How to increase the efficiency of the ophthalmology business?

The ophthalmology business is developing rapidly and requires new approaches to work and organization. Efficiency, profitability and the desire to provide quality services to patients - these are the driving goals that guide employers and employees.

It is for this purpose that MARVI was developed - a Ukrainian management system that helps optical and ophthalmology institutions implement cool solutions to achieve results.

So how does MARVI help increase business efficiency? Thanks to specially designed modules based on the needs of doctors and employees of optical salons and ophthalmology clinics. The MARVI system ensures optimization of doctors' work, correct maintenance of medical records, effective patient receptions and improvement of medical services.

Maintenance of medical records

Questions that always concern doctors and administrators of optical salons and ophthalmology clinics:

• Why is it important and how to properly maintain accurate and complete medical records in ophthalmology?
• What data must be included in the patient's ophthalmology record?
• How often should a patient's medical records in ophthalmology be updated?
• What consequences can arise from inaccurate or incomplete medical records?
• What advantages does electronic medical records have over paper ones?

Let's consider the answers to them at all stages in turn: from the first meeting with the patient to establish long-term trust.

During the initial examination, the doctor must ensure that the following documents are signed with the patient:

1. Consent to the processing of personal data
2. Consent to medical intervention
3. Informed consent
4. Medical card (outpatient card/discharge)
5. Contract for the provision of medical services

The listed documents help the patient and the medical institution regulate relations, protect their rights and avoid possible legal misunderstandings.

Among the requirements for document management, we can highlight the following:

• accuracy and completeness
• confidentiality
• compliance standards
• timeliness.

Tips for maintaining medical records

• Examinations conducted by a doctor or optometrist should be described in a report and given to the patient, preferably on company letterhead.
• A prescription for glasses is recorded in the specialist's report. It can also be written on a separate form, preferably on company letterhead.
• It is recommended to draw up a form with a doctor's report after examining the patient in accordance with the standards of the forms of the Ministry of Health of Ukraine:
  • Form 027/o — extract from the medical record of an outpatient patient;
  • Form 028/o — advisory opinion.

The patient is always given a copy of the statement, and his signatures must be on all documents.

Frequency of updating and storing patient medical records in ophthalmology

The minimum storage period for patient medical records in Ukraine is 5 years from the date of the last visit to a medical institution. Documentation related to surgical interventions or other complex procedures may be retained for up to 25 years, depending on legal requirements.

Data that must be included in a patient's ophthalmological record:

• personal information (name, date of birth, contact information, identification code or medical card number);
• anamnesis (medical history);
• objective examination (visometry, tonometry, perimetry, etc.);
• diagnosis;
• prescribed treatment;
• records of consultations, referrals;
• doctor's signature, date.

Inaccurate or incomplete medical documentation in an ophthalmological clinic can have serious consequences for the patient, the medical institution and the doctor. The main possible consequences:

• danger to the patient's health (incorrect treatment, medical errors, inability to continue treatment by another doctor);
• ethical (violation of professional ethics, conflicts with colleagues);
• legal consequences for the clinic and the doctor (medical lawsuits, sanctions from regulatory authorities, loss of trust);
• Economic (financial losses, reduced profitability).

Advantages of the «Medical Examinations» module:

• saving from 5 to 15 minutes at each patient visit;
• all information is systematized and located in one place;
• transfer of interaction between doctors and administrators online;
• improvement of service and provision services.

Optimization of doctors' work

MARVI management system — is a tool that allows not only to automate adminstratified processes, but also significantly increase the efficiency of doctors' work. Thanks to its implementation, doctors get the opportunity to focus on the main thing - patients, and routine tasks such as maintaining documentation, planning visits and communicating with patients become more structured and fast. 

So, how to make doctors earn more for themselves and for the clinic?

First, the team must clearly understand the mission of the clinic, its vision and main goals. This will help to form a team spirit and coordinated work, without wasting time on explanations and unnecessary fuss.

Secondly, employees must have motivation, and not only material. Correct implementation of the point above will create a sense of involvement in a large, single goal.

