. They are extremely helpful in providing customer support, and are always evolving. This is extremely important in today’s healthcare environment. When I looked at the eyecare software market, I knew I needed a system that would grow with my practice, change with the healthcare environment, and I would be confident with going into the future. New updates, advancements, and improvements to the system are the norm with RevolutionEHR. In addition, there are many marketplace additions available to streamline your office’s administrative process. For example, RevAssure gives an optometrist the opportunity to ask for help regarding billing & coding questions.
Who would you recommend RevolutionEHR to?
I would definitely recommend it for new start up practice owners. As an owner, you have enough to manage, and RevolutionEHR makes the charting, optical, and administrative process easy to implement. The training can be done on your own time frame, and it’s easy to institute in your office day one of your cold start. A RevolutionEHR Onboarding Specialist contacted me about setting up some training sessions. I spent several weeks the month before I opened learning the system. There are also RevolutionEHR videos and step-by-step manuals on how to complete certain tasks that I found very helpful.
I looked for a system that was doctor friendly. I wanted charts that were logical in thought process and yet fully integrated with the optical and accounting components of the EHR. I also had a background in filing and keeping tabs on insurance balances, and I needed a system that was efficient and accurate for me to ensure I was being paid.
As a new graduate practice owner, all the business practices are ultimately your responsibility. I had worked with Compulink in school, Maximeyes as an extern, and Examwriter as an associate. There were elements of each one that I found very unfavorable. It’s a very intuitive system so I would recommend it to doctors who haven’t liked other systems they have used in the past.
How does Revolution EHR differ from other software programs out there?
First, it’s led by an optometrist. I think this is extremely important. Having someone who is familiar with office flow, efficiency, and the things that are beneficial to an optometrist daily, is key to improving and advancing an EHR. I really like that they take ideas and suggestions from their customers and address problem areas. It has been 5 years since I’ve used other systems, and I have found that RevolutionEHR is more comprehensive and integrative. For example, with Exam Writer and Office Mate, your exam recommendations for patients did not transfer to the optical. This was a major problem if you implement doctor driven dispensing. As I do much of my billing myself, I find it easy to track the billed vs. the outstanding. I found MaximEyes to be difficult in this area. This is vital to timely billing and collections.
Also, the desire to keep customers informed was a huge benefit for me. I attend RevolutionEHR webinars on updates in government regulations and new releases. I like having access to those resources.
Modality: 2 Location Target Sublease Holder
Dr. AuYeung graduated from Nova Southeastern University College of Optometry in 2012 and holds two subleases with Luxottica’s Target Optical in Wheaton, MD.
Being a subleasing doctor has been wonderful. Not only has it showed me a glimpse of what private practice ownership is like, it has also allowed me to take control of my career by practicing optometry the way I want to practice. I’ve benefited from but also have faced many challenges by being a business owner. Though being a small business owner can be stressful at times, the rewards and benefits definitely outweigh the negatives and the little risks of being a subleasing doctor.
My experience with RevolutionEHR as a corporate sublease holder has been extremely positive. I was extremely pleased with how thorough and prompt customer support was. Setting up everything was easy and very user friendly. The Onboarding Team guided me through every facet of the initial set up, including customizing exam templates to suit my specific exam flow, and showing me how to create accounting reports specific to my needs as a corporate sublease holder.
The entire process only took about one week for me. This time frame can definitely vary based on your comfort level, but I found that after I established the main building blocks, I had learned the system fast enough to be confident with the system. I was paired with a specific support representative who spent ample time with me via screen share and there was always the Help Line which is very informative and quick to respond.
I have no reservations in recommending RevolutionEHR to all leaseholders because it is extremely user-friendly and integrates seamlessly with Luxottica brand entities (LensCrafters, Target, Sears). RevolutionEHR is full of integration. Integration with pre-testing equipment and our appointment scheduler has really saved my staff and myself a lot of time. If a patient schedules an appointment online, their information is automatically recorded in our appointment book and updates in real-time on our scheduler.
Also the autorefractor and autokeratometer measurements integrate with our template and auto-populate into our autophoropter, which then populates automatically as a “Final Rx” after I’ve completed my refraction. This has greatly increased my efficiency and exam flow.
RevolutionEHR is a very modern, user-friendly system. The user interface is very simple to learn, and the ability to run customized and detailed reports that suit my specific needs as a corporate leaseholder have helped me manage certain aspects of my practice more effectively. For example, I utilize custom accounting reports to better understand how many patients I am seeing on a monthly or weekly basis, and what demographic a bulk of my revenue is coming from. This helps guide my marketing efforts. I also love that this system always in a way “has my back” in that it will alert me if I haven’t completed required fields or entry reviews.
