Optometric Staff Course Notes

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Gregory Ferguson
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1 Optometric Staff Course Notes OA5 1CE Adding a Scribe (chairside assistant) to Your Clinic: How, When and Why! Saturday, February 17, :55 am 11:50 am Cypress 34 th Fl Presenter: Dr. Gurpreet Leekha Dr. Gurpreet Leekha has undergraduate degrees in Chemistry and Film Studies from Queens University, and received his Doctor of Optometry degree in New York City in He continued his optometric training through externships in Bronx, New York and Miami, Florida. During this time Gurpreet developed special interests in psychology and vision as well as developmental and pediatric vision. Gurpreet has worked in several private offices, including an ophthalmology office and a LASIK centre in New York. He and his wife Zareen not only work together but they also share a love for travel and volunteerism. He travelled to Mexico in 2001 with the volunteer vision organization, Volunteer Optometric Services to Humanity, and again to Chile in 2007 and Mexico in 2008 with the OneSight Foundation, providing free eye exams and eyewear to the underprivileged in those countries. Dr. Leekha is the past President of BC Doctors of Optometry. Gurpreet is able to conduct eye examinations in English, Spanish and Punjabi. Course Description In early 2017 I trained a new employee with a potential career interest in optometry to be a chairside assistant (or 'scribe') in the exam room. This presentation will describe the reasons you may also want to try this in your office, how to go about recruiting the right person, and the ups and down of doing so. Audience participation welcome, especially from those with experience working with scribes. 1

2 Optometric Staff Course Notes NOTES: 2

BCDO ANNUAL CONFERENCE 2018 SCRIBES: HOW, WHEN AND

VICTORIA, BC WHY ADD A CHAIR SIDE ASSISTANT?

WITH THEIR PATIENTS, EXAMINING, EDUCATING, AND

RECOMMENDATIONS FOR SERVICES AND PRODUCTS, CARRY

MOVEMENTS, SEQUENCE OF TESTS, AND METHODS EMR DATA

DRY EYE TREATMENT, SCLERAL LENS FITTING, MYOPIA

Victoria WHY ADD A CHAIR SIDE ASSISTANT?

3 BCDO ANNUAL CONFERENCE 2018 SCRIBES: HOW, WHEN AND WHY GURPREET LEEKHA, OD ROYAL OAK OPTOMETRY VICTORIA, BC WHY ADD A CHAIR SIDE ASSISTANT? FREES UP VALUABLE TIME FOR THE OPTOMETRIST TO SPEND WITH THEIR PATIENTS, EXAMINING, EDUCATING, AND EXPLORING VISUAL NEEDS. RECOMMENDATIONS FOR SERVICES AND PRODUCTS, CARRY THROUGH THE HANDOFF ENHANCED ANTICIPATE DOC S MOVEMENTS, SEQUENCE OF TESTS, AND METHODS EMR DATA ENTRY HYGIENE LEARNS REASONS BEHIND SERVICES SUCH AS DRY EYE TREATMENT, SCLERAL LENS FITTING, MYOPIA CONTROL, AND VISION THERAPY Gurpreet Leekha, OD, Victoria WHY ADD A CHAIR SIDE ASSISTANT? STAFF TRAINING ONGOING LARGE CHANGES IN SCHEDULING, RECRUITMENT OFFICE DESIGN CONCERNS Gurpreet Leekha, OD, Victoria OAK BAY OPTOMETRY

EFFICIENT, SMOOTH EXAMS RUNNING ON TIME OD CAN FOCUS ON THE PATIENT RATHER THAN THE COMPUTER PATIENTS LOVE THIS!

