Booking Surgery

While booking surgery

"*" indicates required fields

PATIENT SAFETY CHECKLIST
be excited for them! you are the last bv staff member they will talk to before they request time off from their boss, schedule a babysitter, buy non-refundable plane tickets for grandparents to fly in and be with their kids, or book a pre-paid hotel room at drury. we owe it to them to ensure that we have carefully covered every surgery detail here so when they show up for a monday am sbk we don't have to cancel their surgery because they wore contact lenses at wedding saturday night. this could be our last and only point of contact with the patient until they walk through our glass reception door, full of expectations. sentences starting with a capital letter are meant to be said to patient verbally. sentences with small letters only represent internal guidance for staff.

[prior to going in the room] when able, doctor will provide the preoperative video code to the technician, as well as highlighting the consent booklet with the plan, and sign/dates the examining doctor line on the consent.
[in room] doctor transitions to tech
1) doctor, while facing the patient directly and looking them in the eye: You're an excellent candidate for SBK, and I think you will be thrilled! [Especially given how much you would enjoy travel/snorkeling/biking/taking the turkey out of the oven without glasses fogging up/etc. best to include a meaningful and enjoyable future experience for them, ideally one that involves a specific date in the next few months]
2) doctor walks half-way out of the door and while turning to tech only from the hall/door frame says: Suzie is an excellent candidate for CLR OU with mono and multi target plano. Since she has been out of her contacts for [two days/one day] she is welcome to go as soon as [tomorrow/the day after tomorrow]. this is said to the tech, not to the patient. doctor doesn't need to talk to or make eye contact with patient anymore. doctor leaves and closes door.
3) tech in room
- the #1 most important sales advice at this point is to fully, completely, deep down inside 100% assume that the patient is thrilled and can't wait to move ahead. this is called "assume the sale."
- to prepare for this moment, look back at their intake form and see how long they have been wearing glasses/contacts. has it been a long time?
- for how long have they been thinking about getting out of glasses/contacts?
- what did they put in their intake form -- if they are a candidate for surgery, when did they want to go ahead? in a few months, or asap?
- remember that for most of our patients they have been dealing with glasses, contacts, and poor eyesight for many years! often longer than they have even known their spouse or best friend. and for some even as long as they can remember -- for their entire life!
- don't superimpose your experience with glasses and contacts (whether you have worn them or others you've known) on patients; don't assume that the inconvenience (or lack thereof) that you encounter with glasses/contacts is the same as theirs
- don't superimpose your financial situation on patients!
- we don't bring up finances until we know someone is a candidate, however if while doing the bvoa a patient or guest volunteers specific financial information with you -- e.g. i'm just planning to pay with cash, my parents are paying for this, i'm going to use fsa in january, etc. -- you can pass this on to the doctor. at the same time be careful about making _assumptions_ that someone can't pay based on their dress, age, life stage, family/marriage status, etc.
- credit score ≠ amount of disposable income; it's entirely possible to have bad credit and significant disposable income
- don't make assumptions about time horizon; you might do financial and other planning 3-6 months in advance, but they may be long-term planners looking at 10-15 years of $1000/yr on glasses/contacts/case/solution/inconvenience, and in that context $16,000 for CLR1 OU is a super deal for them
- any hesitation a patient shows is often because it's new and foreign for them, and you get to be their guide to walk them through this journey. they are ready to schedule! one of the most reassuring points you can share with them is that they just have to show up and we will take it from there. You just go into the laser room, lie down on a bed with a blanket, and we'll take care of you. You'll be on your way home to relax before you know it.
- Congratulations on being a candidate for SBK. That's so exciting. This is what we were hoping for, right? tech nods, often the patient will nod, too, and verbalize agreement.
- At this point most patients just want to figure out 1) How soon can I have it done? and 2) What's going to be my best payment option?
- I can talk about payment options in a moment. As far as scheduling, it's exciting that Dr. Poore said you could go as soon as tomorrow. Monday is actually my primary surgery day.
- Do mornings or evenings work better for you?
- I have this coming Monday at 9am or 10:30am. Which would work better for you? [always give time/date options in pairs]
- be careful to not ask too many times "do you have any questions" -- this becomes trite and can feel like nervousness if you don't know what else to fill the time with.
- remember to use first person references such as I/MY rather than US/OUR to show ownership over your surgery schedule. for example, refer to it as the availability "i have on my surgery schedule." in using first person ownership-oriented language, this allows the tech to demonstrate a greater sense of being in control of the schedule and ownership over the process.
- silence or a pause isn't bad; relax and enjoy it if there is silence for a moment

