In the fast-paced world of optometry, where every second counts, it’s essential to find that sweet spot between efficiency and thoroughness. Whether you’re racing against the clock in university exams, navigating the pre-registration period, or juggling a busy clinic schedule as a qualified optometrist, the challenge is real. We all want to provide top-notch eye care without feeling rushed, right?
So, here’s a friendly nudge from someone who’s been in your shoes: finding balance is key. As a locum optometrist, I’ve picked up a few tricks to deliver quality care within the ticking clock of commercial practice.
1. Punctuality is Your Best Friend
Starting on time is a game-changer. It might feel strange at first, especially if you’re used to strolling into practical sessions fashionably late. But trust me, being punctual sets the tone for your entire clinic. If you’re 10 minutes late for your first patient, you’ll be playing catch-up all day, and that’s no fun for anyone. I used to work in a practice during the pandemic lockdowns, where the reception staff arrived late each day, so each clinic I worked there, I’d always start 10 minutes late; ultimately causing a stressful breakdown.
So, shake off the stress and aim to be the early bird—it’ll make your clinic run smoother, keep your mind clear and help battle some of the stress that comes with working in clinic.
2. Preparation is Half the Battle
Being early isn’t just about punctuality; it’s about preparation. When you arrive ahead of time, you can scope out the day’s appointments, anticipate any delays, and familiarise yourself with your patients’ histories. This foresight not only saves precious minutes but also shows you’re a competent optometrist that knows their stuff.
I usually like to find when the patient’s last had a dispense, so it arms me for discussion in practice, should a stable prescription be found. This, combined with some of the tips discussed in a recent blog, “Enhancing Your Business Value as a Clinical Optometrist“, will really give you an edge when working to increase your business value to the business.
3. Embrace the Power of Routine
If you’ve ever had me supervise or assess your work, you’ll know I’m a big advocate for routine. It’s like a roadmap for your eye exams, helping you cover all the bases without missing a beat. Start building your routine now, and not just for the overall exam—each part of the process deserves its own mini-routine. For example, I have a set flow for discussing history and symptoms, which helps me tailor the exam to each patient’s needs. And remember, the more you practice, the more intuitive it becomes, freeing you up to concentrate on the finer details of eye care.
4. Remain Relevant
When it comes to patient conversations, try to remain relevant. Asking the right questions is more an art form than an exact science—you want to gather essential information without going down a rabbit hole of anecdotes. Try to be open, but also specific. For instance, instead of a broad question about headaches that might lead to tales of a hangover headache last weekend, ask specifically about recent headaches of unexplained cause. This way, you stay on course and save precious minutes.
Of course, when starting out, you will still be asking open questions and following LOFTSEA rigidly, but over time you’ll learn the serious symptoms from the patients that are trying to be a comedian (so don’t worry about those patients that only see flashing lights at the disco or when they see a police car, not the ones that only get double vision when they’ve had a second bottle of wine…).
5. Keep Your Human Touch
Don’t get me wrong—being efficient doesn’t mean you have to turn into a robot. There’s a fine balance between staying on topic and being personable. As you grow more comfortable in your role, you’ll find it easier to weave in light-hearted banter about vacations or the latest football scores without veering off track. Furthermore, you may choose to ask certain questions from the case history (such as hobbies or interests) whilst performing the eye examination itself. This can mean you have things to talk about during those awkward silences of record keeping, whilst collecting relevant information about your patient in a natural and bespoke way.
Following on from the previous point, you will also have patients that like to make a joke out of the questions asked. You will hear them all (multiple times!) but often just laugh along or add your own (professional!) take on the jokes. This helps to show your human side and not come across as a refraction machine!
6. Sharpen Your Memory Skills
Practice building your memory – it gets stronger the more that you use it. The better your memory, the easier it is to perform more tests in a row and accurately record the outcome. I recall my early days, jotting down every single test result immediately, which, let’s be honest, wasn’t the best use of time. But as confidence builds, you’ll find you can group tests together, record multiple results in one fell swoop, and navigate the record card with your eyes closed (figuratively speaking, of course!)
Furthermore, try to perform the whole of ophthalmoscopy in one go prior to writing things down. The constant back and forth between picking up equipment and then recording one finding at a time will add minutes to your routine. Just remember to record the correct findings for the correct eye.
7. Taking Visions, Where Less is More
When it comes to vision testing, it’s not about the number of letters read, but the efficiency of the process. I remember the days when a patient with 6/4 vision would recite every single letter on the chart, from top to bottom, for both eyes. It was a time-consuming ordeal that could stretch for 2-3 minutes per eye, leaving me scrambling to catch up later. I found it hard to butt in and guide them further down, but experience has taught me that often, its the kindest thing to do for all involved!
