The Official VisionWeb Blog

Taking the Plunge Into Meaningful Use

Tenzin Yulo — Thu, 23 May 2013 13:00:00 GMT

What exactly is meaningful use and how does it relate to your practice?
It may surprise you that these two things have more in common than you think. Just a deeper look into how meaningful use can save your eyecare practice thousands from the incentive program! Below is a special guest post from our friends at VitalHealth Software giving you all the details of adopting meaningful use at your practice!

According to the latest market research reports, close to 90% of general family medicine physicians have adopted an EHR, or are in the process of doing so. The rapid increase in adoption – up from perhaps 25% no more then four years ago – can mostly be attributed to the promise of meaningful use incentives, and the looming reduction in Medicare reimbursements for those that opt out of the program.

The adoption rate amongst ODs is starting to ramp up as well. Perhaps you haven’t taken the plunge yet, and are taking a wait-and-see approach, hoping that things will become easier as early adopters work out the kinks. But the window of opportunity is not open much longer. ODs that want to benefit from incentive payments will have to start participating no later than 2014. So perhaps we can help alleviate some of the concerns you may have, based on what we have heard in the field.

1. An EHR Will Slow Me Down

This concern is by far the most often voiced concern by medical professionals. And for some solutions, this may be true. Many EHR solutions available today are based on older technologies, and perhaps designed for large practices with dedicated personnel to input data. These solutions offer a myriad of features and functions with complicated screens and workflows that require a lot of experience and simply don’t fit well with more agile practices. So take a little time to research your options. Look for an EHR that can support your workflow, with screen designs optimized for quick and easy data entry. Avoid solutions that tie you down to using a mouse and keyboard only. Once you give it a try, you will find that many consultation types benefit from the ability to directly face your patient, using an unobtrusive tablet device to document the visit.

2. Attestation Seems Complicated

True, it DOES seem complicated. But fortunately, an EHR that has been certified for Meaningful Use should do most of the work for you. When researching your options, look for solutions that can generate the exact reports you will need to submit in an easy to interpret format. All you’ll have to do is simply enter the data generated by that report into an online submission form. And starting 2014, the Clinical Quality Measures (CQMs) will have to be submitted electronically directly from the EHR. No effort required on your part other than initiating that process.

3. Is It Really ‘Meaningful’?

That is a fair question. Does a certified EHR really help improve quality of care? According to ONC, 88% of practices report that EHR adoption produces clinical benefits for them, while 75% of practices report that adoption has led to better overall patient care. These benefits can be attributed to several reasons. The four reasons most often mentioned by our customers are: instant access to patient medical history from anywhere, reminders for preventive care as well as acute care alerts through clinical decision support, improved care coordination through electronic exchange of medical data, and the ability to stimulate patient engagement through patient portal access. Of course some practitioners claim to do all these things without an EHR, but having a meaningful use certified EHR just makes the process easier.

4. Can An EHR Benefit My Practice As A Business?

This is NOT a requirement that ONC uses to qualify meaningful use. But we have yet to meet a practice owner to whom this is not a concern. We have already established that the right EHR should not slow you down in documenting a medical exam. But it should also help you streamline the process of coding your visit for billing purposes, prescribing medication, generating reports, and transferring the appropriate data to your practice management solution for ordering products. So make sure you don’t overlook these concerns when choosing your EHR.

5. How Does This Benefit My Patients?

This question is somewhat related to meaningful use. Studies show that successful EHR implementations help improve quality of care. And based on our experience, it also greatly increases patient satisfaction. Modern EHRs allow patients to directly access select data from their medical record, and interact electronically with their care providers. And MU certified EHRs enable the exchange of data between different care providers, avoiding the need for patients to provide medical history information multiple times, with all its inherent inconsistencies.

We recommend that providers initially focus on getting the correct workflow implemented for optimal use of an EHR within a practice. Once that is done, focus on improving the patient experience by providing direct patient portal access.

6. Are These ‘Cloud-Based’ EHRs Really Safe And Reliable?

We hear this question quite often. Many ODs have probably used a locally installed software product for years, and may be a bit skeptical about moving their private data to the cloud. We recently released an eBook on this subject. Long story short… for small and medium sized practices we recommend a cloud-based solution over locally installed software. Cloud-based solutions are reliable, more secure, easily scalable, and far easier to maintain than any local solution can ever be, with a predictable cost pattern. Cloud is the way to go.

The road to Meaningful Use is not necessarily easy. But it is actually not as hard as you think. With the right EHR, most of the work is done for you. There is still an opportunity to benefit from financial incentives, so the time to act is now!

Ready to get started on the Meaningful Use Incentive Program? Our eBook, A Beginner's Guide to Meaningful Use, will tell you everything you need to know to get started!

New eBook: A Beginner’s Guide to Meaningful Use

Sharon Chin — Tue, 21 May 2013 13:00:00 GMT

Today, we’re here to talk about a popular topic that many of you might be unfamiliar with - Meaningful Use. You might have heard of it, but don’t really know much about it, much less how it applies to your practice. That’s why, we’ve partnered with VitalHealth to tell you everything you need to know about Meaningful Use. And don’t worry; it’s not as hard as you think!

The Meaningful Use Incentive Program is all about promoting the use of electronic health records (EHRs) in an effort to make healthcare more consistent and transparent. Early adopters qualify for an incentive payment from the Center for Medicare and Medicaid services.

You are still qualified for incentive payments if you participate in the program this year. Our eBook will tell you how to get started! You’ll learn about:

Benefits of EHRs
Financial Incentives and Potential Penalties
Requirements and Attestation
Preparing for Audits
And Much More!

When you succesfully complete the meaningful use program, you'll be able to enhance patient care, get work done easier and faster and make more money in the long run! More than 11,000 ODs have already registered for the program! Get started today!

Check out a preview of the eBook and click the 'Expand' button to view it in full screen.

10 for 10: Managing Eye Care Sales to Boost Your Revenue

Laurel Materka — Thu, 16 May 2013 13:00:00 GMT

It’s that time again! The fourth edition of 10 for 10: Ten Questions for VisionWeb’s Tenacious 10 is back and ready for action! Here you’ll meet 10 of VisionWeb’s Directors, Chiefs, and overall amazing individuals. Don’t you want to learn about VisionWeb’s company culture, our experts’ observations and predictions of industry trends, new projects, and much more? Get ready, get set, and read on my friends!

Series 4: Chris Rice, Director of Sales

We can’t wait for you to meet the man in charge of building close relationships with optical suppliers, laboratories, and manufacturers; VisionWeb’s very own Director of Sales, Chris Rice! Chris is a stand-up guy and has an unmatchable personality! Everyone adores his charisma and humor. But, don’t let his comical side fool you, Chris has been working in sales since 1997 and is extremely adept. In fact, his former colleagues describe Chris as having “the ability to drill down to tasks and strategies that help achieve solid results” (Joel Goldstein, MFV Expositions), and regard him as “an asset to any company” (Jacqueline Micucci, Amazon). The positive comments about him go on and on. So come and meet Chris behind the scenes. Spoiler Alert: learn how to boost your sales with his expert recommendations and tips!

1. What exactly do you do here at VisionWeb?

My responsibilities at VisionWeb include overseeing our insurance team and leading efforts to grow the use of our services, like claim clearinghouse solutions, by working with our various partners. These partners include manufactures, laboratories, and associations. While my title says “Sales”, I actually act more as an ambassador to these groups helping them better understand the services that we offer. By better understanding what we do we generate opportunities that lead to greater efficiency for our partners, increased productivity for ECP’s, and more lens and frame ordering flowing through VisionWeb...Win/Win/Win!

2. Do you have any tips for eyecare practices trying to boost sales?

What I have seen as the key to success is to have each member of the staff understand and have ownership of their role. Successful practices understand the value of the optician in particular and the relationship that they have with patients. The optician has an interesting role since they not only need to address the patient’s vision, but also the function and fashion of the eyewear they select. To be able to go about managing eye care tasks effectively, the practice must make sure that their staff keeps up with the latest lens technology and frame styles through continuing education and trade publications.

3. In your opinion, what can opticians use as selling points?

Opticians need to take time to educate the patient about the various products available and new technology that may help them see and look better. The more knowledgeable the optician is, the more comfortable the patient will be investing in better eyewear. The key is not to push, but rather to clearly explain the benefits and the value of the investment to the patient.

4. What qualities should managers look for when hiring a salesperson?

I think integrity is number one. Your sales people are the face of your company to the customer. What they say and how they act is a direct reflection on the company and the product or service you are selling. I also like to have people who are comfortable working as part of a team. While salespeople may have a perception of being very territorial, I believe that if your sales team can support one another and help out even if there is no personal gain, everyone will be more successful. It also doesn’t hurt to be charming and funny too!

5. Obviously with the digitization of the marketplace, many purchases are happening online. How are salespeople adapting to this shift?

The role of the sales person is less of an order taker and more of a trainer/educator/business partner now. To me this makes the sales process much more interesting. I love the opportunity to spend more time with customers discussing their real business issues and what solutions may help them. I may not always have the solution they need, but may know someone who does. I love it when customers reach out to me even when they aren’t looking for frame ordering solutions or opticians practice management software integrations, but want my advice on what they should do. My goal is to be seen as a valued business resource rather than just a salesperson.

