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Most practices are enjoying one of the busiest times of the year right now as summer comes to
an end and kids head back to school, but many offices slow down as we move into late fall.
If this is the case in your practice, there are steps you can take to keep things busy, and
the financial benefits are obvious. So why don’t optometrists do more to control their
own productivity, instead of just waiting to see what happens? It could be because we
don’t think like business people – we think like doctors. Successful practitioners are good
at both realms.
If you know your practice is about to enter a slow down, one idea you can easily incorporate
is to host an in-office seminar for your own patients, and the general public. By creating
an “event” like this, you actually make something happen; you create a buzz that permeates
your office. Start by deciding what optometric service you enjoy providing, or are
particularly good at. Make it specific – not too general. Here are a few possibilities –
which one are you an expert on?
Contact lenses for people over 40
Vision and learning disabilities
Vision problems of computer users
Corneal refractive therapy
Low vision care
After you pick the topic, talk to one of your staff members for assistance in planning
an in-office seminar. Pick a date and time well into the future so you can send invitations
and announce the event in the newspaper. You can probably present the seminar in your
reception area, although other off-site locations work well also. You might pick a time
right after your normal office hours in the evening on a weekday, so people can stop on their
way home from work and your staff can just stay late that day. Serve coffee and cookies,
or other refreshments.
Prepare a one page outline listing the major points your lecture will cover and print these
on your letterhead for each attendee to take as a handout. This is all you will need for
your own notes also – it just jogs your memory about what you want to talk about. You’ll
know what to say in the speech – you’ve said it a hundred times before in one-on-one
patient encounters, and this small group seminar is really no different. Have a stack
of business cards and possibly a stack of brochures on the topic (published by the AOA
The best advice on the lecture is to keep it short (20 to 30 minutes) and not too
technical. Allow time for questions and answers at the end – and encourage people to break
the silence code and ask questions. This part makes the seminar a true success. You might
even ask a friend to attend and ask a planted first question to get the flow going. Be ready
to talk about fees in a non-apologetic manner, or include this in your talk so no one has to
ask about it. Audio visual tools, like slides or transparencies are great, but they are
not mandatory for a small group.
Depending on your topic, you may want to have a quick vision screening of some kind
immediately after your presentation. You and your staff could rotate people through a couple
of quick stations to test refractive error or IOP or whatever, to give attendees some
valuable information that tells them if they are a good candidate for your services. If you
do this, have a short disclaimer signed by each person, informing them that the screening is
not a substitute for a full exam.
When you advertise the seminar, state that attendees must reserve a space, which allows you
to obtain their name, address and phone number. Look the list over in advance so you see who
the established patients will be in the group and their names will come easier to you. Have
each attendee sign in upon arrival. People often arrive right at the start time or a little
late – so plan to start talking about 10 minutes late.
I would run an ad in the local paper a few times announcing the seminar to the public.
Everyone who reads it will view you as an expert on the topic – even if they don’t attend.
A photo of yourself in the ad is a good idea. The seminar gives you a good professional
reason to run an ad, and build your image. The ad will reach the whole community, so you may
not have to send invitations to your patient base – but doing so will ensure a larger group.
Close your talk with advice on what the attendee should do next – like schedule an
appointment that evening to see you in the near future.
Best wishes for continued success,
Neil B. Gailmard, OD, MBA, FAAO
Editor, Optometric Management Tip of the Week
Dr. Gailmard's new book, Practice Management in Optometry: A Blueprint for Success Based on the Optometric Management Tip of the Week, is now available on Amazon.