Skip to main content
Home »

News

How To Avoid Being A February 1st-er

Feb 1 Calendar Graphic

What is the most exciting thing about a new year? The hope that maybe “everything will be different this year”, right? Well hope is the key word in that sentence. Hope is a great thing to have. It keeps you positive, gives you something to look forward to, and provides the potential needed for change. The problem is, hope is not something that provides results.

Most people get so excited in December as they look forward to the changes they are planning to implement in January. Sometimes people even use the end of December as a time to let off the gas and use the excuse that “it’s ok because January first, everything will be different”. Let’s discuss the typical thought process for a new year and some ways to avoid the pitfalls.

The Goal Setting Period

Plans have begun. Inspiration has struck and you are planning to make your practice more efficient, so you can make more money this year. That is a great idea. You know the 4 Reasons Why Goal Setting Is Important, so you are ready. You have decided on goals that are measurable and have shared your goals with your team. Everyone is onboard.

Avoid the February 1st Trap

The next thing people generally do is: ..the same thing they did last year.

The ball was rolling for a few weeks and then all of the sudden that excitement wore off. Then, because the daily processes didn’t evolve with the goals that were set, your team slips back into old habits.

A study by the New York Post says “It’s official: Feb. 1 is the day we call it quits on our New Year’s resolutions, according to new research. A new poll of 2,000 Americans found that it takes just 32 days for the average person to finally break their resolution(s) — but 68% report giving up their resolutions even sooner than that.”(New York Post, 2020).

Why does this happen? Well, you can blame it on your brain. The brain doesn't like change. When change takes place, whether it is good or bad, your brain automatically tries to protect you from it. It may seem like you are set up to fail. Well, not necessarily. If you can push through that adjustment period and create new habits, there is still hope.

How to Be Successful All Year

There is a lot working against your success. Hoping that one night (the night of December 31st) will magically change who you are is a common mistake. Instead of looking at the type of things you want to do, look at the type of person you want to be. If you want to be a better leader for your practice, so your team will follow you all year, then find people to surround yourself with that will help inspire you all year, not just in January.

Two ways that you can be sure to make it a little easier on yourself this year are to create a process and use the right tools.

Create a Process for Your Time

The most successful people, no matter their profession, have a daily process. When you leave time subject to change, you are leaving room for doubt. Set your day in stone to eliminate that doubt. Doubt is what causes you to evaluate your time. When you start evaluating your time, you let in the voice that says it is okay to “skip it, just for today”. That little harmless phrase is probably the most harmful phrase in everyone's vocabulary.

When creating a process, be sure to consider your personal strengths and weaknesses. Are you more productive during certain times of the day? Do you work better alone or with a team? Ask yourself these questions so you can design a process that accentuates your skillset, not one that works against it.

If one of your goals is to be more involved in the financial aspects of your practice, you know you need to carve out some time in your day to look at reports from your EHR software. If you like to read in the morning and feel like you are ready for a nap in the afternoon, schedule this activity in the early part of your day. If you make your process work with your strengths, you will be ahead of the rest.

Get the Tools To Help You Get the Job Done

The next thing that will help you ensure that you don’t become a February 1st-er is using the right tools. Think of it this way, if you want to start jogging, you need the best tennis-shoes so your feet are protected and supported right? The same applies to your practice. If you want to start implementing practice growth techniques or you want to change your schedule so you can take more personal time this year, you need an EHR software that supports those goals.

Howard Partridge says “The kind of vehicles you use make it possible to go farther.” (Partridge, Chapter 9) This example is relevant in so many areas of life, specifically, your EHR software. Just like the process you create for your day should make it hard to stray from your goals, your EHR software should give you ALL of the tools you need to meet them.

Want a free Amazon gift card? Complete a Demo of Foxfire’s EHR software solution and you will receive a $25 Amazon gift card. Let Foxfire help you avoid becoming a “February 1st-er”.

Gervis, Zoya. “The Average American Abandons Their New Year’s Resolution by This Date.” Nypost.com, 28 Jan. 2020, https://nypost.com/2020/01/28/the-average-american-abandons-their-new-years-resolution-by-this-date/.

