BUSINESS EDGE
Getting E-fficient
by Karlen McLean, ABOC, NCLC

Direct-to-supplier ordering of spectacle lenses, frames, contact lenses, and more can help boost business efficiency. ECPs can streamline and simplify the ordering process, reduce errors, and save time. Other system options are: Filing insurance claims, getting education and training, creating Websites, and stocking frameboards.

Doing an order entry using an online ordering system, such as this one from VisionWeb, is easy to use

Online ordering also allows ECPs to generate and track lab orders in real time for instant tracking on many jobs. As a result, patients can receive updates on job status such as notice of a delay or an early delivery.

ONLINE ORDERING DO'S

Do: Take a tour. Visit vendor Websites to take a tour of online system capabilities and to see how online systems work. This will help determine which will be the right fit. Let staff members take a turn at it, gather data, and pick the one with the most yes votes.

Do: Find comfort. To gain a comfort level, enter as much work as you can by using the online system. It's like online banking and bill paying—once the initial set-up is done, it's fast and easy to do.

Do: Orderly ordering. ECPs can order items from many manufacturers bundled in one shipment. This helps eliminate the need to place multiple orders, saving time and shipping costs. Plan your order placement strategy, set times of day for lab order entry or replenishing those hot-selling frames quickly.

Many online ordering systems walk you through each step. Shown above: Eyefinity

Do: Cut complications. Online ordering systems are frequently updated with new products and new ways of ordering. The sites provide advanced lens design specifications and present labs' frame and lens combinations. Intuitive user interfaces help guide users through the process and help is available at every step.

Do: Get an incentive boost. Online systems make promotion participation and incentive tracking easier.

However, users don't need incentive or promotional programs to keep them utilizing an online system.

Do: Save time. Online ordering helps eliminate callbacks, a big time waster. Ten to 30 percent of a lab's and ECP's time can be spent on callbacks related to misunderstandings such as misread handwriting.

Do: Gain face time. Because online ordering is so efficient, it allows ECPs to be in front of patients more often. More face time with patients helps sell more products; therefore, the system increases profit.

ONLINE ORDERING DON'TS

Don't: Limit online training. Some practices only have one person who's capable of using the online system. If this person quits, is on vacation, or is ill, it can disrupt efficiency. Everyone should be trained to use the system.

Don't: Stress about errors. If the person doing computer entry makes a mistake, the system typically stops until it is corrected. ECPs can't order the wrong thing like an incorrect seg height or lens material because the system won't allow them to proceed unless the right measurements and product choices are selected.

Don't: Rely on catalogs. By the time print catalogs are delivered, they are most likely already out of date. Real time online updates from manufacturers ensure that only the most current information is available.

Don't: Forget about buying group discounts. You will receive your group discount when ordering online, but only if you follow the rules. Online ordering prov-iders don't get involved in the pricing.

Don't: Opt to dial. Don't automatically reach for the phone, even with complicated orders like freeform PALs. Hard-to-do jobs are better handled online, since the software chooses the correct products and narrows the choices.

Don't: Forget to review. Always visually review the job one more time before pushing "send."

Be sure to take advantage of online job status tracking, and remember that job archives are stored in the online system, which helps cut down on the amount of paperwork your practice needs to keep on file