[phone] That's really exciting that you're ready to move forward. Congratulations! Do me a favor and before we get started, could you confirm your date of birth? [answers]

booking tech's bv email address*

copy/paste and confirm patient email here*

patient preferred name*

patient last name*

patient dob*

staff enters pronouns for PCP letter*

she/her/hers

he/him/his

they/them/theirs

[phone] Thank you for confirming that, [name]. My next step will be to reserve your treatment day and time on my schedule, and then I can go ahead and process your payment. How were you planning to pay for your care?
1) credit card, fsa/hsa debit card --> skip to next bold text below
2) pre-approved financing --> find out which service and skip to next bold text below
3) regular check, fsa/hsa check, cash --> a) Are you available today to bring it in before 5pm so you and I can go through the booking process together in person?
--> if yes, book custom 2nd bvoa for time they cite, figure out which staff will meet them, then have that staff text them saying something like i look forward to meeting you here at our office at 4:45pm. in office: if they come early enough, go through the whole surgery booking process together. if they show up at 4:59pm, just take payment and arrange to call them the next day. see financing zzz1 for information on how to handle cash and checks.
--> if no, can they come in next two work days? or can check be mailed? if no to both, encourage another form of payment. many patients in this metro are still unsafely wearing contacts because they never got around to bringing their check into the office when they got back from their trip.
4) financing, not pre-approved --> Let's get you approved! I'm going to be quiet on the phone here for about two minutes while I pull up our secure bank portal. I'll need you to have the social security number, address, and household income handy for the individual applying for credit.
Alphaeon
CareCredit
Ally
***for all patient financing applications at bv, enter $18,000 per person (so double that for two people) as requested amount. do not enter in just the surgery amount, as this can be a negative on their credit score to have high credit utilization.***
[some answer options if pushback to pre-payment policy]
- It's just like planning a vacation or getting seats to a Cardinals game.
- I prioritize ensuring a smooth and efficient surgery day experience for my patients. As part of this, we collect full payment for clinic/surgery services at the time of booking, much like you would expect if if you bought seats to your favorite concert, made an airline reservation, or planned a night out at the Fox Theater, Busch Stadium, or the Munie. I understand that each patient's situation is unique, which is why we offer flexible payment options including cash, check, FSA, HSA, credit/debit cards, and financing to accommodate your needs and preferences.
- If I let a patient go on my schedule without payment in full, the surgery appointment you want wouldn't be there. Dr. Brinton does all of our surgeries, and I have limited space, so I and all of the other medical technicians in our office reserve slots on a first come, first served basis.

[phone] To reserve a spot on my treatment schedule I have a Patient Safety Checklist to walk through with you over the phone. For most patients this takes about 10 minutes.
[if in the left side of Hubspot it is indicated that the patient uses TikTok and/or Instagram] By the way, do you follow us on TikTok (and/or) Instagram? We would love to follow you. Do you know your TikTok (and/or) Instagram handle(s)? [if yes] enter handle below [if no] can you look it up while I do some things on my end?
I'm going to press mute so you'll hear silence on your end as I review your medical record, however I'll still be here. Speak up if you need anything. press mute on your phone, not hold.
[if no] When is a better time to call back? [answers] Is this number [read number from caller id] the best number to reach you at?

check off all you can verify while on mute. --> when back with patient check off the rest.*

grab juniper rx form from east wall of tech room. fill out everything but surgery date.

[in room] get their stapled treatment instructions booklet from the east wall.

enter pcp info from pinned note into form below

--> check here once back on phone with patient and pcp info confirmed. then: Have you seen any other primary care doctors in the last five years in Missouri or Illinois -- like a dermatologist, cardiologist, ObGyn, or endocrinologist? then enter this info.

pentacam is in patient images

cem530 is in patient images

Check off once:

Patient images folder contains readable contact lens photo marking left and right eye contacts.
Or if n/a and patient doesn't wear contacts, check this once back on phone and patient confirms "I don't wear contacts" or "don't have any."
If patient wears contacts but no photo, back on phone:
- → Can you take a picture, label it, and email to info@ now while we're on the phone?
- → If patient says yes, check box above once patient has emailed this to you and you have dragged the pictures from your email inbox to their patient images file
- → If patient says no, check box above once you have set a task for tomorrow AM for medtech to follow up with patient

co-managed with an AEG doctor? patient will need to bring a check/checkbook on the day of surgery. we will have them write a check to the AEG doctor office and we will refund this amount on their surgery payment. if needed, explain that this is not an extra charge for them; they are reimbursed fully. I apologize for this inconvenience. This is an AEG corporate requirement, not my requirement. Your doctor's practice is one of many in the area that is owned by the private equity group AEG. They own Crown Vision and a number of private practices.