Partridge, Howard. “Chapter 9: The Process Principle.” F.T.I.: Failure To Implement, Sound Wisdom, 2020.

4 Reasons Why Goal Setting is Important

4 Reasons Why Goal Setting is Important

You may be getting that feeling that everyone gets as the year comes to a close. Should I make changes personally?.. Financially?..Today, we are going to focus on setting goals for your practice and the four reasons why this is important.

Provides Purpose

Why is it important to have a purpose? This question may seem simple and fairly obvious, but the importance of actually answering it is often ignored.

“Goals are to your practice what road signs are to a highway. You can be assured that you are on the right road and making good progress towards your vision when you meet your SMART goals.” – Tim Nichols, O.D.

When you have a purpose, you are able to set goals that align with that purpose. If you have never really thought about your purpose much past “helping patients see”, then maybe it is time to think about it. You can start by asking yourself questions. What are my personal goals? When would I like to retire? What type of patients do I enjoy seeing? What type of cases do I like treating? Once you have answered some of these questions, you will be much closer to asking yourself the more specific questions that can help you to pinpoint your purpose.

Remember, your purpose can be as broad or narrow as you like, as long as it motivates you.

Drive Decisions

Now that you have identified (or re-identified) your purpose, making decisions that align with that purpose is easy. Well, maybe not easy, but easier?

Every practice owner can tell you that they are faced with decisions every day. Should we buy this? Should we upgrade that? Should we hire more help? Do we have too much help? Wouldn’t it be great to actually know where you are headed so you can think with your head and not just make a blind guess? A gut check is useful every once in a while, but impulsive decisions can lead to unnecessary stress and a waste of useful resources.

When you have a purpose, your decisions should align with that purpose. For example, if your purpose includes detecting vision issues early on in children, then, a decision to expand your selection of children’s frames might make more sense.

Remember, you are not on your own. Be sure to choose an EHR software that allows you access to accurate and easy-to-read reports. Then, you will always have additional information available to help guide your decisions. Reports are a great way to back up your decisions with data. Taking the time to review reports from your EHR software can not only help you understand where you were, but more importantly it can drive forward thinking.

Encourages Your Team

Setting goals is great, but if you don’t have a team in place to help you meet them, quite frankly, you won’t.

Sharing your goals with your employees is key. Not only will your employees better understand why you are asking them to track new information or change a process, these employees might have ideas to help you reach your goals. Listening to the people that interact with your patients, use your equipment, and help you run your practice is the easiest way to learn. Guess what? It’s FREE!

Something that business owners and managers often worry about is paying the staff extra to help meet goals. While money is a great motivator in business, not all rewards need to be monetary. The simple and exciting sense of accomplishment is the reward, after all. Remember, a jeans day and a pizza for lunch is easy and cheap as well. Another thing that often gets overlooked is the simplicity of encouraging words. They go a long way!

Provides Satisfaction

You know that feeling you get when you check something off your list? Why not have that feeling every day?

A great way to track your progress is by looking at data. Working all day and not knowing exactly what you have done or how much money you made (or especially how much money did it take you to make the money you made), can feel defeating. Putting tools in place to aid your decision making and help you understand your practice will show you the areas where you are meeting your goals and the areas where you are falling short.

Some people don’t like to look at the numbers closely because they are intimidated. What if I set a goal that I don’t reach? Think about it this way. What if your goal was to bring in fifty dollars more per patient? You set this goal and use your tools to monitor it. At the end of the year, you look at your revenue and see that you actually brought in twenty dollars more per patient. You may not have reached your goal, but you did grow and more importantly twenty is more than zero.

Don’t be afraid of your data. It is there to help you. By setting goals and making a plan, you were now able to increase your revenue by twenty dollars per patient, but you also learned. You now know what worked, what didn’t, and what you can continue to implement the following year and what adjustments might need to be made.

Look back at 2022 and be able to say, “Wow! This is where I started and this is where I am today.”

Interested in a software that can help you set goals, track your data accurately, and easily interpet where you stand? Click HERE to learn what partnering with Foxfire can do for your practice.