6. Do you think salespeople can utilize social media to facilitate sales?

Yes! Social media is a great way to keep in touch and expand your network of resources. One piece of social media advice I have is that this platform is a great way to share information and even connect a current customer with a prospect to share their experience. There is no better sales tool than a happy customer!

7. Do you have any tricks for closing a big sale?

I’d tell you, but then I’d have to kill you... actually I don’t have any tricks. I was taught to treat each sale the same way. Big or small every customer is important and should get the same level of service from me. Besides, a small customer now may be a big customer tomorrow and they will remember how you treated them!

8. What suggestions do you have when pitching to a hesitant customer?

The best thing to do is be patient and really find out why they are so hesitant. The best tool in this situation is to get them in touch with a current customer. Getting feedback from a peer has much more impact than anything I can say. In addition, I can do what I say I’m going to do... this goes back to building trust.

9. What do you predict to be the biggest trend relating to sales in the upcoming years?

I think you’ll see customers becoming more open to value versus just buying on price. The recent economy has put price pressure on every segment of the supply chain in order to keep prices low and more often than not quality suffers or support resources are cut providing a poor post-sale experience. I think customers will be willing to pay a bit more for products and services to allow sellers to better support them.

10. What do you like most about working at VisionWeb?

Where do I begin... I LOVE the VisionWeb team and the passion they have for the business and thinking of new ways to support the eyecare industry. We have a great mix of people who each bring something different to the table. The diverse backgrounds of our team members create an environment that is very dynamic and creative.

Chris really is an awesome guy with unparalleled work ethic and persistence. Our Director of Sales is as good as they come!

Don’t miss out on the next installment of 10 for 10, where we will interview Scott Kollar, Director of Operations!

Subscribe to the VisionWeb Blog for alerts on the next 10 for 10!

Who is Stealing Time from Spectacle Lens Suppliers and Customers?

Laurel Materka — Wed, 15 May 2013 13:15:00 GMT

Maintaining an efficient practice is no easy feat. Even though you can’t control everything that goes on at your practice, there are technological advances you can make to boost efficiency. For instance, submitting orders to spectacle lens suppliers online reduces duplicate work and time-wasting phone calls.

But, no matter how many productivity safeguards you have in place, employees inevitably get sidetracked or engage in non-work related matters, resulting in an efficiency nose dive. Our friends at The Optical Vision Site realized the implications of time-wasters and had some great ideas on how to address them. So, are you employing a time thief?

Dealing With Time Thieves

This is one of my pet peeves, people doing personal business at work. So irritating. Back in 2009 we wrote a post on Employee Time Theft and I thought I would run it again, as the issue keeps coming up over and over. So what is a time thief at work?

Time Theft comprises of the following:

Late arrival, early departure, long lunches
Sick days when not sick
Creating Overtime when not needed
Personal business at work, including personal phone calls, Internet, Facebook, texting
Over socializing with friends and workers
Conducting other business at work

Eye Bogglers:

The Boston Globe and Denver Post reported that US companies lose nearly $400 billion per year in lost productively due to 'time theft' or loafing.
Robert Half conducted surveys which concluded the average employee steals 4.5 hours/week in time.
Other surveys say: 64% of respondents report wasting one hour or less each day at work, which is, let’s say “acceptable”. 22% waste approximately 2 hours daily, and 14% waste 3 or more hours each workday.
The primary-time wasting activity is surfing the Web (48%) followed by socializing with co-workers (33%).
30% waste time by conducting personal business
19% waste time by personal phone calls
15% waste time by taking long lunch breaks.
8% of companies have dismissed employees because of time spent on sites such as LinkedIn and Facebook. See Note to Self Talking About Your Boss on Facebook. (True Story)

What It Costs:

Outright costs- Let’s just say the average employee steals an average of 1 hour/week or 50 hours/year. You pay employees $10.00/hour with benefits or other perks. That equates to $5,000 a year x 3 employees or $15,000 a year in lost time and money.
Loss of patients- Whenever I am in a store and employees are stealing time, I leave without making a purchase. As a consumer you can tell. You can tell when employees are texting and making personal phone calls. You can see employees in a huddle on the sales floor.
Loss of morale- Nothing is worse when you have a hard working person who has to pick up the slack for a time thief.
Loss of respect- If you can't control time thieves due to bad management, lack of enforcing policies, staff loses respect. Lack of respect leads to apathetic environment.
Higher prices- For every consumer.

How to Resolve:

Make sure your company policy and employee manual clearly state the rules and policies of personal business, personal phone calls, tardiness, texting, and internet use. If employees are using Facebook and Twitter for company business, make sure that is clearly stated. The policies should be stated and employees should sign off on it.
Have a staff meeting to review and go over all policies and procedures and the reasons for those rules.
If you have set up an Internet monitoring or filtering system, let your staff know. This gives them the responsibility to follow the rules. As an employer you have every right to monitor the Internet, voice mail, and phone calls in your office. However under federal law, once an employer knows the call is personal, they cannot monitor the call. The employer has the right to prohibit the dialing and websites of certain phone calls and addresses.
If you have an employee that is not following the rules- speak to them privately.
If an employee is wasting time due to not having enough to do- set up areas of responsibilities. One of the key elements in productivity is job satisfaction. Work with the employee for professional growth.
25% of employees say they waste time because they are underpaid. OK- Every person is accountable and responsible for their own job satisfaction and growth. If they feel underpaid- then they should address that by increasing job skills or personal growth or rectify that situation with the employer or find a job elsewhere.
Keep employees motivated by giving praise, thanking them for a job well-done- Reward or bonus them for achievement of goals. It is always better to focus on the positive and reward.
Nothing working? Consider installing time clocks.

Resources:

Stop time thieves in their tracks and keep your practice efficiency from plummeting!

Optometry eBook: 8 Steps to Take After Graduation

Sharon Chin — Tue, 14 May 2013 13:00:00 GMT

Graduation can evoke mixed emotions in many graduating students. While you’re relieved of staying up late to study for a test or rushing out an assignment, you might also be afraid of stepping out into the “real world”. Finding a job is probably one of the most stressful processes and many students get so caught up with their studies, they forget to think about the steps they need to take after graduation.

This optometry eBook is here to guide you through 8 steps you need to take after graduation. We even provide you with resources to find employment!

You’ll learn how to:

Find the right job
Get credentialed with payers
Search for claim filing and ordering solutions
Code right the first time
And so much more!

After reading this eBook, you should feel confident about your new life as an optical professional!

Check out a preview of the eBook and click the 'Expand' button to view it in full screen.

Not a graduating student? Check out one of our latest optometry eBooks for your eyecare practice.

Tips for Managing Eye Care Practices: A Better Payment Service

Laurel Materka — Thu, 09 May 2013 13:04:00 GMT

We come to you today not to talk about fun codenames to give your patients or how to be the best frame-matchmaker in town, but to discuss a more serious topic: your bottom line. If you’re paying too much for payment services, then that cost directly affects your profits. We know that seeking out ways to maximize net income may not be your number one priority because your time is spent providing great services, preserving employee satisfaction, and maintaining customer relationships. And if we’re all really being honest, researching and comparing payment services is about as exciting as watching paint dry.

But, as CEO of AES Dennis Bakke once said, “Profits are to a corporation much like breathing is to life. Breathing is not the goal of life, but without breath life ends. Similarly, without turning a profit, a corporation, too, will cease to exist.”

Of course we want your practice to “continue breathing” (and really take “deep breaths”), so we did all the boring research and came across a payment service that we believe can be utilized to improve managing eye care practices, NXGEN Payment Services.

What Does NXGEN Do?

NXGEN is a Better Business Bureau (BBB) Accredited Business and has had over 10 years of experience in providing complete payment processing services, including:

Credit and Debit Card Processing
ACH/EFT and Check Processing
Smartphone, Mobile, and Wireless Processing
Internet Processing
Merchant Cash Advance
And More!

Just as a quick overview, this company provides great rates and helps their clientele lower overall processing costs by improving operations. NXGEN can even help integrate your payment processing software with your existing Customer Relationship Management (CRM) system or other accounting systems. If you aren’t convinced that integration is a necessary move, just remember how much more efficient you were when you integrated your opticians practice management software with VisionWeb!

What are the Benefits of NXGEN?

Security

Let’s talk about data breaches: they’re costly, scary, and a pain in the neck. A single breach could even cost you your company. NXGEN helps reduce this risk by making sure every merchant stays Payment Card Industry Council (PCI) Compliant. Did you know that businesses that cannot prove their PCI compliance could be subject to hefty fines ranging from thousands to millions of dollars? Now that’s scary! What’s even better is once you are PCI Compliant, NXGEN will warranty each data breach for up to $100,000 in reimbursed fines and costs! How’s that for a little peace of mind?

Transparency

No shady or complicated reporting here! Just as ordering ophthalmic products online through VisionWeb is more convenient and efficient, so is online reporting. NXGEN offers an easy-to-understand online reporting system that’s available 24/7. Know your true costs and enjoy “big business advantages” no matter what size your practice is.

