Clarity Eye Institute

Training Manual

   

Where Excellence is our Vision

  
Clarity  Eye  Institute    
 
DR.  ROB  ADAM           COMPREHENSIVE  OPHTHALMOLOGY  
            CATARACTS  &  EYELIDS  
 
DR.  KING  CHOW           COMPREHENSIVE  OPHTHALMOLOGY  
             CATARACTS,  PTERYGIUMS    WITH  SPECIAL      
            INTEREST  IN  DRY  EYES  
 
DR.  STEVE  DORREPAAL     .                               MEDICAL  RETINA  &  CATARACTS  
 
DR.  AMIT  GUPTA           MEDICAL  RETINA  &  CATARACTS  
 
Dr.  JEFF  HURWITZ         OCULOPLASTICS  
 
DR.BASEER  KHAN                                                                                                 CATARACT  SURGERY  SPECIALIZING  IN  ADVANCED  
IOL  OPTICS  FOR  EXAMPLE:  MULTIFOCAL  &  TORIC  
IOL’S.  SECONDARY  &  DISLOCATED  IOLS.  ADVANCED    
GLAUCOMA  
 
DR.FAIZ  MALAM           DIABETIC  &  CHLOROQUIN  CHECKS  
            FOREIGN  BODY,RUST  RINGS,INFECTIONS  
                                       STABLE  GLAUCOMA  (DISCHARGED  FROM  BK)  
 
DR.KWESI  MCGUIRE         COMPREHENSIVE  OPHTHALMOLOGY,      
            MEDICAL  GLAUCOMA,  DIABETIC  CHECK  
 
DR.PAUL  SANGHERA         COMPREHENSIVE  OPHTHALMOLOGY  
CATARACTS,PTERYGIUMS,  MEDICAL  GLAUCOMA,  
DIABETIC  CHECKS  
 
DR  MELISSA  TONG         COMPREHENSIVE,  CATARACTS,        
            GLAUCOMA  
 
OPTOMETRISTS      
 
      REFRACTIONS  GENERAL  WELLNESS  
        DIABECTIC  CHECKS,  PLAQUENIL  CHECKS  
        REFRACTIONS  ,  INFECTIONS  
 
SCARBOROUGH  SITE  
 
DR.TAMANNA  TOWHID-­‐  FRIDAYS  
 
 
VAUGHAN  SITE  
 
DR.  SUKH    SINGH    
DR  HASSAN  QURESHI    -­‐  FRIDAYS    
 
 
 General Information
OFFICE EXTENSIONS
SCARBOROUGH Vaughan
Call Centre Surgery Department
Shameeza- 123 Karen- 224
Lynda -102 Nicole- 222
Rekha -101 Preop/Ascan - 206
Andrea-103 Lauren- 222

Reception Front- 113 Tanveer Reception

Reception side- 112 Christina- 107
Reception back desk- 156 Blessing/Roberta -106
Surgery office- 124 Reception- 105
Lane Loader station 126
Diagnostics -120 Femto- 205
Kitchen -104 OR- 210
Scrub- 209
OD Lane- 127 Recovery- 208
Exam 1- 161 Exam 1- 201
Exam 2- 162 Exam 2- 202
Laser room- 163 Exam 3- 203
Ascan room (Exam 3) -164 Exam 4- 204
Exam 4-165 Exam 5- 205
Exam 5- 166 Exam OD- 211
Library- 101
Business Office -125 Business Office - 225
Directions to SCARBOROUGH Clinic:

240 Alton Towers Circle

Suite 300
Scarborough, On M1V 3Z3
Tel:416-663-3937
Fax: 416-663-3731
Backup fax 416-293-5426

HWY-401 exit MCCOWAN North

 WEST side of (left) McCowan (past Finch)
 Plaza on the Southwest corner McCowan & Alton Towers
 Scotia Bank, Mac Milk, Oriental Food Shopping

HWY-407 exit MCCOWAN South

 West (right)side of McCowan 1 block south of Steeles
 Plaza on the South west corner of McCowan & Alton Towers Circle
Directions to Vaughan Clinic:

8800 Dufferin St.,

Suite 105
Vaughan
L4K 05C

HWY-401 exit ALLEN RD North. Leads into Dufferin ST

 Just past the 407 bridge stay on left
 CONFEDERATION PKWY -Second set of lights past 407 turn West ( Left)
Business Building on the Northwest corner. Suite 105
 1 block north of Langstaff

HWY-407 exit DUFFERIN ST North

 CONFEDERATION PKWY -Second set of lights past 407 turn West ( Left)
Business Building on the Northwest corner. Suite 105
 1 block north of Langstaff

Directions to Brampton Carrot Clinic:

284 Queen Street, East
Suite 236
Brampton
L6V 1C2
HWY-410 exit Queen Street -West .
 Just west of the 410 bridge stay on the north side
 Between Rutherford & Kennedy Rd on the northeast corner of Hansen and
Queen
 Business Building with Scotia Bank
 Enter by the convenience store for the elevator and stairs close to the office
 General Staff Guidelines

• The rotation for the day may change if a staff member is unexpectedly absent or
requested by a doctor/management.

• If you require assistance from another staff member, ask nicely and wait for the
reply. Maybe there is a reason why they cannot assist you at this time. The office
will run smoothly if there is cooperation from all. Do not expect another co-
worker to take orders unless coming directly from a doctor and or management.

• Always follow the set out protocol, do not create your own steps and/or break into
habits.

• Use quiet times efficiently, and work on your assigned miscellaneous tasks –
ticklers, otherwise help others.

• Teamwork is essential and is expected from everyone

• Ask questions when you are uncertain on a specific instruction, never assume!

• Patients should be our first priority

• Avoid telling patients when doctors are on holidays, instead if asked let them
know that they are out of office or in a conference.

Personal Telephone Calls

• Please make your calls/texts on your lunch or after hours. Quick calls from
children, spouses, parent, schools must be kept to a minimum. All other calls will
have a message taken and given to the employee at lunch or at the end of the day.
Please inform your friends, siblings of our policy to avoid any confusion.
• No personal cell phone use is permitted during business hours.

If a staff member has an unusual situation, emergency at home, that requires a rare but
necessary increase in telephone use on a particular day, please inform the management.

Lunches & Break Times

• Please take your assigned lunch (30 min) as scheduled, be considerate and
understand that others are scheduled to take lunch after yours. Be on time!
• If you need to take a restroom break mid morning/afternoon, please communicate
with co workers and be considerate of your time away from your duties to avoid
staff & patient disruptions. Do not leave the front desk unattended.
• If you need to switch your lunch, please communicate with each other so
everyone is aware of the situation.
Reception/Front Desk

Activities
 Front Desk Opening & Closing Procedures

Opening procedures:

 Log into your computer and have the EMR- Oscar program open and
ready
 Ensure you have your IVR sheets at hand, for HC verifications for
patients not on the schedule for all optometry appointments.
 Close the alarm cover!
 Ensure writing utensils and registrations forms are available.
 Kleenex and hand sanitizers are available for patient use.
 Check consents are prepared.