Customer Service in the Optometry EHR Space

Customer Service in the Optometry EHR Space

When you think of customer service, what comes to mind? Someone wearing a headset in a call center? Probably. What you should really be asking is: Do they know about your practice? Do they understand your workflow? Have they ever worked in the industry? Are they truly on your team? Dynamics in the eye care industry are always changing. With that in mind, wouldn’t it be helpful if everyone you include in your practice were working to help you reach your goals?

Let’s look at the answers to three questions: What should you expect? Are you getting it? And if you’re not, what can you do about it?

What should you expect?

Is it reasonable to expect that someone answers the phone when you call for help? YES. Your EHR provider should be available to you when you need them. You should never have to wonder if you will get a callback. A customer service team should be reliable and, most importantly, available to support you.

Your customer service team should also be familiar with the way you run your practice. Optometrists spend their entire careers caring for patients and differentiating themselves from their competition. Your EHR’s support team should take the time to understand why you do things the way that you do and why that works for your practice.

When you are working with your EHR provider, you should be able to explain why you need something and because they have worked in the industry, they should be able to understand why that would help you. The technology should always be growing to meet your needs, but if the understanding between the practice and the customer service team isn’t there, the technology won’t match its clients’ needs for long.

There will always come a time when you request something that isn’t built yet, or you ask a question that hasn’t been asked. The optometry EHR solution that you choose to team up with should not only be willing to take your requests, but they should be willing to explore options to help find you a solution. They should truly be on your team and work to help you reach your goals.

Ready to Grow Your Practice with Foxfire?

Are you getting it?

You have expectations. Are they being met? Time and time again, complaints surround customer service. “I can’t get anyone to call me back!” said the frustrated office manager as an upset patient stands in front of them. Why is this?

Many EHR companies have sold out to venture capital. The company is bought and sold and each time this happens critical areas of the company suffer. In order to look attractive to a buyer, a company will cut its expenses. They put a stop to research and development or cut back customer service. These are key areas for a successful EHR company. Without R & D, how will your practice be staying current in the industry? With limited to no customer service, how will you get the help you need so you don’t run into workflow stoppages?

As a business owner, it is critical to think about how you are spending your money. Are you getting a return on your investment? Your EHR software partner should be able to provide you with an evolving product and the support to use it to its fullest. If you are not getting these things from your software, it’s time to think about what you can do about it.

What can you do about it?

If you are one of the many practice owners that are realizing that a big change is in your future, don’t be overwhelmed. Understand that the time and money you could be losing with inefficient software or a software partner that doesn’t really have your back is a much higher cost than taking the time to search for a new EHR software partner.

Switching software is a huge task and it affects your entire practice. However, a few weeks of adaptation to something that will help you thrive is a far better use of resources than continuing with an EHR software that is slowing you down or might not be there for you in the future.

If you are considering a search for a better solution, remember to set standards, don’t accept less, and take action.

Start your search by setting standards

Make a wish list of things that must be part of your practice. Is your goal to track sales?, give a thorough exam?, monitor growth?, lower your A/R?, collect more from patients at time of service?, complete everything in one software without logging into multiple platforms? Or is your goal all of the above and more?

Don’t think about price or even about the other software options you have heard of. Just determine what your practice needs to succeed and grow.

Don’t accept less than you deserve

Not only do you want your business to thrive, but you want your patients to enjoy their experience. Don’t compromise. If your patients are happy, your staff will be happy. The key to keeping your patients happy is working within a predetermined amount of time that your patient has set in their mind before they even walk through your door. Your software should not slow down their experience, it should enhance it.

Take Action

It is important to do some research and it never hurts to ask questions. Talk to your colleagues or schedule some demos. See what type of impression you get from the person giving the demo. They should be knowledgeable and excited to show you what they have to offer, but also have the integrity to answer your questions honestly. It is also important to visit the company’s website. Is it current? Is it modern? If it is not up-to-date, then that might cause you to question whether or not the software is current.

Most importantly, don’t wait. The longer you work in an environment that is not supporting your goals, the longer it will take you to reach them!

Efficient EHR Features

What makes FoxFire EHR more efficient?

