Administration

CEO                        Dr. Khanna

Clinical director               Kapil Khanna

Optometrist:                Dr. James  J Giraldi , Dr Kelley Ha

        

Office Managerial support         Murali

Bookkeeper               Murali

HR                         Asure

Insurance                  SIG  (Solomon)

Optical Sales Lead            Shanna

Optical iAyez Head              Ted

Medical / HMO Authorizations      Trish

Medical Insurance Billing              Trizetto

Optical Billing                                 Shanna Mary   

Telephones                 Jamie

 

TAX ID & NPI

KHANNA VISION INSTITUTE 

TAX ID: 273790040

NPI 2 (group): 1902108855

Dr. Khanna:

NPI 1 (individual): 1104854249

DEA: BK7758735

License number: A78474

Dr. Kelley Ha:
NPI 1 (individual): 1649035312

License number: OPT35635-TLG

Dr. James J Giraldi:

Accounting

Tax 

Federal 

Franchise Tax Board

State 

Sales

Bookkeeping

Banks 

Credit Cards 

Customer Sales 

Purchases

Bank Charges – Credit card & Financing 

Business Plan

Onboarding

Reviews

Oral Warning 

Written Warning

Termination

Contracts 

Vendor Contacts 

Meetings – weekly and monthly 

Processes

Legal 

Human resources.

Business information 

Main office Number: (805) 230-2126         FAX Number: (805) 230-2199 

Office Locations:

Employee List:

Passwords

Inglewood

Contacts ie; phone, maintenance, etc

SoCalGas 1-800-427-2000 Acct: 058-004-0434-4

Southern California Edison Acct: 700828385603

AT&T 1-800-228-2020 Acct: 158317891

Anderson Ballard Companies, Inc 1-818-957-2518  645 Aerick #2, Inglewood

O'Linn Security Alarm 1-818-707-4597 (248067)

Nextech Having Problems 1-866-654-4396 (KHA002)

Oscar, Maintenance, (310) 673-2764 

Westlake Village: 

Maintenance: Rio Management – Gina 818-222-2816 

Rx Guru2Eye

Passwords: 

Eyemed:user ID 932409 password: Khannav24! 

VSP user name (310) 677-7108 password: cHANGE45

Carecredit user name: westlake2012 password: Lasik2018!

Alphaeon user name: [email protected] password: Raksha2015!     

Insurance Passwords:

How to Fax:

1. Have weave app downloaded

2. Scan the documents to be faxed

3. Open weave app

4. Click fax 

5. Click + sign on the bottom right corner

6. Under recipient, Click: Click to add and enter fax number of who you are sending it to

7. Under sender make sure it shows our main fax number: 805-230-2199

8. Under memo you can write something if it is regarding a specific patient

   1. Example: RE: Megha Khanna DOB 06/11/1999

9. Under documents, drag or click to upload the file to be sent

10. You can preview the fax to make sure everything is accurate

11. Then click send

How To- Scan:

Scanning Forms:

**This can be used for NP forms, consult forms, blue and pink sheets, bills, etc. anything with regular size paper**

• Open up the white portion of the Brother scanner and put the black sides at the correct distance for the form

• Minimize your current tab and double click “Brother iPrint&Scan” on the upper left hand side of the desktop

• Please remove any staples before putting the papers into the scanner

• Input the paper(s) in the black part of the Brother scanner upside down and backwards

• Then press “Scan” in the Brother scanner tab

• Once scanned press the “Save to PC” button and label the forms what they are for “*patient name* NP form, *today’s date* billing, etc)

• Click on “File Type” and make sure it is set to PDF, then press save

• Once saved, it should be put into the “Scanned from Brother” folder on the desktop

  • Find the file you have saved and either drag it to a patient’s documents or attach it to where you need it to go

Scanning Cards: 

**This can be used for insurance cards, drivers licenses, etc. anything that is a card**

• Open up the white portion of the Brother scanner and put the black sides at the correct distance for the card

• Minimize your current tab and double click “Brother iPrint&Scan” on the upper left hand side of the desktop

• Input the cards(s) in the black part of the Brother scanner upside down and backwards

• Then press “Scan” in the Brother scanner tab

• Once scanned press the “Save to PC” button and label the forms what they are for “*patient name* DL”, “*patient name* ins”, etc)

• Click on “File Type” and make sure it is set to JPEG, then press save

• Once saved, it should be put into the “Scanned from Brother” folder on the desktop

  • Find the file you have saved and either drag it to a patient’s documents or attach it to where you need it to go

How To- Mail:

• Sort the mail for Dr. Khanna when it comes in

• Need to know which is junk mail and which is important

  • Whenever in doubt of what to do with mail give it to Dr Khanna (put in his inbox) and he will inform what to do

• Claims/ Claim Denials, Remittances, payments (checks) received for patient he amount being paid off by the check in the “Amount” section

  • Put in the check number that is located at the upper right hand corner of the check into the “Check #” box

  • Click “Patient Category” and select “Patient Payment – Office”

  • Toggle the “Print Receipt” option to NOT print the receipt, but toggle the “Email Receipt” option and get the patient’s email to email the receipt over

  • Press “Save and Auto Apply”

  • Refresh the page to make sure the payment went through and there is no patient balance any more

  • If credit card:

    • Select the “Credit Card” option

    • Put the amount being paid off by credit card in the “Amount” section

    • Click “Patient Category” and select “Patient Payment – Office”

    • Click “Process As” and select “Card Not Present”

    • Fill out the card number, month and year expiration date and the CVC

    • Put in the Cardholder name

    • Toggle the “Print Receipt” option to NOT print the receipt, but toggle the “Email Receipt” option and get the patient’s email to email the receipt over

    • Press “Save and Auto Apply”

    • Refresh the page to make sure the payment went through and there is no patient balance any more

• Once you fill out the information and the patient balance is gone, put the check in the cash box (if applicable)

• Scan in the half sheet of paper (check scanning instructions mentioned above)

• Label the payment as “Payment Received (that day’s date)”

•  Once it is scanned in, email it over to the Biller’s email address

• Billers name: John Kennedy, email: [email protected]statements (see below what to do)

  • Send to Biller: John Kennedy, email: [email protected]

• Bills that came in 

  • Send to Bookkeeper: Murali, email: [email protected] 

• QTC

  • Send to Kapil [email protected]

Remittance:

• When a remittance comes into the mail, it will possibly say “Remittance” on it or it may not

  • Whether it says “Remittance” on it or not, it should look like a page from the insurance company with a check attached to it

  • Take the check off of the paper and put it in the cash box

• Once the paper and check are separated, scan them in (check scanning instructions mentioned above)

• Label the remittance “Remittance (that day’s date)”

• Once it is scanned in, email it over to the Biller’s email address

  • Billers name: John Kennedy, email: [email protected]

Payment (check/card) Received for Patient Statement:

• Payments received will also come in the mail. They will be a quarter/half sheet of paper with either a check in an envelope or credit card information, that will also have the patient's information on the side and will say “statement” on the bottom

  • These will NOT say “remittance” on it since it is a form of patient payment, not a remittance (these are what the patient pays that is not covered by their insurance coverage)

• Once you open the envelope, look up the patient’s name in the patient portal

  • Click on the “Pt Balance” tab

• Click on the blue button that says “Add Patient Payment”

• Select the location (which office you are in)

• Put your initials and the date in the “Batch #” section

• Select check or credit card

  • If a check:

    • Select the “Check” option

    • Put t

Accepted Medical Insurance (Dr. Khanna):

PPO 

Aetna 

Anthem Blue Cross/ Blue Shield 

Anthem Blue Cross 

Blue Shield of California 

ChampVA (member ID is SSN)

Cigna 

Health Net 

Humana 

New Era Life 

Tricare (member ID is SSN)

United Health Care 

USAA Supplement

Medicare 

Medicare + Medi- Cal (Medi-Medi) 

Medicare + Supplement (PPO or Part F) 

HMO (with authorization) 

LA Care 

Carelon/Caremore 

Global Care IPA 

We DO NOT accept 

Kaiser 

Regal 

Molina

Straight Medi- Cal 

Gold Coast 

Medi Share 

We CANNOT accept Medicare + Kaiser, Medicare + Gold Coast etc… 

We take SPECIALIST COPAYS

Medical Chart Request:

1. Tell patient it takes 1-2 weeks to process and about the $35 processing fee

2. Staff fills out medical record request form (in google drive→KVI Forms)

3. Send it to patient for them to review and sign

   1. We need to have a reason for wanting the chart written 

4. Inform Dr. Khanna about the request by showing him the filled out form and patient’s

chart and get his approval

5. Take payment ($35)

6. Send the chart to the patient via email or have patient pick it up from the office in person

Checklist For Scheduling Appointments:

Inputting Insurance (medical only):

• Pull up the patient’s name and information by typing their name into the search bar

• Once their name is pulled up, click “Insurance”

• Click the blue plus button and fill out the following information

  • Make sure to at least get the correct insurance name, policy number and if it is a primary or secondary insurance

  • Always confirm whether each insurance is PPO, HMO, or Medicare Supplement

• Put the “Effective Date” as the first day of the previous month (ex: if the current date is 4/10/2024, put the “Effective Date” as 3/1/2024)

  • If the patient is in person, ask for their insurance card for it to be scanned, if not, scan it when they come in (or make note of it in their appointment notes)

• Scan the card and upload it in the area on the upper left side where it says “attach insurance card”

  • Follow the “How To- Scan: Scanning Cards” for direction on how to scan the cards and put into patient’s profiles

Scheduling New Patients:

• New patients will typically call over the phone, or may come in person

• Ask if they are calling for Lasik or PIE for a free consult

• Ask if the patient will be using medical insurance (or vision insurance if for Dr. Giraldi/Dr. Kelley Ha) or if they will be self pay

  • Confirm if we take their insurance. No need to get the information yet, just confirm we accept it or not

  • Go into the search bar in the upper right hand corner, then type in any letter (doesn’t matter what) to pull up the “New Patient” button on the lower right hand corner

• Click the “New Patient” button to set up a profile for the patient

• Fill out the following questions with the patients information

  • Make sure to select their preferred provider

  • If they were referred by someone (provider or previous patient) put it under the “Referral Source” area and make sure to get the information of who referred them (can change surgery price, etc)

• Then press the “Save” button at the top right hand corner

• Once saved, pull up their name and select the “Insurance” tab where their information is

• Always ask if they are using medical insurance or self pay 

  • get the information/ photocopy of insurance card by text (best) or read over the phone so we can verify the insurance and confirm we take it before time of appointment

  • Once Member ID entered, we can check the copay (see below how to). Always enter new patients copay immediately 

  • Scan insurance card when patient comes in for appointment

• Make sure it is one of our accepted insurances 

  • If it is not, give them the alternative of $375 (for New Patients)

• Ask patient if they have been here before and ask/check when their last appt was

  • >3 years they are considered a new pt

  • Have them fill out new pt form again

• Always make sure the patient's date of birth and full name is correct otherwise the insurance will not verify. Please make sure to scan Driver’s license or ID cards. 

Scheduling Est. or Post-op appointments:

• Check global period if they are post op

• Make notes in the appt if they are coming in for something specific 

• If Global period is coming to an end, let the patient know 

  • See below for further instruction about global period

• Make sure insurance is on file and current

  • If not, scan and enter information in the system 

  • Confirm if they have copay (see below)

• If self pay patient make sure the self pay button is toggled

• It absolutely cannot say “No Insurance” under the insurance tab

How to verify Global Period:

• Look up the patient in the search tab and pull up their profile

• If they had surgery recently, you can pull up the date, surgery and office location under the “Appointment History” tab and look at the global period times to see if they are still in global period

• If the appointment history does not specify the surgery, go into the patient’s EHR profile

• Once in EHR, click “Documents”

• Go into their documents to see if you can find the pink sheet to see when they had the surgery and what type of surgery they had

  • Once you find the date and type of surgery, look into the global period chart to verify if they are still in their global period/post op

How to verify insurance eligibility:

• Bring up the patient’s name of who you want to verify the insurance eligibility for

• Click onto the “Insurance” tab

• Input their medical ins (as stated above)

• Once the medical ins is input, there should be a green box with a check mark in it

  • If there is a yellow box with an exclamation mark, click on the box

• If the box turns green with a check mark, everything is good

• If the check mark is still yellow with an exclamation mark, it should say what the problem is

  • Try to fix the problem by checking if their first and last name, along with their DOB are correct, as well as their medical ins

How to verify Co-pay:

• Bring up the patient’s name of who you want to verify co-pay for

• Click the “Insurance” tab 

• Input their medical ins (as stated above) 

• Once the medical ins is in, click the white magnifying glass in the black box next to the medical ins name

• Click the “Co-Payment” tab and select “Specialist” since we are a specialist office

  • If there is no specialist copay then choose office visit 

• Press close and refresh the page to make sure the copayment is there

• If there is no “Co-Payment” tab option, it means they don’t have a copay

  • It should always say there's an insurance on file (or self pay) but there may not always be a co-payment (may say $0 or “N/A”)

What to do during last global period visit:

• Once patient is out of global period change post op appt to established and get medical insurance or explain cash pay

• For LVC patients: 

  • On their last global period when they are checking out explain to them their post op visits are only included for a certain time frame – which is noted in their consents (orange counseling sheet)

  • After this, they should come annually to make sure everything is stable. We will do $175 for the annual exam (even if they have medical insurance it will be cash pay). 

  • The purpose of the annual warranty is that, if ever needed, a laser enhancement will be included 

  • If they do not come annually, they will have to pay full price for the enhancement. 

  • Have them sign LVC Warranty form if they want to opt in

  • They can always opt out any time 

• For PIE/ Cataract+PIE patients: 

  • On their last global period explain to them their post op visits included are over 

  • We can use medical insurance (if we accept it) or cash $250 (discounted rate) for the annual exam. 

  • Have PIE patients sign PIE warranty.

What to do if patient says they have lifetime free visits:

“Hi I am confused, Dr Khanna told me I have lifetime free visits?”

“Sorry you may be a bit confused, what Dr Khanna meant is lifetime warranty for enhancements. Visits are included only for a certain time frame.”

“I don't understand why I need to pay out of pocket, I was never informed.”

“We inform patients during the time of consents and you actually sign it acknowledging the post op period is for X time and you are responsible for exams after this.” 