End of day tasks:

To be completed daily prior to leaving!

Please prepare the consents for booked procedures for the following
days clinic.
 Ensure that all registration/consent forms are kept tidy & there are
pens available for patients to use to fill out the registration & consent
forms
 Ensure that all required forms are stocked up
 Ensure that there are staff writing utensils available at reception
o I.E. Highlighters, pens, pencils
o Appointment cards
 Tidy up the patient waiting rooms put away magazines etc, remove
trash from chairs & tables. Replenish office brochures.
Ensure tissue boxes and hand santizer are available for patient use.
Check patient washroom has supplies- TP and soap

SCHEDULE PRINTOUT - In case the EMR program is down

Report ( 5 th item on the Oscar task bar line) ( print ( PDF) schedule for
each doctor in the next day)

#3. Day Sheet

Select Group- CEI- Clarity or Brampton
Modify Dates
 Click on ALL APPOINTMENTS for the report and print to PDF Save on
Desktop as next day appt. Delete after the clinic day or overwrite for next
day schedule.

Patient Paper Documents

General Chart information: EMR

 All paperwork must be placed in the electronic file, please scan and upload
with the visit date in the notes if a hard copy chart –no tickler required for
patient chart, registration form, consents.
 Ticklers to staff doctor(s) for labwork, diagnostics test results- CT/MRI,
update notes from outside doctor or outside consultation.
 Always verify the document is in the correct file before shredding any
document.

Scan document, save into temporary file ( Scanned documents)

Open up documents from the master demographics

Correctly identify the document

Select the correct document and add

Verify by opening up document

Send tickler to proper doctor/MRP(Most Responsible Physician) if required

***Reminder to send ticklers for bloodwork, ecg, MRI,CT scans and any test results
including ,updated important information from other external doctors ( OD/MD)**

Health Card Verifications

Health Card eligibility must be verified by following the IVR - Interactive Voice
Response sheet. Follow prompts
This is required for all patients requiring General wellness, OPTOMETRY and a new
glasses prescription or patient with cards with hole on the bottom right, any patient with a
letter from service Canada with or without a version code.

All manual IVR HC # and Fee Code verifications should be documented in the ALERT
field located in the edit mode of the patient master demographics.
Todays date- OHIP status, eligibility code with date
This alert field pops up on the appointment screen to remind staff during the check in
process.

HC: dd/mm/yy- 201 dd/mm/yy or HC: dd/mm/yy- 101 no date required

IVR – 416-326-6666

Enter Healthcard
Enter Version Code using the corresponding numbers for each letter

A=21 G=41 N=62 U=92 Service Codes every 12 months

B=22 H=42 P=71 V=83 V404- 83404 under 19
C=23 J=51 Q=11 W=91 V406- 83406 over 65
D=31 K=52 R=72 X=92 V409- 83409 age 20-64
E=32 L=53 S=73 Y=93 Service Codes every 24 months
F=33 M=61 T=81 Z=12 V450- 83450 (ODSP)
V451- 83451 (Ontario Works)
It will repeat the Healthcard, version code, date of birth,Sex,first letters of the surname
Service response code 101- nothing on file 201- with a last service date.
Record in the alerts with the date it was verified.
Other Healthcard Issues
Patient has a card with a hole punch in it and no paperwork with an updated version code
Have the patient try the hotline while in the office
416-327-4282 / 1-866-532-3161

General Forms Used @ Front Desk

Registration / Patient Disclosure/Consent Form

Patient are requested to complete this consent form when new patient and/or hasn’t been
to clinic for a great period of time. Front desk staff is required to provide it to patients
during check-in process and request it to be filled out, sign and return it to reception at
which time it needs to be scanned and uploaded to the patient registration in the
documents.- no tickler required however verification of the correct document in the
correct file required.

Some patients may have questions about disclosing their information. They have a right
not to sign but all doctors follow office protocol and will only see patients that have
signed the registration form. Please reassure the patient we do not sell our database
information.

Health Card Release Forms:

 Health Card release form should be used in the following exceptional

circumstances only if the patient does not have their Health Card present
for visit:
1. Patient has an eye emergency and must see a doctor,
2. Detention Centre inmate
3. Newborn
4. Very senior elder person, lost their health card
(Sometimes a doctor or nursing home hasn’t returned it)

If the patient can access their healthcard number and it is verified to be valid and eligible
then we can process the patient without collecting funds for OHIP visits.

IF OSCAR IS DOWN, please use the forms below for patient care.

Patient Charting:

This is the work up sheet used for any patients, located at front desk. Photo copy the
healthcard if possible and staple the completed registration form to the page . Once the
EMR is back up all new patient demographics needs to be entered before the doctors &
techs can enter the eye exam information.

Please record manual healthcard validation & eligibility under the label/patient
information from the manual IVR system if we cannot access OSCAR to confirm if there
are any ALERT.
Confirming & Updating ( 2-3 business days prior to date)

Task 1 – Confirming Appointments.

• Open the schedule for the doctor and day you are working on.

• Open the (M) master demographic.

• Check for healthcard alerts. Verify eligibility for ALL Optometrist visits.

• Check to ensure correct provider doctor on the screen- Must be the MRP for
the doctor to complete consultation reports and referrals correctly.

• Check to ensure the correct referring doctor is on the screen and referral
uploaded in the inbox manager.

• Check that the consultation referral is uploaded to avoid delays on arrival

• If the patient is coming in for results, please ensure they are already in the file
or locate them before the patient arrives.

• Refer to appointment history to see if there are duplicate or multiple

appointments to avoid confusion when calling you will be prepared. Select the
proper appointment and call patient to confirm appointment(s).

• Document in the notes field the method of confirmation

• LM left message on answering machine,

SP spoke directly to patient
SF spoke to family member and include the family member name or
relationship (ie son,mother)- If you spoke with the patient/family member
turn to the confirmed status.

• LM- Please leave a clear and concise voice message, indicating that if they do
not wish attend to please contact the office to avoid a cancellation fee of
$25.00. If they wish to cancel they should notify us. Leave the apt as
scheduled but document in the notes

• N/A situations-If by end of day still not able to get a hold of patient ask the
late shift staff team member to try. It is important to follow up the next day on
any outstanding confirmations. Leave as a scheduled appt if not confirmed
• Always accurately document in the notes what occurred for traceability
o Indicate confirmed with patient.
o Indicate left msg, and with whom
o Indicate No answer, no Voicemail
o Indicate incorrect number
Out of Service or Wrong Telephone Number

If the telephone number is out of service or incorrect:

- look in the master demographics for alternate work/cell numbers.
- If they are the same, look in the documents manager under patient registration and
or consult request to see of we have incorrectly entered the number in the
demographics.
- Call the referring doctors office/family doctors office for an updated telephone
number.
- Check to see if family members are registered for correct contact information.
- 411.ca

Confirmation Voice Script.