When searching for an EHR provider, a major point of emphasis is the ability to quickly and easily document an exam. The closer you can resemble a paper chart the better. The faster you can enter information the better. The fewer tabs and clicks you have to navigate, the better. FoxFire EHR is built specifically with these ideals in mind. Our system works to simplify navigation, reduce clicks and streamline the exam to fit the doctor’s style. But don’t just take our word for it.

Read some of our client reviews to see how its impacted practices and watch the quick snapshot below to see the different efficiency features in action.

http://youtu.be/y33H1kDyQ-U

Some of the highlighted Features Include:

Highlighted Fields for Specific Exam Types

Automation Speeds up Workflow

Complete Customization

Fast Plans and Doctor’s Letters

Interested in seeing more? We’ve got quick drawing tools, easy-view DICOM images and more! Schedule a full demo today and we’ll show you our complete system.

Three Things Your EHR Software Should Do

3 Things Your EHR Software Should Do

A great EHR software can help improve many aspects of your practice. But, does your EHR software help you stay in compliance with payors?  Whether or not you are considering an upgrade to a better EHR software, be sure the software you are using can do these three things:

1. Help you bill correctly

Optometrists spend a lot of time and money acquiring an education. Shouldn’t your reimbursements reflect that? 

In general, it seems as though, Optometrists tend to undervalue the work that they do. It’s not because they didn’t conduct a thorough exam, but because they aren’t absolutely sure their exam record meets the qualifications for a specific coding level. Then, because of this, some optometrists adopt a “better safe than sorry” method for their billing. Your EHR software should take the guesswork out of your billing process.

However, most EHR software systems base their suggested diagnosis codes on the patient’s history. What about all of the work you just did? What if they are a new patient and you have no history? When thinking about EHR software, you should be sure your software is not just using the history, but that it can suggest exam coding based on your documentation. It is much easier to know that you are right, because you already did the work to back it up.  

You may ask the question, “What if I need to add a diagnosis code to my findings?”. If you do need to add a specific diagnosis code, searching should be easy. An EHR software should reflect your dedication to modern technology. Patient’s shouldn’t see a wall cluttered with “ICD-10 Code lists”. You should just be able to Use keywords to find the exact diagnosis code you are looking for. 

Your EHR software should be able to help you find exactly what you need, right when you need it. Your software should be working while you are. As you are documenting your exam findings, your EHR software should be intuitively building a list of potential diagnosis codes based on those findings.

Ready to Grow Your Practice with Foxfire?

2. Help you maximize your reimbursements.

Don’t be on the “safe” side. Be on the right side!

Optometrists work through an exam, diagnose an issue or even multiple issues, suggest a treatment plan, and schedule follow-up appointments to monitor the issues. Then comes the billing and coding part of the visit. Do you ever think, “I’ll be on the safe side and just bill this visit as a level 2”? Why would you do that if the work you did qualifies your exam as a level 3 or even 4? 

Many optometrists worry about getting reimbursed and then fall into the trap of billing their work incorrectly because they are trying to avoid “upcoding” the exam. Fraud is a buzzword for optometrists. Technically, misrepresenting data is fraud even if you are downcoding. If you purposely under code your exams to avoid fraud, you could be setting yourself up for trouble down the line. 

Foxfire’s EHR software helps you maximize your reimbursements by suggesting codes that are in line with the work you did. Being a doctor should mean more than proper documentation and billing. You did the work and you should get paid for it. 

3. Help you protect yourself during an audit.

We are not trying to jinx anyone, but rather provide a sense of confidence. Yes, that’s right. We said confidence.

God forbid, the day comes that you undergo an audit. Wouldn’t it be nice if that word didn’t make you cringe? You know you are a great optometrist and you do the best you can for your patients every time. Does your exam record always reflect that? Well, you hope so.

The software that you are using should not only review your exam for you, tell you what coding level it meets, tell you if you are missing something, but it should also tell you what that something is.

Foxfire’s medical decision-making tool will show you exactly what level exam your documentation meets. There is no more hoping; now there is confidence.

Interested in learning more about how an EHR software can help you stay in compliance?

Optometry EHR: Does cheaper mean better?

We wont promise you the moon—Blog Banner

EHR software can be thought of as a practice’s nervous system. It affects everything! When looking at something this important, there are many factors to consider. However, it is easy to get distracted by a “smokin’ deal”. How much are you willing to trade for a lower price? In the end, is the price really lower? Let’s look at the importance of choosing the right EHR for your practice.