–Find and show price sheet for PIE pts or orange counseling sheet for LVC pts- 

How To- Payments:

Discount (per item):

• Click on patients name, then select “Billing” on the middle left of Nextech

• Choose place of service (location of office you are in)

• Choose the service, product, copay, etc of what the patient is paying for

• Click the item in need of the discount, then select “Discount”

  • Apply “Employee” discount, select “Cost” or “Percentage” under “Discount Method” 

  • Apply the amount or percentage OFF of the original price (ex: if a patient is getting $200 off of heat therapy, apply $200 as the “Discount Amount” so the total will be $300) then press save

• Apply correct payment (as shown below and proceed with the purchase)

Discount (to all items):

• Click on patients name, then select “Billing” on the middle left of Nextech

• Choose place of service (location of office you are in)

• Choose the service, product, copay, etc of what the patient is paying for

• Press “Edit” on the left side of where the overall amount is stated 

• Apply “Employee” under “Discount”, then select “Cost” or “Percentage” under “Discount Method” 

  • Apply the amount or percentage OFF of the original price (ex: if a patient is getting $200 off of heat therapy and LASEK OS, apply $200 as the “Discount Amount” so the total will be $1,500) then press save

• Apply correct payment (as shown below and proceed with the purchase)

Credit Card payment (over the phone):

• Click on patients name, then select “Billing” on the middle left of Nextech

• Choose place of service (location of office you are in)

• Choose the service, product, copay, etc of what the patient is paying for

• Apply discount (if applicable) 

• Choose credit card, select payment category as “Patient Payment – Office”, then select “Process as: Card Not present”

• Fill out “Batch ID” with your initials and current date

• Fill out credit card, month and year expiration, CVC and the cardholder name

• Check the “Cardholder authorized the use of this credit card to make the payment for the amount stated above.” 

• Ask if they would like an emailed recipe, if yes, check the “Email Receipt” box and input their email, and then press finish

Credit Card payment (in person):

• Click on patients name, then select “Billing” on the middle left of Nextech

• Choose place of service (location of office you are in)

• Choose the service, product, copay, etc of what the patient is paying for

• Apply discount (if applicable) 

• Choose credit card, select payment category as “Patient Payment – Office”, then select “Process as: Card Present”

• Fill out “Batch ID” with your initials and current date

• Press “Process” and accept the patients payment through the Nextech credit card terminal

• Ask if they would like an recipe 

  • If email receipt, check the “Email Receipt” box and input their email, and then press finish

  • If print receipt, press finish and print out the receipt

Cash payment:

• Click on patients name, then select “Billing” on the middle left of Nextech

• Choose place of service (location of office you are in)

• Choose the service, product, copay, etc of what the patient is paying for

• Apply discount (if applicable) 

• Choose cash, then select payment category as “Patient Payment – Office”

• Fill out “Batch ID” with your initials and current date

• Select “Add”, then take the cash payment to the cash register in Megha’s office

• Take any change out of the cash register in Megha’s office and give back to the patient  (if applicable)

• Ask if they would like a receipt

  • If email receipt, check the “Email Receipt” box and input their email, and then press finish

  • If print receipt, press finish and print out the receipt

Check payment:

• Click on patients name, then select “Billing” on the middle left of Nextech

• Choose place of service (location of office you are in)

• Choose the service, product, copay, etc of what the patient is paying for

• Apply discount (if applicable) 

• Choose check, then put in the numbers in the top right corner of the check under “Check Number”, and select payment category as “Patient Payment – Office”

• Fill out “Batch ID” with your initials and current date

• Select “Add”, then take the check to the cash register in Megha’s office

• Ask if they would like a receipt

  • If email receipt, check the “Email Receipt” box and input their email, and then press finish

  • If print receipt, press finish and print out the receipt

Creating a balance:

• Click on patients name, then select “Billing” on the middle left of Nextech

• Choose place of service (location of office you are in)

• Choose the service, product, copay, etc of what the patient is paying for

• Apply discount (if applicable) 

• Select payment method (apply correct payment as shown above and proceed with the purchase)

• Once in payment method, then adjust “Amount” to what the patient was quoted or was told they needed to pay for that day (ex: if they were quoted $1000 for LASEK OS, put “$1000.00” into the “Amount” category) and select payment category as “Patient Payment – Office”

•  Fill out “Batch ID” with your initials and current date

• Press “Process” and accept the patients payment (follow above)

• Ask if they would like a receipt

  • If email receipt, check the “Email Receipt” box and input their email, and then press finish

  • If print receipt, press finish and print out the receipt

  • Once finished, the remaining amount they need to pay off should be added to their account balance

Paying a balance:

• Click on patients name, then select “Billing” on the middle left of Nextech

• Choose place of service (location of office you are in)

• Click “Pay Acct” then select “Add” to add the balance to the billing cart

• Select payment method (apply correct payment as shown above)

• Once in payment method, adjust “Amount” to what the patient is willing to pay for that day (or apply full amount if they want to pay it off)

• Select payment category as “Patient Payment – Office”

• Fill out “Batch ID” with your initials and current date

• Press “Process” and accept the patients payment (follow above)

• Ask if they would like a receipt

  • If email receipt, check the “Email Receipt” box and input their email, and then press finish

  • If print receipt, press finish and print out the receipt

  • Once finished, the remaining amount they need to pay off should be added to their account balance (if applicable) 

Automatic payment plan:

**Please note that this is last resort if patient cannot do Alphaeon or Care Credit Financing**

**Our automatic payment plan cannot exceed one year unless approved by Dr. Khanna or Surgical Counselor**

• Click on the patient’s name, select “Account”, then “Payment Plans”

• Press the blue plus sign

• Title the payment plan what the plan will be going towards (ex: “PIE surgery payment plan”, “heat therapy payment plan”, etc) where it says “Payment Plan Name *”

• Ask for the patient’s email address and input it where it says “Email Address” for automatic emailed receipts 

• Press the blue plus sign next to “Patient Payment Profile”, select “Khanna Vision Institute” under “Practice *” and select the office you are in under “Location *”

• Select “Card Not Present”, make sure “Khanna Vision Institute” is under “Merchant *”, then input the nickname (if applicable), cardholder name, card number, month and year expiration and CVC

  • Check mark the box explaining the card holder authorization

• Select “Khanna Vision Institute” under “Merchant Account *” and input “Rajesh Khanna, MD” under “Provider *” 

• Input the name the payment plan will be going towards under “Description *” (ex: “PIE surgery payment plan”, “heat therapy payment plan”, etc) and select “Patient Payment – Office” under “Payment Category *”

• Ask patient the date they would like us to start the automatic payments and select it under “Start Date *”

• Ask if they would like to do daily, weekly or monthly (WE DO NOT DO YEARLY) payments and bubble in under “Billed” 

  • Select the day of the week or month they would like to be automatically billed on the right of the “Billed” option (if applicable)

• Ask the amount they would like to be billed per cycle under “Amount Per Billing Cycle”

  • Make sure “Balance is Paid” is bubbled in under “Until”

• Double check the balance is correct with the patient, then press create

How to Refund:

• Click on the patient’s name, select “Account”, then “Ledger”

• Find the payment of which you want to refund, then click the magnifying glass next to the payment

• Click onto the magnifying glass again 

• Check the “price” and “amount” of the refund and make sure it is correct

• Click the three lines under the “Payments/Adjustments” box and select “Void”

• Then select “Void Adjustment”

• Click the “Back” button

• Click the “Back” button again until you go back to the original payment

• Click on the three lines on the original payment and select “Edit”

• Select the three lines next to the item name

• Select “Void” then press the “Void Charge” button

• Once the charge is voided, press the blue “Save” button at the bottom right hand corner

• Refresh the page and make sure the refund went through

How to Run Alphaeon:

1. Welcome dashboard click on 
2. Transact to process sale to tractaction look up gives you 3 options 
1. Zip Code + Last 4 of Social Security Number + Date of Birth, Social Security Number + Zip Code and Account/ Loan Number then 
3. click search account and follow the steps.

We typically do 24 month no interest for transactions >$1,000

We do 12 or 6 month no interest for transactions <$1,000

How to Run Care Credit:

1. Log in click 
2. New transaction then 
3. click Purchase then 
4. continue then it will say 
5. select purchase method you will 
6. click Submit a purchase transaction in office for the patient/client then 
7. Account Details will show below enter # or you can also Look up account and 
8. continue with the transaction by putting the amount in the box 

We typically do 24 month no interest for transactions >$1,000

We do 12 or 6 month no interest for transactions <$1,000

Authorizations:

How to check Carelon insurance portal: 

1. Carelon insurance portal: https://www.providerportal.com/
2. click on the box that reads View prior AUTH’s 
3. a list of patients names will be listed if the name is not there you can always check with the members ID number or Auth # 
4. on the top right search drop down box for an approval or pending status if you see that it says a referral and no auth of approval the patient can not be seen 

How to get Carelon authorization:

1. Login Carelon insurance portal: https://www.providerportal.com/
2. Pull up the patient information you need for the authorization in Carelon
3. Click on the patient’s information 
4. Once you access the full patient information, click on the “Authorization” tab and select “Submit Authorizations”, then select “Service Request” then
1. step by step with place of service ,
2. last seen date 
3. office locations then 
4. DIAGNOSIS codes then
5. PROCEDURE codes as well with 
6. REASON FOR REFERRAL 
7. it might ask for chart notes which you will upload you will review details always over look that then 
8. click submit 
5. it may get approved right after you click submit 

How to get SX Auth in Carelon:

1. Login Carelon insurance portal: https://www.providerportal.com/
2. Pull up the patient information you need for the authorization in Carelon
3. Click on the patient’s information 
4. Once you access the full patient information, click on the “Authorization” tab and select “Submit Authorizations”, then select “Service Request”
5. Select “Provider” in the “Requested By” box
6. Select “Standard” in the “Category” box unless it is Urgent then select Urgent
7. Select “OP Surgery/AMB Surgery CTR” in the “Place of Service” box
8. Under the “Servicing Provider” click on the purple “For your Group/Site Provider click here” text
9. Click the box under “Select Provider” and look up Dr. Khanna and select the correct office for him
10. If you know when the patient was seen last, put in their last seen date under the “Last Seen Date” box, if not, pick any dateSelect Dr. Khanna and the right office under the “Referred From” box
11. Click the magnifying glass in the “Facility” box and click the purple “For Provider Can’t Find Click Here” text
12. Once the purple text is clicked, press the purple “Search” button
13. Click on the “Provider Can’t Find” box under the “Provider List” section and click the purple “Continue” box
14. Select “Specialty Surgical Center/Ambulatory Surgical Center” under the “Recent List” box
15. Click the green “Save” button, then click the purple “Continue” button
16. Then proceed to fill out the rest of the authorization information as normal

How to Send LA Care Authorization: 

https://www.lacare.org

Fill out form and fax to: 213-438-6777

VSP LASIK Billing

Diagnosis: 

Myopia H52.11: Myopia in the right eye H52.12: Myopia in the left eye

H52.13: Myopia in both eyes

Hyperopia H52.01: Hypermetropia, right eye

• H52.02: Hypermetropia, left eye
• H52.03 Hypermetropia, bilateral

Astigmatism H52.22:

Presbyopia H52.4

LASIK – 65760

Custom – 66999

PRK – 65771

Bilateral 50 – (Right) RT

Bilateral 50 – (Left) LT

How to do medical billing:

• We have a third party company Trizetto/ Cognizant that works on the billing
• We have to review and give approval of the claims and patient statements before they send it
• Remittances, EOBs, and anything with claims/ claim denials that come in the mail should be emailed to biller
• Any insurance billing questions, concerns, or changes – refer to biller
• Biller email:
• [email protected]

Weekly email: 

• Will be titled 56P5- DMS Coding with X Date 
• To open excel sheet enter password 56P5
• Confirm all information is correct
• Check Column K- Coder Comments to see what needs to be changed
• After confirming everything is correct save the excel sheet and email it back to the biller on the thread it was sent from

What to do if exam section not marked:

• Go to EHR, click pro on the top right corner
• Click pro again which will lead you to the charting system
• Find the tech and doctor who saw the patient
• Look to the right of history and it will show the initials of the tech who saw the patient
• Look on the top left, under date, and it will show the initials if the doctor 
• Email the tech and doctor who saw the patient saying 
• “For patient X seen on X in X office, The biller said the exam section is not marked. Please unfinalize the chart, complete it, and let me know when it is finalized” 
• Once done, write under Coder Comments, Updated

Monthly email:

• Email will be titled 56P5 – Khanna Vision Patient Statement X month and X year
• To open excel sheet enter password 56P5
• You will NEED to check if patient is in global period
• If patient is in global period, write DO NOT SEND , under Column E- Comments
• This is because we can still bill for some things if they have medical insurance, but we want to make sure they don’t receive a bill

If everything looks good you will need to write APPROVED for each patient, under Column E- Comments

Call Center -Telephones

Triage:

I have pain in the Eye

Name Date of Birth (Age)

Patient of KVI? Yes – Proceed Further No – Refer to ER

Q1. Which Eye? Right Eye Left Eye Both

I can’t see

Name Age

Patient of KVI? Yes – Proceed Further No – Refer to ER

Q1. Which Eye? Right Eye Left Eye Both

I have floaters

Name Age

Q1. Which Eye? Right Eye Left Eye Both

I have Red Eyes

Name Age

Q1. Which Eye? Right Eye Left Eye Both

1. Send Picture of affected eye to company cell phone or email

Emergency- Dr K out of town:

1. Dr Jafri- cornea, Cataract, presbyopic implant issues

(310) 824-9661

1. Dr Caster- LVC

(310) 274-1221

1. Dr Tabandah- retina. LaRetina.com 

(818) 578-7408- Tarzana

(310) 854-6201- LA

1. Dr Krivoy- glaucoma

(310) 838-0202

1. Dr Sanfilippo – retina (WLV)

(800) 540-9090

Incoming LASIK, SMILE & More:

Pink Sheet:

What is the Pink Sheet? 

• The pink sheet is a form that is filled out when making an appointment for a consultation. 
• Consultation appointments are preferably made with Dr. Khanna for Westlake Village or Beverly Hills. They can be made with Dr Kelley in one of the other offices if Dr. Khanna is not available or patient can’t go to the other offices. 
• Once the consultation is booked, be sure the surgery counselor gets the form in order for them to contact the consult as well as for you to receive credit for the booking.

Most important Get their name and number

• Write your name down so you receive credit for booking. $$

• Get first and lastname (to address the patient)

• Get a call back number in order for you or the surgery counselor to contact them back.

• Age (to know best procedure for them)

What Surgery are they interested in?

• Address is also important in order to mail info packet & schedule them to the closest location.