Glasses choice*

#1. bvoa complete

#2. bringing glasses on dot, addendum written

#3. squinting it out

#4. borrowing glasses from my collection of donated glasses here

#5. glasses rx

future eyecare*

hide info on

future eyecare & co-management & pcp letters

[future eyecare]
There are three categories of postoperative eye appointments.
#1 Day one, day four, week one, and other care prior to month one; this care is always performed at BV
#2 Month one and month three; may be performed by BV or OD
#3 Annual eye exams with dilated pupils; may be performed by BV or OD
-r means that the patient was forward referred to our practice by a doctor, MD or OD
All BV [patient not referred; BV does #1, #2, and #3]
All BV-r [patient referred usually by an MD who does not do annual eye exams, like Dr. Olk; BV does #1, #2, and #3]
BV/OD [patient not referred; BV does #1 and #2; OD does #3]
BV/OD-r [patient referred, OD does not perform postoperative refractive surgery care or co-manage, e.g. Mercy/Walmart/Sams optometrists; BV does #1 and #2; OD does #3]
All OD [patient not referred, reverse co-management confirmed; BV does #1; OD does #2 and #3]
All OD-r [patient referred; BV does #1; OD does #2 and #3]
Reverse offered, no OD reply, revisit after POD#1 [patient not referred; we are attempting to set up reverse co-management; plan for BV does #1 and #2; OD does #3]
Reverse offered, OD approved

[co-management]
In addition to you seeing [doctor name] for your annual eye exams, I will schedule you now for your month one and month three postoperative visits with [doctor name] as well as for your next annual eye exam a year from your surgery date. As a reminder, my doctors only clear you to go back to your doctor for your postoperative visits after we've seen you in our office for your first visits and my doctors can confirm that your eyes look perfect. You are always welcome to see us for additional visits if you have any concerns. Would you be okay if I called their office and booked the month one, month three, and first annual visit for you? [yes] Do mornings or afternoons work better for you? Do certain days of the week work better for you? OK I'll email you back with the dates of these visits. [then call the doctor's office to set up these appointments. set hubspot task to alec at [email protected] for today or tomorrow to email the doctor and the patient to inform them of these appointments/write a check/update spreadsheet.] if they say no, talk to one of our clinic doctors.

[pcp letters]
pcp letters are an extremely valuable tool that we use to communicate with our patients’ regular medical providers, whether md, nurse practitioner, or pa. we use these letters to update pcps on the results of our surgeries and share with them the joy that our mutual patients experience with improved eyesight. many of these pcps will be practicing in our greater metro area for decades, so they are important customers for us, just like our partner eye doctors, and our relationship with each pcp is invaluable. please carefully double check the spelling of the pcp’s name, address, and degree so these letters can be accurate. for the name, address, and practice name of each pcp, we ask these questions of the patient as we book their surgery. in room, you should type the pcp’s name into google on the lane desktop so the patient and family can visually confirm the information. for booking surgery by phone, you can type the pcp's name into your desktop computer to verify the information by phone. we have room for three PCP names; please get as many as you can. almost all patients should have at least one doctor they have seen in missouri or illinois. you do not need to include a doctor outside of missouri or illinois. if needed you could tell the patient: Our eyes are a small part of our bodies, but have really important connections to our overall health. For this reason we want to ensure that our medical charting is complete and accurate.

Can you give me the names of any other doctors you see for any type of medical care?
note: you can use the prescription medications and diagnosed medical conditions listed on their intake form to help ask probing questions of the patient to jog their memory. for example, if a patient is on insulin, they likely have an endocrinologist in addition to their pcp. if they have been diagnosed with lupus, you can ask if they have a rheumatologist they see.

1st pcp/doctor info -- sends automated letter so confirm carefully with google!

Confirm all OD's in pin note and add any additional below

from bvoa, pick worst starting udva, whether od, os, or ou -- not all three. enter only the numbers after 20/ and ignore + or -*

Please enter a number from 12.5 to 2400.

for example: "200"

years since first use / dependency on glasses/cls/readers, rounded to nearest year*

Please enter a number from 0 to 80.

for example: "22"

check this if all apply

this patient has no medications, medical conditions, or physicians they have seen in the past five years.

pcp salutation

Dr. (only for DO or MD!)

Ms.

Mr.

provider first name

for example: "Michael"

provider middle name or initial

for example: "Patrick" or "P." -- please include period for initial

provider last name

for example: "Fuller"

pcp degree

practice name

"SSM Health Medical Group" or "St. Luke's Medical Group"

mailing address

for example: "3009 N Ballas Rd #227a"

city, state zip

for example: "St. Louis, MO 63131"

2nd pcp/doctor info -- sends automated letter so confirm carefully with google!

pcp salutation

Dr. (only for DO or MD!)