FOR EXTRA TESTING IF REQUIRED EX: OCT PRINT RX CHECK FOR ANY RECENT OPHTHALMOLOGIST REPORTS OR VISUAL FIELDS THAT SHOULD BE REVIEWED WITH THE PATIENT INFORM OD WHAT THE PATIENT IS SEEING THEM FOR

Kayla, scribe, Victoria THE SCRIBE SHOULD BECOME FAMILIAR WITH THE OD S EXAMINATION ORDER FORESHADOW THE NEXT PART OF THE EXAM SO YOU CAN GET IT SET UP AND KEEP EVERYTHING RUNNING AS SMOOTH AS

KNOW WHERE THE MAJORITY OF EYE CONDITIONS OCCUR IN THE EYE SO THAT THE EXAM RECORDS ARE ACCURATE AND ORGANIZED HAVE A LIST OF COMMON CONDITIONS TO HELP WITH THIS CHALLENGE HAVE GREAT LISTENING SKILLS

ALWAYS WANT TO SHARE THEIR COMPLAINTS WITH THE SCRIBE Kayla, scribe, Victoria SCRIBING SAVED ME FROM A PAINFUL WRIST CONDITION WHICH IS EXACERBATED BY TYPING.

INSTEAD OF LOOKING AT THE SCREEN OR MY HANDS I'M ABLE TO REALLY GET CLOSE TO THE PATIENT. 2. ONCE THE SCRIBE BECOMES TRULY SKILLED THEY START TO ANTICIPATE WHICH DATA YOU WANT ON THE SCREEN NEXT.

4 EFFICIENT, SMOOTH EXAMS RUNNING ON TIME OD CAN FOCUS ON THE PATIENT RATHER THAN THE COMPUTER PATIENTS LOVE THIS! START THE EXAM BEFORE OD COMES INTO THE ROOM COULD BE WITH PATIENT THROUGHOUT THE WHOLE EXPERIENCE: GREET, CHECK IN, PRETEST, SCRIBE CAN EASILY POP OUT WITH PT. FOR EXTRA TESTING IF REQUIRED EX: OCT PRINT RX CHECK FOR ANY RECENT OPHTHALMOLOGIST REPORTS OR VISUAL FIELDS THAT SHOULD BE REVIEWED WITH THE PATIENT INFORM OD WHAT THE PATIENT IS SEEING THEM FOR PRIOR TO ENTERING THE EXAM ROOM MSP BILLING AND LETTERS TO GP S AND OPHTHALMOLOGISTS AS WELL AS RECALLS IS ALL DELEGATED GREAT LEARNING EXPERIENCE BEST JOB IN THE CLINIC! Kayla, scribe, Victoria THE SCRIBE SHOULD BECOME FAMILIAR WITH THE OD S EXAMINATION ORDER FORESHADOW THE NEXT PART OF THE EXAM SO YOU CAN GET IT SET UP AND KEEP EVERYTHING RUNNING AS SMOOTH AS POSSIBLE. KNOW WHERE THE MAJORITY OF EYE CONDITIONS OCCUR IN THE EYE SO THAT THE EXAM RECORDS ARE ACCURATE AND ORGANIZED HAVE A LIST OF COMMON CONDITIONS TO HELP WITH THIS CHALLENGE HAVE GREAT LISTENING SKILLS AND ATTENTION TO DETAIL OF PREVIOUS EXAM FINDINGS GOOD AT SPELLING BECAUSE MOST OPTOMETRY PROGRAMS DO NOT HAVE SPELL CHECK, OR CAN ASK OD OR USE GOOGLE TO GET THE CORRECT SPELLING PATIENTS DON T ALWAYS WANT TO SHARE THEIR COMPLAINTS WITH THE SCRIBE Kayla, scribe, Victoria SCRIBING SAVED ME FROM A PAINFUL WRIST CONDITION WHICH IS EXACERBATED BY TYPING. I DIDN'T SEE THE BEYOND THAT UNTIL MY SCRIBE BECAME PROFICIENT. THEN I NOTICED TWO THINGS: 1. THE TIME I SPENT FACE TO FACE WITH PATIENTS WENT WAY UP. INSTEAD OF LOOKING AT THE SCREEN OR MY HANDS I'M ABLE TO REALLY GET CLOSE TO THE PATIENT. 2. ONCE THE SCRIBE BECOMES TRULY SKILLED THEY START TO ANTICIPATE WHICH DATA YOU WANT ON THE SCREEN NEXT. I COULD EASILY SEE 25% MORE PATIENTS USING MULTIPLE SCRIBES IN MULTIPLE ROOMS...IF I CARED TO. IF SCREENING VISUAL FIELDS ARE PERFECT I NEVER SEE THEM. ANY DEFECT AND UP THEY COME FOR MY DESCRIPTION. FUNDUS PHOTOS SIMPLY APPEAR ON THE SCREEN WHEN YOU WANT THEM THERE. THE BEST SCRIBE I'VE HAD MOVED ON TO DIFFERENT WORK. I FONDLY RECALL THE DAY SHE WAS TRAINING HER REPLACEMENT. FROM HEARING MY CASE HISTORY SHE LEANED TO THE NEWBIE SCRIBE AND WHISPERED "THIS SOUNDS LIKE A POSTERIOR SUB CAPSULAR CATARACT HUMBLING EFFICIENCY: I HAVE CONDENSED MY PRIMARY CARE PATIENT TIME DOWN FROM 5.5 DAYS TO 3.5 DAYS, FREEING UP TIME FOR ME TO MANAGE THE PRACTICE AND GROW VT AND LOW VISION. EYE CONTACT: I AM BETTER ABLE TO COMMUNICATE WITH THE PATIENT BY LOOKING HIM / HER IN THE EYE AND OBSERVING BODY LANGUAGE. Shaun Golemba, OD, Port Alberni