Good Morning/afternoon. It is YOUR NAME calling from Clarity Eye Institute/ Carrot
Eye. I am calling to remind you of your eye appointment with Dr ________________ for
DATE and TIME.
Please allow at least 1 1/2- 2 hrs of your time in our office for ophthalmologist appt.
1 hour for optometry. Sunglasses maybe helpful if your pupils need to be dilated.
Our office has a fee of $25.00 for missed appointments.

Wait for response and answer any questions.

If a healthcard alert please ask the patient to bring updated card.
If a non insured service, please remind them of the fees

Close with a pleasantry-

Have a pleasant day/afternoon/evening.

If you leave a voice message, please inform patient to call if they have any questions or
cannot attend their appointment. Our missed appointment fee is $25.00
Please leave the telephone # 416-663-3937 x
Record in the notes of the appt scheduler LM, update

Please note patients will have their pupils dilated if notes in the appt. booked for
Diabetic exam, many lasers, General wellness.
CSR,CME, Avastin, Lucentis, AMD, ARMD, Floaters, Flashes, Cataracts,
Visual field defects, Stroke,

It is always advisable to have a driver when a dilated exam is required.

( not always necessary but advisable)
Their close vision is blurred and patients are very light sensitive- bring sunglasses
General Information: SMILE 
• Greet all patients that arrive at the reception desk, if you are busy please let them
know by acknowledging them by saying “ Someone will be with you in a
moment” by doing so this will let the patient feel at ease that they will be looked
after.
• Patients should be seen in order of their appointment time, NOT the arrival time if
they are early.
• If a patient arrives late, other patients should be seen first at their appointment
times.
• Patients referred as same-day emergencies are a lower “priority” in terms of when
they are seen.
• Patient referrals should be already be uploaded in the inbox manager. Please
check when updating to avoid unnecessary delays in processing patient when they
arrive. Some patients will bring one in with them and this should be documented
in the notes so we remind them when we confirm appointment to bring it. Please
do not duplicate an upload.

Check In patients

Patient arrives at reception desk

Greet patient and ask them for their Health Card PLEASE.
Inquire if they know the doctor they are schedule to see today. Use Oscar search
field. Use surname, first name or Healthcard to locate the correct patient
Change the check in status to ARRIVED for all appointments for that day. This
changes the screen color of the patient name to PINK. Please ensure all appointments
for this patient in the appointment history have the here status. This informs the tech
and doctor staff the patient is in the office. Some patients may have a diagnostic
appointment and a doctor appointment on the same day. You will see this much more
clearly if you use the search field and then the appt history field. Check the alert to
ensure that the card has not expired or ineligible for services.
Re verify if patient provides a newer card or feels that the alert is incorrect. After
verify with the Ministry IVR system Please give patient the following two options IF
the card is invalid/expired:

 Inform them that their card is expired and they need to get a renewal from
the MOH, and that they must pay for this visit, and will be reimbursed
once payment has been received from OHIP.
 They can re-schedule their appt. time should they not want to pay, if this is
the case please document in their file.
 Health Card release form can be used in the following cases only;
Patient has an urgent eye emergency and must see a doctor
Newborns
Detention Centre Inmate
Very senior elder person, lost their health card
(Sometimes a doctor or nursing home hasn’t returned it)
 If the patient is not eligible for an Oculovisual assessment please inform the patient as
soon as possible of the fee and if they wish to proceed.
Clarity Fee$70.00
Carrot Mississauga Fee: $100.00
Carrot Mississauga Fee with VF $130.00
Under 20 every 12 months
Over 65 every 12 months
20 - 65 every 12 months with valid medical reason
(ie.glaucoma, treated diabetic)

Health Cards must be verified by following the IVR - Interactive Voice Response sheet
(See next page), for ALL visits for the optometrist and any refraction visits for the
MDs. Please note there are two IVR sheets one for Ophthalmologists and the other for
Optometrists. Please select the appropriate one.

Once the HC # and Fee Code is verified, please indicate in ALERTS field

Front Desk will be responsible for collecting all Non-Ohip Covered tests & provide
receipts/invoices as required.

Re:Check In Process

2.Open M file (Master Demographics)

Verify Address and telephone #
Verify provider name is correct
Verify the referring doctor ( if applicable) is correct
Verify Healthcard and version code is correct by swiping card after
opening the healthcard validation screen ( located on the lower right
corner)

Update information tab to return to the completed demographic screen.

What if

New referring doctor to the clinic

Process the patient so tech & doctor can see the patient has arrived
Inform Billing / Referral consultant to add new referring doctor
Please use the tickler or Oscar messenger service tagged to the patient file.

Q.What if the patient forgets the referral at home. Loses the referral
A. Inquire with the referring doctor office . We do require it to process as a
consult. However please check in patient and send an Oscar r message

Patient can be teched for further information to ensure it is an eligible

insured service and discuss with the doctor. Front staff can locate the
referral while patient is being looked after medically

Q. The healthcard is not eligible for oculo visual assessment

Discuss fee 70.00
Please pleasantly ask for payment. Clarity Eye Institute takes VISA,
MASTERCARD, CASH, DEBIT

Q. Healthcard is not valid

If unable to obtain from family/referring doctor or family member
Patients will be required to pay for the visit.
They may call in their correct healthcard later. Upon receiving payment
from the OHIP office (4-6 weeks) we will reimburse if they bring in their
original receipt ( no copies)
If valid healthcard number received the same day as visit a refund will be
issued the same day.

Reminder:Exceptions
Patients (guardians) that may sign a healthcard release form without
paying are:
Senior home residents
Detention centre residents
Newborns with Healthcard sheet often Version code not sent yet
Obvious trauma to eye and healthcard not available
Forms
Patient will bring in forms for disability/off work. Please ensure the patient
signs their part and upload into the patient documents.
If can be completed on site by the surgical team or management please
inform the team. Most forms are $25.00.
We do not charge patients that have their cataract surgery at CEI.
If it is a northern travel grant, it needs to be completed on the same day.
Message Billing Department as there is a fee that needs to be billed.
Northern Travel Grants do not apply to optometrist appointments.- Please
have their follow ups with the surgeon or suggest their ophthalmologists
closer to home if possible.

SIGNING RELEASE OF INFORMATION/ TRANSFER OF RECORDS

Patient in the clinic requesting then front desk should assist by
Requesting patient to complete “Release of Information” form and send/fax to
physician/office

1. If a patient or another office (other than the referring doctor) wishes to have their
records transferred, there is a fee of $25.00 for the first 5 pages up to 50.00 for a
complete large file with a signed release.