Customer Service

VisionWeb’s Director of Customer Relations, Juanita Burke, stressed in her 10 for 10: Keeping Customers Happy at Your Eye Care Practice, how crucial customer service is to any business: she would be happy to learn that NXGEN feels the same way. NXGEN states that “merchants come for the NXGEN clout and stay for the service.” Available 24 hours a day and 7 days a week, this company is committed to ensuring its customers are satisfied.

Accepting

Yes, NXGEN accepts all payment types when it comes to credit and debit card processing (even Canadian PIN networks). Instead of dealing with many confusing statements, you receive one integrated statement. And, there are no funding delays: deposits are available within 24-48 hours.

We know discussing payment services isn’t the most exciting topic, but we want your eyecare practice to be in tip-top shape! And starting with an awesome payment service, like NXGEN, can help you cut costs and improve profits. If you’re interested in learning about this payment service for optical suppliers and eye care practices, visit NXGEN.com.

Want to learn about NXGEN and their services?

Why Your Lab Ordering Methods May Be Faxed Up

Laurel Materka — Tue, 07 May 2013 14:15:00 GMT

When we saw Kmart’s new “Ship My Pants” commercial promoting their free delivery service, we couldn’t help but laugh at the punny innuendo. All the buzz around this viral video got us thinking about the nuisances of everyday life and how even the simplest solutions, like shipping your pants, can make a world of difference.

What's Your Practice Doing That's as Efficient as Shipping Your Pants?

Let’s face it, running any business is difficult, especially one in the healthcare industry. In a world centered around technology, it is imperative to be adaptive and stay with the times. But as many businesses do, they get comfortable with the way things are done and are reluctant to change.

However, it surprises us when eyecare practices make changes and claim to be maximizing efficiency but are still phoning and faxing orders to optical lens suppliers.

“Are You Faxing Kidding Me?!”

It’s hard to believe that “modern” practices are relying on machines that were first invented in 1843. That’s over 170 years ago! Your great great grandmother may have considered this method efficient, but we think otherwise.

**Ditch that Faxed Up Machine**

We know Fax-y Mama has been with you through thick and thin, but we’re here to remind you of the darker times. Remember when that "good ole" fax machine had a paper jam, an error message, or inconveniently wouldn’t work? We sure do! Don’t fret, there’s other lab ordering methods in the sea. We’d like to introduce you to Miss Online Ordering. She is efficient, reliable, and not to mention all of your optical lens suppliers adore her. Instead of causing you headaches and wasting your time and money, this lab ordering method goes above and beyond to ensure ordering is done properly. How can Fax-y Mama even begin to compete with Miss Online Ordering’s features?

Automatic Error-Checking
Order Archiving
Optometric Practice Management Integration
Ability to Check and Submit Orders 24/7
Frames Data Assist Connection
Quicker Turnaround

There’s no competition. What’s even more convenient is that placing orders through VisionWeb is absolutely free and painless! Not only are you connected with over 400 suppliers, but orders are returned 1-2 days sooner than using other ordering methods. No wonder 93% of practices report that ordering online makes their practice more efficient!

Still Not Convinced?

Check out one of our finest optometry eBooks, Are You Faxing Kidding Me? A Tale of Eyecare Practice Ordering Frustrations. As you're told Stu's riveting tale, you'll learn:

The Pitfalls of Faxing Orders
How Much Time is Wasted Phoning and Faxing Labs
Why Your Patients are Unhappy
About the Stress-free Online Solution
Why Orders Placed Online are Returned Quicker
How Much Time is Saved Checking Order Statuses Online
How VisionWeb’s Automatic Error-Checking Feature Benefits Practices
The Next Steps You Should Take
And Much More!

Are You Faxing Kidding Me? from VisionWeb

Will Stu the optician get his happy ending? Find out now!

Optical Software: How Well Do You Know The Cloud? [Quiz]

Sharon Chin — Thu, 02 May 2013 13:00:00 GMT

We love keeping up to date with the latest technology trends. That’s why we’ve been all about cloud computing lately! But more than just a fad, we know that it’s here to stay. We thought that it’d be important for eye care providers like you to be more familiar with the concept as we explore how we can implement cloud computing services in our industry through routine day-to-day tasks and even opticial software.

So far, we’ve written an infographic and eBook about cloud computing, and we thought that it’d be fun to put your knowledge to the test!

As presented by the staff here at VisionWeb, take our quiz below to find out how much you know about the cloud!

Did you ace the quiz? If you did, great job! Looks like you’re already a cloud expert and you're ready to rise up to the next level. Download our eBook to explore the uses of cloud computing in eyecare and see how your practice can benefit from it.

If you didn't do as well as you wanted to, don’t worry! There is a lot of confusion surrounding the cloud. The eBook will also give you an introduction to cloud computing. After reading it, come back to see if your score has improved.

So, how did you do? Feel free to let us know in the comments below.

Social Media for Optometrists: How-To Create Content Your Followers Will Love

Janelle Pauli — Tue, 30 Apr 2013 13:05:00 GMT

So you have a Facebook Page for your practice, and maybe even a Twitter account, but now you're stuck. You've started to gain a few followers, but you're having a hard time keeping them interested and active on your page. You've hit a social media roadblock. So now what do you do?

Top 10 Social Media Ideas To Engage Your Followers

1. Visual Content
Remember that saying, "A picture is worth a thousand words?" In this case, it's true! Visual content on social media has proved to be more interactive than just text, and will almost always get your followers interacting with you. According to Zabisco, 40% of people will respond better to visual information than plain text.

2. Show That You're Human
While autoposting some of your social media content is an efficient way to manage some of your social media strategy, it's important to remember to show your followers your human side too! There are plenty of ways to accomplish this such as, commenting on posts and tweets and posting real-time photos!

3. Link to Content
One of the biggest things your followers are hoping to get out of you on social media is information. So give it to them! If you don't have a ton of your own content to give, that's ok! Link to information from outside sources, it's a great way to show that you aren't always focused on yourself, and that you're willing to share information that your patients want to see. Plus, it might help you build relationships with other professionals in the industry!

4. Look at the Negatives
Some of our most popular content has been from blog posts that have a negative twist to the title. Such as, 3 People Who Destroy Eyecare Practice Efficiency and 5 Things Patients Hate About Getting New Glasses. Think of a trendy topic. Maybe you can find information, or create your own article, that shows a different side to the story. Negative posts definitely get people talking!

5. Use Humor
Just because you're an eyecare practice doesn't mean you can't have a little fun with your patients. People like doing business with people they trust and can relate too, so don't shy away from fun! Some of the ways we have a little fun with our followers is by posting funny animal photos on Fridays, or by re-creating popular memes.

6. Have More Than One Social Media Contributor
Don't have just one person at your practice manage all of your social media. What's interesting to one person might not be interesting to another. Having a couple of different office personalities posting to your social media pages will help appeal to a broader audience. But remember to have some guidelines so that your postings stay on brand with your practice!

7. Speak the Language of Your Audience
You're an eyecare practice, so a lot of the knowledge and information you have can sound pretty technical to your everyday patients. And if you're posting all kinda of technical or medical terminology on social media, there is a good chance your followers are going to get bored. Remember who you're talking to and speak to them!

8. Be Interactive
One of the easiest ways to create interaction on your own page is to be interactive with others! Get familiar with your followers. There will probably be a good handful that are the most interactive with you - treat them well!

9. Ask Questions
This is one of the easiest ways to get feedback through your social media - ask for it! At the beginning of the year we published a survey asking our followers to determine what kind of content they wanted to see on our blog (social media tips and advice was one of the most popular topics)!

10. How-To's
As we said before, most people are following you on social media in order to get information from you. How-to's are a great way to build credibility with your audience and there are a variety of ways to present this kind of information. Remember tip #1? Try uploading a how-to video to incorporate more visual content!

So now that you have all these great social media ideas fresh in your mind, put them to use! Want more social media for optometrists tips and advice? Check us out on Twitter!

Practice Management Solutions for Eye Care Practices

Sharon Chin — Thu, 25 Apr 2013 13:00:00 GMT

There's plenty of hype about cloud computing these days, but it's not exactly a new concept. We thought that it would be interesting to explore how cloud computing can be used in new and different ways, especially as a practice management solution for eye care practices.

We asked our friends at VitalHealth, a leader in cloud-based EHR software designed with Mayo Clinic, to give their insight on cloud computing.

Cloud Computing as a Practice Management Solution for Eye Care Practices

Some of our readers may be wondering if the time has arrived to replace their current clinical and practice management software with a more modern solution. There can be any number of reasons for taking that step. Perhaps you’d like to benefit from Meaningful Use reimbursements, and you’re looking for certified EHR technology. Or perhaps your practice management software simply can’t keep up with your desire to embrace mobile technologies. Whatever your reason may be, perhaps you’re wondering if “cloud computing” should be one of these reasons?

In this blog post we’ll try to explain what cloud computing is, and why you should seriously consider going that route. We’ll also try to alleviate some of the concerns you may have, if any. So let’s get started.

What is Cloud Computing?