• Do they use contacts or glasses to correct their vision currently? 

• Have they had any previous eye surgery?
• Put the date, time, and location of the consultation appointment. 
•  Do they have any hobbies that might be affected by their vision? 
• What was your impression of them? Do they sound serious about getting surgery or are they just shopping around for a quote? 
• No need for insurance information.
• Make sure to mail an information packet to them 

• Pink sheets are for patients who are interested in booking a consultation for surgery/getting information for surgery (PIE, LASIK, CAT, CXL, etc.)
• While on the phone with the patient, they will normally ask a few questions regarding booking a consultation for a certain surgery and ask when they can be seen for one. Fill out the pink sheet first before making their patient profile
• Fill out all the questions on the pink sheet:

• make sure you at least get their full name, phone number, 

• DOB, referral (if applicable), what consult they are interested in, current vision correct method and if they had previous surgery- and with which doctor 
• Do not quote them a price, that is for during the consult, but if they are insistent on price it goes as follows:
• LASIK starts at $2,800/eye
• CAT surgery with upgraded lens, “multifocal lens” (CAT+ PIE) $6500/eye
• PIE $8500/eye
• ICL starts at $4000/eye
• CXL $7000/eye
• PTG $3900/
• And that we offer 24 month no interest financing
• Once the pink sheet is filled out, create a patient profile for them in Nextech with the questions/answers provided and select a date and time for their consult
• CAT and CXL do not have consults- they would be put under “New Patient” and in the notes under “CAT evaluation” or “CXL evaluation”
•  they are insurance covered or cash based ($375) so make sure to ask how they would like to pay
• all other consults are free of charge and can be booked under “Consult” for what surgery they are interested in
• Only put consults under Dr. Khanna’s schedule since Megha or Kapil will be doing them
• First consult starts at 8:00am and last consult starts at 4:00pm
• After you set up the appointment for the consult put your name as the “Call Center Rep” and fill out the time, date and location you put the consult for, then put the pink sheet in Megha’s or Kapil’s office for them to review

• Talking Points:

  How do we differentiate ourselves? Surgeon first and Technology second. Anybody can buy a wavefront laser. Nobody can buy our surgeon credential:

  • One of the 1st surgeons In the U.S. to do LASIK.
  • Has been doing LASIK for over a decade.
  • Board certified by American Board of Ophthalmology
  • Has invented instruments used around the world by top LASIK surgeons.
  • Celebrities, who can go anywhere, come to him.
  • Patients fly in from around the world at great expense to have Dr. Khanna do their procedure. You can drive down the street.
  • Star athletes whose multimillion dollar careers depend on their vision come to him.

  OUR SURGEON- RAJESH KHANNA, MD:

  Former Official Eye Doctor US Mens and Womens Water Polo

  Board Certified by American Board of Ophthalmology

  Fellowship trained in Refractive Surgery-University of Cincinnati

  Fellowship trained in Neuro Ophthalmology-Kingsbrook Jewish Hospital

  Thousands of vision correction procedures-Additional specialized training in the art/science of vision correction

  Offers various solutions- SMILE,lasik, ICL, multifocals etc

  Has operated on our staff, physicians, celebrities, Family members like mom, son

  Our PATIENTS:

  Patients are very happy with their vision correction results

  Dr. Khanna has worldwide recognition. Patients come from all over the world

  Refer their friends and family members

  OUR STAFF:

  Warm and Caring Staff

  Certified Technicians

  SURGICAL PROCEDURES PERFORMED BY DR. KHANNA

  SMILE

  Lasik

  Superlasik

  PIE (Presbyopic Implants in Eye)

  EVO ICL

  Cosmetic Pterygium

  Laser Cataract Surgery

  Istents for glaucoma

  Cornea Cross Linking and Intacs for Keratoconus

  OUR TECHNOLOGY:

  Intralase

  Visx s4 with Active Track, iDesign Wavefront and Iris Registration

  Allegretto 500

  Thin Flap Technology

  Includes the latest and safest technology

  RECOGNITION:

  Voted Best LASIK Surgeon by Readers of LA Daily News

  Voted Best LASIK Surgeon by Readers of VenturaCounty Star

  America’s Top Ophthalmologist By Consumer research Council of America

  Top Doc LA

  Featured on front cover of Beverly Hills Times, Your Health Connection, Life over 50, LA Daily News

  Featured in more than 20 newspapers and magazines

  • Has done thousands of LASIK procedures including family members, staff, surgeons, physicians and more

  Phone Conversations: LASIK, SMILE and More:

  *Key Point: Gain control of the conversation, and establish a personal connection. This will help you create a conversation with the patient and gather important information.*

  Establish the lead first: practice greeting/introduction followed by “just in case we are

  disconnected, may I have your name and number?”

  Take control of the conversation: don’t just answer the patient’s question

  Establish a connection: Reintroduce yourself and ask the caller his or her name.

  Address the caller by name: after gaining his or her permission, repeat the caller’s name.

  Get to know the patient and make a connection!

  
  

  Example:

  Receptionist – Thank you for choosing Khanna Vision Institute, this is *your name*. How may I help you?

  Patient – Hi. How much does the laser procedure cost?

  Receptionist – That is a popular question and I will be happy to answer, but may I ask you a couple of questions first?

  Patient – Sure.

  Receptionist – Great, my name is *your name*. What was your name?

  Patient – My name is Lisa Jones.

  Receptionist – Thanks, Lisa. And can I get your phone number in case we get disconnected?

  Pt. – Sure, it’s xxx-xxx-xxxx

  Receptionist – So your question was about the laser procedure, correct?

  Pt. – Yes. How much is it?

  
  

  *Key Point: Gathering important information will help you understand the caller’s needs and will help you effectively position your practice’s features and benefits later.*

  Track your leads.

  
  
  • Ask if he or she is having trouble wearing glasses or contact lenses. It will uncover key
  • motivators.
  • Ask what made them call today.
  • Have a conversation with the patient as if you want to get to know them
  • After you ask a question, Stop and Listen.
  
  

  Receptionist – The doctors here do a variety of laser procedures for vision correction, and it starts as low as $___. When you come in for your complimentary consultation, the doctor will be able to determine what procedure is best for you and give you an exact price. May I schedule that consultation now? 

  
  

  **If the caller persists, look back to the pricing for surgeries from the “Pink Sheet”**

  
  

  Patient – Sure, I do want to see if laser correction would even work on my eyes.

  Receptionist- That’s what our doctors and staff are really wonderful at doing. You will have those answers by the time you leave. Does *best time and date* work for you to come in?

  Patient – Sure!

  Receptionist – Great! And so what made you call today?

  Patient – Well, I was talking to a friend of mine who had ‘LASIK’ done a few years ago and said he was happy he did it.

  Receptionist – That makes sense. Laser vision correction is one of the most common and popular

  procedures done today…. Let’s start the process of getting you into our system. This will only take a couple of minutes, if that’s okay?

  Patient – Yes.

  *start to fill out the pink sheet like stated in the “Pink Sheet” how to*

  
  

  Receptionist – Ok, thank you. May I have your…

  [Patient gives the information]

  Receptionist – Alright, You are set for your complimentary consultation *date and time discussed* 

  Patient – OK. Thanks.

  Receptionist – Great. Lisa, one more thing…. May I ask how you heard about us?

  Patient – Oh, that friend I mentioned had his surgery done here.

  Receptionist – Wonderful! We love referrals. See you soon.

  
  

  *Key Point: Present features and benefits as soon as you discover the patient is a prospect.*

  
  

  Remember to use the patient’s name.

  Share a brief summary of the surgeon’s skill (e.g. schools attended, additional training such as

  Corneal Specialty, number of treated eyes to date, technology used, etc.).

  Offer testimonials when requested.

  
  

  *Key Point: Close the call with confidence and enthusiasm. Remember that the caller phoned the practice and ask for the next step.* 

  
  

  Offer a date and time and be flexible

  Schedule the consultation in close proximity to the initial call.

  Phone Fundamentals Cheat Sheet:

  Understand the patient’s journey

  • Why are they exploring vision correction now? Ask, “What made you call today?”
  • Assure the caller that we have a solution to their vision problem.
  • Try to figure out where they are in the process of making a decision: 
  • Early stage – caller is calling around, making general inquiries, looking for initial information
  • Capture the lead and then follow up
  • Listen carefully and answer only question asked
  • Make an effort to connect with the caller
  •  Later stage – ‘Your doctor did my friend’s/brother’s/mom’s LASIK – how soon can I have it done?’
  •  Book the consult appointment right away! They are ready, so do not talk them out of it.
  
  

  Goal: get the person who is calling to go from their location to yours; get them in your door!

  • Nothing else about answering the phone is more important
  • The feeling you want to give is: ‘I’m so glad you called – let’s schedule your consultation for laser vision correction.’ Or, ‘You have called the right place! We would love to help you improve your vision.’
  • Make the caller feel wanted in your practice
  
  

  Establish a connection:

  •  Stay focused on the caller’s experience
  • Ask questions to get to know them – create rapport
  • Record what you learn about them – for example, get name and phone number upfront
  •  Be warm and friendly and repeat their name often
  • Let them know you have heard them and repeat key information back, while also writing it down

  Track all calls

  • Have a method to track calls by using pink sheets and making a new patient profile

  Phone Myths

  • It’s okay for the phone to ring 4 times or more Answer Y/N
  •  It’s okay to place a caller immediately on hold Answer Y/N
  •  It’s okay for a caller to go to voicemail Answer Y/N
  • You have to ‘sell’ the service over the phone Answer Y/N
  • Make price more important than it is to the callerAnswer Y/N
  • Prep the caller for surgery over the phone Answer Y/N 
  • Try to overly credential the surgeon over the phoneAnswer Y/N
  • Educate the patient on laser technology used Answer Y/N
  • Offer detailed, technical information about the procedureAnswer Y/N

  The Ritz Carlton Experience

  Ritz Carlton Gold Standards-

  • Respect – for customers and employees
  • Authenticity – good listeners who are genuine
  • Consistency – maintaining repeatable standards

  The Ritz-Carlton motto is “ladies and gentlemen serving ladies and gentlemen.” 

  Their standards are intended to foster psychological ownership of the brand among everyone who works for them.

  Connecting with your patients–

  A brand is not only a company’s logo and image but also the emotional connection it has with customers which comes from the people, not the product.

  Ritz-Carlton emphasizes:

  • Eye contact
  • Smiling
  • Remembering guests’ names
  • Providing consistently exceptional service

  People might come to you for your name or reputation, but they stay because of your people and how you make them feel.

  Checklist for Converting Calls into appointments:

  • Speak clearly and don’t rush
  • Be warm and friendly – smile when you speak
  • Listen to the caller
  • Ask for their number right away, in case you lose the call
  • Do not put patients on hold or into voicemail
  • Take Control of the Conversation – don’t just answer the caller’s question
  • Establish a connection by reintroducing yourself and asking the caller his or her name
  • Use the caller’s name often in your conversation
  • Track your leads
  • Ask if the caller wears glasses or contacts?
  • Ask caller what made them call today
  • After you ask a question, STOP and LISTEN
  • Credential the doctor and practice only if patient questions the doctor’s or facility’s
  • credentials. How does your practice/surgeon differ from your competition?
  • Ask for the business – “It sounds as if you could benefit from LASIK. Why don’t we set you up for a free consultation?”
  • Get information with the pink sheet and when setting up a patient profile
  • When discussing finance options use “Many of our patients finance LASIK for as little as $88 a month.”
  • Offer a date and time – be flexible and accommodating, and always try to get the patient in as soon as possible
  • Schedule the consultation in close proximity to the initial call
  
  

  Don’t answer what you don’t know. Always try to get the patient in the door to get his or her questions answered.

  
  

  Phone Center

  Script

  Observe/motivate/reward

  Goals

  Materials for mailing

  E-mails

  Text Messaging

  Confirmation calls

  E-mails to outlook

  
  

  Add Value

  Free wave front analysis

  If you can’t make it

  Respect your time

  
  

  Daily Logs

  Name of caller

  Number of hours worked

  Number of consults booked

  
  

  Weekend/evening supervision and motivation

  
  

  Call Center

  
  

  Print out all internet leads

  Gather all new outside event leads

  
  

  Enter leads into the computer as you call them. Make sure they are not already in our database before you enter them and call them.

  Ask no questions that can be answered no

  Wrong: Let’s set up an appointment.

  Right: Which is better…morning or afternoon?

  
  

  Would you like to reschedule the appt you missed? You missed your appointment today.

  Let’s set up a new time for you.

  Choose words carefully.

  Wrong Right

  Surgery Procedure

  Pain Discomfort

  Cut a flap Lift a flap

  
  

  (Call missed appointments 15 minutes after they are missed. Try to reschedule for the same day.)

  
  

  Remember…everyone we are calling has given us their number because they are interested in LASIK. You are calling to Help them get something that they want. What you are selling is a Free consultation….the ability to meet with a doctor, at no cost, and to get information. This is an easy sell.

  
  

  Add value to consult when you book it and when you call to confirm:

  
  

  “If you can’t make your appointment for any reason, call to let us know so that we can offer your spot to someone else.” (It is valuable if someone else wants it-like the line in front of a nightclub)

  
  

  You may have heard about the new custom or wavefront LASIK. At your visit, the doctor will perform a free computerized wave front analysis of your eyes valued at $250.

  
  

  Send or e-mail a confirmation letter, directions and brochures to all patients who book consultations.

  
  

  Confirm and consultations the day before.

  The more information that you give over the phone, the less reason that they have to come in for a consultation. The answer to just about every question on the phone is “that’s a great question. That is exactly the type of thing the doctor will address when you come in. The doctor will check your eyes and be able to answer questions as they relate to your specific eye condition. That is certainly not something that I am able to do over the phone.” For financial questions….”that’s a great question. When you come in for your free consultation, not only will you meet with one of our doctors to discuss your medical questions, but you will meet with one of our patient counselors. They are experts on all of the financing and payment plans and have been able to make this affordable for patients who never thought they could afford it. My job is to get you to these experts so you can get your questions answered. Which is better for you Monday or Tuesday?”

  
  

  Book the consultations for this week or next week at the latest. Make room for them. The further you put a patient into the future for their consultation or their surgery, the more likely they are to cancel or no show.

  
  

  ACT! Database issues

  
  

  Make sure that you input name, address, phone number, and e-mail address correctly. Mistyping could mean losing a patient.

  Make sure that ID status is always updated to be accurate.

