Dec 10 2015

 

Hi everyone,

Thanks everyone who came to the Christmas party! I trust a good time was had by everyone. Special thanks to Jan for initiating the venue and activities and Bobbie for helping with that too! Too bad we missed Martina and Colleen and Lisa, but there's always next year. Not that it could top this year.

It was a busy weekend - Mosaic was a sponsor of the Banff mountain film festival on Sunday evening (thanks to Martina and Paula for hanging out at the table that they set up for it). The draw-prize winner will be announced on facebook if it hasnt been done already.

Just a few extra notes to add on to last weeks meeting.

We received the Cliradex wipes for resale, which will be $49 + gst for a box of 24 wipes, there are some at both offices now.

We have emails ready to go for everyone. For now, we can set it up so that these new email addresses will simply forward to existing addresses. For those of us already using shared gmail, like mosaiccrownisle@gmail.com, this will run very smoothly. One can adjust settings in Gmail so that the “reply to” address will be the same as the “sent to” address, so if someone sends an email to jenn@mosaicvisioncare.com, Jenn could use the crown isle gmail account to reply to the email, and any ensuing dialogue will automatically use jenn@mosaicvisioncare.com as the correspondent. Also, in gmail, it's possible to send out an email using a “send as” address (this can be done from the “From” section in an email itself). There is a list of emails down below which show which names are being forwarded to which address at this point.

For other emailing systems like telus or windows live mail, we can do similar adjustments – it will just take a bit of extra time to set up, I am not as familiar with the settings, but a similar set up can be achieved.

In an effort to boost the sale of stock contact lenses, we've reduced prices on Air Optix monthly contacts and Oasys 2-week lenses. Consider them to be on sale.We can do this until stock runs out. The new low prices will be as low as online but will also be valid for rebates too. Price (or hassle with rebates) should not be an issue for these lenses now. For now, our prices wil be:

Air Optix 6packs: $38; (12 for $75 for one eye)

Oasys 12packs $53 (24packs $106)

please let DAK know asap if there are any problems with this in visualize etc.

emails:

The following email addresses are tightly linked up to the crown isle gmail account:

martina@mosaicvisioncare.com paula@mosaicvisioncare.com sharon@mosaicvisioncare.com natasha@mosaicvisioncare.com jenn@mosaicvisioncare.com

The following will be forwarded to mldtech@shaw.ca for now:

laura@mcmosaicvisioncare.com lisa@mosaicvisioncare.com jan@mosaicvisioncare.com erin@mosaicvisioncare.com

The following will be forwarded to mosaic6@telus.net for now:

beverley@mosaicvisioncare.com

Dr. Thomasen will be:

laura@mosaicvisioncare.com but please ask her if it's OK to put out this address for anything; I will need to set this up a bit further with Dr LT

Colleen and Bobbie are colleen@mosaicvisioncare.com and bobbie@mosaicvisioncare.com and will have some kind of email system by Friday (tomorrow)

please let DAK know if there are any omissions here, my apologies if that's the case.

December 3, 2015

Hi everyone,

I'm hoping to change the format of the staff meeting notes to make them more readable and accessible to everyone. In addition to having the notes on the website, I'll be sending out this as an email as well. There's quite a bit of information to share this month.

Jan K will talk about time cards and daysheets for day-ends, mainly to emphasize accuracy and honesty. The direct-deposit system of payroll creates some uncomfortably quick deadlines for our banking, and Jan is usually under some pressure for that; please take her directions in good stride.

Initiatives:

The Christmas party should be on schedule for Saturday. Thanks to Jan M for doing most of the organizing. If Jan M needs assistance, please feel free to help. Thanks for taking it upon yourselves for the secret santa. Also thanks to Erin, who has organized a charity bin for a needy family. And once again thanks to those who who helped out with the YANA tree – I might buy it myself.

Thanks also to Laura M and Martina who attended an online seminar by Visualize about inventory. During the course of the webinar, Laura M discovered how we can streamline our Rx statuses to make better reports. In short, we'll be reducing the amount of statuses to less than ten.

Thanks to Jenn who has done some fine work in setting up even more third party online submissions. Please read her to-do about it!

Thanks everyone who attended the OSI lecture on Constructive Conflict. I hope it helps not only in your work life, but your non-work life too.

Sunday December 6 is the Banff Mountain film festival, which we are co-sponsoring with a car dealership (actually no - they cancelled). Thanks to Martina for helping set it up.

We will also be an advertiser in the Wellness news, which is like the Coffee Times but with a healthcare theme. This is why we might have some newsletters lying around soon.

At crown isle, we will likely be repositioning and re-certifying some fire extinguishers to adhere to the city's fire safety codes. The new window blinds at Crown Isle are being custom made and will take some time still. A new door blind for 5thstreet will be ordered asap. Christmas decorations can be installed during any free time now.

During these winter months please try your best to stay healthy. There are plenty of internet tips on how to prevent getting a cold.

Please leave the lights on in Crown Isle at night, specifically the LEDs that light up the frames, this will help the security system work better with illumination.

Anyone wanting to play dodgeball on Monday nights please let me know.

Optometric topics

We will be getting a shipment of Cliradex wipes soon. These are like Systane or LidCare wipes except they have a tea-tree oil formulation to kill off common skin mites (demodex mites) that often make ocular irritation worse. I will be recommending these wipes to about half our patients, however they might cost more than regular wipes, and we have no idea how they will feel yet.. Dr. Hoar has been recommending these too. Dr. Thomasen will likely too.

Some patients have been wondering about Enchroma lenses – they enhance certain wavelengths of light to help those with colour vision deficiencies. I have been trying to get an account for about a year, but the company is probably going through some growing pains. If a patient is motivated, they can order lenses themselves from Enchroma.com . The frames look very generic and unfortunately Enchroma has note responded to my request for uncuts. I suspect these lenses will be somewhat common in a few years.

Dr. Thomasen requested a special recheck charge for glasses purchased from online retailers. This is reasonable and will be at the doctor's discretion.

Lenses

Essilor has emphasized their multiple pair discount for lenses, which is actually a longstanding offer from them. We do not have to promote it. Ourselves, we are already offering 2nd pair discounts on frames, and we have some ongoing lens discounts too.

Nikon: please avoid if possible. Some of our most costly redo's and refunds have been with Nikon; perhaps because the lenses are unfamiliar to us, and some models are indeed expensive. We have more than enough selection with Essilor and Hoya and our stock lens options.

Contact Lenses

J&J has traded in some of our stock Acuvue oasys lenses for Acuvue Moist daily lenses, which was nice of the rep (Denise Bullock). We will be reducing the prices on biweekly oasys lenses and monthly Ciba air optix to reduce inventory even further.

Please note that with rebates that our stock contact lenses often come out at a lesser price than Costco, which itself if often lower than online.

Frames

We will continue to feature D&G, Lacoste, and Humphrey for frames.

Safilo has offered a frame show at Crown Isle for April 2. It's a fairly firm date and we can showcase Gucci, as well as Boss and some others.

Nov 19 2015: 5th street This agenda is on the Members Only section of the website

Administrative details/scheduling

  • Blinds will be installed soon at Crown Isle; how about the front door at 5th st

  • A security system is in place at Crown Isle; please keep lights on over frames, they are energy efficient and will showcase the frames after hours.

  • mld/christmas party: Dec 5: secret santa lists are being done

  • Please be aware of call-forwarding during the weekends. When patients ask if we're open, they might be enquiring about 5th street. The call display at Crown Isle will show a number listed as

  • Dental office: Crown Isle : any work should have a security guard

  • A security system is in place at Crown Isle

  • YANA xmas tree: this thursday november 19 is decorating day

Appointments/scheduling of patients

  • Recalls: Paula and Jenn sent out a to-do with screenshots! It's an instruction on how to checkoff proper boxes upon patient check-in or check-out

Visualize/ Computers

  • email: we can have individual names set up for most types of email programs already in place (gmail, windows live mail) E,g, beverley@mosaicvisioncare.com

  • Please use Reply +T with Todo's (see below) ↓

Contact Lenses

  • CL Stock should be depleting at 5th street. How is that going.

