Optometric Management Tip # 20   -   Wednesday, June 05, 2002
How soon can you get here?

This week's tip was inspired by an e-mail question from Richard Newson of Harrington Eyecare in Richmond, New Zealand. The Management Tip of the Week has a distribution of about 14,000 readers and I receive many nice comments and suggestions from colleagues all over the world. Your feedback is always appreciated.

It is important on many levels to train staff members who make appointments by phone about the appropriate handling of eye emergencies. These appointments have vital implications from a clinical standpoint and, if handled well, they can also be a major practice builder.

We probably all agree that patients with true medical emergencies should be seen immediately. Receptionists should be trained to question callers about the reason for the requested appointment and listen for clues that a serious eye problem could be present. The doctors in your office should develop a list of symptoms that should be regarded as urgent, and this can be posted at the front desk where appointments are made. Our list includes:

We have built our practice by having our receptionist reply to callers who say they have an emergency by saying: "how soon can you get here?" This is the response the caller is looking for and it creates a powerful bond between the patient and the practice.

Beyond these true medical eye emergencies, we take pride in making appointments available promptly to any caller who believes they have an urgent problem. These urgent (but non-emergency) appointments are worked into the schedule that same day or within the next couple days. Since urgent calls are in the minority, a skilled receptionist can always find a way to accommodate them even if the appointment book is generally filled well in advance - see below for tips on how to do this. We hardly ever receive a walk-in patient - but some offices do. If I were in a setting where walk-ins occurred, I would structure my office to try to accommodate them, with the understanding that people with appointments have precedence.

Best wishes for continued success,

Neil B. Gailmard, OD, MBA, FAAO
Chief Optometric Editor, Optometric Management