The fact that RevolutionEHR is cloud-based has been incredibly beneficial for me. I frequently access the system from home to finish charts, or communicate with patients, finalize prescriptions, or handle emergencies. Report customization allows me to keep an eye on every facet of my business.
As mentioned before, I find my patients and my staff have really benefited from the ease and capability of integration with Luxottica’s appointment system (TaB-The Appointment Book, as well as integration with my equipment.
Reporting allows you to see the quantity and source of credit cards sales (VISA vs Mastercard vs AMEX etc) so you then have a better strategy when shopping for better rates in the future in regards to Merchant services.
Modality: 3 Multi-Location Group Practice
Dr. Jesse Kahnk graduated from The Ohio State College of Optometry in 2013. He lives in Ankeny, Iowa with his wife Megan and 2-year old daughter Quinn. He is part of an ownership team that owns and operates three independent optometry practices in the Des Moines, Iowa metro area: Eyecare Associates of Ankeny, Johnston EyeCare, and Altoona Eyecare.
Describe your experience with RevolutionEHR in a multiple location setting? Was the process seamless and easy? Did each location require a separate setup?
When we were looking to expand our practice from one location to three, we knew that we would need to look beyond an on-location server based system. The new reality of needing information to be seamlessly accessed and edited in many locations was going to be vital to our new business model. In my mind, cloud-based health records are nearly a mandatory requirement for multiple-location practices.
The process of getting everything set-up for the new locations was pretty easy. For the new start-up location, it wasn’t much more than flipping the switch and moving over our defaults, care plans, exam templates, etc. from the existing location. For the existing location, you always hope more patient information flows over from the old EHR system to the new one than what typically happens. Once you institute a workflow to account for entering or reviewing this information, everything is a lot more manageable. All of the work you have done on RevolutionEHR for your existing location transfers over to the new location automatically, so you don’t need to start over from scratch. Plus, you can still customize charts for each location differently if you want. We have auto-coding and testing inputs set up differently in each location to appease each doctor’s preferences.
The day to day operation of RevolutionEHR in multiple locations requires separate patient environments. For instance, if I’m in Location 1 and want to see the patients and schedule for Location 1, I need to make sure I’ve selected Location 1 in the dropdown. A nice feature is that RevolutionEHR knows my schedule. So, if in the morning I’m seeing patients in Location 1, RevolutionEHR will automatically default my schedule to that particular practice. If in the afternoon, I’ll be in Location 2, when I login, my schedule will automatically display that practice’s schedule. It’s pretty slick and gives you one less thing you need to manage.
What are some of the major challenges of running multiple practices and how does RevolutionEHR make this process easier?
One of the challenges of multiple practices is that any change in one practice needs to be implemented to the other offices. Where RevolutionEHR helps is that we can edit multiple items and share those updates across locations seamlessly. For instance, if we want to update new pricing for a certain contact lens, we can adjust the price for one location and copy that change to the new location instead of making multiple edits.
Another challenge of running multiple practices is time. When you travel from one location to the next, your mindset also moves away from the practice you were just at. That’s where you need help to continue to fill in those times gaps. Certainly, having great staff, great managers, and even business consultation makes a big difference. RevolutionEHR also assists with this. The Rev360 suite of add-on products make a difference for multiple location practices that need to off-load some duties like reporting, billing, or practice management.
How have you used RevolutionEHR to help you with practice management decisions?
RevolutionEHR has been instrumental in our practice management decisions and even aided in a change of our company culture. Reports inside RevolutionEHR unlock troves of data for your practice. One of the biggest challenges is then taking all of that data and organizing it into a mode that can be used for analysis and interpretation. That’s where you can utilize services like Glimpse, RevolutionEHR’s own Pulse, or just your own excel documents to track, graph, and visualize trends across your multiple practices.
Now that we have all of this data that we can quickly extract and organize, we can create unique and specific goals for our entire practice and to specific job tasks. Doing so, we have shifted our company culture to one that’s more goal-oriented. We spend monthly meetings now reviewing our quarterly goals and spend time focusing and addressing ways we can meet every goal.
Would you recommend RevolutionEHR to other multiple-practice offices?
Yes, definitely. Like I mentioned previously, I really think that if you have multiple locations, then a cloud-based EHR is a must. There’s so much to keep a track of and you just can’t be everywhere at once. You have to be efficient and organized to stay on top of things. For our office, RevolutionEHR been instrumental in that because it provides an all-in-one solution. It is not just an EHR, but an optical management and practice management tool as well.