  • Please remember: $80 for new fits. Training and lens selection can take a long time.

 

Spectacle Lenses

  • Perfect pair will end Nov 30

 

Frames

  • Have Nov-Dec special as D&G, Lacoste and Smith *$50 discount

  • please give out the Specials cards

 

 

Other:

  • education presentations: november OSI Michelle McLeod Nov 25 “Constructive Conflict” (Crown Isle restuarant)

 

 

Nov 5 2015: 5th street This agenda is on the Members Only section of the website

Administrative details/scheduling

  • Frame show debrief (thanks everyone!); draw prize winner; advertising comments: our radio commercials are embedded here.

  • mld/christmas party: Dec 5: any changes? No.

  • Please be aware of call-forwarding during the weekends. When patients ask if we're open, they might be enquiring about 5th street. The call display at Crown Isle will show a number listed as "unknown" caller

  • Dental office: Crown Isle (ceiling work is done now)

  • Blinds will be installed soon at Crown Isle

  • YANA xmas tree: Natahsa and Jenn will help decorate Nov 19 and 20. Contact heather Tisdale for details: 250-338-5788

Appointments/scheduling of patients

  • Recalls: any comments on retirement? not really. Review Paula's notes on checkboxing

Visualize/ Computers

  • Replication needed to be restarted often according to Jenn

  • Please use Reply +T with Todo's (see below) ↓

  • DAK needs to set up Beverly's computer - almmost done

Contact Lenses

  • CL Stock should be depleting at 5th street. How is that going. Slow.

  • Please remember: $80 for new fits. Training and lens selection can take a long time.

Spectacle Lenses

  • Review of Perfect Pair – when to use less desirable products like Stylistic or polycarbonate. Natasha is knowledegable on this

Frames

  • Have Nov-Dec special as D&G, Lacoste and Smith *$50 discount; Brendel-Humphrey at 5th street

  • please give out the Specials cards with Rxs

  • let's protect finshed jobs at 5th street with a case or plastic

Other:

  • education presentations: november OSI Michelle McLeod Nov 25 “Constructive Conflict”

  • A busy week of Perseverance, Halloween, Frame Show, and upcoming Trivia night

Review of deals:

  • Frame deal as above

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended.

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

 

Oct 20 2015: 5th street This agenda is on the Members Only section of the website

Administrative details/scheduling

  • Saturday October 17: trivia night: thanks for coming!

  • mld/christmas party: Dec 5: is it confirmed Yes

  • Dental office: Crown Isle – Craig Grant 250-218-6941 is the contact for construction

  • Jan K is estimating payroll this period

  • showcase meeting thursday oct 29 830 am for those involved

  • possible new staff member

  • Blinds estimate (vs other window coverings)

Appointments/scheduling of patients

  • Recalls: retirement notices are being sent out

Visualize/ Computers

Contact Lenses

  • Rebate issue: a bit tricky to amend bulk pricing with Visualize, this will take a few weeks

  • Please remember: $80 for new fits. Training and lens selection can take a long time.

Spectacle Lenses

  • Varilux Day (free Transitions upgrade) is for both locations October 30/31

Frames

  • Luxottica frame show: October 30. David G says he will be happy to showcase these brands: RayBan, D&G, and Coach.: $50 can be offered for these ophthalmic lines prior to the show!

  • We will have some ads on the Goat, facebooking has started

  • kid's warranty: 1 year breakage/replacement

Other:

  • education presentations: november OSI Michelle McLeod Nov 25: “the art and science of merchandising” OR “Constructive Conflict”

  • how is cleaning going.

 

Review of deals:

  • Mega selection of Luxottica frames for the style-conscious

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended.

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

 

Oct 1 2015: 5th street This agenda is on the Members Only section of the website

 

Administrative details/scheduling

  • Saturday October 17: trivia night, we have a full table; the list of attendees is on our google calendar

  • Thanks for WIB facebook posting

  • FNHA and H2 provider numbers: how is this going

  • file shredding: done. Paper files were at least 8 years old.

  • thanks again for accounts receivable work

  • thanks for writing better notes – except for one incident this week

Appointments/scheduling of patients

  • 2016 schedule: please keep bugging DAK for that

  • Nextgen: not condoned as of yet

  • Pet signage: in production finally

  • Recalls: a bit tardy this month, and for MLD patients

  • New patients: please quote full exam price for requested “minor” exams. Consider the full exam price as an introductory fee

  • Guidance for exam slots and timing

Visualize/ Computers

  • No reports of recent network or replication trouble.

  • Statuses: OWP.

  • Order, To re-order, re-ordered statuses

Contact Lenses

  • reminder: Black Mosaic bags are for purchases of $100 or more. We have new batches.

  • Some prices for year's supply have gone done, esp for dailies. The prices are up to date at Crown Isle as of Sept 29/2015; and should be up to date by noon Oct 1 2015 at 5th street, assuming no concurrent spectacle lens updates

  • Rebate issue: a bit tricky to amend bulk pricing with Visualize, this will take a few weeks

  • Please remember: $80 for new fits. Training and lens selection can take a long time.

Spectacle Lenses

  • More Feedback re: Essilor talk

  • Hoya – Sherry Card, LLoyd

Frames

  • Comments about frames from the public: still welcome

  • Luxottica frame show: save the date Friday October 30. David G says he will be happy to showcase these brands: RayBan, D&G, and Coach

  • Jan K will need inventory numbers very soon – sept 30

  • kid's warranty: 1 year breakage/replacemen

Other:

  • Let's take a break from product seminars for a while, and get on track with education presentations

  • Laura T's short list of little issues that need to be addressed in a comprehensive way

Review of deals:

  • Mega selection of Luxottica frames for the style-conscious

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended.

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

 

  • Prepay exams when patient arrives - please don't do this. Wait until patient seen due to possible msp billing.

  • Closing up and receptionist gone before last patient finished - really annoying and patients notice this. We should stay open with all lights on, music on etc until last px gone.  They shouldn't feel rushed out the door. Sometimes I run late due to long exams, patient with lots of questions or concerns or even incorrect bookings (eg full booked into 15min slot). While obviously we try to avoid this it does happen and patients shouldn't suffer. It's not a guarantee you'll be out the door at 5pm.
    Appt bookings...new patients always full exam.

  • If patients say they don't want visual field done please check with Dr. Sometimes although they are seeing omd having the screening fdt is a useful test. Especially on new patients with glaucoma.
    If new cl fit and haven't been seen for over a year need to book a full to check prescription as there could be a change.  Also...

  • If new cl patient sometimes best to check with Dr first to see if cl candidate and see if we need to order trials first. Often reading my exam notes I'll mention in the plan or comments if cl were discussed and a note about needing to get trials in.

  • Try to avoid end of day very elderly patients (especially new patients). Later appointments ideally should be left for patients who work9-5 and can't come during day. Same goes for Saturday spots...retired patients should be able to come during daytime during week.

  • Running late - advising patients in a courteous manner (can explain that we had an emergency or someone that required extra assistance) when they arrive.

  • Talking in front of patients or not waiting to finish dealing with a patient before asking me something is really annoying and unprofessional. Also whispering about a patient who is sitting in the waiting area is very rude (I've seen this happen too many times)

  • If unsure of a question a patient asks about either a prescription or eye health please don't just make up an answer if you don't know. Tell them you can ask us and we can get back to them. (Some examples of things I've overheard lately....
    1)Glaucoma is just the pressure in your eye. If your pressures are normal then you don't have glaucoma. No one should ever be giving advice like this!!!
    2) 20/20 is your close vision measurement not your distance.
    3) someone asked what their Rx meant. The fumbled answer I heard about the sph/cyl/axis was embarrassing to say the least. If you don't know....ask someone who does!!!

