As optometrists, we aim to deliver exceptional patient care while running streamlined and cost-effective practices. Just like patient exams help us monitor for problems or conditions that could crop up, periodic reviews of your office systems and vendors are essential to ensure they align with your needs and budgets. Let’s dive into three key areas where reevaluating and optimizing your systems can significantly impact your bottom line and patient satisfaction: communication platforms, the growing role of AI and optical logistics.

Evaluate Patient Communication Platforms

Patient communication platforms are the backbone of modern optometric practices. Whether it’s sending appointment reminders, marketing messages or managing phone systems with voice over internet protocol (VoIP) services, these tools are vital. However, their convenience often comes at a price—one that’s quietly increased over time.

Take a moment to review the fees associated with your current platform. Have they crept up without you noticing? Compare these costs with competitors’ offerings. Many platforms provide similar services at varying price points. Switching providers might feel like a hassle, but the savings and potential for improved functionality could be worth it.

Don’t forget to negotiate: Vendors are often willing to offer discounts or adjust pricing to retain your business. The key is being prepared with competitive quotes and a clear understanding of your practice’s needs. For example, if your platform integrates patient texting, emails and VoIP, determine which features are essential and where there might be room for improvement or cost reduction.

Harness AI to Elevate Efficiency

Artificial intelligence is no longer the technology of the future; it’s here to revolutionize how we operate. AI-powered tools can draft personalized patient email campaigns to save you time and enhance patient engagement. For instance, if you want to promote annual exams or a new optical line, AI can tailor messages to target specific patient demographics based on age, prescription history or past purchases.

Here are a few other ways AI can be leveraged in your practice, beyond communication applications:

• Appointment scheduling: AI tools can optimize scheduling to fill gaps and reduce no-shows by predicting patient behaviors based on historical data.
• Inventory management: Use AI to track optical inventory trends and ensure you stock frames and lenses that align with patient preferences and seasonal demands.
• Marketing content: Do you have custom handouts or posters in your office, or always thought that would be a great touch? Use the AI options available in platforms such as Canva to look like a graphics expert at a fraction of the cost. 

By incorporating AI, you not only improve efficiency but also free up time to focus on what matters most: patient care.

Optimize Optical Logistics

Managing your optical department effectively is essential for patient satisfaction and practice profitability. If you haven’t already, consider implementing scheduled dispense appointments for glasses, not just for purchasing. This approach ensures your opticians have dedicated time to deliver personalized care while reducing wait times and improving patient flow.

Another innovative strategy is to offer glasses shipping for select patients. For example, you might ship to patients with straightforward prescriptions or those who are keeping their current frames but purchased new lenses, knowing the fit is likely correct. Not only does this convenience boost patient satisfaction, but it also lightens the load on your in-office staff.

When reviewing your optical logistics, assess whether your lab relationships are still meeting your needs. Are turnaround times competitive? Are prices reasonable? If not, explore alternative labs or renegotiate terms with your current partners. Also consider adding an AI-driven inventory tool to predict which frames will sell and identify which ones should be discontinued.

Take Action Today

An annual review of your office systems and vendors is not just a good practice—it’s a necessity. In a world where efficiency and patient satisfaction are paramount, small adjustments can yield significant results. By staying proactive, innovative and open to change, you’ll position your practice for continued success.

Gina M. Wesley OD, MS, FAAO owns and practices at Complete Eye Care in Medina, MN. Accolades include Minnesota's Young Optometrist of the Year in 2011 and the Early Professional Achievement Award from The Ohio State University College of Optometry in 2013. She is a member of the American Optometric Association, a fellow in the American Academy of Optometry and enjoys practicing, writing and lecturing in the industry. For questions or comments about this article, please contact gmowesley@yahoo.com.

This editorial content was supported via unrestricted sponsorship.