  
  

  Make sure that you put in detailed notes. For example, if someone reschedules their appointment because their son is sick, put it in note. When they come in, we ask if their son is feeling better. IT MATTERS!!

  
  

  Make sure that every patient has either an appointment or a call back date in the future. If they don’t, they will get buried in the database.

  
  

  If you can’t get a hold of a new lead, call them back daily. Don’t put in a call back for weeks or months in the future.

  
  

  Goals

  
  

  Phone Center

  Monday-Friday 3 shifts 8-12 12-4 4-8

  Saturday-Sunday 1 shift 10-2

  
  

  So…17 4 hour shifts per week. 8 seats in each 4 hour shift.

  
  

  We need to fill 136 4 hour shifts per week.

  
  

  This is ideal for recruiting Moorpark, CLU, Valencia College students who can work around their class schedule.

  
  

  Each phone center person should book 2 consultations per hour. If there are 96 man hours per day, we should book 192 consultations per day (combined for SD and LA)

  
  

  Show rate for consultations should be>80%

  
  

  Patient counselor close rate should be>80%

  
  

  We should do 100 primary eyes in each office per week.

  
  

  Recall Voicemail Scripts:

  Goal: proactively working on the various recall opportunities results in getting the eye care patients need and practices achieving their exam growth goals. 

  Patient who missed their appointment: 

  “Good morning/afternoon *patient name*, this is *your name* from

  Khanna Vision Institute. I’m calling to see how you are and let you know we missed you for your appointment today at *time of appointment* and we want to make sure to reschedule you. Please give us a call back at *current office phone number*.

  Patient who are due for their annual eye exam:

  Good morning/afternoon *patient name*, this is *your name* from Khanna Vision Institute. I am calling because our records show that your last eye exam was *date*. We recommend doing annual eye exams to upkeep your eye health. *look at current provider’s schedule and ask which days/times would work best for them*. 

  
  

  Unused benefits: 

  **These patients are high priority when it comes to recalling because the patients found on this list have active unused benefits. If inaccurate email is found in the patient demographics, they should also be receiving a monthly marketing email notifying them of their unused benefits.**

  Good morning/afternoon *patient name*, this is *your name* from Khanna Vision Institute. I’m calling to see how you were doing and to let you know we missed your appointment on *date* at *time*, and we want to make sure to reschedule you. Our records also show that you have benefits available for you to use toward your eye exam and eyewear (if available). *look at current provider’s schedule and ask which days/times would work best for them*. 

  
  

  Clinical

  Instruments

  
  

  Exam

  
  

  Remote Doctor

  Surgical 

  Booking Surgeries

  Westlake Village 

  ICL

  • Need 1-2 weeks to process lens order.
  • Typically book for Friday morning, otherwise choose a date that is convenient for the doctor, surgical tech, and patient
  • Make sure all surgical supplies are in the office.
  
  

  LASIK

  • Can book as early as same day or next day from consultation
  • We just need to see them next day for post op exam
  • Best is to book for Friday morning, otherwise choose a date that is convenient for the doctor, surgical tech, and patient
  • Make sure all surgical supplies are in the office.
  
  

  LASEK

  • Can book as early as same day or next day from consultation
  • We just need to see them next day or in 5 days for post op exam
  • Best is to book for Friday morning, otherwise choose a date that is convenient for the doctor, surgical tech, and patient
  • Make sure all surgical supplies are in the office.
  
  

  SUPERLASIK / EPI LASIK

  • Can book as early as same day or next day from consultation
  • We just need to see them next day or in 5 days for post op exam
  • Best is to book for Friday morning, otherwise choose a date that is convenient for the doctor, surgical tech, and patient
  • Make sure all surgical supplies are in the office.
  
  

  Pterygium

  • Can book as early as same day or next day from consultation
  • We just need to see them next day for post op exam
  • Best is to book for Friday morning, otherwise choose a date that is convenient for the doctor, surgical tech, and patient
  • Make sure all surgical supplies are in the office.
  
  

  Cross linking 

  • Make sure the riboflavin drug is in the office
  • They will send it via insurance or buy and bill/ cash
  • Best is to book for Friday morning, otherwise choose a date that is convenient for the doctor, surgical tech, and patient
  • Make sure all surgical supplies are in the office.
  
  

  YAG

  • You can book any day in westlake village- Tuesday, Wednesday, Friday
  • Any time but typically from 8 am- 4 pm
  • One eye at a time patients can drive themselves
  • Both eyes at same time- patient needs a driver
  • Total time in office is approx 30 min
  • We dilate the eye with 2 sets of dilation drops ~ 15 min + 1 min to YAG the eye
  • Bring patient back next week for pressure check

• Caster Beverly Hills 

  LASIK

  • Best to book Mondays otherwise Thursdays can work
  • Will need to coordinate with Laura Kemp (surgery counselor) and Alicia Ruiz (surgical tech) from Dr. Caster’s office to confirm laser availability
  • You can email or call, but email is best. –[email protected] & [email protected] and CC: Dr Khanna on email
  • First slot is 9 am sx time, arrival can be 8:30

  SMILE

  • Best to book Mondays otherwise Thursdays can work
  • Will need to coordinate with Laura Kemp (surgery counselor) and Alicia Ruiz (surgical tech) from Dr. Caster’s office to confirm laser availability
  • You can email or call, but email is best. –[email protected] & [email protected] and CC: Dr Khanna on email
  • First slot is 9 am sx time, arrival can be 8:30

  SSC or Specialty Beverly Hills

  • Line up example to tell patients to arrive at SSC: 5 am. 5:15 am , 5:30 , 5:45 etc
  • Line up to tell SSC/ start time (as written below) example: 6 am, 6:30, 7:00, 7:30 etc

  PIE

  • Orders need to be given one and a half weeks prior to surgery date
  • You need to email: Silvia (sx scheduler) <[email protected]>, Evelyn (insurance verifier) <[email protected]>, Mariela <[email protected]>, and Kristine <[email protected] as well as CC Dr Khanna
• Forms to be sent: PIE MD Order, PIE Intake, Distribution of Payment, H&P, Drivers License, Lens order
• MD Order & Intake: are in google drive, KVI Forms → SSC Forms→ PIE
• Intake:
• 1. Fill out with patient information
  2. For start time it will be one hour after arrival time. For example if on the schedule it says 5 am and they are the first patient, the start time will be 6 am. If they are second in line it will be 30 min or 1 hr after first patient (depending if the case before them is 1 eye or both eyes) so start time would be 6:30 or 7 , etc
  3. For duration if it is one eye it is 30 min, if it is for both eyes it will be 1 hour
  4. under insurance write primary and secondary. 
  5. If using iStent circle yes under orders for special equipment and under other write iAccess. 
  • MD order: 
  1. Fill the top part out with patient information. 
  2. Have Dr. khanna sign and date with time under pre op order section
  3. If using iStent check mark box ,check mark goniotomy, and check mark blank box and write in iAccess. . 
  • Distribution and H&P: KVI Forms → SSC Forms
• Distribution: 
• 1. Circle $850 for surgery center and circle $300 for anesthesia 
  2. Lens is $950 if Symfony EDOF
  3. add up everything and write to total under Total to SSC: 
  4. under Paid By: circle KVI, and payment type circle Credit Card
  • H&P: 
  1. Have Dr. Khanna fill out OR Sometimes patients have a lot of medical issues and see a PCP or take a lot of meds they do not know the names of- that is when we would get PCP clearance from them. 
• Lens order needs to be sent at least 3 days before surgery. You fill it out and then give to Dr Khanna to pick which lens to use 

• Cataract 

  • Orders need to be given one and a half weeks prior to surgery date
  • You need to email: Silvia (sx scheduler) <[email protected]>, Evelyn (insurance verifier) <[email protected]>, Mariela <[email protected]>, and Kristine <[email protected] as well as CC Dr Khanna
• Forms to be sent: Cataract MD Order, Cataract Intake, Distribution of Payment, H&P, ALL Insurance cards, Drivers License, Lens order
• MD Order & Intake: are in google drive, KVI Forms → SSC Forms→ PIE
• Intake:
• 1. Fill out with patient information
  2. For start time it will be one hour after arrival time. For example if on the schedule it says 5 am and they are the first patient, the start time will be 6 am. If they are second in line it will be 30 min or 1 hr after first patient (depending if the case before them is 1 eye or both eyes) so start time would be 6:30 or 7 , etc
  3. For duration if it is one eye it is 30 min, if it is for both eyes it will be 1 hour
  4. under insurance write primary and secondary. 
  5. If using iStent circle yes under orders for special equipment and under other write iAccess. 
  • MD order: 
  1. Fill the top part out with patient information. 
  2. Have Dr. khanna sign and date with time under pre op order section
  3. If using iStent check mark box ,check mark goniotomy, and check mark blank box and write in iAccess. . 
  • Distribution and H&P: KVI Forms → SSC Forms
• Distribution: 
• 1. Circle insurance for surgery center and circle insurance for anesthesia 
  2. Lens is $950 if Symfony EDOF
  3. add up everything and write to total under Total to SSC: 
  4. under Paid By: circle KVI, and payment type circle Credit Card
  • H&P: 
  1. Have Dr. Khanna fill out OR Sometimes patients have a lot of medical issues and see a PCP or take a lot of meds they do not know the names of- that is when we would get PCP clearance from them. 
• Lens order needs to be sent at least 3 days before surgery. You fill it out and then give to Dr Khanna to pick which lens to use 

• Cataract + PIE

  • Orders need to be given one and a half weeks prior to surgery date
  • You need to email: Silvia (sx scheduler) <[email protected]>, Evelyn (insurance verifier) <[email protected]>, Mariela <[email protected]>, and Kristine <[email protected] as well as CC Dr Khanna
• Forms to be sent: Cataract MD Order, Cataract Intake, Distribution of Payment, H&P, ALL Insurance cards, Drivers License, Lens order
• MD Order & Intake: are in google drive, KVI Forms → SSC Forms→ PIE
• Intake:
• 1. Fill out with patient information
  2. For start time it will be one hour after arrival time. For example if on the schedule it says 5 am and they are the first patient, the start time will be 6 am. If they are second in line it will be 30 min or 1 hr after first patient (depending if the case before them is 1 eye or both eyes) so start time would be 6:30 or 7 , etc
  3. For duration if it is one eye it is 30 min, if it is for both eyes it will be 1 hour
  4. under insurance write primary and secondary. 
  5. If using iStent circle yes under orders for special equipment and under other write iAccess. 
  • MD order: 
  1. Fill the top part out with patient information. 
  2. Have Dr. khanna sign and date with time under pre op order section
  3. If using iStent check mark box ,check mark goniotomy, and check mark blank box and write in iAccess. . 
  • Distribution and H&P: KVI Forms → SSC Forms
• Distribution: 
• 1. Circle insurance for surgery center and circle insurance for anesthesia 
  2. Lens is $950 if Symfony EDOF
  3. add up everything and write to total under Total to SSC: 
  4. under Paid By: circle KVI, and payment type circle Credit Card
  • H&P: 
  1. Have Dr. Khanna fill out OR Sometimes patients have a lot of medical issues and see a PCP or take a lot of meds they do not know the names of- that is when we would get PCP clearance from them. 
• Lens order needs to be sent at least 3 days before surgery. You fill it out and then give to Dr Khanna to pick which lens to use 

• YAG

• Try not to book YAG in SCC as it is very annoying for both patient and doctor.
• • Best to bring to WLV by saying it can either be 20 min in westlake or 2-3 hours at SSC
  • Orders need to be given one and a half weeks prior to surgery date
  • You need to email: Silvia (sx scheduler) <[email protected]>, Evelyn (insurance verifier) <[email protected]>, Mariela <[email protected]>, and Kristine <[email protected] as well as CC Dr Khanna
• Forms to be sent: YAG MD Order, YAG Intake, ALL Insurance cards, Drivers License
• • Forms are in google drive under KVI Forms → SSC Forms→ YAG

  How to Create Lens order:

  1. Forms are in google drive under KVI Forms → SSC Forms→ IOL Calculation Right Eye or IOL Calculation Left Eye 
  2. It will be labeled right eye and left eye
  • Right eye is printed on orange paper
  • Left eye is printed on yellow paper
  3. You will fill out the top portion of the page with the patient data
  4. It is important to circle which surgery it is: Cataract, PIE, or Both (Cat+PIE)
  • This is because the tech who enters the information can accurately categorize the surgery in the chart which the receptionists will use to determine global period
• It is VERY important to write at the top in big bold letters which eye is dominant and if they had myopic or hyperopic LVC in the past (there is no spot to write this so you need to remember every time)
• 1. Write in the IOLMaster/ Lenstar, Auto refraction, and Topography Flat K (K1/low k), Steep K (K2/high k) readings. The axis will be the Steep K axis
  2. Have the information sent to Veracity (See Below) as well as EHR under images so Dr Khanna can review the information 
  3. Always confirm in the IOLMaster/ Lenstar that post LVC and type is entered if applicable
  4. Give it to Dr. Khanna and he will write down the lens order
  5. Send a picture to SSC (see under: how to book surgery)

  How to Send Lens Biometry to Veracity:

  • When exporting from the IOLMaster 700 it is automatically sent when the export button on the IOL calculation screen is pressed. 
  • From the lenstar there is an icon of an old iphone that needs to be clicked to send the data. (once on the biometry page and once on the IOL calculation page)

  How to Fill out Laser Vision Correction Plan:

  1. This form is for LASIK, SuperLASIK, LASEK, and SMILE surgeries. This plan should be initially filled out during the pre op exam for the patient. 
  2. Form is in google drive under KVI Forms → LVC Plan
  3. Fill out all the information, if any information is missing inform Dr. Khanna on when or if the data will be acquired (i.e. on surgery day or call the patient back)
  4. Have Dr. Khanna review it day of the procedure but before the treatment starts

  How to Bill a Surgery Visit at SSC:

  1. In EHR, create a new visit
  2. On the left side, click the surgery center appointment
  1. The information on the right should autofill but confirm everything is correct
  2. The default encounter should also be the visit before the surgery. For example, if the post op happened the same day and you make the surgery visit the following day, you will need to adjust the default encounter to ensure the post op encounter from after surgery is not selected.