 

 

Sept 17 2015: 5th street This agenda will be on the Members Only section of the website

Administrative details/scheduling

  • Saturday October 17: actual date of SPCA Trivia Night

  • Thanks for WIB posing and Jan's creative writing

  • Careful with stamping Green Shield forms (which are mostly a thing of the past)

  • H2 provider number query

  • file shredding

  • thanks for accounts receivable work

  • thanks for writing better notes

Appointments/scheduling of patients

  • Postage meter: how has it been working?

  • Nextgen: still pending

  • Pet signage: resubmitted this week

Visualize/ Computers

  • Replication: visualize closed a case on monday. Were recent scheduling errors created before then?

  • Network trouble at Crown Isle: similar to 5th street, perhaps with debit machine

  • Online ordering from Essilor and Hoya at 5th street: how has the frame-to-follow been working.

  • Order, To re-order, re-ordered statuses

 

Contact Lenses

  • reminder: Black Mosaic bags are for purchases of $100 or more. We have new batches.

Spectacle Lenses

  • Feedback re: Essilor talk

  • Hoya presentation: still in the works.

  • A take-home quiz will be administered in lieu of mid-month staff meetings – not. Yet.

  • Fresnel prisms and other special lens items: how can we make product delivery better?

 

Frames

 

  • Comments about frames from the public

  • Luxottica frame show: save the date Friday October 30

  • Jan K will need inventory numbers very soon – sept 30

  • kid's warranty: 1 year breakage/replacement

  • Lloyd took back some Smith frames

Other:

  • Let's take a break from product seminars for a while, and get on track with education presentations

  • A list of surgical issues which are becoming increasingly cumbersome:

Review of deals:

 

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended.

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

 

Just this week:

 

  • Patient gets annoyed with wait time for consult and surgery and starts asking for alternative specialists

  • Patient is unsatisfied with surgical outcome

  • Patient does not like specialist and refuses to continue followup despite necessity

  • Patient is unhappy with glasses purchase from months ago after vision is corrected by hastened surgery, blames optometrist

  • Specialist declines to see patient despite need

  • Patient has untreatable problem but persists on analysis

  • Patient cannot accept alternative diagnosis after surgical opinion from decades ago

  • Surgical patient's spouse is not present during exam and needs a full recap afterwards in waiting room 

Sept 3 2015: 5th street This agenda will be on the Members Only section of the website

Task for the day: Women in business photo.

Appointments/scheduling of patients

  • MLD recalls: will be sent out after large batch of new recalls with the new postage meter at Crown Isle.

  • Nextgen: any concerns

  • Contact lens trainings: has this been OK lately

  • Any gift cards back from Dr. Cornocks office?

  • Dog signage will be applied to doors asap

Visualize/ Computers

  • Replication: report from Jen and Paula

  • Elavon machines vs 5th street computer network: report from 5th street

  • Laura M will give a tuturial on online ordering from Essilor and Hoya at 5th street

  • Please be careful with discounts. This requires some proficiency with Visualize. Use the appropriate field for that discount, i.e. For a lens discount, use the lens discount field (not the final discount area)

Contact Lenses

  • reminder: Black Mosaic bags are for purchases of $100 or more.

Spectacle Lenses

  • A variety of possible lens specials: Eyezen, Prevencia, Transitions. What product are you most enthusiastic about?

  • Consecutive lens rep presentations (optional attendance): Tue Sept 15 (Don Ross/Essilor) Wed Sept 16 (Sherri/new Hoya Rep/ Crown Isle restaurant). A take-home quiz will be administered in lieu of mid-month staff meetings.

  • Frame to Follow: get the lenses ordered asap. Send the frame with appropriate information to the right lab. I've asked Erin to nag anyone delaying orders or otherwise improperly handling an order.

Frames

  • Luxottica frame show: save the date Friday October 30

  • Jan K will need inventory numbers very soon

Administrative details/scheduling

  • Accounts receivable: this has become an issue more so at 5th street than Crown Isle. Do not let people leave with products without paying. Getting full deposit reduces accounts receivable and “refusal to try”.

  • Staff scheduling: Martina's request in Todo

Review of deals:

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended.

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

  • For essilor deals: 

Aug 17 Meeting: Crown Isle This agenda will be on the Members Only section of the website

Topic for the day: Communication by notes, visualize, links, email, etc.

Appointments/scheduling of patients

  • patient surveys: any feedback

  • recalls for MLD patients: almost ready

Visualize/ Computers

  • inventory: LMC has narrowed down missing items to 22 at 5th street. Crown Isle: around 40?

Contact Lenses

  • Prices have been updated for both offices for CL, especially daily disposables. Any problems please let DAK know.

Spectacle Lenses

  • Hoya Ipad attachment: how is it working

  • promo postcards: For patients walking out: how are they working?

  • Back to School specials: to be determined

Frames

  • Luxottica frame show: Saturday staff conflict for Sep 26

Administrative details/Scheduling

  • We still need photos for draw winners: Colleen's dad

  • Valley Rally

  • cleaning/uniforms: Bev

  • printer: do not send used toners to the wrong manufacturer. The recent batch of toners we can drop off at recycling.

Review of deals:

  • Essilor perfect pair: still extended...again. Need to buy a new frame

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended (and necessary for Perfect Pair)

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

Bonus: want to read a fun, great book about proper written communication? Get your hands on “Eats, Shoots and Leaves” by Lynn Truss. It will be available for circulation later this week. You will be tested on it.

Tips for note-writing of any type. Even notes that you write to yourself! PART ONE

  • Date it. Otherwise it can be in limbo forever

  • Address it to someone: otherwise no-one will pay attention and act on it.

  • Use proper grammar and spelling. e.g. there is a difference between “sent” and “send”.

  • Take a few moments to compose a clear thought. Everyone is busy, but a hastily written note can be unclear, misleading, insulting, inaccurate, etc, and lead to hours of lost time

  • create a status and ask for action

  • Loose notes can be separated from their home. Add a subject line, or mention the issue in the note

  • be polite

  • be specific about things. For instance, “frame sent to vancouver”: does that mean: sent to patient's home in vancouver? or Hoya? or Essilor? sent via vancouver by courier to somewhere else?

  • initial the note, or better yet, write your name.

  • Make sure the note is accessible to whoever needs to see it, and that it won't be separated from whatever object it is associated with. Use tape, baggies, rubber bands, whatever is necessary. Sticky notes often fail.

  • Get rid of notes that are completed

  • Do not use notepaper created from papers with confidential information on it. Like names, account numbers, invoices, etc. Shred that stuff instead

  • Note that some abbreviations are not well know to everyone. PGX?

  • If you see a confusing note, ask for clarity. If it's truly horrible, take a picture and send it to DAK

Visualize:

  • Make sure to log in under your name before sending a todo

  • please reserve urgent todo's for urgent cases. Like medical urgency or urgent invoice/order corrections

  • note that todo's do not attach to a patient's record. i.e. Any correspondence regarding a patient is not easily accessible by anyone other than whoever wrote a todo about that patient

  • when replying to a todo, use “reply +original” or “reply all +original”, it will help with following a conversation

  • use visualize whenever possible for status updates (instead of handwritten notes). Thus anyone can see what's going on with an order.

  • The todo system is based on early email systems. Be aware that it does not have the broad functionality of many other email systems like gmail.

  • Need to write a long one? Consider writing in a word processor first, then copy/paste

  • Visualize notes and other ways to use visualize (eg links and other fields): will be addressed in Part 2

Examples of confusing todo's from the last couple of days:

1. Px thought he cud purchase frame only for $150. discount not having to purchase lens as well to get sale price.. He came in today to purchase. Now deciding to wait until next year.

