Optical Statistics

Optical statistics. ​To get started, the optical team leader is assigned. If this is you, next you will visit with your doctors and office manager to set goals. It’s important to also communicate your goals with the rest of the team and report to them often.​

Then, review each stat to determine if the information is already being gathered electronically, and if so, ensure your team is entering this data accurately and consistently. Then write down your process of data generation, which should include the name of the report, the location of the report, and any other relevant settings, such as report start date and end date. This ensures the data is being generated with consistency and will help maintain accuracy over time. If there is a stat that must be tracked manually, ensure you define, standardize, and communicate this process as well.​

Next, input stats daily on your lead measures to begin accumulating data for practice performance. ​All of the white cells are customizable. Simply insert your data on the appropriate date and automated formulas will generate further calculations. ​

We recommend to have no more than one to two lag measures, also called wildly important goals. Identify the lead measures that will create leverage to execute or achieve your wildly important goal and then track that stat.​

If your lead measure stats improve and no momentum or leverage is created toward achieving your wildly important goal, you may have a bad lead measure. Visit with your doctors and office manager to brainstorm the relationships of your lead and lag measures, ensure data is being input accurately, and replace your lead measure if needed.​​

We recommend daily tracking when the stat is part of a lead measure. For all other stats, we recommend a minimum frequency of monthly tracking. You may insert these values on the first of the month as a total sum. A minimum of monthly tracking will help you spot intended and unintended peripheral trends as you focus intensely on the lead measures and your wildly important goal.

Okay, let’s take a look at our optical stats, written prescriptions, this includes single vision lenses, specialty, progressive, and your multifocals. You can see an auto-calculation is made for total written prescriptions on a monthly and year-to-date basis of your written prescriptions. Next, we want to see how many you captured. So, let’s take a look at all same-day orders. We start with frames and then break out your lenses, then we can calculate your complete pair capture rate and lens only capture rate both for the month and for the year.

Next, we add in your walk-in orders. You have total frame orders and then again, all of your lens options. Bringing us to a grand total of lens orders monthly and year-to-date.

Lens options tracking – track up to three additional specialty lenses. Each capture rate is calculated separately. Anti-reflective treatments, blue light, photochromic, sunglass orders, separated by Plano versus prescription, and sunglasses sold percentage. This is in comparison to your ophthalmic sales. Same day multiple pairs, this is broken out based on complete pairs or lenses only, multiple pair sale. Finally, we have service agreements sold, remake quantity, and refund amount tracking.