• 1. Click on “Surgeries” under “Surgical Note”
  2. Scroll (or type in) and select the surgery performed
  1. If they had cataract surgery- choose cataract extraction
  2. If they had PIE- choose refractive lensectomy
  3. If they had cataract+ PIE – choose cataract extraction
  4. If they had cataract/PIE with istent- choose cataract extraction with IStent
  1. If they had istent you will NEED to add another surgery- goniotomy
  3. Once you have selected which surgery was done, select the eye location of where the surgery was done 
  4. Select all the diagnosis under “Pre-Op Diagnosis”
  5. Put “See scanned op report” in the notes section

  How To Upload Surgical Papers:

  From Specialty Surgical Center:

  • After surgery, upload it to the patient’s chart (under documents) along with the SSC Operative Report
  • Scan the lens order and Operative Report from SSC under documents, categorize it under OP Notes, and label with surgery and date of service 
  • Example: Cataract + PIE OS
  • Then add the information under treatment with: surgery, lens name, and date of service
  • Can be seen on the lens order after surgery
  • Example: Cataract+ PIE+ istent OD: DXR00V 4/6/2024

• 1. From Dr Caster/ KVI Office: 

     • After surgery, have Dr Khanna sign the Plan & Laser Operative Report (even at Dr Caster’s office)- this is the print out from the laser
     • Once signed, upload it to the patient’s chart (under documents) using Intellefile and label it with the surgery type, eye, and date performed and categorize it under OP Notes
     • Example: SMILE OU
     • Then add the information under treatment with: surgery name and date of service
     • Example: LASIK OD 4/6/2024

     How to create POST OP Bag

     In office procedure

     • In WHITE Bag, put post op instructions (depending on what surgery was completed) with medications circled and post op appt written, BLACK sunglasses, tape, and clear plastic goggles
     • Keep aside and put it in the room patient is resting in so the tech can go over the contents

     SSC Procedure

     • In WHITE Bag, put lens order, post op instructions (depending on what surgery was completed) with medications circled and post op appt written, roll of tape, yellow sunglasses, and any additional printouts that Dr. Khanna used to calculate lens order.
     • Give to Dr Khanna so he can put it in his car 
     • Needs to be done latest 1 day before surgery!! 

     SX Patients Same Day Call- Post Op

     
     
     1. Ask if they are having pain, headache, irritation, blurry vision
     1. Blurred vision – This is normal the eyes are fully dilated for about 24 hours
     2. Itchiness, irritation, sandiness, light sensitivity – This is normal
     3. Headache- this is okay because the pressure can increase after surgery that is why we see them same day or 1 day after
  2. Pain- ask them to describe the pain. Abnormal- esp if not going away or not being managed by Tylenol 

  3. Notify Dr Khanna IMMEDIATELY via text 

     
     
     1. Confirm they can start the drops today
     1. Yellow combo drops- continue 1 drop 4 x a day in operated eye
     
     
     1. Moxifloxacin- continue 1 drop 4 x a day in operated eye

      & Start prednisolone and ketorolac 1 drop 4 x a day

     
     
     1. Moxifloxacin- continue 1 drop 4 x a day in operated eye

     & start pink combo drops- 1 drop 4 x a day in operated eye

     
     
     1. Sleep shield/ plastic shield
     1. Yes they keep it on all day but they can take it off to put their drops in
     
     
     1. Day of surgery- all day and night wear it
     2. After surgery- JUST to bed for 3 more nights
     
     
     1. Yes they can open their eyes, but best to keep them closed and rest
     
     
     1. Rings around lights
     1. That is normal it will go away on its own within a few days – This is because the eye is fully dilated for about 24 hrs
     
     
     1. Shower/ water in eyes
     1. No water directly in eyes for 3 days
     2. They can shower 1 day after surgery, just keep the eyes closed or turn away from the faucet
     3. No submerged water activities (bath, hot tub, swimming) for 2 weeks
     
     
     1. No smoking or drinking alcohol day of procedure. Next day is fine but if smoking wear the clear shield for 1-2 weeks
     
     

     **Always TEXT Dr Khanna after you call them with a report written whether good or bad**

     
     

     Where to order surgical supplies

     
     

     Company	Account #	Username	Password	Website	Phone #	Best way to order
     Accutome	119724	[email protected]	Lasik2012	www.accutome.com	1-800-979-2020
     Bausch & Lomb	1130481	–	–	www.bauschsurgical.com	1-800-338-2020
     Baxter	[email protected]	Westlake2020!	https://eservices.baxter.com/csse1/welcome.html	1-800-933-0303
     Calcoast	–	–	–	https://www.calcoastophthalmic.com/	1-800-305-2020
     CorneaGen	–	–	–	https://corneagen.com/corneal-products	206-682-8502
     Fagron Sterile Services	C007492	[email protected]	Raksha2015!	https://shop.fagronsterile.com	1.877.405.8066	website
     Henry Schein	2578300	ctayrich	Lasik2020!	https://www.henryschein.com/	1-800-472-4346	website
     Johnson & Johnson	239227	[email protected]	2hvPs3tFrNXu4wz	https://us-vision.jjcustomerconnect.com/store/en/login	1-877-266-4543	website
     Linde Specialty Gas (Messer)	2739675	email them at: [email protected]	1-833-763-7737	email
     Lombart	[email protected]	Lasik2019!	www.lombartinstrument.com
     MH Eye Care	–	[email protected]	Lasik2024!	www.mheyecare.us	website
     Moria	KHA001	–	–	https://www.moria-surgical.com	1-800-441-1314	call
     Mysterilecycle	6094734	[email protected]	Raksha2015!	https://store.stericycle.com/my-account/login/	1-866-783-7422
     Oasis	116636	[email protected]	Lasik2019!	www.oasismedical.com	844-820-8940	website
     Staar Surgical	110727	–	–	–	1-800-352-7842
     USA Medical & Surgical Supplies	–	[email protected]	Raksha2015!	www.usamedicalsurgical.com	website
     VDCRX	–	–	–	https://www.valleydrugcompounding.com/	818-788-0635	call

     
     

     Drops 

     Item	Supplier	Item #
     Alphagan 0.1%	Allergan
     Alprazolam-Xanax 2 mg, 100 tablets	Henry Schein	1376639
     Alrex 0.2%	Bausch+Lomb
     Bepreve 1.5%	Bausch+Lomb
     Besivance 0.6%	Bausch+Lomb
     BSS	Henry Schein	3320002
     Combigan 0.2%/0.5%	Allergan
     Cyclopentolate HCl 1%, 2 mL/bottle	Henry Schein	1419456
     Durezol 0.05%	Alcon
     Epinephrine Injection 1mg/ 1ml (ampule)	Henry Schein	1289991
     Ethyl alcohol 20%	VDCRX
     Fluorescein and proparacaine 0.25%/ 0.5%, 5mL	Henry Schein	1045670
     Fluorescein strip 1.0 mg	Henry Schein	1372849
     Ketorolac 0.5%, 5 mL/ bottle	Henry Schein	1407914
     Lidocaine 2% preservative free, 2mL/ ampule (ICL)	Henry Schein	2481003
     Lidocaine HCl Epinephrine Injection 1% 1:100,000 20mL	Henry Schein	1049659
     Lidocaine Jelly 2%	Henry Schein	1228314
     Lotemax gel 0.5%	Bausch+Lomb
     Lotemax ointment 0.5%	Bausch+Lomb
     Lumigan 0.01%	Allergan
     Miochol – E	Henry Schein	7410008
     Miostat 0.01%	Alcon
     MMC 0.2%	Fagron Sterile Services	2001389
     Moxifloxacin 0.5%, 3 mL/bottle	Henry Schein	1355795
     Neomycin Ointment 3.5 mg	Henry Schein	1410468
     Optase Hylo Ointment	Optase
     Phenylephrine 10%, 5 mL/ bottle	Henry Schein	1219848
     Phenylephrine 2.5%, 2 mL/ bottle	Henry Schein	1264336
     Pilocarpine HCl 1%,15 mL/bottle	Henry Schein	1423248
     Pilocarpine HCl 2%, 15 mL/bottle	Henry Schein	1419402
     Prednisolone 1%, 5 mL/ bottle	Henry Schein	1419394
     Prolensa 0.07%	Bausch+Lomb
     Proparacaine 0.5%	Henry Schein	1127199
     Refresh artificial tears	Allergan
     Restasis 0.05%	Allergan
     Retaine artificial tears	Ocusoft
     Retaine ointment	Ocusoft
     Tetracaine Hydrochloride 0.5%, 5 mL/bottle	Henry Schein	1384402
     Tropicamide ophthalmic solution 1% Bottle, 15 mL/ Bottle	Henry Schein	1292524
     Vigamox 0.5%	Alcon
     Xiidra 5%	Novartis
     Zylet	Bausch+Lomb

     
     

     Supplies

     Item	Supplier	Item #
     1 cc syringe	Henry Schein	9870250
     3 cc syringe	Henry Schein	1426624
     5 cc syringe	Henry Schein	9870223
     1.0 mm sideport blade	Oasis	PE3010
     1.2 mm blade	Oasis	PE3012
     2.2 mm blade	Oasis	PE3822
     3.0 mm blade	Oasis	PE3830
     2.5mm Clear Cornea Slit w/ Depth Marking Knife	Oasis	PE3125
     2.5mm Slit Knife (Keratome)	Oasis	PE3826
     18g hypodermic needle	Henry Schein	3372091
     20g hypodermic needle	Henry Schein	6941642
     25g hypodermic needle	Henry Schein	9870092
     26g Lasik irrigator slade	Oasis	4036LS
     27g hypodermic needle	Henry Schein	3372518
     1020 drape	Henry Schein	7770681
     1060 drape	Henry Schein	7775360
     4 x 4 gauze	Henry Schein	8310318
     Alcohol Bottle	Henry Schein	1127067
     Alcohol Prep Pads	Henry Schein	5702219
     Blue bouffant caps (tech)	Henry Schein	1046032
     Blue Towel	Henry Schein	9332573
     Cortical Cleaving Hydrodissector 27g	Oasis	4036P
     Cotton swab/ applicator	Henry Schein	1009249
     Dilation Sunglasses	MH Eyecare	Adult Post-Mydriatic Glasses
     Disinfectant wipes	Henry Schein	1135423
     Disposable Tubing (for lasik)	Moria	19138
     Empower Dual Enzymatic Detergent (1 gallon)	USA Medical & Surgical Supplies	MTX-10-4400-BTL
     Epikeratome head	Moria	19390
     Ethilon suture 5-0	Henry Schein	6543507
     EZ scrub brush	Henry Schein	9870287
     Fibrin Sealant Tisseel (PTG Glue)	Baxter
     High temperature cautery	Henry Schein	6002871
     Instrument wipes	Henry Schein	1355322
     Iodine Swabstick	Henry Schein	2678499
     Low temperature cautery	Henry Schein	1760028
     Medical tape	Henry Schein	7772577
     Microkeratome head (M2SU 90 head)	Moria	19334/90
     Mini Blade Rounded Tip	Oasis	PE6400
     MMC sponge (corneal light shield)	Henry Schein	1356800
     Nylon suture 10-0	Henry Schein	6544113
     Ocucoat	Bausch & Lomb
     Oval eye pad	Henry Schein	1271296
     Shoe covers	Henry Schein	1046350
     Silk suture 6-0	Henry Schein	6541084
     Sterile gloves size 7	Henry Schein	3602185
     Sterile gloves size 7 1/2	Henry Schein	3607188
     Sterile gloves size 8	Henry Schein	3608100
     Sterilization pouches 3.5 in x 5.25 in (small)	Henry Schein	1124857
     Sterilization pouches 3.5 in x 9 in (medium)	Henry Schein	1124853
     Sterilization pouches 8 in x 13 in (large)	Henry Schein	1124864
     Surgical marker	Henry Schein	9007019
     Surgeon caps	Henry Schein	1123843
     Surgical Blade #15 Carbon Steel Sterile	Henry Schein	9532041
     Surgical drape	Henry Schein	9004686
     Surgical spear (weckcells)	Henry Schein	1063930
     Tegaderm	Henry Schein	7779152
     Vicryl suture 9-0	Henry Schein	6542665
     White bouffant caps (patient)	Henry Schein	1024151

     
     

     VISX Laser 

     Item	Supplier	Item #
     Helium Gas	Messer/Linde Specialty Gases
     Premix Gas	Messer/Linde Specialty Gases
     Calibration Test Cards	Johnson & Johnson
     Idesign Cards	Johnson & Johnson
     Wavefront (Conventional) Cards	Johnson & Johnson
     PTK Cards	Johnson & Johnson

     
     

     Post Op Kit

     Post op Kits	Item #
     Flat Dual Eye Shield	MH Eyecare
     Plastic Eye Shields	MH Eyecare
     Yellow Sunglasses
     Black Sunglasses	MH Eyecare
     Medical Tape	Henry Schein	7772577

     
     

     Punctal Plugs

     Item	Supplier	Item #
     Collagen Intracanalicular plug 0.2 mm	Oasis	6502
     Collagen Intracanalicular plug 0.3 mm	Oasis	6503
     Collagen Intracanalicular plug 0.4 mm	Oasis	6504
     Extended Duration plug 0.2 mm	Oasis	6402-A
     Extended Duration plug 0.3 mm	Oasis	6403-A
     Extended Duration plug 0.4 mm	Oasis	6404-A
     Extended Duration plug 0.5 mm	Oasis	6405-A
     Extended Duration 0.6 mm Tapered Plug 40 pk	Oasis	6210
     Extended Duration Plugs Variety Pack 20pk	Oasis	6400V

     
     

     How to submit PAP application

     1. Fill out PAP application:
     • Form is in Google Drive under KVI Forms → CXL/ Glaukos → PAP Application
     • Have the patient fill out the form and give back to you
     • Patient also needs to give income documentation ie: W2, 1040, or pay stubs etc
     • Even though it says income documentation not needed if Social Security # inputted it is best to do both as it gives best outcome for approval
     • Keep all this information filled out and ready as a pdf to use for the next step
     
     
     1. Enroll patient into system:
     • Login to https://glaukos.ipath360.net/s/
     • At the top click Submit Enrollment 
     • Click Photrexa and next
     • On the top right Click Add New Patient
     • Fill out everything with Patient information
     • Click dropdown for Provider 
     • It will auto fill with information
     • Click dropdown for Treatment site
     • It will autofill with information
     •  Toggle Yes OR No for Does patient have insurance?
     • If yes: Fill out medical insurance information 
     • If no: move to next step
     • Under CPT codes available click 0402T and J2787 and click the right arrow to place the codes under Chosen.
     • Put a date of service for the soonest Friday from application date. (this gives me the best and fastest luck with verification) 
     • Checkmark left eye and right eye and put diagnosis code H18.623 for both
     • Under upload supporting documents: 
     • Click PAP application and click the arrow on the top to move it into Chosen
     • Click Income Information and click the arrow on the top to move it into Chosen
     • Then upload the files of these pdfs
     