2. the bifocal was put at the same spot as before which is what the px had requested

he was complaining it was 2 high to me on pick up i had to fix the bridge so he came back the next day

this px has very poor vision even with correction i am unsure if anything we do will be able to help him any further

Here's a simple note, not perfect, but ok:

aug 17/15

Hi Jen,

please give the temple tip (that's taped on this note) to sharon so she can put it on J. Mckernan's frame that she brought in yesterday. This frame is in a labelled tray in the area above tracer

Thanks,

Laura M

Jul 13 Meeting: 5th This agenda will be on the Members Only section of the website

Appointments/scheduling of patients

  • Blue Cross direct billing: we can access direct deposit info as of June 29. DAK to change settings to allow pre-dated payments in invoicing. DAK to double check with Paula that online submissions are working – check correspondence in crown isle's gmail

  • patient surveys: still working on them

  • please collect consult reports for Dr DesRoches and set them aside, she will review them periodically this summer

     

Visualize/Computers

No recent concerns. A new mouse is ready for the showroom computer in Crown ISle

Contact Lenses

  • Any questions about Diane McDuffie's presentation

  • Prescription expiration date. Why is it a year? Mainly because it might not be that accurate after a year. And that contact lens wearers are prone to inflammation and complications and we are liable as contact lens dispensers. It's a certified document. We are not required to fill someone's expired prescription

Spectacle Lenses

 

  • Hoya Ipad attachment: how is it working. The attachmentr broke. A new one is on order.

  • Hoya Breakfast July 9,any questions

  • Alcohol for cleaning lenses – a quick survey. 5th street can give out full-size bottles of cleaner with new spectacle purchases

  • promo postcards: For rx's: Give them out to patients!

Frames

  • Smith:

  • Luxottica frame show

Administrative details

Jul 2 Meeting: 5th This agenda will be on the Members Only section of the website

Appointments/scheduling of patients

  • Blue Cross direct billing: how has this been going at 5th street. Is Crown Isle able to do this now?

  • Mary Lynn's unexpected early leave. Please let her patients know that we have all their current records and that the vast majority of our patients have already made the switch in the last 8 years. And that Dr. Thomasen is a fine replacement of course too.

  • There will likely be some scheduling changes with this for doctor and staff scheduling.

  • Jennifer T: full time!

Visualize/Computers

  • Monday June 22: Server upgrade postponed until further notice

Contact Lenses

  • CL pricing challenges; CL breakfast meeting: presenting CL dispensing strategies with Diane McDuffie. Jul 8 (8am at 5th street confirmed, breakfast provided, head count please)

  • Importing contact lens Rxs: do it

    Spectacle Lenses

  • Hoya Ipad attachment: last minute request for Hoya lenses; Is it possible to do non-Maestro Hoya lenses.

  • Hoya Breakfast July 9,8 am: at Crown Isle

  • Separating add-ons on invoices

Frames

  • Jan's adjustment advice

Administrative details

  • Draw: Not one single photograph on Facebook of our winners! Send the photos to info@mosaicvisioncare.com asap

  • petty cash debit cards

  • Gift Cards; 6 were sent out to Dr Cornocks last week. Have any come back yet? There is a google doc sheet to keep track of that small number. Treat the cards like a gift certificate. They are trackable because they are numbered. Ask patient to give them back to us when they are done.

  • TD Bank/SPCA Trivia Night October 12 at Black Fin: we are entered

  • Relay race: Jan?

     

Review of deals:

  • Essilor perfect pair: still extended...again. Need to buy a new frame

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended (and necessary for Perfect Pair)

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

 

Appointmnets/scheduling of patients

  • Blue Cross direct billing: Paula has signed up. Has Beverley got emails for this yet

Visualize/Computers

  • Monday June 22: Server upgrade at 5th street

Contact Lenses

  • CL pricing challenges; CL breakfast meeting: presenting CL dispensing strategies with Diane McDuffie. (July 15 8am tentative date)

Spectacle Lenses

  • Import the latest Rx for glasses.

  • Hoya Ipad attachment: last minute request for Hoya lenses; Is it possible to do non-Maestro Hoya lenses.

  • Hoya Breakfast July 9 am

  • Sunglasses: Physio vs Sylistic. Note the Stylistic is in Visualize now.

Frames

  • Sticky stuff on frames: remove it

Case Reports

  • Visual acuity requirements for driving is 20/40 – Sometimes we need to prescribe a suprisingly low Rx for someone to meet this requirement

Administrative details

  • Draw: One winner was notified and photographed?

  • Gift Cards; 6 were sent out to Dr Cornocks last week. There is a google doc sheet to keep track of that small number. Treat the cards like a gift certificate. They are trackable because they are numbered. Ask patient to give them back to us when they are done.

  • Cabinetry

  • MOSAIC PET QUIZ Results: Dr. LT wins

  • TD Bank/SPCA Trivia Night October 12 at Black Fin: we are entered

  • Relay race

  • Office cleaners

    Review of deals:

  • Essilor perfect pair: still extended. Need to buy a new frame

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended (and necessary for Perfect Pair)

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

     

 

June 4 General Meeting: 5th Street. This agenda will be on the Members Only section of the website

 

Appointmnets/scheduling of patients

 

  • Assignment forms: thanks Dr T for looking into that

  • Blue Cross direct billing: almost ready.

  • DND: exam prices went up several months ago

     

Visualize/Computers

  • Old computers at 5th street will be dismantled in the next 2 weeks

  • How is the printer relocation at 5th street

     

Contact Lenses

  • CL pricing challenges

     

Spectacle Lenses

 

  • Hoya Ipad attachment: we will get that

  • Silhouette display: how was it procured

  • Careful with the Crown Isle frame warmer-blower

  • Sunglass lenses are often less clear than regular ophthalmic. This is worth explaining to patient beforehand, especially if they are getting high-end progressives. The reasons for this are: less light/larger pupils; alternative progressive lens design; alternative base curve; seg height differences; any other differences? Note: a 1.5 Varilux S is probably the better choice over a 1.6 Stylistic

  • Stylistics ought to be in Visualize: will be done asap

  • Thanks for handling Mr. Delucry

 

Scheduling

  • DAK schedule is not typical in the next several weeks

 

Administrative details

 

  • Draw: Winner to be notified and photographed.

  • Benefit packaging

  • Gift Cards; 6 were sent out to Dr Cornocks last week. There is a google doc sheet to keep track of that small number. Treat the cards like a gift certificate. They are trackable because they are numbered. Ask patient to give them back to us when they are done.

  • Dr. moosbrugger's office is closing June 16

  • Please note location worked in Time cards

  • A box of cheques was ordered a couple of months ago – supposedly delivered to office

  • Scotch tape on the windows can be a huge hassle to remove – please be cautious

  • Give your best shot at the MOSAIC PET QUIZ

  • Who would like to take out garbage today

     

 

Review of deals:

  • Essilor perfect pair: still extended. Need to buy a new frame

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended (and necessary for Perfect Pair)

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

 

 

May 19/21 Staff Meeting: Crowin Isle/5th Street. This agenda will be on the Members Only section of the website

Appointmnets/scheduling of patients

  • AFOF forms

  • Emails to office: a follow up – Michelle Pladzyk; 

  • Blue Cross direct billing

  • DND: 1 to 2 pairs

Visualize/Computers

  • There are some new computers, mainly to replace a few old ones at both locations

  • Please bookmark the mosaic user guide on your work computer

Contact Lenses

  • A followup story on Sarahs mom; training for CL training

    Spectacle Lenses

  • Hoya Ipad attachment query

  • Hoya Pricing: Laura's update; Special: take $75 off each lens until further notice. No new frame necessary for this. Use this for simple purchases, EX3, or a fondness for Hoya

  • Essilor Horizon Pricing: Special: take $75 off each lens until further notice. Combine with Perfect pair. Use this for sunglass deals, transitions, Sapphire/Forte UV

  •  

    Whats up with Ray C Lewis

    Scheduling
  • Summer times of shortstaffing and overstaffing

  • May 20th: Breakfast meeting at Crown Isle Restaurant 8:00am – Michelle OSI: “How to reduce Walkouts”

  • Reviews/Benefits in 2 weeks

    Events/etc

  • Maui Jim Draw: how is it going

  • Gift Card – Dr Cornocks office as a start

 

Review of deals:

  • Essilor perfect pair: still extended. Need to buy a new frame

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended (and necessary for Perfect Pair)

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

 

May 6 Staff Meeting: 5th Street. This agenda will be on the Members Only section of the website

 

Appointmnets/scheduling of patients

  • AFOF forms: This is supposedly a requirement of MSP for us to have patients sign these forms which can be generated by visualize. We can scan them into a link instead of having them hang around in a box. SHred them after scanning. 