Know what you are paying for.

There are many Optometry EHR companies out there making all sorts of claims. It is important to know what is really included when you are making this extremely important purchase.

Let’s paint a picture. You know you need to make a change because there is something missing in your practice’s current EHR system. So, you start the search. Maybe you ask your colleagues and hear some horror stories of their dealings with various other companies. You become skeptical, and perhaps even hesitant to switch EHR’s. more skeptical.

Next, you hit up Google and start searching things like “best optometry ehr” or “optometry ehr software”. Now, you are being flooded by companies that claim they can do it all for only X amount of dollars each month. You think, wow that’s a deal.

Let’s check this out a little more. Here is where you stop, and really put pen to paper. You know as a consumer that you shouldn’t even have to ask for certain features like image management, remit posting, or even training right? Wrong! Many companies out there will charge you separately for these things. In fact, some companies will even charge you for training!

You find a company online that says they can do it all for little cost. At first, this sounds believable, but when digging deeper, you soon realize that that little cost isn’t so little. Now, you find that you need to pay separately to process claims.

Okay, that’s not terrible. Oh wait. You also need to pay an extra fee to use e-prescribing. After three or four more of these extra “little” charges, that less expensive option turns into just as expensive an option as the other EHRs, if not more expensive!

Remember, cheaper doesn’t always mean better and we can agree that it definitely doesn’t mean less expensive.

Ready to Grow Your Practice with Foxfire?

Why are you trying to find important features yourself? 

computer icon

When searching for an EHR, ask yourself if the company will support your goals by providing the tools you need to achieve them. Foxfire EHR partners with a variety of vendors that will support your goals.

Our software was not only built for optometrists, but with input from optometrists and their staff. It is important to us that we provide a product that not only meets the needs of our doctors, but our opticians, technicians, scribes, billers, and front desk staff.

Foxfire is an EHR company that prides itself on transparency. We won’t promise you the moon and charge you for every star along the way. Our monthly fee includes everything. Yes, you heard that right. Everything.

Are you interested in learning more about a company that takes the guesswork out of your software search? Let’s talk about how we can help you with the most important decision you can make for your practice.

4 EHR Frustrations and How to Avoid Them

Say Goodbye to EHR Frustrations & Hello to More Patients

There are too many windows and tabs. It doesn’t fit my practice. It’s so slow.

Any of these sound familiar? If you’ve been using an EHR system for a while now, chances are you’ve been frustrated a time or two. Whether it’s poor workflow or missing features, a bad EHR can slow you down and take time away from your patients. And aren’t they the whole reason you started practicing in the first place?

Here’s the thing though – EHR doesn’t have to be frustrating. In fact, our clients find it can actually improve their practice in a number of ways. From increased patient load to smoother office workflow, a good EHR system puts your practice on track and gets you back to what matters, patient care.

Schedule a Demo to Learn More

Let’s take a look at the leading EHR frustrations we’ve encountered, plus tips for picking a system to help prevent them.

  1. The EHR is so slow – there’s poor workflow and inefficient data entry.

    Speed is often one of the most common complaints of EHR software. Not only can you encounter frustrations with internet connections and desktop applications, but the system in and of itself may not be configured to optimize data entry. Navigating through a complicated system and entering duplicate data is redundant and time consuming.
    The solution – Look for an EHR with workflow designed specifically for eye care and data management that optimizes documentation. FoxFire is designed to follow common practice workflow while boasting automated entry, custom fast plans and quick chart completion to speed up the entire process.

  2. We can’t customize the system – we’re stuck trying to make our practice fit the EHR.

    Every practice is different. There is no one size EHR that fits all. If you’re unable to customize your system to your exam or documentation style, you’re never going to get the most out of your EHR.
    The solution – Look for an EHR with easy and complete customization capabilities. You want an EHR that you can fit to your practice style, not the other way around. FoxFire offers easy, on-the-fly customization throughout the entire system. From drop-down menus to complete patient plans, you build the EHR so that you are successful.