     

     How to submit CXL authorization & get drug ordered (insurance)

     1. Enroll patient into system:
     • Login to https://glaukos.ipath360.net/s/
     • At the top click Submit Enrollment 
     • Click Photrexa and next
     • On the top right Click Add New Patient
     • Fill out everything with Patient information
     • Click dropdown for Provider 
     • It will auto fill with information
     • Click dropdown for Treatment site
     • It will autofill with information
     •  Toggle Yes OR No for Does patient have insurance?
     • If yes: Fill out medical insurance information 
     • If no: move to next step
     • Under CPT codes available click 0402T and J2787 and click the right arrow to place the codes under Chosen.
     • Put a date of service for the soonest Friday from application date. (this gives me the best and fastest luck with verification) 
     • Checkmark left eye and right eye and put diagnosis code H18.623 for both
     • Under upload supporting documents: 
     • Click Insurance Card and click the arrow on the top to move it into Chosen
     • Then upload a copy of the front and back of all the medical insurance cards
     
     
     1. Fax a copy of the Drug Order Form:
     • Form is in Google Drive under KVI Forms → CXL/ Glaukos → INS Drug Order Form
     • Fill out the form and sign in the necessary locations
     • Bubble in Keratoconus, Unstable Bilateral (3)
     • Fax the form along with the patient’s medical insurance cards (front and back)
     • Fax #: 877-277-3139
     • The specialty pharmacy (Orsini) will inform the patient directly with how much they owe based on the insurance benefits, copay, co-ins, etc
     • Once patient approves and pays, the specialty pharmacy will ship the drug to the office
     • The specialty pharmacy will also email you with an update on how much it is for the patient, if the patient paid, and ETA of drug once shipped
     
     

     *Ipath will give the benefit verification via FAX and EMAIL within 1-3 weeks. But check on the status of the application weekly through the portal or by phone call.*

     • Glaukos Phone #: 1-844-528-3311

     **Specialty Pharmacy will give the drug verification via EMAIL within 1-3 weeks. But check on the status of the application weekly through the phone call.** 

     • Orsini Phone #: 1- 800-550-7207
     
     

     Sterilization

     How to Create UltraSound Cleaning Water:

     1. Fill 1 gallon of DISTILLED water into the 1 gallon jug marked “Enzymatic Cleaner ONLY!”. Stop at the gallon marker. 
     2. Then add 1 full pump (push down on the pump until it stops at the base) into the “Enzymatic Cleaner ONLY!” jug. This will give the correct ratio of distilled water to enzymatic cleaner. 
     3. Put the cap on the “Enzymatic Cleaner ONLY!” jug and gently shake to make sure it is well mixed. 

     How To Sterilize Instruments:

     1. Wear non nitrile exam gloves to hold the instruments. 
     2. Rinse the instruments under warm tap water using the toothbrush to clean only if there is ANY blood or particles on the instruments. 
     3. Gently place the instruments in the ultrasound base (non sharp side first then sharp side). Do not drop/throw/toss instruments into the ultrasound.
     4. Pour enough of the Distilled Water/Enzymatic Cleaner solution to cover the instruments in the ultrasound. 
     5. Place the cover over the ultrasound and press the power/start button once. Cycle will run for 6 minutes. 
     6. Once the timer is done place instruments in the shallow silver tray filled with pure DISTILLED water (enough to cover the instruments ~600ml) . Let it sit for at least 10 minutes. 
     7. Then place instruments on a blue towel to dry off/catch the excess water.
     1. If it is a LASIK ring, use the air duster (compressed air can) to blow the air through the openings to make sure it is 100% dry internally. 
     8. Once mostly dry, place only 1 instrument in the appropriately sized pouch and seal it. 
     1. If pouching a LASIK ring then you need to add an indicator strip inside the pouch as well. 
     2. Microscope handle covers (5 pieces) have to be pouched together as a set in the large size pouch.
     9. Place 2 pouched instruments in the small sterilizer machine at a time
     1. unless sterilizing Microscope handle covers then put 1 pouch in the big sterilizer
     10. Press the button for wrapped pouch (1b) and the start button (2)
     11. If needing the sterilize an unwrapped (no pouch) instrument(s) press 1a. and the start button (2)
     12. Once the cycle is complete take out the pouch to finish air drying 
     13. Then put away in the appropriate designated area
     
     

     It is very important to drain the ultrasound every day and sterilizer once a week on Friday

     
     
     
     
     
     

     Optical

     Basic Optical 101 

     
     

     New Optical Guidelines to Be Enforced ASAP 10/22/2024

     
     

     GOAL: Optical is Sales

     
     

     Before Patient Comes 

     
     
     • All vision Insurance must be checked at least 3 days before patient appt
     • Frame Board Display
     • Cleanliness
     
     
     

     Patient Comes

     
     
     • Greet the patient
     • If doctor is free proceed with exam component and hand over to doc
     • If doc is busy, share their benefits and do frame select.
     • All Rx must be handed to patients same day during their time of leaving, or sent to optical for making glasses
     
     
     

      During Patient Visit

     
     
     • Time with patient needs to be efficient.
     • Efficient frame selection, cheaper frames mean less time picking them out (about 5-10 mins), more expensive frames can have more time spent with patient (20-30 mins)
     • When orders are placed, pick up/ Dispensing appts should be made (about 2 weeks after initial appt for vsp and 1-2 months for Medi-cal).
     
     

     After Patient Leaves 

     
     
     • Orders must be sent same day
     • Billing must done same day
     • Or next morning if for last patient of day
     
     

     Dispensing 

     • Dispensing Needs to be made day when both optician and optometrist in office in case of any complaints or adjustments needed
     • Optician should check Rx/glasses before patient picks up (in case of wrong rx, scratches, etc)
     • Ask for patient feedback and happiness
     • If patient is happy with visit, we can give referral cards to give out to friends and family
     
     

     General

     
     
     • If current optician patient was seeing isn’t available, patients concerns will be sent to other optician covering
     • All questions with optical by patient should be handled at the location patient was seen at and with optician patient was seen with.
     • Receptionists/non optical workers , book appts, check vision ins, etc but any patient questions or concerns should be answered by optician.
     • The more opticians are attentive to patient needs, this will diminish patient calls. Other calls can be answered by receptionist and passed over to optician, or make a note someone will get back to the patient in 24 hours if not urgent.
     • ‘Get cross coverage for opticians in need of taking time off, and make other optician aware of any orders needed to be made or placed
     
     

     Continued Learning Every Monday at Noon

     
     

     An opticians meeting held to discuss new strategies for 

     1. Sales
     2. Revenue
     3. Efficiency
     4. Patient positive reviews and complaints, etc
     5. Decrease Costs in Purchasing
     6. Integrating Artificial Intelligence
     
     

     We will invite Sales people, Experienced Opticians, Optometrists to these Meetings.

     
     
     
     

     How to check glasses:

     1.Use Lensometer to double check lens prescription is correct.

• 1. 1. Start with right eye and use the shelf on the Lensometer to measure correct Axis of the lens 
     2. Also use the bridge holder so the lensometer can measure the correct eye. 3. Check to see if the lenses are Single Vision, Progressive or Bifocal 4. Repeat the same processes for the Left Eye 
     • Make sure it’s the correct type of lens for the patient order (SV, Progressive and Bifocal) 
     • Double check PDs on lenses 
     • Double check to make sure the coatings

     Progressive lenses measurements 

     Anti-reflective coating is a type of optical coating applied to the surface of lenses and other optical devices to reduce reflection off the lens and increase the transmission of light. 

     1. Reduced Glare: Anti-reflective coatings minimize glare and reflections from the surface of the lens, making it easier to see through the lens and improving visual clarity. 
     2. Enhanced Vision: By reducing reflections, these coatings allow more light to pass through the lens, which enhances contrast and clarity. 
     3. Improved Aesthetics: Lenses with AR coatings appear nearly invisible, making the wearer’s eyes more visible and reducing the “halo” effect caused by reflections. 
     4. Better Performance in Low Light: Anti-reflective coatings improve performance in low-light conditions, which is beneficial for night driving or using devices in dim environments.

     Air Coating Lens 

     Non Air Coated Lenses 

     UV coating on lenses is a special type of coating applied to optical lenses, such as those in eyeglasses, sunglasses, and camera lenses, to block ultraviolet (UV) rays from passing through the lens. 

     1. Improved Eye Health: By blocking UV rays, these coatings help maintain long-term eye health, reducing the risk of various UV-induced eye 

     diseases. 

     2. Enhanced Visual Comfort: UV coatings can improve comfort by reducing glare and enhancing contrast, especially in bright sunlight. 
     3. Prevention of Lens Discoloration: For certain types of lenses, such as plastic lenses, UV coatings can help prevent the yellowing and degradation that can occur over time due to UV exposure. 

     Polarized lenses are a type of optical lens designed to reduce glare from reflective surfaces such as water, snow, and glass. They are commonly used in sunglasses and other eyewear to enhance visual comfort and clarity. 

     1. Glare Reduction: Polarized lenses significantly reduce glare caused by light reflecting off horizontal surfaces, improving visual comfort. 
     2. Enhanced Visual Clarity: By reducing glare, these lenses improve contrast and clarity, making it easier to see details. 
     3. Reduced Eye Strain: With less glare, the eyes do not have to work as hard to see clearly, reducing eye fatigue and strain. 
     4. Improved Safety: For activities like driving, boating, and skiing, polarized lenses enhance visibility, making these activities safer.
     • Make sure Eyeglass case is with each glasses 
     • After Everything is double check then the patient can be called 

     How to measure glasses – seg height 

     • Measuring for Bifocals should be between the lower lid. Trifocals at the lower pupil
     • Measuring Progressive. You need to dot on the glasses at the center of the pupil. From the frame. 
     • How to measure PDs. Measure from right center pupil to the left center pupil

     How to measure Mono PD’s for Progressive lenses

     How to measure with a Pupilometer 

     Make sure the pupilometer is set for Distance and use the lines at the center of the pupil.

     Read the top of pupillometer for mono PDs and distance PDs 

     Dispensing eyeglasses 

     Make sure the frame fits properly and is straight. 

     If there are dots on the lenses (For Progressive lenses) 

     Make sure they are right in the middle of the pupil. 

     Remove dots with alcohol pads. 

     After the glasses have been dispensed, put a highlighted D over the jobs notes on the Optical Worksheet and scan into EHR records.

• 1. 1. Iayez:

        How to send to Amazon: Optase Hylo night ointment

        1. Log into Amazon Seller with
        1. User: [email protected]
        2. Pw: VWV436QfpH-U$-c 
        2. Click on the menu in the top left corner 
        1. Go down to inventory
        2. FBA Inventory 
        3. Select all products that are being sent to amazon 
        4. Click on Send to FBA 
        5. Optase is already entered at 350 units. Select the 350 units. 
        6. Select the number of boxes (4) 
        7. Split the products into all boxes evenly 
        8. When choosing shipping method, make sure to choose Amazon Split Shipping 
        9. Then choose an Amazon Partnered carrier (UPS)
        10. Confirm Shipping 
        11. Print labels and put on boxes 
        12. Then send to UPS 
        
        

        How to place an order for an iAyez customer: 

        1. Confirm order entered matches with the Doctors Prescription 
        2. If Prescription not uploaded by client call the Customer’s eye doctor office to confirm – note the name of person spoken to
        3. Check if we have the contact lens in our inventory – if not jump to step 7
        4. Take pic of the contact lens to be shipped
        5. Use either a padded envelope or a box to mail depending on quantity
        6. Take to USPS
        1. Log into the contact lens ordering site ( ABB, and Premium Vision
        2. Enter in the contacts the customer ordered then enter prescription 
        3. Enter in customer name and address 
        1. Choose shipping method (Standard 5-7 day – $7.99) 
        4. Review the order and make sure everything is entered correctly 
        5. Print the order and have it signed by a colleague to confirm no discrepancy in order
        6. Once the order is placed, email the customer an order confirmation and that the order will be shipped to them soon. 
        
        

        Iayez Price Sheet

        Contact Lens:

        
        