  • Emails to office

     

Anniversary Frame Sale: an analysis

 

Visualize/Computers

  • May 12: A staff member may be needed for an Visualize update session at one or both offices 5-6pm

  • Please bookmark the mosaic user guide on your work computer

  • A general attempt at computer upgrades will occur next week

  • .PDF query

     

Contact Lenses

  • Please hold off on restocking the Oasys or Air Optix lenses until further notice.

     

Spectacle Lenses

 

  • Hoya recent presentation at Crown Isle

  • Hoya Pricing: Laura's update; Special: take $75 off each lens until further notice. No new frame necessary for this. Use this for simple purchases, EX3, or a fondness for Hoya

  • Essilor Horizon Pricing: Special: take $75 off each lens until further notice. Combine with Perfect pair. Use this for sunglass deals, transitions, Sapphire/Forte UV

     

 

Scheduling

  • Some short staff in Early august; we would like to keep both offices going

  • May 20th: Breakfast meeting at Crown Isle Restaurant 8:00am – Michelle OSI

     

Events/etc

 

  • Paula is looking into First Aid/CPR courses for a staff weekend

  • Maui Jim Draw: how is it going

  • Gift Card – Dr Cornocks office as a start

 

 

Review of deals:

  • Essilor perfect pair: still extended. Need to buy a new frame

  • 2nd pair discount: 150 off second new frame (not in perfect pair)

  • $150 off of pair Hoya Maestro lenses. New frame not needed but highly recommended.

  • $150 off of pair Essilor Horizon lenses. New frame not needed but highly recommended (and necessary for Perfect Pair)

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

     

April 25 Trunk Show Analysis

 

Trunk Show Comparison

2014 2015

New Frames Sold (Sun, Ophthalamic) 31 38

POFs 2 2

Ophthalmic Frames 24 34

Sunglasses 7 4

Rep's frames incl Sunglasses 26 27

Total Lens Jobs 27 37

Sales over $900 3 3

Transitions 

2nd Pair Discounts 4 6

Essilor Progressives 13 12

Hoya Progressives 4 3

Maui Jim Progressive 2 1

Bifocal 1 0

Single Vision 5 20

Out of office Rx 3 3

Notes: At least one frames sold from 5th St (Ron Peta)

Some frames not statused as sold yet (Shelley Russworm)

Some conclusions:

  • Ophthalmic reps were about equally effective in selling their products both years

  • Plano Maui Jims sold better first year because of rep & promotion

  • Single Vision orders in 2nd year were incredible

  • Essilor products are equally popular with patients and dispensers both years (the presence of the lens rep did not make much difference)

  • Increase in frame sales was offset by second pair discounts and less progressives orders

 

 

 

 

April 22 Staff Meeting: 5th Street. This agenda will be on the Members Only section of the website (password mosaic6)

 

Appointmnets/scheduling of patients

  • Appointment errors: nothing major the last 2 weeks. Yay again! A huge amount of corrected recalls were sent out last week. A huge amount of email recalls went out as well, right after Easter Monday. We only got a few requests for email removals.

  • Item transfers: Bev S. and Laura are still working hard on this. 

  • Petty Cash: Crown Isle: DAK to look into some type of debit alternative. Jan Murphy made a purchase which might or might not have been accounted for.

Anniversary Frame Sale:

Just a few more notes about the upcoming 1 year Crown Isle anniversary sale. In short, it will be the conclusion of the Maestro deal with an emphasis on the trunk show of frames. As you know, all our lens deals require a new frame. This is a great way to showcase a wider range of frames while promoting our lens deals.

  • I will have some in-house flyers printed up asap, as well as some online and facebook ads. Check out our website cover page

  • Featured/promoted frame lines will be: Bebe, Lacoste, Flexon, Chloe, Valentino, Nike, Nine West, Diane Von Furstenberg, Dragon

  • We will likely have some other type of in-house lens promotion as well, to be determined.

  • There will be a Maui Jim draw, as well some other random prizes/deals.

  • Newspaper ads the week of the show are booked

 

Visualize/Computers

  • Lisa and Sharon found a problem at the CI main dispensing desk - please let Visualize know the exact problem so they can help.

  • The Mosaic User Guide google sheet document is constantly being updated. Please be aware of its existence. It is specifically for any type of online account.

Contact Lenses

  • Please hold off on restocking the Oasys or Air Optix lenses until further notice.

  • When ordering CL and it's unclear about the product, ask the optometrist to clarify

Spectacle Lenses

  • Claude's session: was good, informative. Someone made a comment that he may have talked about increasing sales a bit too much in front of patients but otherwise it was good.

  • Hoya: an observation - we have not had a lot of patients complain that they like their non-Maestro lenses better. In fact I cant recall that comment at all. I think this is because we're selecting appropriate patients for it, and the lens is generally good. 

     

Events/etc

 

  • scheduling: the google calendar is appreciated.

  • Anniversary vs. Snow to Surf April 26- wish us luck

 

 

Review of deals:

  • Essilor perfect pair: still extended. Need to buy a new frame

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

  • 2nd pair discount: up to 150 off second new frame

  • $200 of Hoya Maestro lenses. Need to buy a new frame. This will end at the show.

 

 

Next meetings: Anniversary staffers April 23 unique meeting (presale) at Crown Isle 9am. Open 5th st a bit late that day (930)

 

 

 

April 2 Staff Meeting: 5th Street. This agenda will be on the Members Only section of the website (password mosaic6); Welcome Bobbi who will be helping out part time and perhaps a bit more when Jan M and Beverley H take some time off in May.

Appointmnets/scheduling of patients

  • Appointment errors: nothing major the last 2 weeks. Yay! A snag in the recalls is getting fixed. Email reminders will go out on Tuesday morning.

  • Item transfers: have transfers been going OK with Laura M and Bev?. Yes.

  • For non-emergency records request (from another office) please get consent form from the requestor, and ask the doctor for a quick report if health records are involved. These are the reasons why: Consent forms are necessary by law. The actual exam notes are sometimes difficult to printout properly and can contain spelling errors and other undecipherable notes which can be misconstrued by a patient or other doctor.

     

Visualize/Computers

  • A new computer is installed at Crown Isle dispensing desk. It has Isam/Ifile on it too - on an old disk drive in this new unit (Disk Drive "D"). The Mosaic User guide on Google docs can be extra useful in setting up online access and bookmarks to accounts on a new computer

  • Some versions of Visualize are not configured properly to print certain things. If you're hving trouble printing an Rx, an invoice, etc, please call Visualize 403-314-1322

  • The Mosaic User Guide google sheet document is constantly being updated. Please be aware of its existence. It is specifically for any type of online account. For instance: ICS!

Contact Lenses

  • Please hold off on restocking the Oasys or Air Optix lenses until further notice.

  • When ordering CL and it's unclear about the product, ask the optometrist to clarify

  • a 10% discount for friend and family on CL is permitable. An updated of the staff guidelines will be online soon. 

Spectacle Lenses

  • USE NEW FRAMES FOR THE LENS SPECIALS for the tenth time. Erin has been especially diligent about this. From now on we will not make an exception for new frames from out-of-office. Laura M had a good way to introduce the sale item especially for the Maestro deal.

  • Hoya: ongoing feedback. Has there been any true non-adapts. Perhaps some patients have noticed less improvement in their near vision than they would like. Other recent lens issues for redos could of course be for other reasons, like seg height and changes in Rx rather than just lens design. We are also doing more spectacles than ever and a few problems are to be expected.

  • Lisa commented than it's often better not to dwell on near vision demonstrations with new lenses right away. Martina suggested using the Varilux S reading chart on the office Ipad. Paula - or someone familiar with Ipads- can help set this up for 5th street.