2. Colour copies ( Diagnostic Tests) are an additional $25.00 per set with a signed
released

All fee’s are payable to the clinic prior to the release of records. Patients
must complete a release of information form.

Patients may have a copy of their registration form or consents for

treatment. If the document is uploaded and verified in the correct file,
the patient may have the original document.

Consents
Please ensure the patient signs a proper consent- no shortforms permitted.
Example- PECA not permitted. Please spell out Pterygium excision
Left Eye
If it has been uploaded, please place a check mark the top right corner.
The patient should have their consent in hand for the tech/lane loader or
surgery scrub tech to verify with eyeform and instill the proper meds.
 APPOINTMENT FOLLOW UP SCHEDULING

After patients have seen the doctor, many will have to book a follow up appointment.
The doctor will provide an OSCAR Tickler or review eyeform
Check Oscar Tickler for patient name
Pull up the doctor’s schedule.
Please do not alter schedule setup template
Patients may request specific times but we may
not be offering that type of appointment during their requested day/time

Please offer only what is available. If a patient refuses any other appointment time
Please smile and kindly inform them that this is all you have available to offer
If patient still insist then ask management to assist you and the patient
If management is unavailable then take the patients info and send message to
management informing them of the issue and inform the patient we will
will call them within 48 business hours if a return follow up within 1 month.
•

Reminder
If a patient requires VISUAL FIELDS, OCT,GDX, and the patient lives or works in the
surrounding area schedule this appt on a separate date in a W/w spot, otherwise if patient
is coming from out of town or elderly and not able to come in twice, then book same day.
Generally if patient drives more than 45 min. to come in to the clinic we can book on
same day. Please avoid same day testing and space them out to avoid delays and lack of
waiting room chairs. If a same day please enter on the diagnostics schedule.

• Enter test comments in the notes section of screen for prelim and
same day appointments.

Please note the following letters in the calendar when scheduling appointments:
UPPER CASE LETTERS- VAUGHAN OFFICE & BRAMPTON
Lower case letters – SCARBOROUGH OFFICE ( ALTON TOWERS)

Empty letters or Z (z) by times :DO NOT BOOK

A Assessment a
B BOTOX b
Consultation (Prelimed if meets
C criteria) c
D Same day diagnostics d
E Eye Exam e
F Follow up f
G Glaucoma Surgery KEI g
H Hold h
I Injection i
J Juviderm j
K AIM/IOLmaster/Ascan k
L Laser l
M Minor Assessment m
N No prelim Consult n
O Oculoplastics o
P Postop p
Q q
R Research Sx r
S Surgery s
T Time Consuming Exam t
U Urgent u
V Visual Field v
W Prelims w
X Extra per Doctor x
Y IVFA- must be 20 mins in V only
Z DO NOT BOOK z
1 1 week 1
2 2 week 2
3 3 month 3
4 4 month 4
5 5 Week 5
6 6 month 6
7 7
8 Laser follow up 8
9 9

LASERS- Please ensure patients that are scheduled for a laser also have a followup
booked.
Patients scheduled for an IVFA with Dr Dorrepaal should be seen the same day and
prepare the patient for 2-3 hours. Please provide a consent and brochure with the
appointment. If it is a patient for Dr. Gupta please ensure the photos are uploaded into the
documents that very day. Patient will need the brochure and consent. There is a $40.00
fee for the injection drug.
DETENTION CENTRE PATIENTS:
You may not release a return appointment verbally to an inmate. You will be required to
contact the detention centre for any return appointments requested by the doct

Provide the patient an appointment card, with times and dates.

Day of the week, month and day. Time should be documented as am or pm

ie- Monday Sept 7/14 at 8:30 AM

Cancellation of Appointments

Option 1
 Select the doctor from scheduler
 Select the required date for cancellation
 Select the correct patient that wishes to cancel
 Ensure that you have the correct appt. time and patient
 Insert in the notes section reason for canceling.
 Click on CANCEL (this will record on the patient file that the appt was
canceled and the appointment name slot will appear in grey.

Option 2
 Search patient name
 Select the correct patient
 Select appointment history on the upper left
 Select the correct date and time to cancel
 Open and insert in notes reason for canceling
 Click on CANCEL (this will record on the patient file that the appt was
canceled and the appointment name slot will appear in grey )

Cancellation of a doctor’s schedule due to conflicts or emergencies

 Designated staff/dept member(s) will need to prioritize when a doctor has

to cancel a particular day or same day appts.
 A hold/DO NOT BOOK block is placed on the schedule that is required to
be moved.
staff members are responsible to go in and re-book appts and cancel set
appt. time, please explain to the patient that we will need to reschedule due to a
conflict/surgery change. It is important to be sincere and be apologetic.
SCREEN SHOTS- Create invoice and collect payment for IFH- Refugee Status
Please have the patient sign the Blue Cross certification area and scan into the documents
with the valid immigration document. Always forward a message to billing Department
upon completion of the payment. Patients will not be seen until payment in full received.

Patient demographics. Select create invoice . Select 3rd Party. Enter Billing codes top
left. Select diagnostics code. Select doctor and clinic. Select next top right.

Select method of payment. Select settle & Print

Select printer and 2 copies before printing

1 copy for the patient with the customer credit card stapled to back
1 copy for clinic with credit card staples to back. Initial bottom right corner
Third Party- Non insured tests or visits.

Select Create invoice. Select 3rd party. Select correct codes. Select diagnostic code. Select
doctor and clinic. Please note IVFA will be billed under Clarity Eye Institute

Select next top right. Select method of payment. Select settle and print.
Select correct printer and quantity 2
1 copy for the patient with the customer credit card stapled to back
1 copy for clinic with credit card staples to back. Initial bottom right corner

For any patient that is a cash paying for Consult or follow up care that does not have
RMB or OHIP and is not an IFH must sign the non resident form Governing Law and
Jurisdiction agreement

Attached
- Blue Cross Document
- Immigration Document
- Non Resident Form

Reciprocal Billing - Out of province:

Please Note: We accept all Health Cards from all Provinces except Quebec.

Out of province billing should be entered under RMB the same fees as OHIP.
o
Optometry assessments are not covered by any out of province plans including
Quebec. Full site fees apply- NO EXCEPTIONS.

Quebec residents will need to pay the OHIP rates in full prior to be being seen by an
ophthalmologist.
 Recalls for Optometrists

1. Reports  can  be  obtained  from  manager  or  billing  department.  

2. Review  reports  for    
Codes V409a, V406a, V404 and Optom fee- Cash pts

Patients are eligible 12 months plus 1 day.