        Manufacturer	Product Name	Package	BC	Direct Cost	Cost +Tax	True Cost	1800 Contacts	Costco/1800-	iAyez Member Price	Plus/Minus	Full iAyez Price
        ACUVUE	1-DAY ACUVUE® DEFINE™	30 lenses	8.5	26.50	29.44	41.50	59.99	31.87	$ 59.49	17.99	$ 66.10
        ACUVUE	1-DAY ACUVUE® MOIST®	90 lenses	8.5, 9.0	47.75	53.06	62.75	89.99	56.87	$ 89.49	26.74	$ 99.43
        ACUVUE	1-DAY ACUVUE® MOIST®	30 lenses	8.5, 9.0	25.75	28.61	40.75	49.99	29.87	$ 49.49	8.74	$ 54.99
        ACUVUE	1-DAY ACUVUE® TruEye®	90 lenses	8.5, 9.0	83.75	93.06	98.75	151.99	151.99	$ 151.49	52.74	$ 168.32
        ACUVUE	1-DAY ACUVUE® TruEye®	30 lenses	8.5, 9.0	43.75	48.61	58.75	74.99	74.99	$ 74.49	15.74	$ 82.77
        ACUVUE	ACUVUE® OASYS® 1-Day	90 lenses	8.5, 9.0	68.50	76.11	83.50	109.99	79.87	$ 109.49	25.99	$ 121.66
        ACUVUE	ACUVUE® OASYS® Max 1-Day	30 lenses	8.5, 9.0	36.00	40.00	51.00	59.99	49.99	$ 59.49	8.49	$ 66.10
        ACUVUE	ACUVUE® OASYS® Max 1-Day	90 lenses	8.5, 9.0	79.75	88.61	94.75	129.99	119.99	$ 129.49	34.74	$ 143.88
        ACUVUE	1-DAY ACUVUE® MOIST® for ASTIGMATISM	90 lenses	8.5	71.00	78.89	86.00	109.98	82.87	$ 109.48	23.48	$ 121.64
        ACUVUE	1-DAY ACUVUE® MOIST® for Astigmatism	30 lenses	8.5	32.25	35.83	47.25	54.99	44.98	$ 54.49	7.24	$ 60.54
        ACUVUE	ACUVUE® OASYS® 1-Day for ASTIGMATISM	90 lenses	8.5	86.50	96.11	101.50	131.99	97.89	$ 131.49	29.99	$ 146.10
        ACUVUE	1-DAY ACUVUE® MOIST® Multifocal	90 lenses	8.4	80.08	88.98	95.08	124.99	34.87	$ 124.49	29.41	$ 138.32
        ACUVUE	1-DAY ACUVUE® MOIST® Multifocal	30 lenses	8.4	41.75	46.39	56.75	64.99	44.98	$ 64.49	7.74	$ 71.66
        ACUVUE	ACUVUE® OASYS® Max 1-Day Multifocal	90 lenses	8.4	102.50	113.89	117.50	159.99	150.49	$ 159.49	41.99	$ 177.21
        ACUVUE	ACUVUE® OASYS® Max 1-Day Multifocal	30 lenses	8.4	44.50	49.44	59.50	74.99	69.99	$ 74.49	14.99	$ 82.77
        ACUVUE	ACUVUE® 2	6 lenses	8.3, 8.7	24.75	27.50	39.75	49.99	29.87	$ 49.49	9.74	$ 54.99
        ACUVUE	ACUVUE® OASYS with Transitions™	6 lenses	8.4, 8.8	31.50	35.00	46.50	59.99	39.87	$ 59.49	12.99	$ 66.10
        ACUVUE	ACUVUE® OASYS® with HYDRACLEAR® PLUS	12 lenses	8.4, 8.8	53.75	59.72	68.75	89.99	89.99	$ 89.49	20.74	$ 99.43
        ACUVUE	ACUVUE® OASYS® with HYDRACLEAR® PLUS	24 lenses	8.4, 8.8	77.75	86.39	92.75	179.98	95.87	$ 179.48	86.73	$ 199.42
        ACUVUE	ACUVUE® VITA™	12 lenses	8.4, 8.8	62.25	69.17	77.25	129.99	81.83	$ 129.49	52.24	$ 143.88
        ACUVUE	ACUVUE® VITA™	6 lenses	8.4, 8.8	43.75	48.61	58.75	79.99	49.50	$ 79.49	20.74	$ 88.32
        ACUVUE	ACUVUE® OASYS® for Astigmatism	6 lenses	8.6	29.50	32.78	44.50	66.99	32.87	$ 66.49	21.99	$ 73.88
        ACUVUE	ACUVUE® VITA™ for Astigmatism	6 lenses	8.6	40.00	44.44	55.00	79.99	48.99	$ 79.49	24.49	$ 88.32
        ACUVUE	ACUVUE® OASYS® for Multifocal	6pk	8.4	39.45	43.83	54.45	48.00	48.00	$ 47.50	-6.95	$ 52.78
        ACUVUE	ACUVUE® OASYS® Multifocal	6 lenses	8.4	30.75	34.17	45.75	59.99	59.99	$ 59.49	13.74	$ 66.10
        ALCON	DAILIES AquaComfort Plus	90 lenses	8.7	52.40	58.22	67.40	86.99	44.87	$ 86.49	19.09	$ 96.10
        ALCON	DAILIES AquaComfort Plus	30 lenses	8.7	22.90	25.44	37.90	28.99	28.99	$ 28.49	-9.41	$ 31.66
        ALCON	DAILIES TOTAL1	90 lenses	8.5	81.70	90.78	96.70	119.99	85.87	$ 119.49	22.79	$ 132.77
        ALCON	DAILIES TOTAL1	30 lenses	8.5	33.15	36.83	48.15	50.99	33.41	$ 50.49	2.34	$ 56.10
        ALCON	DAILIES® COLORS	90 lenses	8.6	56.20	62.44	71.20	80.99	80.99	$ 80.49	9.29	$ 89.43
        ALCON	DAILIES® COLORS	30 lenses	8.6	28.10	31.22	43.10	38.99	38.99	$ 38.49	-4.61	$ 42.77
        ALCON	Precision 1 Dailies	90 lenses	8.3	48.50	53.89	63.50	82.99	64.87	$ 82.49	18.99	$ 91.66
        ALCON	Precision 1 Dailies	30 lenses	8.3	27.10	30.11	42.10	41.99	67.19	$ 41.49	-0.61	$ 46.10
        ALCON	DAILIES TOTAL 1 for Astigmatism	30 lenses	8.6	39.50	43.89	54.50	59.99	44.87	$ 59.49	4.99	$ 66.10
        ALCON	DAILIES TOTAL 1 for Astigmatism	90 lenses	8.6	99.99	111.10	114.99	143.99	104.87	$ 143.49	28.50	$ 159.43
        ALCON	Precision1 Dailies For Astigmatism	90 lenses	8.5	34.75	38.61	49.75	105.99	83.99	$ 105.49	55.74	$ 117.21
        ALCON	DAILIES AquaComfort Plus Toric	30 lenses	8.8	29.45	32.72	44.45	36.99	27.17	$ 36.49	-7.96	$ 40.54
        ALCON	Precision1 Dailies for Astigmatism	30 lenses	8.5	73.00	81.11	88.00	56.99	45.59	$ 56.49	-31.51	$ 62.77
        ALCON	DAILIES AquaComfort Plus Toric	90 lenses	8.8	67.50	75.00	82.50	99.99	67.87	$ 99.49	16.99	$ 110.54
        ALCON	DAILIES AquaComfort Plus Multifocal	90 lenses	8.7	77.45	86.06	92.45	115.99	81.98	$ 115.49	23.04	$ 128.32
        ALCON	DAILIES AquaComfort Plus Multifocal	30 lenses	8.7	34.30	38.11	49.30	50.99	29.87	$ 50.49	1.19	$ 56.10
        ALCON	DAILIES TOTAL1 Multifocal	30 lenses	8.5	43.20	48.00	58.20	63.99	46.98	$ 63.49	5.29	$ 70.54
        ALCON	DAILIES TOTAL1 Multifocal	90 lenses	8.5	109.85	122.06	124.85	146.99	109.87	$ 146.49	21.64	$ 162.77
        ALCON	TOTAL30®	6 lenses	8.4	35.55	39.50	50.55	72.99	49.87	$ 72.49	21.94	$ 80.54
        ALCON	AIR OPTIX® plus HydraGlyde® for Astigmatism	6 lenses	8.7	48.99	54.43	63.99	80.99	54.87	$ 80.49	16.50	$ 89.43
        ALCON	TOTAL30® for Astigmatism	6 lenses	8.6	39.50	43.89	54.50	79.99	69.00	$ 79.49	24.99	$ 88.32
        ALCON	Air Optix Aqua Multifocal	3pk	8.6	70.40	78.22	85.40	95	95.99	$ 94.50	9.10	$ 105.00
        ALCON	AIR OPTIX® plus HydraGlyde® Multifocal	6 lenses	8.6	70.40	78.22	85.40	107.99	82.98	$ 107.49	22.09	$ 119.43
        BAUSCH & LOMB	Biotrue ONEday	90 lenses	8.6	32.00	35.56	47.00	71.99	53.87	$ 71.49	24.49	$ 79.43
        BAUSCH & LOMB	Biotrue ONEday	30 lenses	8.6	21.60	24.00	36.60	34.98	34.98	$ 34.48	-2.12	$ 38.31
        BAUSCH & LOMB	Biotrue ONEday for Presbyopia	30 lenses	8.6	33.35	37.06	48.35	47.99	47.99	$ 47.49	-0.86	$ 52.77
        BAUSCH & LOMB	Biotrue ONEday for Presbyopia	90 lenses	8.6	74.40	82.67	89.40	99.99	78.98	$ 99.49	10.09	$ 110.54
        BAUSCH & LOMB	INFUSE™ One-Day	90 lenses	8.6	69.55	77.28	84.55	85	85.00	$ 84.50	-0.05	$ 93.89
        BAUSCH & LOMB	Optima FW (Soflens 38)	6 lenses	8.4, 8.7, 9.0	29.55	32.83	44.55	36.99	19.87	$ 36.49	-8.06	$ 40.54
        BAUSCH & LOMB	Biotrue ONEday Astigmatism	30 lenses	8.4	28.35	31.50	43.35	44.99	64.87	$ 44.49	1.14	$ 49.43
        BAUSCH & LOMB	Biotrue ONEday for Astigmatism	90 lenses	8.4	62.30	69.22	77.30	84.99	71.99	$ 84.49	7.19	$ 93.88
        BAUSCH & LOMB	Bausch + Lomb ULTRA	6 lenses	8.5	40.10	44.56	55.10	61.99	61.99	$ 61.49	6.39	$ 68.32
        BAUSCH & LOMB	Bausch + Lomb ULTRA for Presbyopia	6 lenses	8.5	65.33	72.59	80.33	89.99	89.99	$ 89.49	9.16	$ 99.43
        BAUSCH & LOMB	Purevision 2	6 lenses	8.6	60.65	67.39	75.65	67.99	46.87	$ 67.49	-8.16	$ 74.99
        BAUSCH & LOMB	Soflens 38	6 lenses	8.4, 8.7, 9.0	29.55	32.83	44.55	36.99	19.87	$ 36.49	-8.06	$ 40.54
        BAUSCH & LOMB	SofLens Daily Disposables	90 lenses	8.6	53.00	58.89	68.00	59.99	44.87	$ 59.49	-8.51	$ 66.10
        BAUSCH & LOMB	Bausch + Lomb ULTRA for Astigmatism	6 lenses	8.6	50.20	55.78	65.20	74.99	74.99	$ 74.49	9.29	$ 82.77
        BAUSCH & LOMB	Bausch + Lomb ULTRA Multifocal for Astigmatism	6 lenses	8.6	95.60	106.22	110.60	149.99	149.99	$ 149.49	38.89	$ 166.10
        BAUSCH & LOMB	Soflens Multifocal	6 lenses	8.5, 8.8	62.95	69.94	77.95	69.99	50.98	$ 69.49	-8.46	$ 77.21
        BAUSCH & LOMB	PureVision 2 Multifocal	6 lenses	8.6	79.55	88.39	94.55	89.99	66.98	$ 89.49	-5.06	$ 99.43
        COOPERVISION	clariti 1 day	90 lenses	8.6	53.15	59.06	68.15	69.99	56.99	$ 69.49	1.34	$ 77.21
        COOPERVISION	MyDay	90 lenses	8.4	68.00	75.56	83.00	85.99	94.99	$ 85.49	2.49	$ 94.99
        COOPERVISION	Focus Dailies	30 lenses	27.70	30.78	42.70	39.99	39.99	$ 39.49	-3.21	$ 43.88
        COOPERVISION	Proclear 1-Day	90 lenses	8.7	59.75	66.39	74.75	89.99	47.45	$ 89.49	14.74	$ 99.43
        COOPERVISION	MyDay Toric	90 lenses	8.4	84.45	93.83	99.45	104.99	84.87	$ 104.49	5.04	$ 116.10
        COOPERVISION	clariti 1 day toric	30 lenses	8.6	35.80	39.78	50.80	52.99	69.98	$ 52.49	1.69	$ 58.32
        COOPERVISION	clariti 1 day toric	90 lenses	8.6	50.90	56.56	65.90	85.99	30.69	$ 85.49	19.59	$ 94.99
        COOPERVISION	clariti 1 day multifocal	90 lenses	8.6	76.95	85.50	91.95	89.99	80.19	$ 89.49	-2.46	$ 99.43
        COOPERVISION	clariti 1-Day multifocal	30 lenses	8.6	34.90	38.78	49.90	61.99	61.99	$ 61.49	11.59	$ 68.32
        COOPERVISION	MyDay Multifocal	90 lenses	8.4	95.90	106.56	110.90	144.99	109.87	$ 144.49	33.59	$ 160.54
        COOPERVISION	Proclear 1 Day Multifocal	90 lenses	8.5	80.85	89.83	95.85	109.99	75.16	$ 109.49	13.64	$ 121.66
        X-CEL SPECIALTY	Extreme H2O 54% 13.6	6 lenses	8.3	27.25	30.28	42.25	39.99	31.99	$ 39.49	-2.76	$ 43.88
        X-CEL SPECIALTY	Extreme H2O 54% 14.2	6 lenses	8.6	27.25	30.28	42.25	39.99	31.99	$ 39.49	-2.76	$ 43.88
        X-CEL SPECIALTY	Extreme H2O 54% Toric LC	6 lenses	8.6	36.50	40.56	51.50	57.99	46.39	$ 57.49	5.99	$ 63.88
        X-CEL SPECIALTY	Extreme H2O 54% Toric MC	6 lenses	8.6	36.00	40.00	51.00	57.99	46.39	$ 57.49	6.49	$ 63.88
        X-CEL SPECIALTY	Extreme H2O 59% Thin	6 lenses	8.6	29.25	32.50	44.25	31.99	31.99	$ 31.49	-12.76	$ 34.99
        X-CEL SPECIALTY	Extreme H2O 59% Xtra	6 lenses	8.3, 8.6	29.25	32.50	44.25	31.99	31.99	$ 31.49	-12.76	$ 34.99
        COOPERVISION	Avaira Toric	6pk	8.5	34.35	38.17	49.35	52	34.73	$ 51.50	2.15	$ 57.22
        COOPERVISION	Avaira Vitality	6 lenses	8.4	30.35	33.72	45.35	40.99	40.99	$ 40.49	-4.86	$ 44.99
        COOPERVISION	Biofinity	6 lenses	8.6	39.00	43.33	54.00	55.99	32.87	$ 55.49	1.49	$ 61.66
        COOPERVISION	Biofinity XR	6 lenses	8.6	41.55	46.17	56.55	69.99	44.37	$ 69.49	12.94	$ 77.21
        COOPERVISION	Biomedics 55 Premier	6 lenses	8.6, 8.8, 8.9	35.99	39.99	50.99	47.99	47.99	$ 47.49	-3.50	$ 52.77
        COOPERVISION	Biomedics XC	6pk	8.5	41.55	46.17	56.55	69.99	69.99	$ 69.49	12.94	$ 77.21
        COOPERVISION	Proclear	6 lenses	8.2, 8.6	47.85	53.17	62.85	68.99	39.87	$ 68.49	5.64	$ 76.10
        COOPERVISION	Avaira Vitality Toric	6 lenses	8.5	34.35	38.17	49.35	44.99	44.99	$ 44.49	-4.86	$ 49.43
        COOPERVISION	Biofinity Toric	6 lenses	8.7	52.65	58.50	67.65	74.99	53.99	$ 74.49	6.84	$ 82.77
        COOPERVISION	Biofinity Toric Multifocal	6 lenses	8.6	104.70	116.33	119.70	116.89	129.99	$ 116.39	-3.31	$ 129.32
        COOPERVISION	Biofinity XR Toric	6 lenses	8.7	98.89	109.88	113.89	149.99	110.99	$ 149.49	35.60	$ 166.10
        COOPERVISION	Proclear multifocal toric	6 lenses	8.4, 8.8	132.70	147.44	147.70	130.89	49.87	$ 130.39	-17.31	$ 144.88
        COOPERVISION	Proclear Toric	6 lenses	8.4, 8.8	60.80	67.56	75.80	71.39	130.09	$ 70.89	-4.91	$ 78.77
        COOPERVISION	Proclear Toric XR	6 lenses	8.4, 8.8	112.25	124.72	127.25	134.59	93.87	$ 134.09	6.84	$ 148.99
        COOPERVISION	Biofinity Multifocal	3 lenses	8.6	40.55	45.06	55.55	55.99	64.87	$ 55.49	-0.06	$ 61.66
        COOPERVISION	Proclear Multifocal	6 lenses	8.7	67.25	74.72	82.25	119.99	109.87	$ 119.49	37.24	$ 132.77
        COOPERVISION	Proclear Multifocal XR	6 lenses	8.4, 8.7	107.80	119.78	122.80	184.99	44.85	$ 184.49	61.69	$ 204.99