  • Avoid costly duplicate orders by 1. Choosing not to do it. 2. Using the fax or online ordering properly. Rx club admitted to doubly sending a job twice.

  • Visioffice training day April 14. Crown Isle staff can come at 830 to get an early start.

  • Rx club: prices going up by Friday. This is mainly to offset losses by our own errors and the non-warrantied status from the supplier. (we do of course provide our own warranty to patients).

  • Maui Jim frames: please reserve for Maui Jim lenses. A 12-year old Maui Jim POF is probably not going to ruin our account though.

  • 1.56 lenses cost more than 1.5 HMC lenses. Here's why: because we keep them in stock, and they are more of a premium product for thinness. The $46 (patient cost) lenses are listed in Stock Club as 1.5 HMC Plus (not HMC PLus+)

  • Does nylor come up automatically on a lab order yet? Has anyone fixed this. Visualize has not really aided Lisa or Laura M about it . Martina has a phone appt with Robert next week, she will bring it up. Some nylo-relalted notation problems are likely inventory issues.

 

Frames

  • How is the frame sale/blowout: Good. We've been selling off a few a week.

  • Military eyewear: Let it be known that Nylor is not prohibited by DND.

Events/etc: Was not given much time at the meeting. Here's some notes from last week, Plus a list of tasks for the 1 year anniversary April 25 was given out; Bev will likely need help with food, decorations,

  • inter and intra-office co-operation; Please be respectful of our patients, our coworkers, our specialists, our suppliers, our competitors

  • Anniversary vs. Snow to Surf April 26- tshirt Ideas welcome

  • noise/discretion: please be aware of privacy issues with conversations

Review of deals:

  • Essilor perfect pair: still extended. Need to buy a new frame

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame. 1.56 lenses not free.

  • 2nd pair discount: 150 off second new frame

  • $200 of Hoya Maestro lenses. Need to buy a new frame. This will likely end in a few weeks.

Next meetings: Crown Isle staff April 14 at 5th street 830am; Anniversary staff April 23 unique Thurs meeting (presale) at Crown Isle 9am

5th Street staff: April 17

 

March 18 Staff Meeting: 5th Street. This agenda will be on the Members Only section of the website (password mosaic6)

Appointmnets/scheduling of patients

  • Some patients went to the wrong location this week. One patient freely admitted that she was reminded several times. Other example: Roy Pardiac

  • Please note care-a-van patient slots on Fridays will be shortened to 10 or 15 minutes, mainly to mitigate losses from no-shows or non-bookings.

  • Item transfers: can we come up with a better system of transferring stuff, example: Lynn Ademsheck (everyone has agreed to be more diligent and Laura M offered to stop by Crown Isle daily on her way home).

  • The loaner trial package of specialty RGPS was found in a cupboard in the Crown Isle exam room

  • Please thank Dr Cornocks office for sending people.

Visualize/Computers

  • The Crown Isle server was moved to the back mechanical room during the weekend when the floors were re-waxed. Paula (or DAK) can help connect to this server and help with any restarting of replication

  • The list of users has been amended. Please let him know of any issues with usability

  • There are a variety of products that need entries into Visualize. Any help is appreciated!

  • The Mosaic User Guide google sheet document is constantly being updated. Please be aware of its existence

Contact Lenses

  • Please do not restock the Oasys or Air Optix lenses until further notice. Mainly because there are so many other contact lens products, it is difficult to justify the stock expense

  • There will be a trial set of 1 Day acuvue enhancers arriving soon. The trial sets will be thinned out soon for space though.

Spectacle Lenses

  • Kid's package reminder: $92 off of lens price. That means a $92 pair of HMC lenses can essentially be free for the patient (with the purchase of frame)

  • 1.5 Pentax coated lenses – are especially good value and durable for nylor. This is well-established from experience

  • Hoya: please tell of any Maestro problems. Has there been any true non-adapts

  • Visioffice training day April 14. Note: A Crown ISle staff meeting will likely be rescheduled around the same time

  • Rx club and Stock club lens retail costs subject to change

  • Does nylor come up automatically on a lab order? NO! This is a visualize problem which we need to be aware of. Lisa has called visualize about it.

Frames

  • specials TBD: We are likely over-stocked in a variety of similar frames. We will go ahead with discounting slow sellers by $50 for now.

  • Military eyewear: we have the fax (a handout was given out today)

Staff

  • scheduling: is a work in progress with Bev/Laura/Martina

  • inter and intra-office co-operation; Please be respectful of our patients, our coworkers, our specialists, our suppliers, our competitors

  • Anniversary vs. Snow to Surf April 26- tshirts. Scott from Essilor is helping out with entry fee, we can print up some tshirts

  • noise/discretion. The walls are not totally sound proof which can be a problem in certain situations.

Facebook/Website

  • how to take a selfie: check out Paula's portrait in this website.

Review of deals:

  • Essilor perfect pair: still extended. Need to buy a new frame

  • Kids packages: 1.5 HMC lenses are covered, or $92 off other lenses. Need to buy a new frame

  • 2nd pair discount: 150 off second new frame

  • $200 of Hoya Maestro lenses. Need to buy a new frame. This will likely end in a few weeks.

 

March 5th General Meeting (Both offices)

Review of BCAO meeting. Laura wins a 12 pack of Diet Dr. Pepper for her quiz answers, which are on the website. Attendees liked the demodex lecture. Tom Bowen from Williams group spoke, there may be some concrete bits of wisdom to be gleaned from those lectures, to be distilled soon. I noticed one of his lectures was on patient retention (I had meant to tell a story of how one of my patients last week, his wife will not come to our office because in 2004 she received transition lenses which were brown in one eye and grey in the other, and another optical pointed that out to her).

A few ideas from Tom Bowen: to not only have a mission statement, but a culture statement. Bev mentioned that we are trying to foster the idea that we are community-minded, and have an ongoing record of that, even if it's naked bungee jumping.

Hoya can likely provide an attachment for spectacle fitting that can work with an ipad, similar to a Visioffice. DAK will look into procuring such a thing for Crown Isle.

Progress calls or "happy" calls should be an ongoing task at both locations. One can use visualize to schedule these. Crown Isle may have a pile of patients to call.

People mentioned to me afterwards that there is still a sense of separateness between the two offices; this has been addressed in the past but we can still do more to help this.

Other ideas to work on: improved routing forms, pre-appointments; Erin and Dr. Thomasen will help with these projects

We are all very sad to see Sasha go and we wish her well! Martina picked out an amazing Gucci frame and Sasha is wearing it in an awesome way.

Kevin the cleaner is also in our thoughts.

We are working on getting new staff.

Adminsitration:

Paula and Colleen have discovered that we can direct bill Manulife, as well as Standard Life and DesJardins.

Cataract wait times: please be aware that this is an issue but somewhat out of our control

A nice video of YAG-laser treatment for floaters is at www.vitreoussolutions.com It is an intriguing website. Thanks to former employee Deena for discovering that. I may occasionally mention this to patients. The going rate is about $2000 (Canadian) per eye for treatment. Which is about the same cost as corneal refractive surgery or out-of-pocket cataract surgery.

Lenses: Thanks for the error tracking at Crown Isle. Erin mentioned that she's noticed small piles of finished jobs not called. We'd like to have a better system in place for that, but in the meantime if you see a job that needs to be picked up, please call the patient. Think of not only the nice effect that will have on the patient, but also for the satisfaction and pride of the lab worker who finished the job.

This wasn't mentioned at the staff meeting, but it's necessary to use special cleaning solutions for Hoya lenses. Use the Optisource All Off for a good cleaning of Hoya markings. A good alternative (which does not smell as nice) is methyl hydrate. 

Frames; Please use the "transfer" function in Visualize's Inventory module when moving frames from one office to the other, for inventory purposes.

Military eyewear will be under third party billing soon. Eye exam fees: DAK called the base this morning about this. We are indeed allowed to bill more. The exam fee for military is now $111, which is what we charge for other blue cross clients. The contact at the base is Melise, 250-339-8211 ext 7060

other:

A one-year celebration for Crown Isle will be Saturday April 25. Preparations are under way for this, including staffing. Likely ideas: prizes, sunglass promos.

