July 19, 2010

Comments from the Chairman

Those Friendly Optometrists!

One thing I know for certain is optometry fosters friendships.  I have been blessed with many old and new friends along the thirty years I have been practicing.
 
There are many ways to foster optometric camaraderie.  Your classmates are an obvious pool of playmates.  We still gather with several of our UHCO class of '80 buddies at least a couple of times a year.  Our little group has been so prolific that we had to rent a full sized bus to take us, the kids, the grandkids out to dinner.  Ask Pam and Chris Warford; we know how to have a great time.
 
We've experienced a couple of class reunions along the way.  It seems as if our class has done quite well over the years.  If you would like to help FERV endowments, you may be interested in Dr. Dave Perrigin's class challenge @UHCO.  I'm proud to say our class is competing for top honors (special thanks to Arkansas class of '80 optometrist Tyler Thompson).  Are there any UHCO classes up for a good challenge?
 
Your local societies are also a prime opportunity to get closer to your colleagues.   I know of a few societies that have spun off study groups to sustain lifelong learning.
 
Continuing education venues of all types are wonderful places to find and strengthen friendships all across the state, the nation, as well as around the world.  I remember a fascinating trip to London for the 1st annual Royal Optician's Meeting.  Of course, anybody that has met Brien Holden from Australia has got to share a Fosters with the bloke.  I always suggest to not be so provincial as to receive all your CE at local society meetings.  Get out of town for a different optometric perspective.  You will be glad you did.
 
And last but not least, being a member in the TSO doctor owned Network has been a brilliant place to gain lifelong friendships!
 
Brian J. Blount, OD

"Second Pair and One to Share" campaign brings in sales before school bells ring

It may be the middle of the summer, but it's not too early to prepare for Back to School.

For the vast majority of TSO offices, this is the busiest time of year. Busy as you may become, this is the best time to increase your sales and grow your patient base. Take advantage of the increase in traffic to increase sales and referrals to new patients. How? The fastest way to increase sales is to increase second pair sales. The best way to increase your patient base is through trusted referrals by family members and friends of your patients.

TSO Marketing has developed a simple rebate program to help you accomplish both. It's called, Second Pair And One to Share. The focus of the program is a two-part rebate card that offers $50 off a patient's second, complete pair and $50 more off a first pair for a family member or friend. Last  week you should have received a kit containing all the elements of this promotion.
 
Hold a staff meeting and go over the materials. There's a staff meeting guide to help you. The kit contains helpful ideas and point of sale materials plus copies of radio commercials that can help you draw traffic to your office. Should you need assistance in purchasing radio in your market, simply call Rhymes Marketing & Advertising.
 
Our services are provided to all the Doctors of TSO by TSO Marketing. From now through September 30th, if you focus on making every patient aware of the Second Pair and One to Share rebate program, you can ring up more sales during back to school.  If you have any questions about this program call Felix Rhymes, 713-871-8980 or felix@rhymes.com.

Staff Meeting Guide
 

A meeting guide has been produced to help your staff focus on selling multiple pairs of glasses during the busy Back to School weeks ahead. Add the guide to your next staff meeting agenda and start the discussion on how to improve selling multiple pairs of glasses in the coming weeks.

Staff meeting guide

Staff training video supports campaign
 

Here is the staff training video - also on enetwork's HOME page - that can kick start the "Second Pair and One to Share" Back to School campaign. Every staff member in your office should spend time viewing this video to help make this quarter's campaign a record success.

http://www.youtube.com/watch?v=Nyye0HFaEac
 
Our talented cast of actors included: Hira Iqbal, first year UCHO student plays the optician; Valerie Hernandez changed roles and played the patient; the "Vanna White" girl is Marisol Cotez, Daniel Pecina is shown dispensing glasses to the Morrel rep, and Patrick Presley appears with his son Patrick Jr. The woman with the two girls is Mrs. Presley and the two girls are Annie Cherner, Dr. Marcaccio's daugher and Maddie Hernandez, Valerie's Hernandez's daughter. What a good job everyone!