        
        

        Glasses:

        
        

        Trivex	HI 1.60	Trans	Trans	Trans
        LENS NAME	CR-39	POLY	HI 1.53	Or 1.67	CR-39	POLY	1.60
        SINGLE VISION
        SINGLE VISION	$ 90	$ 125	$ 150	$ 225	$ 199	$ 249	$ 374
        SV ASPHERIC	$ 105	$ 140	$ 190	$ 244	$ 275
        Seiko with Scratch Coat	$ 97	$ 117	$ 231	$ 261	$ 271
        SV KM POLARIZED	$ 135	$ 174	$ 261	$ 375
        BIFOCALS
        FT28 BIFOCAL	$ 125	$ 145	$ 209	$ 260
        FT28 ASPHERIC BIFOCAL	$ 199	$ 230	$ 250	$ 390
        FT28 POLARIZED BIFOCALS	$ 245	$ 275
        FT35 (LARGER) BIFOCAL	$ 135	$ 165	$ 229
        FT35 POLARIZED BIFOCAL	$ 250
        COMPUTER MULTIFOCAL
        KM OFFICE LENS with Diamond Blue AR	$ 245	$ 275
        ROUND 25	$ 277
        TRIFOCALS
        7×25, 7×28 TRIFOCALS	$ 175	$ 199	$ 323	$ 259
        8×35 TRIFOCAL	$ 199	$ 249	$ 412
        7×28 POLARIZED	$ 320
        PROGRESSIVES
        KM Instant (Basic Progressive)	$ 225	$ 260	$ 225	$ 273	$ 299
        KM Explorer (Standard Progressive)	$ 300	$ 330	$ 261	$ 459	$ 342
        KM Ultimate HD (Premium Progressive)	$ 375	$ 399	$ 420	$ 459	$ 495
        KM Active & Drive (Special Progressive)	$ 380	$ 425	$ 420	$ 459	$ 495
        Shamire Autograph III (Premium Plus)	$ 399	$ 429	$ 594	$ 549	$ 579
        Sharmire Intelligence (Premium Plus)	$ 459	$ 489	$ 594	$ 609	$ 639
        KM Instant Polarized	$ 255	$ 279	$ 399
        KM Explorer Polarized	$ 318	$ 357	$ 474
        KM Ultimate HD Polarized	$ 426	$ 462	$ 582
        ADD ONS (+)
        Mirror Coat (S or G):	$ 50	KM Basic AR-A:	$ 60	Polish Edges:	$ 15
        Mirror Coat (Dbl):	$ 60	Crystal AR-B:	$ 70	Roll & Polish:	$ 20
        Flash Mirror (with ARC):	$ 65	Sapphire AR-C:	$ 85	Prism (per D):	$ 5
        Tint (Solid & Grad):	$ 20	Diamond AR-D:	$ 99	Rimless:	$ 15
        Plano Poly Polar:	$ 75	Diamond Blue:	$ 120	Rimless Drill:	$ 40
        Plano Sunglass Lens:	$ 50	UV Coating:	$ 20	High Power:	$ 30
        05/20/24. V5	Scratch Coat:	$ 20	SLAB-OFF	$ 80

        
        

        Labs 

        
        

        Sales 

        
        
        

        Reps:

        
        

        Company	Rep Name	Phone Number	Email	Notes
        Alcon	Fred Portillo	760-828-5901	[email protected]	Cataract Refractive Manager
        Alcon	Christian Moore	805-587-9590	[email protected]	Pharma and dry eye
        Alcon	Tyler Williams	805-915-9344	[email protected]	phaco/microscopes
        Alcon	Jeff Farrell	619-252-3866	[email protected]	LASIK
        Allergan	Lilan Hom	323-899-1424	[email protected]	Beverly Hills
        Allergan	Cam Elliot	805-405-0530	[email protected]	Westlake Village
        Avedro	Carlos Lopez	626-327-9331	KXL
        Bausch+Lomb	Jason Gregory	805-217-5732	[email protected]	contacts
        Bausch+Lomb	Randall Oxendine	[email protected]	pharma rep (drops)
        California Retina Consultants	Tamara Banville	661-816-0377	[email protected]
        Evo ICL	Mike Roesch	626-303-7902	[email protected]
        Glaukos	Chris Stelter	323-868-8628	[email protected]
        Johnson & Johnson	Maureen Pedersen	510-418-4142	[email protected]	“Mo” – contacts
        Johnson & Johnson	Zachary Johnson	949-322-1269	[email protected]	IOL
        Light Adjustable Lens (RX Sight)	Kerri Merritt (sales rep) James Robinson (clinical specialist)	858-245-3634 917-789-4655	[email protected] [email protected]	Cataract surgery lenses
        Oasis	Kyle Paulus	909-541-5245	[email protected]	Westlake Village
        Ocusoft	Pear Umali	213-393-5737	[email protected]	Beverly Hills
        Optase	Fernando	(718) 612-0291	[email protected]	Beverly Hills
        OSRX	Matt Gee	952-220-2272	[email protected]
        Sight Sciences	Nicole Ruch	419-346-6408	MIGS
        Thea	Kathy Young	310-502-8211	[email protected]	iVizia, Zioptan
        Xiidra	Troy	Beverly Hills

        
        
        

        Sales 

        
        

        External 

        
        

        B2B

        
        

        SCRIPT 

        
        

        HI, GOOD AFTERNOON 

        MY NAME IS KELLY I WORK FOR DR. KHANNA. DR. __________ IS FAMILIAR WITH HIM. HE IS A LOCAL OPHTHALMOLOGIST AND REFRACTIVE EYE SURGEON IN THE WESTLAKE AREA. 

        
        

        I WANTED TO GIVE YOU SOME INFORMATION REGARDING OUR PRACTICE.

        WE WANT TO HELP YOU WITH YOUR PATIENTS THAT ARE IN NEED OF EYE CARE. ANNUAL EXAMS, DIABETES CHECKS, GLAUCOMA, CATARACTS, ANY ADDITIONAL EYE CARE NEEDS. 

        
        
        
        1. KHANNA ALSO SENT THIS PERSONALLY AS A GIFT FOR THE DOCTOR.
        
        

        IF YOU EVER ARE IN NEED OF ADDITIONAL REFERRAL PADS, INFORMATION, ECT. PLEASE CALL THE OFFICE AND ASK FOR ME

        
        

        THANK YOU KELLY 

        
        

        Hi.

        I am Kelly. I am representing Dr. Rajesh Khanna, the premier lasik and Pi surgeon. Dr. X and Dr. Khanna talked about coordinating to improve the patient experience when seeking eye care. I have brought some referral pads and information for the patients (and a token of appreciation). We will see your patients within 48 hrs and updating you on all progress. If you have any problem you can reach me directly.

        Internet

        Telephone

        Internal

        
        

        Outside Events

        Schedule more events

        On User drive are activities we have done in the past.

        Find on internet

        Find through radio stations, magazines, television etc.

        LA Health Fairs

        Train event staff

        Observe/motivate

        Goals

        Incentive to book consults

        Signage

        Donato events

        Paperwork/Marketing materials

        Event stands

        Award shows

        Charity events

        Co-op with Christine Cheng

        Daily logs

        Event name

        Person staffing event

        Hours of event

        Consults booked

        Leads generated

        
        

        Outside Events

        
        

        We want to be in any event where participants would be better off without glasses.

        
        

        Golf Tournaments

        Golf Fests

        Tennis Tournaments

        Tennis Expos

        Ski Shows

        Gun Shows

        Computer Shows

        Home Shows

        Runs and Marathons

        Street Fairs

        Garden Shows

        Bicycle Shows

        Bridal Shows

        Parents Child Expos

        Corporate Health Fairs

        DMV

        
        

        Display and signage should push hot buttons of participants:

        
        

        Parent child expo “It’s 2 am, your baby’s crying, you can’t find your glasses……”

        
        

        Bridal show “Wouldn’t you like wedding pictures without glasses?”

        
        

        Gun Show “A target is easier to hit when you can see it”

        
        

        Corporate Health Fairs “Find out how the government can help pay for your LASIK”

        
        

        #1 Goal at the event is booking consultation. #2 goal is getting the lead. If you book a consultation, you save a lot of time to outbound calls and only need to call to confirm.

        
        

        Incentive people to book consult. “I have a few gift certificates with me. We usually give these to our post op patients to give to friends and relatives. If you are able to schedule a consultation, I can give one to you” Put the date of consultation as expiration date on cert so that if they miss consult, they will lose value.

        
        

        The more information that you give at an event, the less reason that they have to come in for a consultation. The answer to just about every question on the phone is “that’s a great question. That is exactly the type of thing the doctor will address when you come in. The doctor will check your eyes and be able to answer questions as they relate to your specific eye condition. That is certainly not something that I am able to do at an event.” “For financial questions…” that’s a great question. When you come in for your free consultation, not only will you meet with one of our doctors to discuss your medical questions, but you will meet with one of our patient counselors. They are experts on all of the financing and payment plans and have been able to make this affordable for patients who never thought they could afford it. My job is to get you to these experts so you can get your questions answered. Which is better for you Monday or Tuesday?”

        
        

        Staff at the event should be well dressed and well groomed.

        
        
        
        
        
        

        Marketing 

        Internal

        Folders 

        TV 

        On hold Message 

        Posters

        Seminars

        External

        Internal Events Seminar

        Topic

        1. What is the seminar about (PIE, SMILE, LASIK and CROSSLINKING). Determining the theme or the topic to be discussed at the seminar

        Preparation Phase
        ● Budget: Determining the budget available to host the event
        ● Location: Identifying the target group and number of participants required,
        ● Staff Involved:
        ● Where to Advertise:
        ● Date and Time:
        ● Food: Securing a caterer to provide meals if not included in the venue package
        ● Sourcing and preparing all necessary resources needed by the organizer and Presenter – (books, manuals, projectors, name tags, etc),
        ● Finalizing event details,
        
        Budget
        Funding is an integral part of any event since the amount of funding available for the hosting of the event will determine the number of factors in planning the event.
        
        ● Duration
        ● Number of participants
        ● Equipment – (Presentation Media)
        ● Informational packets / Materials
        ● Availability of refreshments
        ● Setup Advertisements for the seminar
        
        Target Group
        The characteristics of participants will influence the structure, content, and activities undertaken in the seminar. Some key questions to be taken into consideration are:
        
        ● What is the size and composition of the group?● What is the age group of the participants?

        • What is their level of interest?
          ● What are their needs?

        Advertisements and Contact list

        Initial contact with those departments or persons identified to attend the seminar, with the full details of the seminar included. Includes:

        • 
          Advertisements
          ● Deadline for response
          ● Seminar overview/outline
          ● Requirements for eligibility
        • Number of participants needed
          ● Setup Advertisements for the seminar
          
          DATA Collects
          
          ● Collect RSVP
          ● Put phone numbers/emails and names of participant into database
          ● The final list of those attending the seminar is prepared. All relevant persons are notified of the number of participants (caterer, presenter, and facilitator).
          
          Checklist:
          
          ● Projectors, Laptop and/or props
          ● Stationery
          ● Handouts
          ● Name tags
          
          Follow-Ups● Contact participants with phone calls or emails

        External Events

        Newspaper 

        Magazine 

        Radio 

        TV 

        Internet 

        Direct Mail 

        Email Blast 

        Social Media

        
        
        

        Podcasts (Spotify Podcaster App)

        
        

        [ ]Need iphone or Cell Phone (iPhone works best)

        [ ]Need External Mic to work with Cell Phone (with mic power)

        [ ]Rode Go2 Mic System (Wired Mic is Optical but will need power to mic)

        [ ]Lighting to USB Camera Adapter

        [ ]USB to USB-C Cable to connect with the Rode Go2 Mic System

        [ ]Spotify Postcaster App (Aye Eye Doc)

        U: 31nybrhxbfkzo2b5ptsbxuhpi4qa

        P:

        [ ]Press on the tool to get to the Record Section so you can record Postcast.

        [ ] In the Library are past podcasts along with Podcast Intros, Exits, Ads Every recording you do will always go to the Library Section.

        
        

        Import Audio 

        [ ]In the Library section there’s a button in the upper right corner to be able to add WAV or MP3 Files.

        
        

        YouTube.com Videos 

        
        

        [ ]Take Edit Video and have ready to upload to Youtube (MOV or MP4)

        [ ]Log on to Khanna Vision Institute @KhannaLasik (@KhannaLasik)

        [ ]Enter YouTube Studio (Press Upper right hand corner “+” button (Upload)

        [ ]Select Video you want to upload

        [ ]Enter Details in the Detail Section

        [ ] Select Thumbnail or upload your own thumbnail.

        [ ]Add to Playlist is needed or make your own playlist later

        [ ]Select the appropriate Audience (Press Enter)

        [ ]Select Video appropriate Video Elements if needed (Press Enter)

        [ ]Check Checks if needed (Press Enter)

        [ ]Visibility (Private, Unlisted or Public), You can also schedule post date here (Press Enter)

        [ ]Upload video

        
        
        

        Networking

        Toasters 

        Rotary 

        Lions

        Chambers of Commerce

        Churches n more

        Schools

        Colleges

        Public Relations

        Press releases

        Events