 

Feb 26 Staff Meeting: 5th Street. This agenda will be on the Members Only section of the website (password mosaic6)

 

Week in review:

  • appointments/scheduling

  • Patients

  • Visualize: replication, todo's

  • Frame, sunglasses (Maui Jims)

  • Contact lenses

  • Ophthalmic lenses (Essilor, Rxclub, Nikon)

  • Sale items

  • Website, Facebook

  • Costa Rica trip: on website soon

 

Upcoming week:

  • Sasha/Staffing

  • BCAO conference

 

notes:

There was a problem with Visualize at Crown Isle but the exact problem was not remembered. Martina took care of it on the phone.

A patient wanted to obtain a frame at Crown Isle but was recommended by someone at 5th street to get Visioffice measurements back at 5th later. Ideally the patient should have been advised that they would need to buy the frame from Crown Isle mainly to keep track of inventory. Not sure how this went.

A patient was seen leaving quickly from Crown Isle after it was noticed she had a bunch of frames in her hand. Not sure if the frames were stolen. DAK will look into a surveillence system.

Patient J. Gillette purchased some eyewear despite Jan's recollection that she had a bad debt, which was an incident that occurred before DAK's time. There was a note about this in Visualize but it was a difficult case to have resolved several years ago, and her record was simply DNR'd at the time. It seems like the new purchase went through uneventfully. It is worthwhile knowing how to find patient's records if they do not show up in an initial search in Visualize – it is because they have been listed as DNR or inactive or deceased etc. Thanks everyone who handled this with tact and my apologies for not addressing this more thoroughly in the past.

Rx club prices are officially in the computer system, at least in 5th street. DAK may need to edit and transfer these prices to visualize in Crown Isle. This is a good supplier for straight tops. Please be aware that the warranty is limited on Mosaics purchase but that we can still reassure patients that Mosaic will take care of them with our own warranty.

Martina had an idea of spring cleanout of slow moving frames in lieu of a frame special and that's probably a great idea. Please wait till we make it official.

Paycheques will be distributed early to help with timing before the conference. DAK has not had time to review these, please have some patience and understanding if there are any errors.

The Hoya dinner was received well. Thanks everyone who attended.

Our 5th street cleaning man Kevin had a heart attack and will have to go through some special surgery soon. He is not that old. If you see him, please relay our hopes for a quick and uneventful recovery.

Thanks to Laura and Martina and whoever else has been helping with the schedule. Sasha will be moving to Vancouver this weekend and of course we are all sad about this. New staffing will occur asap.

Laura M. Found an old frame rack at 5th street, we can use this to display a few more ladie's frames; there will be some more Ann Kleins at 5th street to replace marchon's mens Nautica.

Topics at the BCAO conference that have sparked interest: germs and micro-fauna that live in and around the eye; designing eye-catching displays; looking at interesting men's frames and low budget sunglasses, and “old-lady” frames at the trade show.

DAK will try to put a Costa Rica photo-essay up on the website asap.

Feb 5: Both locations

Examinations and appointments

  • Please remember to triple-mention locations for patients

  • Handing out an Rx: a good time to mention our lens and frame specials as well as service

  • remember: ask location first, then practitioner

  • Cancelling appointments. Thanks for using the cancel function and squishing unused times. However, lets just delete these cancelled appts. It's the lesser of the two nuisances.

Information tech:

  • Todo's for Dr. Kennedy will be slow to respond this week, sorry

  • Visualize: Pd issue in visualize. “rx Only” is not the best way to write Rx's

  • New computers have arrived. It will take some time to install Visualize on them.

Frames:

  • Deeply discounted frames: remember, no warranty on these

  • This month's frame special at 5th Street is Nautica and Levi (for ladies)

  • Crown Isle special is Jones NY and Nina Ricci

  • Inventory: report

  • 2nd frame discount: remember, $150 max. It is often lower than $150.

Contact Lenseswe

  • We now have an account with RGP/specialty lens supplier Viscon in Edmonton.

Ophthalmic Lenses:

  • The Essilor Experio deal is over. No news yet on another deal.

  • Hoya coating machine may be producing some delays

  • Polarized lenses from Hoya: check coating situation

  • The Maestro lens pricing: Make sure to add coatings. The discount is $100/lens. Only use new frames. You can use this discount with 2nd pairs (up to $150 off), and frames on sale

  • SHV and EX3 look similar to HMC and Centoptic coatings

  • Avoid Trivex at Crown Isle, mainly because edging is difficult. Send out frames for that.

  • Be aware of straight tops PD edging procedure differences between offices

  • We get a deal for 2nd or 3rd pairs through Essilor, but only with fax orders!

  • Rx Club: An account is set up for 5th street

  • Nikon accounts: are in the Mosaic user guide

  • Feb 19 meeting with Hoya : save the date

 

BCAO: the per diem is $125 for each day of conference. Which adds up to be $250 for most people.

Wheelchair door at Crown Isle: is in the works

One year anniversary:

 

Summary of deals:

 

  1. The Maestro: see above. Can combine with frame specials.

  2. Ongoing 2nd frame discount up to $150. The key word are “up to”. Do not give $150 off of a $99 frame, give $99 off.

  3. Kid's package: up to $92 off lenses with new frame

  4. Goggles: 25% off at Crown Isle.

  5. Monthly frame special.

 

 

January 22 Staff Meeting: 5th Street. This agenda will be at our website. Password: mosaic1

Happy one year anniversary for the new location!!

Examinations and appointments

 

  • One incident of patient inconvenience

  • Email reminders went out January 14. These were really brief and did not contain graphics or other information. The list was compiled very carefully. There was only one email sent in error out of almost 400. Any other observations?

  • New Patients: thanks for the awesome uptick, whoever is sending them in

  • Handing out an Rx: a good time to mention our lens and frame specials as well as service

  • remember: ask location first, then practitioner

 

Information tech:

 

  • The Hoya ordering program– is it working OK.

  • Visualize: Replicating links and replication in general is likely fixed for good!

  • There is probably a problem with the dispensing computer at Crown Isle

     

 

Frames:

  • This month's frame special at 5th Street is Nautica and Levi (for ladies)

  • Crown Isle special is Jones NY and Nina Ricci

  • 5 or 6 of the colourful Joop frames are being sent back

  • 2nd frame discount: remember, $150 max. It is often lower than $150.

 

Contact Lenses

 

  • Acuvue rebates: do we have hard copies yet. Yes.

Ophthalmic Lenses:

  • Canoptec: Is there any recent trouble with warranties or Precision lenses.

  • Rx Club: Erin might have the account set up.

  • The Maestro lens pricing: Make sure to add coatings. The discount is $100/lens. Only use new frames. You can use this discount with 2nd pairs (up to $150 off), and frames on sale

  • Centennial/Encore lab pack relief package

  • Feb 19 (Feb 16 and 17 was mentioned last time) meeting with Hoya : save the date

 

Telpay: Jan K will be asking for bank account info as soon as she can.

Anniversary ideas are being bandied about.

 

Summary of deals:

 

  1. The Maestro: see above. Can combine with frame specials.

  2. Essilor Experio Deal: One new frame is necessary. Extended to January 31 2015.

  3. Ongoing 2nd frame discount up to $150. The key word are “up to”. Do not give $150 off of a $99 frame, give $99 off.

  4. Kid's package: up to $92 off lenses with new frame

  5. Goggles: 25% off at Crown Isle.

  6. Monthly frame special.

 

January 13 Staff Meeting: Crown Isle

 

Future staff meeting notes will be on Google docs.

 

Examinations and appointments

 

  • Recalls were sent out by mail last month. Please be aware of 1-year eligibility rules for patients with MSP coverage – but try not to turn people away in person since it's possible sometimes to bill early

  • emails will go out today or tomorrow morning

  • remember: ask location first, then practitioner

 

Information tech:

 

  • The Hoya ordering system may involve installing an app on computers

  • Visualize: Replicating links and replication in general is likely fixed for good!