"Pair 50" program now through the end of 2010 

2 simple steps to success:

Step 1: All pairs must have one of the following:

• AR coating
• TD2
• Polarized

Step 2: The additional pairs must be ordered within 30 days of the original order.

The TSO office pays full price for the one pair and then they will get 50% off of the second, third and fourth pair, whichever is less.  The extra pairs can be ordered from 30 days from the original order date.  The extra pairs must refer back to the original order # and note under "special instruction" in Vision Web stating Pair 50 with the information from the first pair with invoice # and date.

To help promote this program internally, every office can receive at no charge by request to Jan Housel:
 

• "Pair 50 Accidents Happen" cards to give to patients in order to remind them of their discount and date to order.
• "Pair 50 Posters" to hang in the office to remind the optician of the program and to encourage patients to inquire.

 
Please call or email Jan Housel for more information:
Cell:  713.882.8924
Email:  JHousel@omnioptical.com

Medical billing & coding topic of new Network member webinar on Tuesday

The next New Network Member Webinar is scheduled for Tuesday, July 20 at 7 pm.
 
Topic: Medical Billing, Coding and Optimizing Reimbursement
 Presenter: Shane Shepherd of Practice Management Services
 
Practice Management Services is a consulting organization that consults with practices on how to increase their practice revenue from various medical plans and third party vision plans.  Mr. Shepherd is a principal in Practice Management Services with experience in insurance administration including underwriting, processing major medical claims, and billing and coding.
 
Currently Mr. Shepherd is the manager of McCormick Vision Centers located in Austin.  He has tripled the insurance proceeds in the offices over the last two years.
 
The discussion will include:

• Maximize your per patient encounter numbers and drop the high volume mentality

• Decide how do you want to practice optometry

• Primary care -Vision Insurance

• Ocular Disease - Medical Insurance

• Medical claims processing offsite

• Medical claims processing in your office

• Getting the correct and complete benefits...before you see the patient

• What service to bill to which insurance company

• Getting your medical claims paid in a timely manner

 
Every doctor in the Network received an email invitation. If you have any questions, contact Ann Deen at 214-704-1181. 

Delegating to Staff - the first step to growth

Delegating duties to staff is a key requirement of a practice that wants to grow. There is simply no way to generate a large net income if the practice has a small staff and the doctor performs most tasks herself. Of course you can't begin with a large staff right away, so how do you get there? You begin with a mental approach that embraces the concept of delegation because you know it must be in your future. You must continually look to delegate more and more to your staff and try to seek ways to make your staff larger.
 
It may seem like you can't control the patient demand aspect of your practice, although you do have some indirect control. It may be that for the immediate future there is not enough demand and it's growing slowly. You can, however, control how much delegation goes on in your office. If the dream practice uses delegation, then your practice should also.
 
Your practice operations and your staff must reflect the current level of demand. That means the doctor/owner performs many tasks that she would not do in the dream practice. That's perfectly fine and the doctor/owner should take on those roles temporarily, but I believe it becomes permanent in most practices and that freezes the practice into a non-growth mode.
 
The doctor/owner comes to accept that she must do these things and that no one else can do them well enough. It just seems easier and more practical to do them yourself. It can even seem economical; like doing some tasks yourself is saving the cost of another employee. That is false economy and it could be stopping you from reaching your goals.
 
Read more

ANSI updates standards for prescription spectacle lenses

The American National Standards Institute (ANSI) updates Z80.1 standard for prescription spectacle lenses.  The Z80.1 standard serves as a guideline for eyecare professionals with in-house processing and optical laboratories to follow prior to delivery of finished eyewear to the patient.  The update applies to the processing of all prescription ophthalmic spectacle lenses in edged or assembled form.
 
The revised Z80.1 standard includes updates to measurement of transmission power, use of compensated power for the as-worn position, lens durability, lens abrasion resistance and AR coating durability.
 
The 2010 ANSI Z80.1 standard for prescription spectacle lenses can be purchased at www.webstore.ansi.org.