Cloud computing means running some of your IT infrastructure (applications and or data) in a location other than your own physical office. You access this infrastructure remotely via the Internet, but you don’t necessarily know exactly where your applications or data are residing physically. Their location is “fuzzy, indefinite, non-localized”, as if it is inside a “cloud”.

Most of us probably already use some form of cloud computing, even though you may not realize it. For instance, if you access Google’s email service via a browser, you are using a “cloud email” solution. Perhaps you sync your email down to a local device such as your mobile phone. In that case your email application is ‘local’, but your email data is in the cloud.

Some of you may already be more advanced cloud users than you realize. Have you ever used Google Docs, or Microsoft’s Office 365? In that case you are a full-fledged cloud user already! You simply use a browser to run e.g. a word processor or spreadsheet application in the cloud, with no local installations of these applications on your computer required. You don’t know where the applications or your data physically reside. They’re somewhere…in the cloud.

What About Security?

The biggest concern typically voiced by cloud-skeptics is “security”. In reality, security of cloud-based applications usually far exceeds that of local infrastructures. Cloud vendors invest heavily in making sure that applications and data are protected from unauthorized access in the form of hackers, as well as physical access to the servers. They have implemented backup and disaster procedures that exceed anything you can afford to implement in a local infrastructure. While the idea of leaving your sensitive data in the hands of an outside vendor may be unsettling, the reality is that these vendors are extremely qualified to address your security concerns.

What About Cost?

Fair question. Typical monthly fees for cloud solutions may seem high at face value. But if you actually went through the exercise of spreading out local infrastructure costs over its lifespan, you would be surprised to find that cloud computing beats a local infrastructure hands-down. Besides that, a monthly subscription fee is much more predictable in terms of cash flow, compared to the typical high upfront costs and spikes in maintenance costs of a local infrastructure.

What Infrastructure Do You Need Locally?

For most cloud applications, you only need Internet access and wired or wireless devices that run any of the major browsers, like Google Chrome, FireFox, Safari, or Internet Explorer. Your bandwidth requirements will depend on your practice size, as well as the cloud applications you are trying to access. For most scenarios, a connection with about 1 Mbps of bandwidth per user is more than sufficient. Pair that with a small business router of a few hundred dollars to protect your network from external intruders, and you are all set.

Join The Cloud!

If we had to summarize the benefits of Cloud Computing in one short phrase, it would be ‘economies of scale’. By sharing an IT infrastructure, all subscribers share in the predictable costs of using a highly secure and reliable environment. What’s not to like? Time to join the migration to the cloud!

Want to learn more about using the cloud in your practice? Download our eBook, Rise Up to The Cloud: Cloud Computing in Eyecare.

New eBook: Rising Up to The Cloud in Optical Practices

Laurel Materka — Tue, 23 Apr 2013 12:49:00 GMT

Let’s Play a Game

I’m going to say a word or two, and I want you to think of the first word that comes to mind. Okay, ready?

Cloud.

-Easy. White. Fluffy. Looks like it’s made of cotton candy.

Cloud Computing.

-Wait. Cloud what?

If you’re sitting here pondering what exactly cloud computing is or maybe even think that it is just a computer-shaped cloud, don’t worry, you’re not alone. According to a survey, 29% of people believe that "the cloud" has something to do with the weather.

With all the talk about the cloud nowadays, it’s hard to sort out exactly what it is, or does. Simply put, cloud computing is just storing and accessing data and programs through the Internet. Have you ever used Gmail or Dropbox? If yes, then you’ve already used a cloud-based service.

So, fear the ambiguous “cloud” no longer! We’ve compiled the best of the best to easily explain what all the hype is about and most importantly, how cloud computing will affect optical practices.

Rise Up to The Cloud: Cloud Computing in Eyecare

(Check out the preview and click the 'expand' button to view it in full screen)

Rise up to the cloud: cloud computing in eyecare - Blog from VisionWeb

What You'll Learn:

Common Uses of Cloud Computing
Benefits and General Concerns
How it Will Affect Your Practice
The Future of the Cloud

The next time someone brings up cloud computing, don’t shudder in fear. You’ll be a cloud expert –the envy of the office– with your newfound knowledge. So, rise up to the cloud and discover everything cloud computing has to offer you and your optical practice.

You don't want to miss out on this eBook!

10 for 10: Keeping Customers Happy at Your Eye Care Practice

Laurel Materka — Thu, 18 Apr 2013 13:10:00 GMT

The third installment of 10 for 10: Ten Questions for VisionWeb’s Tenacious 10 is back again! Get the latest scoop about upcoming projects, our company personality, insight on industry trends, and much more from 10 of VisionWeb’s Directors, Chiefs, and people that are just too spectacular not to write about! Come and meet “VW’s VIPs!”

Series 3: Juanita Burke, Director of Customer Relations

We are so excited for you to meet the one in charge of keeping VisionWeb’s customers happy, Juanita Burke, Director of Customer Relations! Whenever Juanita is around, you can’t help but smile because she is over-flowing with optimism and an unmatched energy. Who better to run customer relations, right? Well, we aren’t the only ones who think Juanita is fantastic. She was chosen by Vision Monday as one of their Most Influential Women in Optical in 2011 because of her constant search to find problems and create solutions. Come and meet Juanita, and get her tips and tricks to keep the customers happy at your eye care practice.

1. So, tell us what your role is at VisionWeb?

Director of Customer Relations, which includes, being the voice of the customer for other internal teams; to ensure I have the best customer service professionals on our team to support our customers. This includes training, technology, and all the things they need to excel in their roles.

2. We all know the common saying, “the customer is always right,” but is there ever a time that the customer is actually wrong?

Yes, there are times when a customer is wrong and when that happens, the only way to handle it is with the utmost respect and guidance to resolve the issue. How do I recommend handling a difficult customer? Everyone has times when they are not at their best and when a customer happens to be in that place, it's best to avoid taking anything personal. Focus on the issues that need to be resolved and maintain a demeanor of professionalism and kindness. If you become defensive or angry, it only makes the situation worse. And after all, at the end of the day, even if the difficult customer doesn’t change their behavior, you will know you maintained your professionalism and handled the situation with grace.

3. Do you have any tips or program recommendations for eye care practice's to make their customer service process more efficient?

I think that you can never stop coaching and reviewing your customer service processes and team. Since the customer service professional role is always engaging with others, which means human emotions are involved, it should be monitored, reviewed, and changed as needed. Your customer service professionals are the voice and face of your business. So, invest in providing the best coaching, training, and tools for them. For example, practice management integration with VisionWeb can streamline efficiency at your practice, leaving more time for your customers. The better your customer service professionals are, the better you are!

4. What qualities do you think managers should look for when hiring customer service representatives for their practice?

I believe that true customer service skills are a natural talent people possess. You can certainly take a person with the natural talent and enhance their skill level, but you cannot train a person with no natural talent in this area. So with that said, look for that person who has a true, natural care for customers! It will show up in their communication style and interview. It pays to take some time to get to know them during the interview process to make sure they possess that wonderful talent!

5. How has the customer service industry changed since you’ve been a part of it?

I don’t think the requirements for a strong customer service team or person have changed much, but the improvements in technology available to support customer service have changed drastically. We now have phone systems, chat, software, and other tools that are designed to enhance the customer experience. These give a customer service professional the opportunity to provide faster, more accurate, and comprehensive service than in years past.

6. Is there a preferred method that customers use to contact customer service? Perhaps less time on the phone and more on emails?

Although our customers are ordering contact lenses and spectacles lenses online, they still prefer to call us rather than email us. Emails have increased slightly over the years, but person to person is still the choice of our customers.

7. Do you think that customer service departments can utilize social media to engage and interact with customers?

Most definitely! I think that in our industry this is a slower growing aspect of technology, but as more people embrace social media in eye care, so should we.

8. What are some common questions our customers have about VisionWeb’s services?

Callers often want to know the benefits of using VisionWeb versus their current ordering method. They want to have a demonstration of the site so they can see how to use it and further understand all the details of the benefits and features of the site. Also, a number of calls are order inquiries, account maintenance, and how to connect to their optical practice management system.

9. What are some common concerns potential customers have about VisionWeb’s services? How would you address those concerns?

Over the years we have had so many great requests from our users! I think that with technology changes, more and more users are asking about using mobile apps for ordering, and connecting to new optical practice management systems. As a company, we strive to meet all the needs of our customers. So, I would reassure people that in the future, if it makes sense for the majority of our users, we will have what they are requesting.

10. What do you like most about working at VisionWeb?

Well, that’s an easy one. The people I work with within our company and our customers! At the end of the day, I like knowing we have served our customers, internally and external, to the best of our abilities and that they feel the same!

Juanita is as sweet and caring as they come, and it shows in the work she does. She understands that happy customers are crucial to maintaining any business. We couldn’t ask for a better Director of Customer Relations!

For the next installment of 10 for 10, we interview VisionWeb’s Director of Sales, Chris Rice! Stay tuned!

Want more of our 10 for 10 series? Subscribe to the VisionWeb Blog!