  3. The system is not built for eyecare – we’re missing key features and it’s clear it was not designed with the end-user in mind.

    A lot of EHR providers design a system without input from the end-user. More often than not, it’s a general system built for use by a wide variety of specialties. While it may work, it lacks the tools eyecare providers need and doesn’t function with the user in mind. A poor user experience can make the entire system fail.
    The solution – Start by looking for an EHR provider built specifically for eyecare. Then see if they offer user input and feedback in their design process. To keep improving, the company needs to focus attention on what their clients need and want out of the system. For FoxFire, we start with a system built specifically for eyecare and then continue upgrading based on client feedback. We welcome and encourage providers to submit requests or opinions on design, usability, features and more as we look to continually meet and exceed their expectations.

  4. The imaging is poor – the imaging is slow and we’re limited in what we can do with it.

    High quality imaging allows providers to better manage patient care. Without a system that offers it, you’re missing out on a huge opportunity. Not only that, but if you’re wasting time waiting for images and not able to properly document, you’re losing a key tool for monitoring patient progress.
    The solution – Look for an EHR with high quality imaging capabilities and the ability to connect your devices. FoxFire offers DICOM capable imaging built directly into the system. You can quickly upload images direct from your integrated devices and utilize a bevy of tools for viewing, annotating and diagnosing.

It’s time to say goodbye to EHR frustrations and say hello to more patients. At FoxFire Systems Group, we work daily to improve our system and service to optimize our clients’ success. If you’re ready to see how we can boost your patient load and eliminate the hassle of EHR, contact us today.

How Can We Help You?

ICD-10 October 1st Updates

Now & Then – The Changes to ICD-10

About this time last year, the healthcare industry made a major shift in the way providers document patient care. Transitioning from the original ICD-9 code set to the new ICD-10 brought nearly 70,000 new codes into the mix. Providers were required to not only learn the new coding guidelines, but to implement them appropriately in order to meet the requirements of Centers for Medicare & Medicaid Services (CMS).Now, almost a year later, providers are faced with a new ICD-10 challenge, making the full transition complete.

On October 1, 2016, over 5,500 new codes will be added to the ICD-10 code set. For eye care, there will be 1900 diagnosis codes (ICD-10-CM) added, with over 500 relating directly to managing eye care. These new additions reflect the full code set, adding in a backlog of codes that were not implemented due to the freeze in the initial transition from ICD-9.

For providers in eye care, there are four major areas that will be impacted by this coding change:

  • Diabetes
  • Retinal Vein Occlusion
  • Age-Related Macular Degeneration
  • Primary Open-Angle Glaucoma

For the areas listed above, providers will now have laterality and severity codes to use. Over the past year, providers were able to take advantage of an adjustment period in which coded claims were accepted as long as they fell into the correct ICD-10 code family. Moving forward, these generic or incorrect coded claims will no longer be accepted.

Lucky for FoxFire clients, the work has already been done. From day one, FoxFire Systems Group has managed the transition from ICD-9 to ICD-10 to take the headache away from our clients. Our EHR and practice management system is automatically updated to reflect the coding changes so that clients are prepped and ready to work live from day one. With helpful guides like our Cheat Sheet and our expert billing team on staff, we have the knowledge and tools providers need to move forward with the changing times.

If you’re struggling with ICD-10 still or are lost in the web of updates, speak to one of our representatives today. See how our software can help or learn what you need to do so you don’t fall behind. Love to read? Check out the full release of information from CMS here.

Free Exhibit Hall Pass for Vision Expo

Vision Expo West

Join FoxFire Systems Group at Vision Expo West for free! Take advantage of this free registration pass for this year’s exhibit hall and check out what is new in eye care products and services. Click on the image to get your pass now!

Stop by the FoxFire Systems Group booth to learn how our efficient, affordable EHR system is changing the way practices view EHR. We’re saving clients time, money and giving them peace of mind with the leading customer service team. Speak to a FoxFire representative to learn how we can improve your practice and take the software for a spin. Get hands-on with FoxFire software and see just how easy it can be.

Electronic Health Records

Practice Management

Billing Services

Take ten minutes and see how FoxFire EHR can make your life simple. Don’t settle for a solution that isn’t cutting it.