3.Check the patients demographic

If it is our internal patient - YES proceed to next step 3
If it is a patient referred for surgery by another Optometrist
DO NOT DO A RECALL

4. Internal patient
Check they have not been in recently or have an upcoming appointment on the
appointment . If no appointments proceed to the next step

Call the OHIP IVR and verify they are eligible for an exam ( need to verify in
case they have been elsewhere). If eligible call and schedule with the optometrist keep in
mind the dates please.- must be 12 months plus a day.
If over 20 or under 65 they may need to cover the non insured fee. If unsure ASK
please.
Consultation triage

• Although emerge referrals may be sent for a specific doctor, if another is available
this can be offered if urgent. Please speak with management or the doctor
regarding switching doctors. Any orbital floor fracture will need to be seen by
Yasser Khan.

• The following apply in non-emergencies.

o For emergencies from the hospitals
 We are required to see hospital on call emergencies. They can be
triage if there is clear information on the emerg document. If need
to be seen that day – ask patient to come over (but expect long
wait). They may see which ever MD is available.
• Any orbital floor fracture will need to be seen by Yasser Khan from CVH or
EGC/BCH.
o For “urgencies” from Doctor’s offices – ask for referral note to be faxed,
and book appointment as necessary. These can be offered an alternate
doctor if not a subspecialist requirement.
 From ophthalmologist/optometrist office: book as soon as they feel
it is needed (even same day) unless for patient convenience only
then ask the doctor(s) if they will accept.
 From family doctor or other specialty: book within week or month
as they feel it is needed. If same day appointment is required due
to the nature of the ocular issue please accommodate.
• URGENCIES (fit patient in same day):
 o Patients with acute visual loss – right away (with anyone if their MRP not
in the clinic).
o Acute glaucoma (extremely high pressure) – right away preference would
be Tong/BK if available.
o Any call for glaucoma/high pressure that needs be seen right away **Any
post-surgical patients with acute problems – right away. **
Inflammation in eye (iritis) should also be seen to get started on eye drops.

Oculovisual Assessments can be booked to an OD.

(unless a patient has ongoing care with an optometrist outside of our offices)

Patients calling in with concerns- Information to collect

Eye Right Left Both

Recent Eye surgery Yes No When:_________

Doctor __________________________________

Red Eye Lids

Itchy Yes No

Burning Yes No

FB
Sensation Yes No

Discharge Yes No

If yes describe: ______________________________

Vision Decreased Blurry Intermittent Halos

Sudden vision
loss Gradual vision loss

Pain Yes No

If yes describe: ________________________________

Other details: _______________________________________

__________________________________________
CLARITY EYE INSTITUTE

Call Centre

Activities
 Call Centre

Clarity   Eye   Institute   will   have   the   Scarborough   office   as   a   designated   call   centre     to  
answer   all   incoming   phone   calls   &   telephone   appointment   bookings,   cancellations,  
transfer   internal   calls.   This   department   will   handle   general   inquiries,   renew/refill  
prescriptions,   sort   fax   request   and   referrals,   schedule   and     transfer   patient   files   as  
requested,   cancellations   and   re-­‐book   patients   as   required.   Send   outgoing   ventafax  
consult  notes.  

NOTE: 416-292-5426 will be the hotline for CEI doctors to call in and speak
with staff. Re: Late arrivals. This is also a line that can be used for URGENT
matters for schools or spouse for staff.

Extension 123 is the line that we have offered to offices looking for urgent referrals
and then ‘0’ as the backup.

General Phone Etiquette

 Always answer phones “ Good Morning/Afternoon, Eye Clinic. Clarity
and Carrot eye. ______________Speaking, how may I help you? “
 Remember that your tone of voice is very important! Be pleasant and
understanding SMILE
 When you cannot understand the patient or caller, Always ask for
clarification and repeat what they say so both parties understand having
them acknowledge what was said.
 When answering a patient or line that is on hold, always let them know
“sorry for the wait”
 All messages must be logged in your phone log book and documented
when returned
Message Taking:
 Ensure that you have the correct Patient Name
 If caller is different from patient, please indicate relationship to patient
 Indicate telephone number
 Indicate Date and time of call
 Indicate specific reason for call.
 We cannot give out patient chart information to a family member without
a written signed consent. Appointment confirmation and doctor name are
permitted.

Checking Voice Messages:

 Must be checked hourly, and returned to caller by end of day.
Chart Transfer Requests by Phone
PLEASE BE CAREFUL NOT TO RELEASE PATIENT CHART INFORMATION TO
FAMILY MEMBERS WITHOUT A WRITTEN CONSENT FROM THE PATIENT.
All fee’s are payable to clinic prior to the release of records.
Patients must complete a release of information form.

Note: If the patient fills in the family doctor name on the patient registration form
we may forward copies of the eyeform or consultation note without a release.
Patients may complete the family doctor form for a copy of their consult note or last
eyeform to be sent without charge.

1. If a patient or another office (other than the referring doctor) wishes to have their
records transferred, there is a fee of $25.00 for the first 5 pages up to 50.00 for a
complete large file with a signed release. Patient covers this fee not requesting
office.

2. Colour copies ( Diagnostic Tests) are an additional $25.00 per set with a signed
released
All fee’s are payable to the clinic prior to the release of records. Patients
must complete a release of information form.

Consult Letters -

• All patients that have been referred must have consult letter completed, and sent
to referring doctor. EMR doctors that send in outside referrals for consult or
diagnositcs should receive an Oscar message to check the file.
• Always upload any diagnostics as there is no outside forum access
• This letter should be sent out ASAP. This can either be emailed, mailed or faxed
(preferred method).

• Please use the VENTAFAX system as the first line of outgoing consult letters.

• Schedule after hours unless an urgent situation.

• Some referring doctors have referral letter/consultant report on same page.

IE:Nursing homes In this case, MD will fill out requested area, scan it into the
inbox manger and return with the patient. If scanner down copy it prior to
releasing it to the patient. Front desk can assist with this task.

• DO NOT LEAVE ANY UNSENT LETTERS. If you are unsure of where it

should go, ask. Usually checking the consultation request will have the correct
location and details of where to forward the report.
CALL CENTRE Responsibilities:

 Answering telephone calls for all sites. These calls may consist of the following
situations:

o Patient asking for directions

o Patient wishing to make their appointments directly from a referral
o Doctors office calling to schedule an appointment
o Patient’s calling to check their appt. time
o Patients calling to report eye complaints or concerns- need to be logged in
the patient log screen
o Questions on what to do if they have an eye problem
o Hospitals, Doctor’s offices, Pharmacy requests

 Handle all incoming fax/phone prescription renewals.

 Ventefax outgoing consult reports.

SMH clinic appointments are confirmed and prelim documents verified by the call centre.

Prescription Renewal Process: Extension 123

Fax & Phone prescription request

 Review information on fax/phone and search for patient file.