  • Please bookmark the google doc “Mosaic user guide” on browsers.

  • Facebook likes: some signage will go up soon for that

 

Frames:

  • This month's frame special at Crown isle is __________________________

  • David from Luxottica will be coming in to Crown Isle today

Contact Lenses

  • Acuvue rebates have arrived by email

Ophthalmic Lenses:

  • Canoptec is done. Warranty work with Essential/Precision: Scott offered to use Horizon for that product. For toher Canoptec products, we looking at other suppliers: Rxclub, Centennial, River, Esssilor

  • The Maestro lens pricing: Make sure to add coatings. The discount is $100/lens. Only use new frames. You can use this discount with 2nd pairs (up to $150 off), and frames on sale

  • Possible Feb 16 (Feb 17 was mentioned last time) meeting with Hoya : save the date

Telpay: we will be starting direct deposits in the new year. You may need to provide a secure email address and possibly a bank account number.

 

Summary of deals:

 

  1. The Maestro: see above

  2. Essilor Experio Deal: One new frame is necessary. Extended to January 31 2015.

  3. Ongoing 2nd frame discount up to $150. The key word are “up to”. Do not give $150 off of a $99 frame, give $99 off.

  4. Kid's package: up to $92 off lenses with new frame

  5. Goggles: 25% off at Crown Isle.

  6. Monthly frame special.

 

January 8 Staff Meeting: 5th Street

Future staff meeting notes will be on Google docs.

Examinations and appointments

  • Recalls were sent out by mail last month. Please be aware of 1-year eligibility rules for patients with MSP coverage – but try not to turn people away in person since it's possible sometimes to bill early

  • emails will go out by the end of the week

  • remember: ask location first, then practitioner

 

Information tech:

 

  • Silhouettes: we are now listed on silhouette.com as a retailer

  • Courtenay 1-Hour Optical is now relocated on Google maps

  • Visualize: please help them with this issue: replicating links

 

Contact Lenses

 

  • Reminders: Contact Lens orders: Import the latest Rx. If there is no importable Rx, ask the optometrist to put one in

  • Acuvue rebates have arrived by email

 

Ophthalmic Lenses:

 

  • Monitoring orders: how is this going

  • Canoptec is done. We can use River for the time being for straight tops.

  • The Maestro lens: a back surface lens PAL that OSI has obtained for special use at good cost

  • It is on special for the time being. Good ideas for this lens: adds +2.00 or lower.. People who dont want the transitions special. People who have put up with ovation, accolade, panamic, vogue, polycarbonate, striaght tops etc. People who want to go to a box store. People who could use the EX3 coating or trivex material. Frames with wrapped face curves. People who dont mind waiting ten days.

  • Hoya info (hoyanet.ca):

  • 5TH STREET: acct 39090 user 39090 password 39090DRA

  • Crown Isle: acct 309091 user 309091 password 309091COU

  • Possible Feb 17 meeting with Hoya : save the date

 

 

Telpay: we will be starting direct deposits in the new year. You may need to provide a secure email address and possibly a bank account number.

 

Parking: Beltone spots will be taken now

 

Summary of deals:

 

  1. The Maestro: There should be no reason to shop elsewhere for price and coating quality. We'd like lots of feedback

  2. Essilor Experio Deal: One new frame is necessary. Extended to January 31 2015.

  3. Ongoing 2nd frame discount up to $150

  4. Kid's package: up to $92 off lenses with new frame

  5. Goggles: 25% off at Crown Isle.

  6. Monthly frame special.

  7. Hoya: did we mention the Maestro lenses.

 

Dec 17 2014 Staff Meeting: 5th Street

 

A big thank you for coming out to the Christmas Party!

Thanks for the beer and the awesome graphic art on the box!

 

 

Future staff meeting notes will be on Google docs.

 

Examinations and appointments

 

  • Recalls were sent out by mail yesterday. Please be aware of 1-year eligibility rules for patients with MSP coverage

  • emails will go out soon: we may need to wait for appropriate timing. Phone recalls.

  • gathering email addresses: we do not have a “newsletter” list, we have a “reminder” list – this will change in the new year with recipients having the option to subscribe to newletters

  • Note collection

 

Frames:

  • YANA tree follow up. The Baders won it. Please thank them.

  • Banff Film festival follow up

  • Chloes: already positive feedback is coming

  • Silhouettes: we are a retailer. If anyone talks to Michael Z, please remind him that we are still not listed on the silhouettes website after a couple of years of trying

 

Contact Lenses

  • 12 packs for Oasys: please do not split open packages. They are priced super competetively.

  • Reminders: Contact Lens orders: Import the latest Rx. If there is no importable Rx, ask the optometrist to put one in

 

Ophthalmic Lenses:

 

  • Erin has volunteered to monitor for unordered lenses. I noticed that Erin has been monitoring not only for missed “to order” jobs, but also other statuses. Way to go!

  • Essilor account errors: avoid them by indicating the acct# (with fax orders) or using online ordering.

  • Edging and other repairs. If it's quiet, it's easy to get distracted by socializing with your coworkers. Scrooge Kennedy recommends quiet concentration when performing difficult tasks!

 

Case Reports: TBA

 

Telpay: we will be starting direct deposits in the new year. You may need to provide a secure email address and possibly a bank account number.

 

Summary of deals:

 

  1. The Maestro: There should be no reason to shop elsewhere for price and coating quality. Hang on for upcoming pricing in Visualize and external promotion, and patient feedback as much as possible

  2. Essilor Experio Deal: One new frame is necessary. Extended to January 31 2015.

  3. Ongoing 2nd frame discount up to $150

  4. Kid's package: up to $92 off lenses with new frame

  5. Goggles: 25% off at Crown Isle. The clips have generated some interest.

  6. Monthly frame special.

  7. Hoya: did we mention the Maestro lenses.

 

Dec 4 2014 Staff Meeting

 

 

Examinations and appointments

 

  • Appointment location errors: few lately. Here's a couple of tips to reduce errors even more. Ask patients to repeat where and when their appointment is. Ask for them to help fill out their appt times on cards.

  • Recent mailouts: Crown Isle is still not getting as booked up as it could be. Please remember to ask about preferred location before preferred times or preferred doctors

  • MSP billing: how is this going at 5th street. Thanks for the input re: rejections

  • Paper forms: a request was made last week for guidance on forms. How has this progressed.

 

Frames:

  • After the YANA tree and Banff film festival, there will be more emphasis on eyewear on our Facebook site and website.

  • Zeal contest

 

Contact Lenses

  • 12 packs for Oasys: please do not split open packages. They are priced super competetively.

  • Contact Lens orders: Import the latest Rx. If there is no importable Rx, ask the optometrist to put one in

 

Ophthalmic Lenses:

 

  • Erin has volunteered to monitor for unordered lenses. Someone at Crown Isle will do the same.

  • December can be difficult for sales in general but last December we did way better than usual. Do not give up!

  • Beware the trifecta.

 

Case Reports: TBA

 

Administration

 

  • Christmas Party: Prime Saturday December 13

  • Yana Tree: last day saturday

  • Banff mountain film festival: Dec 7 ideas welcome. Volunteer from 5th street needed.

  • Advertising: our current programs

  • Please – if the opportunity arises – be thankful to these particular physicians' offices: Dr John Law, Dr. Mark Woldnik, Dr. James Ingrey, Dr. Shannon Marshall

  • Future staff meetings will be augmented with email newsletters.

 

 

Bev's comments

 

 

Summary of deals:

  1. Essilor Experio Deal: One new frame is necessary. Ending DECEMBER 31!!

  2. Ongoing 2nd frame discount up to $150

  3. Kid's package: up to $92 off lenses with new frame

  4. A “reader package” at 5th street is no longer in effect

  5. Goggles: 25% off at Crown Isle. The clips have generated some interest.

  6. Monthly frame special.

  7. January: An in-office Hoya promotion will likely take place.