Thirdly, the management of the clinic or optical salons must create opportunities for professional growth and training. When employees see that they are appreciated, helped to develop and move up the career ladder, they will make more efforts to make the business prosper.

In order to simplify and facilitate the daily routine of the team, MARVI developed the module "Visit Calendar".

Visit Calendar — fewer errors, more control

The calendar is convenient, simple and pleasant to use. Its functionality is designed to manage doctors' schedules, patient records, appointment reminders, etc. MARVI has also released specialized versions of the calendar for optical salons and ophthalmology clinics. Main functions:

• Group appointment booking
• Uploading insurance guarantees
• Ability to specify comments and notes on appointments
• Convenience for doctors and administrators.

The MARVI calendar is completely electronic, all employees of ophthalmology clinics or optical salons have access to the necessary functions 24/7, even remotely. The pace of our lives is rapid, appointments are affected by power outages, life circumstances and many other factors, so the calendar takes all these factors into account. There is even an opportunity to create schedules for separate offices in the system to avoid situations when two patients come at the same time for an appointment for the same service provided in the same office. This way, you can avoid time conflicts and reduce errors that occur due to the human factor.

Team

The success of a business depends not only on successful technical solutions, but also on the relationships in the team and its emotional state. In our realities, attention has begun to be paid to such an important factor as resilience. This is psychological stability, the ability to return to normal, recover from difficulties, the process of good adaptation in the face of disaster, trauma, tragedy, threats and stress (American Psychological Association).

Dream team: how to unite people and create a comfortable space for them?

1. Have a step-by-step plan for getting out of the worst situations you can imagine

You need to make a list of possible developments and discuss with employees how to act and what to do. Always stick to the plan. Stability gives a sense of peace.

2. Diversify income and human resources

This applies not only to businesses, but also to personal finances. There should be several sources of income, all employees should be interchangeable, and work should be clearly planned.

3. Find your global mission and follow it

The entire team should feel the meaning of work and be an integral part of it.

4. Take care of the health of the team

Arrange physical activity, regular check-ups, healthy nutrition, vaccinations, and most importantly - adequate work schedules.

5. Acknowledge your fears and the fears of the team

Don't be silent, talk about everything that worries you. Emotions need to be experienced and understood where they come from. You need to be resourceful, recover from what you have experienced.

6. Be healthy optimists

You need to look at everything realistically, and think and look for solutions to problems optimistically. Focus not on the difficulties of this moment, but on the reward after the test.

7. Form shared memories with your team

Make jokes, organize joint trips, holidays, spend time cognitively and usefully. Such moments bring you very close and you become one family.

8. Talk

Proper communication is the key to relationships. Give each other the opportunity to express themselves, listen, support, provide feedback. Share experiences. Talk not only about work, but about everything in general.

9. Be strong leaders

People look up to leaders, follow them, and want to follow them. The team must have a strong leader.

10. Give everyone the opportunity to influence

Every employee has responsibilities, is responsible responsibility for your actions and behavior. Let the team feel that you take their opinion into account, take into account the suggestions and opinions of the workers.

Following these points will help you create a strong and friendly team. Together you can reach the top. From here, we move on to improving the quality of service, because happy employees are happy to do their job and want to do their best for the patients.

Improving patient service

The MARVI system allows you to provide better service for patients. All processes are maximally automated, patient data is stored reliably and confidentially. It is possible to send reminders addressed to each patient — about a visit, birthday greetings, notifications about promotions or new products, etc. This is convenient to do via messengers that are integrated into the system. IP telephony and online recording tools are also connected. You value your time and your patients' time, and they feel it.

With the help of our CRM system, you can set tasks for employees and monitor their implementation: set priorities, assign a responsible person, categorize tasks and set deadlines.

All these factors speed up the work of staff, help them devote more time to the patients themselves, and not to routine tasks. Maximally automated processes make it possible to increase sales, improve work efficiency and improve the quality of services provided. The time you save on small tasks can be used to develop your business. And the MARVI management system helps you with this.