 Verify EYE medications the patient is most recently taking:

o If patient has not been seen for more than 1 year and is requesting a
renewal:
o Let them know that they must come in and see a doctor in this
situation, prior to renewal.
o
o If this is an urgent situation, give them one day’s worth of medicine
and have them come in for an appt to see a doctor. ( NO NARCOTICS
ARE RENEWED BY PHONE)

 Send the doctor an Oscar Messenger and attach the file name. If no reply
within 1 day inform management to follow up.

Please Note:

If doctor is not in for a few days, please ensure another doctor takes care of this or
inform the manager.
 Fax to requesting pharmacy/doctor’s office once prescription is completed and
signed off.
COMMON DIAGNOSTIC CODES
Amblyopia 368
Aphakia 360
Arteriosclerosis 440
Arteritis Temporal 714
Bell’s Palsy 351
Blepharitis, Chalazion 373
Blindness and Lo Vision 369
Cataract 366
Congenital anomalies of the eye 743
Congenital cataracts 744
Conjunctival Disorders, Petrygium 372
Crohn’s Disease 555
Dacryocystitis, Lacrimal duct obstruction 375
Diabetes 250
Entropion, ectropion, other eyelid disorders 374
Foreign body 930
Glaucoma 365
Grave’s Disease 242
Hayfever 477
Headache 780
Hypertension 401
Hyperthyroidism 242
High Myopia 371
Hypertensive Retinopathy 362
Iritis 364
Keratitis, Corneal Ulcer 370
Keratoconus 376
Migraine 346
Mole 216
Myopia, hypermetropis astigmatism, presbyopia 367
Herpes Zoster 053
Herpes Simplex 054
Optic neuritis 377
Other disorders of the eye 379
Psoriasis 696
Retinal detachment 361
Retinitis 363
Sebaceous cyst 706
Strabismus 378
Trauma, other injury 959
Uveitis 972

MD should avoid 367 - has a effect on future billings for ODs

 Booking Appointments
Stay on the template. Do not book during z and lunches.
If the patient meets the requirements for same day testing. please schedule on the
diagnostics schedule on a D/d.
Examples IVA/IVL needs an Mac OCT for each visit. ( Dr, Gupta does 1st & 3rd
injections)
4-6 month glaucoma will likely need an OCT and 24-2 VF.
Avoid grouping together same day testing patients. This causes delays for the doctors.
The office prefers a prelim so the doctor has an opportunity to review prior to the patient
visit.
Do not break up 10 min spots into 5 minute spots without discussing with management.
Tech. Protocols
 Visual Field Procedure by Assigned Technician

 Set up Patients in the VF database correctly- Use worklist from Forum for all new
patients.
 Explain the testing procedure. Ensure the correct eye is patched
 Monitor the patient to ensure accuracy.
 Upon completion of the test, send the appropriate report.
 All outside visual field requests and SMH must be uploaded in the documents.
 All outside VF requests need to be messaged to call centre so they can be faxed
out to the requesting doctor.
 VF patient should be taken in as per their scheduled appointment time where
possible When in doubt check the appointment schedule.
 Prelim patients will be ahead of same day appointments

Visual Fields
Glaucoma 1st time assessment 24-2 Sita Fast- There should be a progression analaysis
for patients with 3 or more visual fields.

Poor vision 20/200-CF use stimulus V- Do better vision eye first.

Diabetics, Stroke, MTO, Aviation, Migraines, Retina detachments, Floaters & Flashes
81-point visual fields
Chloroquin/ Plaquenil, central visual disturbances: Macula Fields

Estermann Visuals Fields- DO NOT PATCH EITHER EYE.

Please make sure the glasses prescription is updated in the database when necessary.
Examples: patient has had cataract surgery, patient’s age has changed since last VF
and presbyopia maybe an issue. Ask the patient if they have had their glasses changed
since last visit.

If a visual field is completed with contacts, please document it clearly in the diagnostic
notes in the eyeform. Please account for the age factor, as sometimes a trial lens is
required for presbyopia.
If there are no diagnostics/visual fields waiting, but arrived patients in the doctors
schedule, please review them and perhaps they could have a diagnostics before the
preliminaries with the tech.

Ensure that there is a patient waiting in the each of the doctor’s examination rooms.
 Alcohol wipe the following equipment:
o Slit lamp
o Chinrest
o Headrest,
o Tonometer (carefully and ensure at 180 axis)-leave for the doctor.
o Phoropter (Put phoropter to 0)
o Remove used/dirty surgical instruments (probing and chalazion kits,
vanna scissors, forceps, needles, injection materials)
Note: Sometimes a quick check (IOP, Infection) can be quickly ushered to a doctor
exam chair when other patients are not worked up yet and the doctor is ahead of
schedule. Prelimed (Orange ) patients should be on site no more than 30-45 minutes total
time. They will take priority over same day testing patients.

Please ensure the correct patient is in the room. Please open eyeform, reload
Open consultation request if required
Open the examination history for all for Drs Chow, Dorrepaal, Gupta, Malam
Forum documents need to be uploaded including previous exams for comparison.
Especially important if no progression report available.

Please call patient in using the following office policy name procedure

“ Patient name please follow me “

Example: Mr. Smith Please

John Smith Please
Mr. John Smith Please

Exception: If you are unable to pronounce entire name. When the patient is seated in
the room ask how to pronounce the name and chart the phonetics for the next time in the
diagnostic notes in the eyeform
Example: Nyugen (New yen)

Once the patient is seated: Please change the schedule to

Tech/Diagnositcs so all know where the patient is at all times.

Basic Standard Protocol

Please verify the following patient history on the chart:

 Medications- record eye medications in Ocular medication as follows

Drug name % Eye(s) Amount Time
Example: Pilo 2% OU 0800 hrs
 Allergies
 Health issues
 Surgeries
DO NOT COPY FROM PREVIOUS INFO WITHOUT CONFIRMING

Ask the patient the following general questions:

 Why they are here? What symptoms are they experiencing if any? How
long? (This will help determine what tests they will require)
 Is this a general check up?
 Are you noticing any visual changes since last visit?
 Family Eye history- chart NIL when unremarkable
 Patient Health history- Major illness/sx ie stroke, diabetic, sx
 Allergies- enter in Health history please
  Medications-
 Ocular Medications- chart per line
 Please record eye medications in Ocular medication as follows
Drug name % Eye(s) Amount Time
Example: Pilo 2% OU 0800 hrs

• Check glasses and enter in the SPEC history if different glasses

since last visit
• Document in (-) cylinder in the eyeform

Please complete your preliminary exam –

Uncorrected Vision, Corrected Vision best corrected near, Pinhole if required. AR, AK.
If requires diagnostics add to the diagnostic screen if not already done and have them sit
close to the diagnostic area if possible. Communicate with diagnostic tech as they may be
fully booked. If no diagnostics required please change the doctor schedule to
DILATING/ WAITING ( Yellow) for dr. and have the patient wait close to the exam
room where the doctor is working if possible. If there is an empty exam room for that
doctor please call the next patient in the room after sanitization of equipment.