33+ Ways To Reuse Frames and Glasses Cases

Laurel Materka — Wed, 17 Apr 2013 12:49:00 GMT

At VisionWeb, we are always looking for a way to reuse everyday objects. So, when the Optical Vision Site gave us 33+ ways to recycle common eycare practice items, we got excited. Get inspired! You may just find new uses for those extra frames and glasses cases you have laying around. You just can't beat creating something spectacular while simultaneously saving a buck!

Opportunities For Eye Care Practice Professionals

Always in the green and save mode and thinking of ways to reuse everyday optical-eyecare objects it occurred to me while we did a post on reusing eyeglasses cases to make a Train Set -we haven’t done a post about how many other ways can you reuse eyeglass cases. When I started listing all the ways you can reuse or use eyeglass cases.. WOW- what a great opportunity for eyecare professionals! Thinking out of the eyeglass box.. eyeglass cases are not just for eyeglasses anymore.. Why not set up a ‘Store Within A Store‘ concept just with different types of eyeglass cases and do up some demo- displays like the ones shown below.

1.) Reuse for Mani-Pedi Set

Source: realsimple.com via TaylorMade on Pinterest

2.) Storage for Ear Buds

Source: apartmenttherapy.com via TaylorMade on Pinterest

3.) Reuse Eyecase Case and Make a Clutch Purse

Source: opticalvisionresources.com via Optical on Pinterest

Because I don’t have images, I am using Altoid Tins as an example of how you can reuse Eyeglass cases.. since it’s the same concept:

4.) Make a Miniature Garden

Source: google.com via Optical on Pinterest

5.) Miniature Emergency Kits

Source: designspongeonline.com via Green Eco Services on Pinterest

6.) Create a Secret Stash

Source: art-from-the-heart.typepad.com via Penny on Pinterest

7.) Make Steampunk Art

Source: alteritmonthly.blogspot.com via Melanie on Pinterest

8.) Reuse and Hold Crayons

Source: simplyfrugalmom.com via Optical on Pinterest

9.) Hold Painting Supplies

Source: instructables.com via Melanie on Pinterest

10.) Make a Miniature Suitcase

Source: juliemcguffee.blogspot.com via Melanie on Pinterest

11.) Make a Pool Table

Source: apartmenttherapy.com via Green Eco Services on Pinterest

12.) Make a Zen Garden

Source: tlc.howstuffworks.com via Green Eco Services on Pinterest

13.) Make a Solar Charger

Source: treehugger.com via Green Eco Services on Pinterest

13.) Make a Solar Powered Radio

Source: treehugger.com via Green Eco Services on Pinterest

14.) Hold Kleenex or Other Like Materials

Source: ivoryblushroses.blogspot.com via Green Eco Services on Pinterest

15.) Make A Catapult

Source: thecraftyblogstalker.com via Green Eco Services on Pinterest

16.) Make a Candle

Source: thecraftyblogstalker.com via Green Eco Services on Pinterest

17. Make a Photo Album

Source: mamaurchin.com via Green Eco Services on Pinterest

18.) Use as a Soap Dish or Store Extra Soap When you Travel

19.) Store Flashdrives and Other Small Desk Items Such as Paper Clips, Safety Pins, or Rubber Bands

20.) Make a Small Sewing Kit or Organize Sewing Kit Items

Source: www.thriftyfun.com

21.) To Keep Pocket Change in Purse or in the Car

22.) Store Hair Accessories Such as Barrettes, Scrunchies, and Bobby Pins

23.) Use as an Ashtray

24.) Store Keys so They Don’t get Lost

25.) Store Jewelry, Great for Traveling

Source: reusewhenpossible.blogspot.com

26.) Put Potpourri Inside

27.) Store Fishing Lures

Source: www.flyfishinsalt.com

28.) Hide or Store Snacks or Food for Later

29.) Put Postal Stamps Inside

30.) Store Small Game Pieces

31.) Store Smaller Medical Equipment like Inhalers or Insulin

32.) Store Scissors

Source: www.thriftyfun.com/

33.) Use as a Mini-Tool Kit

Source: www.instructables.com

There are hundreds of ways to reuse eyeglass cases of all types… why only use for just a pair of eyeglasses?

This post is sponsored by Rons Optical And Hilco.

We'd love to hear what you create with your extra frames and glasses cases!

6 Ways Your Optical Dispensing Habits are Costing You Customers

Laurel Materka — Tue, 16 Apr 2013 14:00:00 GMT

It’s a beautiful sunny day – the perfect day for patients to get their eyes checked. You pull up your calendar only to find that there are only a few scattered appointments planned today. In fact, it appears that there’s hardly any appointments scheduled for the next couple weeks. You thought you’d been doing everything right, but even a few of your most loyal customers haven't come in for their annual eye exams. So, why has your practice been losing customers?

Don't Be Guilty of These 6 Optical Dispensing Mistakes!

Your Online Presence Isn’t Up to Par

You have a small local eye care practice, where the majority of your patients come from the surrounding neighborhood, so you don’t need to worry about being found online, right? Wrong. An online presence is a must. Even if your practice is relatively small compared to other practices in the community, it is still important to have a presence online. Now more than ever consumers are turning to the internet to find and compare their offerings on sites like Yelp. Not being online could be a big reason why new patients aren't finding you.

What could be worse than having no online presence? A negative online reputation. In a world of growing digital word of mouth, it is extremely important to make sure that any negative reviews (even if they happen once in a blue moon) are handled correctly. Managing your online reputation is essential in this day and age. You don’t want customers to form opinions about your eye care practice without giving you a chance to shine.

So, you’re online, but are you making the most out of your presence? When customers search for optometrists near them, going the extra mile to boost the Search Engine Optimization (SEO) of your website can help ensure that your site is displayed before your competitors. Keep in mind that updating your site with current information and maintaining it could be the difference between booking an appointment and losing a customer to your competitor’s site.

From your website, customers can gain insight about your business without ever having set foot in your practice. So when customers step foot in the real deal make sure that your office atmosphere and personality matches your online presence. For instance, a clean and professional layout gives the perception of a tidy and qualified practice. So, show people what you’re all about, online and in the office!

You Aren’t Open at Convenient Times

Between work and dropping the kids off at soccer practice, patients barely have time to sit down, not to mention finding time to go to the optometrist. The best eyecare practices know that their patients lead busy lives and have hours to accommodate those who are always on-the-go. By staying open late at least one night per week and being open on Saturdays, patients are able to fit that optometrist visit into their busy schedule. What’s even more convenient is that spectacle lens or contact lens ordering can be submitted any time or day using VisionWeb’s easy online ordering service.

You Aren’t Engaging in Meaningful Marketing Practices

If your marketing is stuck in the Stone Age, then it is time to bring it to the 21^st century. Our Director of Marketing, Heather Smith, has the insider tips for marketing your eyecare practice.

“I think that businesses, especially those in healthcare, get nervous that showing their personality or having fun in their marketing will come across as unprofessional. So, they shy away from things like social media (like Twitter, Facebook , LinkedIn, Youtube, Google+, or Blogs) because they don’t think patients will take them seriously if they are too accessible or if they show that they are “real” people. Patients and consumers are so much smarter than that! They want to feel engaged, and the best marketing makes them feel that way.”

Of course, the tried and true methods of marketing are a solid start, but consumers today are looking for a little more. Social media allows you to show your practice’s personality and converse with your patients in a less formal setting. Making meaningful interactions on the type of social media that fits with your practice will connect you and your patients on a whole new level.

Your Prices are Too High

Don’t you hate it when you find the perfect pair of shoes and realize that they’re way out of your price range? So, what do you do? You start looking for something that won’t cost an arm and a leg. But, once you realize that everything in the store is just too darn expensive, you leave empty-handed.

I know you’re probably thinking, “I don’t sell shoes. Why are you telling me this?” Well this idea can relate to your practice too. Just as a $700 pair of shoes is expensive to all of us non-billionaires, a $30 pair of shoes to a college student is the difference between buying groceries and eating Ramen noodles for a month. What’s cheap to one person may not be cheap for another, and offering a wide selection of frames and contacts that reflects this will help ensure that your patients’ needs are met.

Your Staff Isn't Passionate

No matter how many cool gadgets you have or advances in technology, your patients are still and always will be your most important resource. So, you should be doing everything in your power to make their experience as enjoyable as possible. How can you do this? With passionate customer service, of course! Listening to your patients can give great insight to problems you may not have even known existed. And, don’t forget that word of mouth is one of the most powerful marketing tools. According to MarketingProfs, 75% of customers will tell friends and family about a bad experience compared to only 42% recommending a product or service based on a positive experience. And, if the gossiper in your office must say something about a customer, try using these code-names to describe your stereotypical patients. Make patients your number one priority, and success will follow!

High employee turnover can be another sign of bad customer service. It's important to maintain quality employees that are passionate about what they do. With high turnover comes a long training process with new employees that will ultimately result in a mistake or two along the way. On top of that, customers like to do business with people they are familiar with, so if your employees aren't sticking around it may be harder for your customers to build a trusting relationship with your practice.

