Optical practice

An optical practice or eye clinic: eye tests by an optometrist, and spectacles made at a lens lab and fitted by an optician. Kila runs it on the clinic’s screens, with Spectacle orders switched on. No demo business runs as an optical practice: Afya Bora Medical Centre has Spectacle orders switched on and shows the same screens.

What is special

• Spectacle orders. Clinic › Spectacle orders: “From the eye test to the lens lab, and back to the patient.” Each order shows the patient, its number, where it stands, the frame and lenses, the lens lab and when the spectacles are expected, marked Overdue when they are late. Tap New order (1) to start one, then move it on as it goes: Sent to the lab (2), Received and checked (3) and Collected (4).
• Telling the patient. With Tell the patient by SMS when ready ticked, Kila tells the patient by SMS. Messages go only to patients who agreed to them, and “They never name a test, a result or a diagnosis.”
• The eye examination. Under Clinic office › Clinic settings, the Consultation form can be Optical, with the refraction: “Dental adds a tooth chart; optical adds the eye examination and refraction.”

Zoom

Not available yet

SMS is in test mode until a provider is connected: Kila records each message, and nothing reaches the patient’s phone yet. Call the patient when their spectacles are ready.

How Kila sets it up

The main screen is Patient queue.

Rules it follows:

• Clinical privacy: Patient records, consent and need-to-know access

Its words:

Most businesses	Optical practice
customer	patient
product	item
sale	bill
staff	practitioner

Its set-up steps

1. Business details and KRA PIN
2. Facility licence, MFL code and data protection contact
3. Branch, rooms and practitioners
4. Staff and their clinical roles
5. Services and prices
6. Frames, lenses and the lens lab
7. Lab tests, reference ranges and prices
8. Insurers, SHA and schemes
9. Medicines and consumables
10. First patient

Its home page

• Today at the clinic
• My patients
• Spectacle orders
• Triage now
• Prescriptions to dispense
• Waiting to pay
• Patient queue now
• Visits today by practitioner
• Revenue today by payer
• Insurance claims to submit and outstanding
• Claims ready and needing attention
• Medicines expiring or low
• Lab: tests waiting and critical results
• Wards and beds
• Payments waiting for confirmation
• Approvals and reviews waiting
• Licences, permits and returns due
• Services due and reminders

Roles it starts with

Kila’s standard roles, plus these:

• Optometrist: Sees patients: eye tests, notes, prescriptions and results for those in their care.
• Lab technologist: The lab queue only: samples, results, validation and release, and the lab report. No other part of the visit.
• Receptionist: Registers patients, books, runs the queue and records the payer. No clinical details; claims stay with the claims office.
• Health records officer: Registers patients and keeps their files, and compiles the MOH returns (counts, no names). No clinical notes.
• Claims officer: Insurance, SHA and scheme claims: eligibility, pre-authorisations, batches and remittances. No clinical details beyond the codes a claim needs.
• Optician: The optical counter: spectacle orders from the eye test, frames and lenses, the lens lab, collections and the till. No eye examinations.

What each one does, day by day: Optometrist and Optician.

Where to go next

• Health care: the visit from the front desk to the bill.
• Clinic: switching eye care on in a clinic.