Migraines and Unusual Visual/Vascular Disturbances Complaints

Standard Charting add color vision, stereo, amsler, check pupils & Visual Fields.

If not getting glasses please dilate with Myd 1% and Mydfrin 2.5%.

Explain to patient the following possible effects due to the eye drop:
PRIOR TO INSTILLING GTTS

 Blurry close V/A

 Light sensitivity
 Large pupils
 Last 2-7 hours.
 If they are fitted in on an emergency appointment we will only assess the
problem and not an oculo visual refraction.
 Please suggest they book a routine appointment at a later date on their
way out.
 Also inform patient of charge for eye exam.

CATARACT PATIENTS
New Patients: history/allergies/medications/health & ocular history
Check glasses Rx and record
Visual acuity uncorrected and corrected for distance
& near
Tonometry/ tonopen
Auto-refraction
Dilate (unless narrow angle)
Watch video if on site
Repeat Cataract Patients: same as above
PRE-OP PATIENTS
Pre-op patients: complete Pre testing- AR/AK/VA uncorrected & corrected
IE: allergies/eye meds/medications/family doctor/previous eye sx
Visual acuity uncorrected and corrected distance and near
IOP
Dilate with mydriacyl & mydfrin
If a glaucoma patient having phaco please check before dilating patient. It is usually safe
to dilate a glaucoma patient if POAG is on the chart, the patient has had PI, the patient is
myopic, or the patient has been dilated before.

*no dilation for Glaucoma ONLY preops-trabeculectomy DSCI, Tube

If patient wishes to proceed with IOLMaster please have it completed prior to the exam
with the surgeon and iop check.

1 Day Post Op

Remove shield. Uncorrected Vision in operated eye. Record the drops the patient has.
ONLY DOCUMENT WHAT CAN BE CONFIRMED.
Antibotic
i.e. Zymar, Vigamox, Besivance
Non steroid anti-inflammatory
i.e. Voltaren or Acular, Ratio Ketroloac
Steroid
ie Maxidex, Inflamase Forte, Pred Forte, Ophthotate

1 Week Post Op
Record the drops the patient has.
ONLY DOCUMENT WHAT CAN BE CONFIRMED.
Antibotic
i.e. Zymar, Vigamox, Besivance
Non steroid anti-inflammatory
i.e. Voltaren or Acular, Ratio Ketroloac
Steroid
ie Maxidex, Inflamase Forte, Pred Forte, Ophthotate
if a crystalens patient please dilate pupils if not already
ALL MUTLIFOCAL IOLS REQUIRE NEAR VISION

Visual Acuity A/R IOP in operated eye. Record eye drops

1 Month Post Op

Visual acuity, A/R, IOP in BOTH eyes. Record eye drops.

If a crystalens patient please dilate the pupils

ALL ACCOMODATING & MUTLIFOCAL IOLS REQUIRE NEAR VISION FOR

EACH VISIT.
Glaucoma Patients

Standard Charting: 1st time patients and every year for repeat patients.
Best V/A in between annual visits
If getting new glasses use standard charting please.
add 24-2 SitaVisual field. Please look at last doctor notes to see if
another VF was requested. i.e. 10-2 or 24-2 Stimulus V

DO NOT COPY DROPS FROM PREVIOUS EXAMS- ASK AND REVIEW LAST
IMPRESSION ON EYEFORM.

GLAUCOMA PATIENTS (NARROW ANGLES)

New Patients: history/allergies/medications/health & ocular history
Check glasses Rx and record
Visual acuity corrected for distance
Visual field test (24-2)
Visante
Instill fluorescein in Dr. exam room (Dr. Khan & Dr. Tong will
Check the IOP’s himself) record time drops were instilled

***if the patient is using glaucoma drops you must ensure

that you record the right medication, time of last dose, which
eye they use it in and how many times per day.

Repeat Patients: Same testing as above. Check that glasses Rx has not changed
Since last visit. Follow orders on chart from previous visit as some
Patients may not require a visual field each time.

Dr Chow exams- Standard Charting

If a patient has dry eye complaints, please ensure the patient completes a dry eye
questionnaire prior to seeing the doctor. This form should be uploaded at the end of
the visit by the front desk.
ROUTINE EYE EXAM (ADULT)

New Patients: history/allergies/medications/health & ocular history

Check glasses prescription with lensmeter and record
Visual acuity uncorrected and corrected for distance & near
Auto-refraction
Tonometry
(for routine eye exams only patients with fam. Hx of glaucoma
require a visual field 24-2. If they have an ocular complaint that
requires a field i.e.: headaches, floaters etc. Screening 81)

Dilate with mydfrin 2.5%

Repeat Patients: same as above, check that glasses prescription has not changed
From last visit.

ROUTINE EYE EXAM (CHILD)

New Patients: history/allergies/medications/health & ocular history
Check glasses prescription with lensmeter and record
Visual acuity uncorrected and corrected for distance &
Near if possible
Auto refraction
Stereo and ishihara tests- first visit

Repeat Patients: same as above, check that glasses Rx has not changed
Since last visit

DIABETIC PATIENTS

New patients: history/allergies/medications/health & ocular history

Record when they were diagnosed with diabetes- YEAR PLEASE
Check glasses Rx and record
Visual acuity uncorrected and corrected for distance
And near
Auto refraction
Amsler
Tonometry
Visual field test (81 screen)
Dilate with mydriacyl and mydfrin AFTER PUPIL CHECK

Repeat patients: testing same as above- VF annually

Double Vision ( Diplopia)

True diplopia usually disappears if the patient covers one eye.