Your Customers Aren’t Getting Their Orders Back Soon Enough

If you’re still placing orders using a fax machine or phone, then you know how much of a hassle it can be to check the status of a patient’s order. Calling the lab and then calling the patient back is complicated and more time consuming than anyone wants to put up with. With VisionWeb’s online lab ordering service, you could’ve easily checked that patient’s order online 24/7. And online orders placed through VisionWeb result in orders coming back 1-2 days sooner than other methods! What could be better than automatic error-checking, Frames Data Assist, trace file uploading, and more from VisionWeb’s online ordering service? And we know your customers will be excited to get their new frames in on time!

Even if you think you’re doing everything right, your patients may think otherwise. By identifying the source of the problem, you can make a few simple improvements. So, grab your handy dandy calendar because new and old customers are sure to come running to your practice!

Optician Software: Cloud Computing 101 [Infographic]

Sharon Chin — Thu, 11 Apr 2013 13:00:00 GMT

We hear the term "Cloud Computing" thrown around a lot these days but do you know what it actually is? The increasing buzz but lack of knowledge about cloud computing prompted us to create our very own infographic to help you understand the concept of the cloud a little better. Cloud computing is becoming increasingly popular in the eyecare industry, especially with optician software.

Find out what the hype is all about and how it can be utilized in your eyecare practice!

(Images used are from Prezi)

Like our infographic? Don't forget to share it on Facebook!

Optical Dispensing Kit for Your Eyecare Practice

Hannah Hutyra — Tue, 09 Apr 2013 13:10:00 GMT

If you have yet to implement online optical dispensing into your practice, you may be a little behind the curve. In this case, it may seem easier to just keep doing what you’re doing, but in the long run that will only hurt the efficiency of your practice.

And clinging to those old habits shouldn’t be an option if you want to compete.

Online optical dispensing will open your eyecare practice up to a world of resources you may not have even considered or took into account. And as we say time and time again, getting started is always the hardest part. So we’ve got a treat just for you! We have put together an optical dispensing information kit, full of optical dispensing tips and tools to help you understand the benefits that an integrated online ordering service can offer to your eyecare practice.

Here’s a sneak peak of a few things you’ll find:

VisionWeb’s eBook: 5 Reasons Your Eyecare Product Ordering Should Be Done Online
Infographic: Online Services + Eye Care Practices
Test Your Practice: Ordering Efficiency Flow Chart
And much more – including a bonus infographic made in collaboration with Vision Monday!

So what are you waiting for? You’ve got nothing to lose, except a few inefficient hours every week!

New eBook: Blueprints for a Well-Built Eye Care Practice

Laurel Materka — Thu, 04 Apr 2013 13:00:00 GMT

Here are your choices:

Behind door number one is an average looking house: the foundation is cracked, paint is chipped, and overall, everything is a little out dated.

Behind door number two is a well-decorated, solid and sturdy home with a fresh coat of paint. The foundation is well-laid, the shingles are in impeccable condition, and there isn't a crack in sight.

So, which door did you pick? We hope that you chose door number two because this structure is solid, will last, and can efficiently serve its purpose of being a home. Just as houses must be well-constructed to be effective, your eye care practice should follow the same logic. If you want to build a top-notch practice, you have to start with the basics.

Get the Blueprints of a Well-Built Eye Care Practice

By downloading this FREE eBook, you'll get the resources you need to build upon 5 key areas of your business that will help you:

Manage an Impeccable Staff
Optimize Product Sales
Embrace Technology
Utilize Social Media
Eliminate Inefficiencies

Don't let cracks, holes, and worn down features hold your practice back. Constructing that well-built structure behind door number two is only a read away.

Grab your hammer and start building your way to success with Blueprints for a Well-Built Eyecare Practice!

You don't want to miss this eBook!

7 Foolish Ways You’ve Been Ordering Contact and Spectacle Lenses

Laurel Materka — Tue, 02 Apr 2013 13:55:00 GMT

Yesterday, we were turning our brains inside and out to come up with the perfect office prank for April Fool's Day. Maybe put a coworker’s office supplies in jello? Or, the classic move-someone’s-desk-an-inch-farther-away every hour? (Thanks Jim Halpert from The Office.) Well, we may have been in a rut trying to find the perfect prank, but that doesn’t mean you have to be a fool this April. These 7 tips will help keep your foolishness at bay and the dunce hat off!

Don't be an April Fool this Year

You’re Still Visiting Multiple Sites to Place Your Orders

If this sounds familiar to you, then you may be on your way to becoming an April fool. Quit wasting precious time and money giving your fingers that “ultimate keyboard workout”. (We promise you can lift some paperclip dumbbells later.) VisionWeb has an online ordering service that connects you with over 400 laboratories in one convenient location. That means no more confusing and time-wasting visits to multiple sites. And, people ordering contact lenses, frames, or spectacle lenses through VisionWeb are able to do so 24/7, and get orders back 1-2 days sooner than other unconventional ordering methods!

You’re Still Making Calls to Your Suppliers to Track Orders

With all that time you spend on the phone with your suppliers tracking orders, you might be an April fool. With VisionWeb’s online ordering solution, you’re able to track pending orders, processed orders, and everything in-between 24/7! So, give your mother (or any relative) that much-needed call, and leave the order checking to VisionWeb.com!

You’re Duplicating Your Work

With our practice management integrations you're able to get more value from your investment by using the information already entered into your system to create and submit orders.

On top of that, did you know you can create favorite templates for ordering spectacle lenses online? Let's say you frequently prescribe the same RX for a few patients each week. Before you spend valuable time placing practically the same order again and again you can simply create a “Pending Order” and leave treatments and frame measurements blank. When you want to create this order for a patient later, all you have to do is click on the “E-Order #” and select “Reuse.” Now, you can quickly fill in the missing fields.

You’re Not Maximizing all the Benefits of Your Practice Management System

With VisionWeb’s capability of integrating with
over 30 of the eyecare industry’s leading optical practice management systems, it’s almost foolish not get the most out of your system! Practice management integration with VisionWeb helps save time by using information already in your system to place orders. But, if you aren’t ready to integrate, get the most out of your current optical practice management system by:

Knowing all the features and using them
Utilizing pre-test and exam lane hardware linking
Learning about service integrations
Making sure ALL staff is trained

You’re Not Connecting with Patients and Colleagues Online

With the rise of social media and virtual connections, it’s more important now than ever to ensure that you’re available to your patients through various medias online. Our Director of Marketing, Heather Smith, certainly thinks so:

“The reality is that patients today are spending more and more time online. They expect to be able to find a website for a business, and they want the convenience that the Internet affords them.”

Monitor your online reputation from sites like Yelp, utilize social media for eye care practices to show off your company personality, and most importantly, have fun with the wealth of assets the internet has to offer!

You’re Not Using VisionWeb’s Frame Data Assist Tool

Did you know that Frames Data Assist gives you instant access to Frames Data information within VisionWeb’s ordering system even if you aren’t a Frames Data subscriber? All VisionWeb users have the ability to search the Frames Data Catalog, select a frame, and simply click to automatically populate frame measurements! If you are a subscriber, you can easily link your account with VisionWeb to view wholesale pricing and a color image of the frame.

You Haven’t Downloaded VisionWeb’s Mobile App

After learning all the benefits VisionWeb has to offer, it’s almost foolish to not want access on the go! Want to review your pending and archived orders? How about checking the status of orders being processed at the lab? All of this is possible with the VisionWeb App for Apple and Android users! So whether you’re at the office or vacationing in Fuji, you’ll always have instant access to your product orders!

April Fool’s Day is full of fun-hearted pranks and laughs; however, no one wants to be dubbed an April Fool. Just follow these tips to avoid the dreaded dunce hat. You’ll be sure you aren’t fooling yourself about your eyecare practice’s efficiency this year.

Think your eyecare practice's efficiency is fooling you? Test it now!

An Easter Egg Basket For Your Eyecare Practice

Laurel Materka — Thu, 28 Mar 2013 13:07:00 GMT

You, Your Eyecare Easter Egg Basket, and Your Free Online Spectacle Lens Ordering Service!

Waking up on Easter morning is always exciting as a kid. Whether you’re running around the house in search of your own Easter basket, or at the park participating in a community Easter egg hunt. But now that you’re all grown up, you probably don’t have an Easter basket to look forward to this year. So we decided to put together an Easter treat for you; your very own Eyecare Easter Egg Basket. Who knows what it could have in store for your practice this year!

Chocolate Covered Ordering Solution

It’s Easter morning and your basket has arrived! And inside you find three candy eggs. The first egg is a chocolate-covered optical dispensing solution. You will be able to save time and money with this free online spectacle lens ordering service that allows you to connect with over 400 laboratories in one convenient location. This online connection will get rid of all the huss and fuss of placing your product orders via the phone or fax. And you quickly learn that this optical dispensing solution offers several other benefits to your practice including:

Ability to monitor the status and track all orders
Practice management integrations with optician management software
Automatic error checking features
Ability to save orders to pending
Upload trace files
Frames Data Assist connection
Orders received 1-2 days quicker than phone or fax orders

Caramel Filled Mobile App

You anxiously open your second Easter egg and find a caramel stuffed VisionWeb Mobile App! The VisionWeb Mobile App is free and can be used on Apple or Android devices. This egg-hilerating App is the definition of convenience at your fingertips. All you need to do is log in with your existing VisionWeb username and password and your orders will be displayed! Whether you’re in the office or skipping town, with the VisionWeb App you can:

Review pending orders
Monitor status of orders in process at the lab
Access archived orders
Navigate orders with convenient search and filter options

Candy Coated Resources

Inside of the final egg in your basket you find a bag full of candy coated resources. These resources will give you exactly what you need to maximize your practice efficiency and make life a little bit easier! Take a look at our library of eye care eBooks that are full of ways to make your practice an efficiency powerhouse! Do you need to train new staff members or just need to brush up on how VisionWeb’s services work? You now have instant access to training demos and webinars, along with step by step instructions on how to place orders on VisionWeb. Looking for quick tips and updates? Get access to The VisionWeb Blog and Newsletters. Whatever you want is right at your fingertips!

