AEG Office Policies Review

AEG Office Policies Review

Ocular Health Evaluation: OPTOS

• Optomap Digital Retinal Imaging

• A higher standard of care that is strongly recommended by our doctors

• Self-pay price $39

• Insurance copays range $0-35

• Specialized camera that captures digital scans and images of the retina

• Quick, painless, with no lasting effects

• 70% more coverage than dilation

Ocular Health Evaluation: DFE

• Dilated Fundus Exam (DFE) or dilated retinal exam

• $0 copay at the time of exam or within 30 days of initial exam

• Eyedrops that enlarge the pupils

• Side effects such as blurry near vision & light sensitivity, lasting up to 3-6 hours

• Administered for Diabetic Exams

Important Details

• Optos is NOT a replacement for dilation

• Patients may still be dilated in addition to Optos if the doctor recommends it

• Optos is not included in the price of Medical Visits

• Patients can opt out of Optos, but they may be dilated

• Patients who opt out must sign a form

Multiple Choice

What is the out-of-pocket fee for the Optomap?

• $115

• $29

• $48

• $39

Multiple Choice

The optomap is a replacment for the dilation

• True

• False

Multiple Choice

True or False: Patients with diabetes will usually be dilated.

• True

• False

Multiple Choice

What is the OPTOMAP?

• A digital drawing of the cornea, eye topography and scans.

• A digital image of the retina that provides our doctors info on the health of the eye.

• Takes a digital optogram of the back of the macula, provides insight into corneal health

• Retinal drawing obtained after dilation is performed.

Multiple Choice

Why is the OPTOMAP strongly recommended?

• We believe in a higher standard of care, which means evaluating the entire eye during a comprehensive eye exam.

• Because it's faster, so we can see more patients in one day.

• It's only strongly recommended for diabetic eye exams.

• Because it allows our doctors to get the most accurate prescription reading.

Payment for Services

• Payment for all services will be collected at the end of the exam

• If the patient's complaints or the doctor's findings cause the exam to change from a routine to a medical visit, the patient is responsible for any changes in exam fees

• Any unpaid balances on a patient account will be sent to collections after 90 days*

• AEG does not accept personal checks as a form of payment

• We accept cash, credit card, ApplePay, & AfterPay

Insurance Claims Policies

• Patient allows us to file their insurance

• Patient agrees to pay all copays and any other fees at the time of service

• Patient is responsibile for providing us adequate insurance information before the start of their appointment and before payment is collected

• A routine exam can turn into a medical visit, which changes the way we file insurance - vision insurance is needed for routine exams and medical insurance is needed for medical exams (but always collect info for both)

• Patient is responsible for any balances on the account if their insurance coverage is denied or adjusted after filing

Multiple Choice

Payment for exam services is collected....

• at the end of the exam.

• at the beginning of the exam.

• after the bill is mailed to the patient.

• online after the patient's account has been billed.

Multiple Choice

What form of insurance do we keep on file for patients?

• Only vision insurance is needed.

• Both vision and medical insurance should be on file.

• Medical insurance should be on file.

• Vision insurance is required and medical is optional.

Prescription Verification Policy

• Rechecks are free up to 6 months after the initial exam

• After 6 months, a new comprehensive exam is required

• It's the patient's responsibility to follow up within this period

• AEG writes prescriptions to expire after 1 year

• We do not extend prescriptions

• Patients have 90 days after their SPEX exam to come back and complete the contact lens fitting portion

Pupillary Distance Policy

• (Pew-pill-ary) PD is the vertical distance between your pupils

• AEG doctors DO NOT measure PD nor record these in patients' records

• AEG requires a licensed optician (LensCrafters) to measure a patient's PD

• Providing a PD without the vertical measurement is inconsistent with AEG's mission to provide optimal care

Multiple Choice

A patient had an eyewear analysis and needs to see the doctor to adjust their prescription. What kind of appointment should we schedule them for?

• CL Ck7

• CL Ck14

• Rx Ck

• OV

Multiple Choice

A patient had a routine eye exam on January 4th and called the office on April 5th to schedule a prescription recheck. The patient will have a ____ fee.

• $0 fee

• $39 fee

• $40 fee

• $110 fee

Contact Lens Policies

• Contact lenses are medical devices & state law requires doctors to perform a contact lens evaluation once a year

• Contact lens prescriptions expire one year from the date of the cls evaluation appointment

• Doctors will prescribe lenses best suited for the patient's eye health and lifestyle

• Trial contacts are provided as a part of the cls evaluation - if the rx isn't in office, trials will be ordered

• A dispense appointment may be required to finalize the prescription

Contact Lens Policies

• Patients are allowed two cls follow-up visits within 90 days from their initial exam (to prevent cheating the system)

• After 90 days and up to 6 months, there is a $50 refraction fee for all contact lens evaluations

• New exams are required after 6 months

• New wearers/first-time wearers (NW / FTW)

  • An insertion and removal training (I&R) is required before taking contacts home- no weekends!

  • One free 30-minute* session is included

• Fees for contact lens evaluations are non-refundable

Multiple Choice

True or False: A contact lens prescription is valid for two years.

• True

• False

Multiple Choice

If a patient had a contact lens exam on September 6th, then calls on January 3rd to say they want to switch brands, what would their fee be?

• $0

• $50

• $80-170

• $154

Multiple Choice

A patient calls to purchase contacts but their prescription is expired. The patient says their prescription hasn't changed in 3 years and asks why they need another exam and contact lens evaluation. What's the correct response?

• The patient doesn't need to get a full routine exam, we can just schedule them for a contact lens recheck.

• Contact lenses are medical devices and State Law requires optometrists to perform contact lens evaluations every year in order to prescribe them.

• Contact lenses are medical devices, according to State Law ophthalmologists have to perform contact lens training sessions each year in order to prescribe them.

• Once evaluated for contacts, the patient is not required to be re-evaluated, but we do need to see them for a routine exam.

Acknowledgment of HIPPA & Recalls

• HIPPA - Health Insurance Portability and Accountability Act

  • AEG agrees to protect, scan, and shred all patient documents

  • AEG will not share or release any patient information without permission

• Recall Practices & Affiliation

  • The patient allows AEG to contact them as a reminder for their next annual eye exam

Final Statements

• All payments for professional services and fees are nonrefundable

• Payments must be made in full before a prescription will be released

• Patients are required to sign our office policies before proceeding with the exam, pre-screening, and seeing the doctor

Multiple Choice

What is the purpose of HIPPA

• To prevent staff from talking about patients while in the clinic

• To create a single health record system for the entire U.S.

• To protect the privacy and security of individuals' protected health information

• To ensure doctors are reporting all procedures accurately.

Multiple Choice

Which of the following is non-refundable?

• Glasses purchases

• Contact lens purchases

• Appointment reservations

• Professional service fees