Standard Charting add: 81 point visual field
 PRE/POST LASER PATIENTS

TYPE OF LASER PREOP POSTOP POSTOP DROPS POSTOP

DROPS IOP FOLLOW
UP
CAPSULOTOMY ALCAINE YES NSAID 2-5 WEEKS
MYDRIACYL NEVANAC/ACUVAIL/VOLTAREN
1%
MYDFRIN 2.5%
IRIDOTOMY ALCAINE YES STERIOD 2-5 WEEKS
PILO MAXIDEX/PRED WITH
(BK PATIENTS FORTE/LOTEMAX POSTOP
NO PILO) VISANTE
IRIDOPLASTY ALCAINE YES STERIOD 3-5 WEEKS
PILO MAXIDEX/PRED
ALOHAGAN FORTE/LOTEMAX
GONIOPUNCTURE ALCAINE SEE BK NO CHANGE WILL ALREADY BE 1-2 WEEKS
PILO ON A STERIOD

SLT ALCAINE YES NSAID 1 MONTH

ALPHAGAN NEVANAC/ACUVAIL/VOLTAREN
PATIENT TO CONTINUE ANY
GLAUCOMA MEDS IF ON
SUTURLYSIS ALCAINE YES- NO CHANGE IN CURRENT 1-2 WEEKS
MYDFRIN BK MEDICATIONS
2.5%
FOCAL/PRP ALCAINE OCCASSIONALY MAY IF NO
MYDRIACYL PRESCRIBE A STERIOD FURTHER
1% LASERS
MYDFRIN REQUIRED
2.5% 2-3
MONTHS
TEAR ALCAINE 2-3
MYDRIACYL MONTHS
1% IF STABLE
MYDFRIN 1-2 WEEKS
2.5%

Always explain to the patient what you are doing or what they are waiting for.

i.e. A/R measuring the length and shape of the eye and K readings.
Eye drop effects: light sensitivity, blurry close vision, and length of time it will last.
V/F if there is a delay suggest they go for a walk. Pilo may cause a headache
Stroke
Standard charting add MTO visual field. If unable to tolerate visual field do an amsler.

Ophthalmologists-Dilate after pupil check

Optometrists- do not dilate until they see the patient first.

CHLOROQUIN/PLAQUENIL EXAMS

New and Repeat Patients:

History/medications/allergies/health & ocular history

Check glasses Rx
Uncorrected and corrected visual acuity for distance & near
Auto-refraction
Tonometry
Amsler grid
Ishihara test
If seeing an OD and a refraction is required see the doctor first for refraction then dilate
Dilate with mydriacyl and mydfrin
Macular visual field test before or after dilation- time dependant.

FLASHES/FLOATERS/RETINAL DETACHMENTS

History/medications/allergies/health & ocular history

Check glasses Rx
Best corrected visual acuity for distance
Tonometry
Dilate with mydriacyl and mydfrin
Visual field test (81 screen)

DRIVERS/POLICE/PILOT EXAMS

History/allergies/medications/health & ocular history

Check glasses Rx
Uncorrected and corrected visual acuity for distance & near
Auto-refraction
Ishihara test
Tonometry
Visual field test (120 screen) AND ESTERMAN

***inform patients that these exams are not covered by OHIP and they
are required to pay $70.00 plus VF- 50.00 at the time of testing. Fees can be collected
prior to seeing the doctor
INFECTIONS/CORNEAL ABRASIONS/FOREIGN BODY
CHALAZIONS ETC.

History/allergies/medications/health & ocular history

Best corrected visual acuity for distance
For infections & chalazions- no dilation required
For follow foreign body- dilate

LUCENTIS/AVASTIN/KENALOG INJECTIONS

All Patients: -Patients must sign consent form

-avastin injections, collect fee of $200.00 prior to injection- lane
loader must check before preparing the tray
-kenalog injections- ensure that patient has purchased the kenalog
from the pharmacy or pays $40.00 at the office
-patient should have a pre injection macular visual field & amsler
prior to first injection and post injection amsler when final follow
up requested ( 3-4 month)
Dr Dorrepaal- OCT Mac before every injection and at followup.
-instill drops as outlined on consent and record time of each drop
-ensure that injection tray is set up (on a clean cavi wiped tray
betadine, xylo, needles, syringes, medication)in the room when the
patient is settled. Recline chair and instill xylo gel & betadine

Injection Tray- Medication

-30 G needle
-1 cc syringes filled with 2% Xylo (if we have multiple injection appts
scheduled please draw up that amount of Xylo at start of day and replenish
as needed)
-sterile Q-tips
-gauze to wipe betadine
-syringe of Proviodine/betadine
- collect dirty instruments/needles etc. between patients

RETINAL CONSULTS

New patients: history/allergies/medications/health & ocular history

If diabetic record year when they were diagnosed and blood sugar level
Check glasses Rx and record
Visual acuity uncorrected and corrected for distance and near
Pinhole for best vision
Auto refraction
Amsler
Tonometry
Dilate after pupil & angle check
OCT ( AMD/CSR/CRVO/BRVO/ Mac hole)
 Fundus Photos if Retina hole/tear RD
Visual field test (81 screen) or Macular depending on patient history if
time permits.
High myopes- if vision poor pinhole and NEAR vision

Repeat patients: visual acuity. Pinhole. Check last eyeform for doctor requests.
Tonometry
Dilate after pupil check unless specifically documented to see before
dilation.

FOLLOW UP RETINA VISITS ( diabetic, CSR,CME,AMD etc)

Vision- pinhole Amsler, dilate, OCT

IOlmaster Printout

Doctor Khan Sanghera Adam Chow Tong Dorrepaal Azadeh

SITE Li61-AO Li61-AO Li61-AO Li61- Li61- Li61-AO Li61-AO
Clarity Sofport Sofport Sofport AO AO Sofport Sofport
HD-Softec HD-Softec HD-Softec Sofport Sofport HD-Softec HD-Softec
MX60- MX60- MX60- HD- HD- MX60- MX60-Envista
Envista Envista Envista Softec Softec Envista
MX60- MX60-
Envista Envista

SMH AR40E

SLR SN60WF SN60WF SN60WF

KEI SA60AT SA60AT SA60AT
SJH ZCB00 ZCB00 ZCB00
AR40e AR40e Restor +3

Ascan Printout
Doctor Khan Sanghera Adam Chow Tong Dorrepaal Azadeh
SITE Li61-AO Li61-AO Li61-AO Li61- Li61- Li61-AO Li61-AO
Clarity Sofport Sofport Sofport AO - AO Sofport Sofport
Sofport Sofport

SMH AR40E

SLR SN60WF SN60WF SN60WF

KEI Li61 Li61 SA60AT
SJH AR40e AR40e AR40e
End of day Closing of Examination Rooms

• Each tech is responsible for closing the room they are using for the day.
• Help other’s once you have completed your room.
• All rooms must be closed properly prior to leaving for the night.

 Put away trial lenses

 Do not put fingerprints on the glass portion.
 Use the frame when handling trial lenses.
 Clean if dirty.
 Phoropter to 0 in sphere and cyl.
 Wipe the eye- pieces and headrest with alcohol.
 Clean slit lamp.
 Wipe chinrest, headrest and any other dirty areas from tears or fluress
drops.
 Close cupboard doors and drawers
 Ensure all diagnostic lenses are accounted for BEFORE LEAVING
 Replenish the following items if required:

 Fluress & other drops

 Kleenex
 Patient samples
 Patient information brochures
 Printer paper
 Pen to sign prescriptions
 Gloves

** Cavi wipe the desk, patient chairs and arms

Set up room for the next days doctor

Finally ensure power is off and put on dust covers!