VALLEY VISION OPTOMETRY, PORT ALBERNI DR SHAUN GOLEMBA 1.

CHALLENGE KEEPING UP WHEN STAFF ARE ABSENT (SICKNESS, HOLIDAYS) Shaun Golemba,

MULTIPLE EXAM ROOMS TO MAKE THIS EFFECTIVE) PULL CONTACTS BLEPHEX, MINOR

WORK UPS DO MY REFERRAL LETTERS DISPENSING IS A BONUS EXIT PATIENTS WHEN

5 VALLEY VISION OPTOMETRY, PORT ALBERNI DR SHAUN GOLEMBA 1. INCREASED STAFF COSTS 2. CHALLENGE KEEPING UP WHEN STAFF ARE ABSENT (SICKNESS, HOLIDAYS) Shaun Golemba, OD, Port Alberni TAKE ALL NOTES IN EMR DO BILLINGS SET UP ROOMS (YOU NEED MULTIPLE EXAM ROOMS TO MAKE THIS EFFECTIVE) PULL CONTACTS BLEPHEX, MINOR PROCEDURES RUN EDUCATIONAL VIDEOS ALL CAN PRETEST, RUN FIELDS AND DO GLAUCOMA WORK UPS DO MY REFERRAL LETTERS DISPENSING IS A BONUS EXIT PATIENTS WHEN REQUIRED (THOUGH WE USE IN-LANE HANDOFF TO OPTICIAN) I HAVE DIFFICULTY ENJOYING MY DAY WITHOUT ONE NOW. NEED TO REALLY TRAIN TECHS WELL AND OD NEEDS NOT TO BE TOO CONTROLLING TO WORK WELL. DRLEEKHA@GMAIL.COM FUTURE SCRIBES YOU NEED MULTIPLE EXAM ROOMS TO MAKE THIS EFFECTIVE NEED TO TRAIN TECHS WELL NEED TO LET GO OF CONTROL (!)

Embracing Optometry & Vision Plans: Creating a Successful MD/OD Business Model Part I

Embracing Optometry & Vision Plans: Creating a Successful MD/OD Business Model Part I Disclosure I have no relevant financial relationships with the manufacturers of any commercial products and/or provider