ABO exam scheduled for Nov. 21, 2010

The American Board of Opticianry (ABO) has scheduled the next exam for November 21, 2010.
 
To earn certification, you need to achieve a passing score on an examination.  Each exam consists of questions on the skills and knowledge required for competency in ophthalmic dispensing.
 
Click here for the November exam application and registration information
http://www.abo-ncle.org/themes/default/assets/images/aboncle_reg1210.pdf

 
Final regulations define use and standards for EHR incentive program

The Centers for Medicare & Medicaid Services (CMS) and the Office of the National Coordinator for Health Information Technology (ONC) announced two final rules to implement the electronic health records (EHR) incentive program under the Health Information Technology for economic and Clinical Health (HITECH) Act.
 
The HITECH Act supports the adoption of electronic health records by providing financial incentives under Medicare and Medicaid to eligible professionals who implement and demonstrate "meaningful use" certified EHR technology.  The CMS regulations announced specific objectives that providers must achieve in payment years 2011 and 2012 to qualify for incentive payments; the ONC regulations specify the technical capabilities that EHR technology must have to be certified and to support providers in achieving the "meaningful use objectives.
 
Click here for more information

Texas Medicaid announces correction

Texas Medicaid Bulletin No. 230 states that the rate change announced on August 21, 2009 for Texas Medicaid Professional Services and DME Reimbursement was incorrect.  The August 21, 2009 article stated that the reimbursement rates would apply to claims that were submitted with dates of service on or after July 1, 2009.  However, in Texas Medicaid Bulletin No. 230, Medicaid states that the reimbursement rates did not become effective until January 1, 2010.  Therefore claims with dates of service from July 1, 2009, through December 31, 2009 will be reprocessed and payments adjusted.
 
Click here for the entire Medicaid Bulletin No. 230 with the article appearing on pages 43 and 44

Please contact Ann Deen at cadeen@tso.com or 214-704-1181 if you have questions.

Medicaid announces benefit change for polycarbonate lens

On June 30, 2010 TMHP announced benefit changes for polycarbonate lenses with an effective date of July 1, 2010.
 
As of July 1, 2010 polycarbonate lenses are considered an add-on procedure, and they must be submitted in addition to the lens with the same date of service. Medicaid clients must also meet a certain criteria to qualify for polycarbonate lenses.
 
Please click here for the complete announcement and criteria for polycarbonate lenses

Physician Quality Reporting Initiative (PQRI) Summary Chart (Quality Measures)
 

The 2010 PQRI summary chart identifies optometry quality measures selected for the 2010 PQRI program along with the 2010 Medicare e-prescribing incentive program for optometry.
 
The PQRI program requirements and measure specifications for the 2010 may be different from the PQRI program requirements and measure specification for a prior year. Make sure you use the 2010 quality measures table and documents for the correct program year.The attached table outlines each of the 12 optometry measures for the 2010 program.  The table lists the quality measure, CPTII code (numerator), code description, age requirement, ICD.9.CM code, CPT I code, and appropriate modifiers for correct filing. Remember your CPT I code and ICD-9 code must be compatible with the quality measure that you are filing.
 
For example: Quality measure #12 (Optic Nerve Evaluation) - You must use one of the CPT I codes listed with #12 and the appropriate ICD-9 code listed with #12 as well.
 
Use the CPT II code as the numerator and the appropriate modifier listed with quality measure #12 (#12 modifiers 1P or 8P). The modifiers are only used when you don't do the procedure (see summary chart).
 
If you participate in the PQRI program, CMS requires you to report on a minimum of 80% of your Medicare patients and report at least three individual measures (i.e. measures 12, 14, and 18 see summary chart). It's suggested that you choose three quality measures and report on those three only.
 
The implementation guide link below gives specific instructions on how to complete the CMS 1500 form (page 23). Reporting period is for a 12 or 6 month time frame. Click here for chart

Vision Quest reminder Vendor passports will be processed if they are received at the Network office no later than July 31, 2010