Now that you’ve gotten your Eyecare Practice Easter Basket, hop on over and discover what VisionWeb has to offer!

EMR Software Conversion: Plan for a Successful Implementation

Sharon Chin — Tue, 26 Mar 2013 13:00:00 GMT

Today's guest post comes from Stacey Mayer, an active reader and commentor on VisionWeb's blog. She is an eyecare blogger as well as an optician at Visioniare Eyecare who was recently part of a conversion to a new eyecare EMR roll-out. She is here to talk about her experience and provide tips to practices who are experiencing or planning to go through a conversion.

Tips for surviving conversion to an electronic medical records (EMR) software system in your eyecare practice

Your practice has chosen a new EMR package, and will soon be converting the whole office. That's great! Everyone has experienced the frustration of looking in multiple places for a patient's folder, so your staff should be looking forward to the arrival of the new system. Right? Well, maybe.

Successful Conversion Begins Early

A smooth conversion is going to depend on how you've prepared and enabled your staff. The conversion process will take a substantial amount of time, and copying existing records for easy access in the future, is only a part of the process. Chances are, there are some employees who are more computer savvy than others, while some of the staff are less confident. Here's your chance for everyone to develop into all-stars.

Encourage Your Staff's Sense of Security

Ask your team to choose a leader, (one or more,) to become an early advocate of the software, ensuring a trusted source remains the, "one with the answers," as usual. Think; your employees take pride in doing their jobs well, and switching to new software will make everyone feel like, "newbies." It's more unsettling than just changing the furniture, and that's hard enough. Substantially changing everyone's jobs is going to require added time, effort, and patience.

Preview the New Work Flow

Today's EMR software vendors have excellent teaching tools to help everyone learn to use the new software, before the program is on their workstation.

Approach your new EMR in segments. Instead of seeing the conversion as an elephant stomping into the office, let everyone know you'll be taking just one bite of learning at a time.
Dedicate some time for learning. Plan for team time together without any patients, if possible, even if it's just a few days.
Encourage questions early. It should go without saying, that every staff member should be allowed to ask questions of the trainer, or fellow team members, anytime. Questions are your friend.
Let everyone understand how the work flow will change for each member of the team. As they see how it works for their coworkers, their own confidence will grow. Support their curiosity.
Meet together often. After the last patient of the day is gone, take the time to encourage where needed, and adjust expectations along the way. Take time to praise and encourage each team member for their progress and patience; this is when the attitude for success is nurtured.
Review and reward each milestone of the process. Discuss what they've learned after each learning module is accomplished; give small gift cards for great remarks, or helpful insights along the way. Ask for comparisons and observations of the new abilities of the software, versus what they've used in the past. Keep your team going!

Today's eye care professionals share more eye health information and dispense more vision care services. Integrated EMR systems will help us better serve our patients, and our communities, more effectively.

What advice do you have to offer our readers about converting to an EMR software?

The VisionWeb Blog would like to welcome guest bloggers, like Stacey, to contribute to our blog! If you would like to share your experience at your eyecare practice, we want to hear from you. We are open to a range of topics, from utilizing practice management systems to fun ideas at your eyecare practice. Feel free to comment below and we'll reach out to you.

For more tips and tools, subscribe to the VisionWeb blog.

Inspiring Your Eyecare Practice Marketing

Janelle Pauli — Thu, 21 Mar 2013 12:49:00 GMT

With the complete launch of VisionWeb's 2013 rebrand in the books, I think it's safe to say that our brains here at VisionWeb have been on creative overload the past couple of months. Undergoing a project as extensive as a rebrand can be mentally and creatively draining!

And for those of you we missed at Vision Expo East last week, check out some of these shots of our newly designed and rebranded booth! It's completely redesigned and a major upgrade from our old booth. Obviously we're in love with the new look, but we also got a lot of positive feedback from our visitors at the show too! Plus, we were kind of hard to miss with all our booth employees rockin' matching bright orange attire!

VisionWeb at Vision Expo East 2013

Finding Inspiration at Your Practice

Something that we learned earlier this week from our Director of Marketing, is that one of the best ways to get inspired is to look outside of your industry. And, as most of you in eyecare know, as a whole, we may be lagging behind other industries in terms of innovation. So, it's time to break the mold and start getting inspired!

Every single one of us hits creative roadblocks every now and then, no matter the job, or the industry. But we want to help you beat the obstacles when it comes to marketing your eyecare practice. Maybe you're struggling with the development of a new ad, new campaign, social media discussions, blog ideas, logo design, etc. We're here to try and help you beat this block, so let's get started!

While in New York, we thought, what could be more inspiring than visiting one of the best art museums in the country: The Museum of Modern Art. Here are a few of our favorite pieces that we thought displayed great avenues of inspiration:

Be Iconic: This Andy Warhol Campbell's Soup Can installation is one of his most iconic and recognizable pieces. And Campbell's soup itself is one of the most recognizable food brands around. This kind of powerful brand recognition is something all marketers strive for.

Break the Mold: In this industry it's time we step out of the mold of how things have always been done. There are many companies out there these days doing some pretty amazing things. So don't get stuck being defined by the industry you're in.

Be Show-Stopping: Vincent Van Gogh's Starry Night is one of the main attractions at MoMA. This piece is recogniable all around the world and there was a crowd of people stopped around this piece at the museum. And at a place like Vision Expo, show stopping is exactly what your company needs to be!

More Ways to Get Inspired

Our Marketing team here at VisionWeb has definitely spent a fair amount of time over the past few months overcoming creative roadblocks. Here are a few more ways that helped us get inspired, and maybe they will help you too:

Start your day off catching up on your favorite blog (before you even open your email)! Do you have a favorite blog author? Follow them Twitter too. You never know when you'll get inspired!
Listen to music! This is a big one for us. Music definitely gets us all in the writing mode.
Keep your goals visible. Goals can be a great motiviator, and help you come up with a great idea when in a time crunch.
Keep a stash of chocolate at the office. Chocolate contains caffeine, right?
Brainstorming and free association exercises - they may seem kind of silly at first, but they work!

Share with us any tricks you have for staying inspired at your eyecare practice, and be sure to follow us on Twitter for more inspiring stories!

10 for 10: How to Market an Eyecare Practice

Laurel Materka — Tue, 19 Mar 2013 13:00:00 GMT

Welcome back to the second installment of our new blog series, 10 for 10: Ten Questions for VisionWeb’s Tenacious 10! Here, you’ll meet 10 of VisionWeb’s Chiefs, Directors, and all around awesome folks! Learn about our company personality, upcoming projects, the executives’ takes on industry trends, and much more!

Series 2: Heather Smith, Director of Marketing

Boy, are you in for a treat today! Meet the brains behind VisionWeb’s marketing strategies, the Director of Marketing, Heather Smith! We may be a bit biased, but we believe she is a Colonel leading a marketing revolution in the eyecare industry! And, we aren't the only ones who think Heather is spectacular! Vision Monday selected her as one of their Most Influential Women in Optical 2012! So, get to know Heather behind the scenes! Bonus: You’ll get insider tips on how to market your eye care practice from our expert, Heather!

1. So, what exactly is your role at VisionWeb?

I’m the Director of Marketing. My team essentially functions like an in-house marketing agency. If you see it and it’s VisionWeb, we produced it!

2. What is the one piece of advice you have for eye care practices who want to market themselves better?

Marketing for opticians and optometrists should be fun, not tedious. If you aren’t excited about the marketing that you do, you can’t expect your audience to get excited about it either. I think that businesses, especially those in healthcare, get nervous that showing their personality or having fun in their marketing will come across as unprofessional. So, they shy away from things like social media (like Twitter, Facebook, LinkedIn, Youtube, Google+, or Blogs) because they don’t think patients will take them seriously if they are too accessible or if they show that they are “real” people. Patients and consumers are so much smarter than that! They want to feel engaged, and the best marketing makes them feel that way.

Look outside of your industry! I think it’s always interesting to see what other businesses or industries do to market themselves.

3. Would you recommend incorporating online or offline media in an eyecare practice’s marketing strategy?

Yes and yes! I don’t think a practice should limit themselves to just one type of media. The reality is that patients today are spending more and more time online. They expect to be able to find a website for a business, and they want the convenience that the Internet affords them. So why not incorporate email marketing, websites, social media, etc? It’s easy for you and for the current and future patients. However, I still have a deep appreciation for “traditional” communication.