Here’s a tip: aim for the essential. Guide your patient to start with the “lowest line of letters” they can comfortably read. A gentle nudge towards the right line—perhaps the one just above their previous best—can do wonders. If you’re using an electronic chart, even better! Display the smallest letters first and gradually increase the size if they are unable to see any. This approach not only streamlines the test but also spares your patient from unnecessary strain.
It may also help to aim on habitual measurements as well. If your -10.00 patient is coming in, you know that they are likely to be “Hand Movements” unaided (or “Count Fingers” at best!) unaided – so why use the valuable time trying to get them to see the letters on the Snellen chart when you already have a habitual vision of 6/4 R & L? Remember, in vision testing, less is indeed more.
8. Know Your Record Card
Getting to know your record card inside out is more than just a good habit—it’s a cornerstone of efficient patient care. These cards are not just a means to document your findings; they’re a vital part of the patient’s journey and your legal armour in case of any complaints. As a locum who’s seen a fair share of practices and their varied record cards, I can’t stress enough how crucial it is to understand the layout.
Knowing where to record each finding and where to recall each finding will save minutes during each eye examination – and as such will help you remain efficient (and remain looking competent!).
9. Master the Monologue
Crafting the perfect spiel is an art form in the world of optometry. It’s not just about what you say, but how and when you say it. A well-delivered explanation can elevate your professionalism and keep you from rambling. Over time, I’ve curated a collection of analogies to demystify common eye conditions, and these have become second nature to me. Personally, my favourite is referring to the optic nerve as the “USB port for the eye – connecting the eye to the brain”. It quickly gives the patient an idea of what the structure does and enables me to explain conditions affecting it in a much simpler way.
While some have the knack for improvising on the fly, there’s real value in rehearsing your lines. A polished, practiced delivery can convey complex ideas with clarity and confidence, sparing you (and your patient) from a chorus of “ums” and “ahs.” So, take the time to perfect your patter—it’s a surefire way to communicate effectively and leave a lasting impression.
10. Teamwork Makes the Dream Work
In the intricate dance of optometry, every role is pivotal. From the meticulous eye tests you conduct to the warm welcome your receptionists provide, each cog in the machine is essential. Without the seamless coordination with your optical assistants and dispensing opticians, your focus would be divided, diluting the quality of care you strive to provide.
So, why bring teamwork into a discussion about test times? Because a harmonious team is like a well-oiled machine—it keeps everything running smoothly, even when there’s a hiccup in the schedule. They’re your allies, ready to prep patients, handle unexpected printer jams, or even assist a patient in choosing the perfect frames while they wait.
Remember, even the most streamlined optometrists can encounter delays, whether it’s an emergency case or a complex diagnosis that requires more time. In these moments, a supportive team isn’t just helpful—it’s indispensable. It’s a symbiotic relationship where respect and assistance flow both ways, ensuring that every patient receives the care they deserve, and every day runs as smoothly as possible.
11. The Art of Letting Go
In the realm of optometry, knowing when to pivot on a procedure is just as important as performing the procedures themselves. Sometimes, despite our best efforts, a test may not yield the results we’re after. Take retinoscopy, for instance. If the reflex isn’t visible in a patient with significant cataracts, it’s better to acknowledge the situation than to persist fruitlessly. Make a note of your attempt and gracefully move on to alternative methods.
It’s a tough pill to swallow for any dedicated optometrist, especially when you’re just starting out. But recognising when to switch gears is a hallmark of professionalism. It shows you value your patient’s comfort and your clinic’s efficiency. So, embrace this wisdom: sometimes, the most skillful action is to know when to stop and try a different path. It’s not giving up; it’s smart adapting—and that’s what sets apart a truly adept optometrist.
12. Embrace the Calm Amidst the Clock’s Ticking
In the ebb and flow of a bustling optometry clinic, it’s easy to feel adrift in a sea of time constraints. But here’s a little secret: the power of poise. When the minutes are slipping away and you’re trailing behind, take a deep breath and anchor yourself in the present. A moment of mindfulness can be a lighthouse guiding you back to calm waters. Use the toilet, take a swig of lukewarm tea or pause to tidy your trial lenses – do what you need to bring you back to the right frame of mind to continue your day.
It’s about giving yourself permission to pause, even if just briefly, to reset and refocus. This isn’t wasted time—it’s a strategic investment in the quality of your next appointment. By stepping into each new patient encounter with a clear head, you’re ensuring that care and consideration remain at the heart of your practice, no matter the rush.
So there you have it, 12 tips on how to keep your clinic running to time and working to those tight appointment slots. Do you have any tips on keeping to appointment times whilst still maintaining a high level of clinical care? If so, please share them in the comments below.
If you found this article helpful and wish to share with colleagues or friends, please do! Whilst it is primarily aimed at optometrists, the majority of these tips can be utilised by other healthcare providers that work to appointment slots.
Finally, if you enjoyed the article and wish to be notified when more are released, please consider subscribing below. If you are feeling generous, you can also Buy Me a Coffee!
Leave a Reply