For example, I always love it when I get a birthday card from my doctor’s office, and that is absolutely marketing. In my opinion, customized messaging like that is some of the best marketing because it makes me feel appreciated and engaged! I think that the important thing to consider for both online and offline strategies is what is actually going to capture the attention of your target audience. Don’t count one strategy out over another, but don’t feel like you have to have a presence everywhere “just because”.

4. With so many social media platforms, how do you choose which are best for a practice?

The best platforms for your practice are the ones that your patients actually use, where you can share information they care about, and the ones that you can actually put the effort into maintaining. If it doesn’t meet that criteria, nix it. The number one thing to know about social media is that it’s only good if you’re social and interactive. So only use the ones that will fit with your practice. If your patients don’t use Twitter, why bother putting the time in to maintaining it? We certainly don’t use every social media community! We only use the ones that we can have meaningful interactions on.

5. Tell us a little more about rebranding VisionWeb! Why a rebrand and what excites you most about it?

VisionWeb has evolved significantly since being introduced to the industry in 2000, both in the breadth and depth of our service offering and in the ways we interact with our users. Yet until now, the visual representation of our brand has remained virtually unchanged. We made the decision to refresh the VisionWeb brand and website to better reflect who we are as a company today, and to be a better representation of VisionWeb as we focus on continued growth. We’ve come a long way, but we’re not stopping any time soon! It’s exciting because it creates so much energy when you refresh a look and introduce something new. We just couldn’t wait to share it with the industry.

**6. When marketing for VisionWeb, do you normally utilize tried and true methods or try to take new approaches? What has been most successful in the past?**

Oh we definitely like a little of both! There’s nothing more boring than doing the same thing over and over, so we’re constantly trying to find new and innovative ways to reach the market.

One of the things that’s been the most successful for us was to stop and really ask ourselves, “How can we help the practices that use our services?” Then, we decided that instead of thinking about the features and benefits of VisionWeb, which we know our users are smart enough to figure out, we focused on creating content that they could really use in their practices. So we started putting together ebooks, and writing our blog, and sharing content that other people in the industry are putting out. Some of it is closely related to the services we offer, some of it just useful information that doesn’t relate to us at all.

The point is, we focus on the customer and their needs. Hopefully they see us as a resource for their practice, because that’s truly what we want to be. Rather than shoving that down their throats, we decided to prove it, and the response has been great.

7. What do you anticipate to be the biggest marketing trend of the year?

The pairing down of social media. That’s not to say that I think social media is going away, not in the least. However, I do think businesses are realizing that not all social media platforms are created equal when it comes to the benefits they will receive from using them. For a while, it seemed like everyone felt like they had to be everywhere; Twitter, Facebook, LinkedIn, Google+, Instagram, FourSquare, Quora, Blogs, Pinterest…the list goes on. I think businesses are finally going to say, wait a minute, I don’t need all this and my target audience doesn’t want to see me on all this.

**8. Would you recommend eyecare practices jumping on this bandwagon?**

Absolutely! Practices are busy. Who has time to focus on every social media platform when only a few yield results for them? If the platform isn’t giving you what you need, don’t be afraid to kiss it goodbye.

9. Since you’ve been in the industry, how have marketing strategies changed overall?

Marketing has gotten so much smarter. It used to be about generating as many impressions as you could, just blasting information out over and over until you could get it to stick. Now, it’s about making meaningful engagements and creating lasting impressions. Everyone has been over-stimulated with the “Look at me! Look at me!” types of marketing messages, so we’ve all learned to tune it out.

Customers today are harder to get! To capture their attention, businesses have had to stop focusing on themselves and start focusing more on the customer. And they can’t just say that they care about the customer, they have to prove it by being more accessible, more engaged, and offering up content that the customers can use. It’s been a big change, and it’s going continue to become more important and marketers will have to stay on their toes, but I think it’s been the best change. Even better than the rise of social media.

10. What do like most about working at VisionWeb?

I love the fact that this company embraces innovation and encourages employees to do the same. We’re not afraid to try something new or go out on a limb. We’re constantly trying to find ways to do things no one else is doing in our industry. Our management supports us all the way, and they give us the freedom to bring new ideas to life. Plus, we have a lot of fun. That’s a pretty powerful combination, especially for a marketing team.

Heather is definitely as cool as they come! Not only is she kind and caring, but she is a leading innovator behind marketing in the industry. Heather is always striving to think outside the box, and it shows. The marketing team here at VisionWeb salutes this leader of the marketing revolution.

Stay tuned for the next installment of 10 for 10! In the next series, we interview VisionWeb’s Director of Customer Relations, Juanita Burke.

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Mobilizing Your Practice With the VisionWeb App

Sharon Chin — Thu, 14 Mar 2013 13:05:00 GMT

Today, many of us can’t leave the house without making sure we have our smartphones in our pockets. Our lives are moving faster than ever before, and we are always on the go. At VisionWeb, we know how important mobility is these days. So, jump on the convenience-at-your-fingertips bandwagon with our new free mobile app!

The VisionWeb App has You Covered

The VisionWeb App gives you the best of both worlds. You can maintain that fast-paced lifestyle while keeping up to date with all of your product orders. Whether you are taking a trip or have just stepped out of the office, you can stay connected. The VisionWeb App connects and syncs your smartphone directly with VisionWeb.com so you can:

Review your office’s pending orders
Monitor the status of orders in process at the lab
Access archived orders
Navigate your orders easily with convenient search and filter options

You will have the ability to stay connected to your orders at all times. If you are out of the office and receive a question about an order or want to review an order from your staff before it goes to processing, all the information you need is at your fingertips. All it takes is a phone with service and a VisionWeb account.

If you are already a VisionWeb user, then all you have to do is login with your current username and password and all your orders will appear on your phone. However, if you don’t have an account, there’s a simple solution. Visit www.visionweb.com and register for free! From there, all you have to do is download the app, login from your phone, and you are good to go.

The app is available for both Apple and Android devices. Apple users can download it through iTunes, while Android users can get it through Google Play, but not the Android Market, which can be seen in older phone models.

Never be in the dark about your orders no matter where you are! Download the VisionWeb App now!

Introducing VisionWeb’s New Look

Sharon Chin — Tue, 12 Mar 2013 13:00:00 GMT

We’re excited to announce a whole new look to VisionWeb's website and blog! We’ve been working really hard on rebranding VisionWeb and we are glad that we finally get to make our big reveal! Hop on over to VisionWeb.com and you’ll notice more than just a logo makeover. We’ve refreshed the site to make it more updated and user-friendly to help you find all the information you need about our optical dispensing and claim management solutions!

So, What’s New with VisionWeb's Optical Dispensing Solutions Login?

There will be a new way to login to your VisionWeb account. Instead of logging in directly on our homepage, you’ll find a red ‘Login’ button on the top right hand corner of the homepage, which will bring you to a new login page.

Other exciting new features of the site include:

Prioritized Top Navigation: The most important information, including solutions and resources for ECPs are featured in the top navigation bar. Additional information such as FAQs and Press details about our optical dispensing solutions can be found in the footer of the site.
Trail Navigation: On the top left hand corner of each page, you’ll notice the trail of pages you visited that led you to the current page. This enables you to see where you are on the site, and how to get back to the pages you were on before.
Resources Section: This new section contains a catalog of eBooks, videos, and user guides on VisionWeb's optical dispensing solutions that are free to download.

What’s not Changing?

VisionWeb will continue to provide you with a better way to order ophthalmic products and manage claims through our optical dispensing and claim management solutions. Product ordering through VisionWeb will remain free. And nothing about our optical dispensing or claim management solutions will be changing for our users, we just thought it was time for a new look! We hope you'll love it as much as we do!

Edible Eyecare Events: Sunshine Sunglass Cake Contests

Sharon Chin — Thu, 07 Mar 2013 14:00:00 GMT

Here at VisionWeb, we strongly believe that sugar consumption increases productivity in the office! So we got really excited when the Optical Vision Site suggested a Sunshine Sunglass cake party. And it's even better when it's done for a great cause. Read on to see how your practice can get everyone involved!

Celebrate National Sunscreen Protection Day at Your Eyecare Practice

National Sunscreen Protection Day is May 27. What a great way to spread the word about the dangers of UV and sun on body and eye health by having a Sunshine Sunglass cake party contest in celebration of sunglasses and UV protection. These pictures are of fun birthday cakes from Coolest Birthday Cakes and I bet you have patients who like to bake and could whip up a sunshine Cake!

This could be a great press release, Facebook Fodder, Twitter News, etc. You can have your patients either send pics in or post on your Facebook, and even bring the cakes in to the office for a voting (tasting.) Winner wins a free eye exam, sunglasses, etc. You could also:

Organize a raffle off with the cakes and donations to go to your local charity.
Vote and donate the cakes to a local group.
Join forces with Local Bakery / Restaurant to spread the word and Facebook Fodder
Join Forces with local culinary school if you have one
Have a Bake-Off with Chamber of Commerce and other organizations with proceeds to be donated

How will your practice participate in National Sunscreen Protection Day?