Ms.

Mr.

provider first name

provider middle name or initial

provider last name

pcp degree

practice name

mailing address

city, state zip

3rd pcp/doctor info -- sends automated letter so confirm carefully with google!

pcp salutation

Dr. (only for DO or MD!)

Ms.

Mr.

provider first name

provider middle name or initial

provider last name

pcp degree

practice name

mailing address

city, state zip

pcp degree

clr and evo only

if one of these is true in either eye, book clr1 or evo1 in both eyes*

cylinder amount ≥2 on ANY test (lenstar, pentacam, prev mrx, gls, tech mrx, dr crx)

hyperopia first number ≥ +5 for any rx number on bvoa note

myopia first number ≥ -10 for any rx number on bvoa note

at bvoa doctor discretion - for other exam, discussion, or expectations characteristic that is expected to require significant additional doctor time preop, intraop (consider pupil expander ring) and/or postop (consider amblyopia of ≤20/80)

if patient is planned enhancement, schedule their enhancement for a date and time more than three months from surgery; once on acuity, edit the appointment to list either prk enh or sbk enh and which eye(s) in acuity notes section; email surgery team to write voided mrx for dot

if patient booking years later by phone says - they told me a lower price before - then we can just reply: We update our prices yearly on January 1 to keep up with the cost of providing our services. Any price increase allows us to retain top talent and continue using the most advanced, proven technology in the country.

note: if either eye needs clr, clr1, or clr2 then both eyes go on for clr, clr1, or clr2 respectively. we do not schedule different tiers of clr for different eyes. (we never book different level clr or evo in different eyes, unless the goal is to flummox the patient)

none of the above

if one of these is true in either eye, book clr2 in both eyes

for clr patients (whether lal or regular lenses) who on clr day of surgery are having a second surgery, usually superficial keratectomy or prk, at the time of their clr, for bad ebmd or salzmann nodules.

[clr only] mark the first one of these is true. if any are marked, check acetazolamide on juniper rx form and circle the proper quantity.*

AL [mm] on lenstar is ≤21.00 mm

lenstar AD [mm] or pentacam A.C. Depth (Int.) is ≤2.5mm

hyperopia first number ≥+5 for any rx number on bvoa note

none of the above

[clr only] these are systemic conditions that significantly increase the postoperative risk of macular edema after clr. if one of these is true, check extended regimen on juniper rx form to decrease this risk. alert a doctor to add to hubspot plan

diabetes/diabetic retinopathy

epiretinal membrane / macular hole

history of brvo/crvo

history of macular edema

history of uveitis episodes (not just a condition associated with uveitis)

Is patient over 39?*

yes

Does patient value shooting regularly?*

yes

[if yes] does tolerance to blur eye agree with the eye they shoot with?

[if yes] move on!

[if no] add recheck dominance DOT to BVOA plan

[if no] does tolerance to blur eye agree with two of cover/uncover, hole in card, pt prefers, or camera?

[if yes] move on!

[if no] add recheck dominance DOT to BVOA plan

accurately calculate surgery fee

surgery fee from bvoa plan*

LRI 2200

SBK 3200

PRK 3200

EVO 4800

EVO1 6200

CLR 6200

CLR1 8200

CLR2 9800

multiply by eyes*

OU (price x2)

when was their last full bvoa*

1-15yrs from surgery date above = after booking surgery below, also book brinton vision ocular analysis, previous surgery or bvoa @240. subtract $240 from surgery cost and run $240 separately from surgery charge --> select $240 next door. note: there is a previous surgery funnel online for booking this appointment (if at brintonvision.com/schedule they click yes to previous surgery) but there is not a previous bvoa funnel by which this can be booked online because we don't want brinton vision ocular analysis, previous bvoa @240 booked online -- these patients should be booked asap for surgery, so it is a call with a sales component.

[exception: for non-CLR myope who is now 50+ and turned 50 >6mos after their last bvoa -- essentially, a patient who we might change from sbk/prk/evo to clr -- don't book surgery. book a brinton vision ocular analysis previous surgery or bvoa @240 only.

91-364 days --> select $0 next door

≤90 days [BV policy: BVOA fees paid directly to Brinton Vision are credited towards any surgery booked within 90 days] --> choose amount next door

minus bvoa credit*

$0 yelp! or ≥90 days

$80 doctor referral

$120

$240

calculate patient's surgery fee*

e.g. SBK 3200x2=6400-120=6280. 2000 (credit card) + 4280 (carecredit)=6280
calculation forwards to accounting@

Did you find your TikTok handle?

Did you find your Instagram handle?

Career/Hobbies selection

This is an important section. The information you enter here will go on the face sheet and is used to associate with patients' photos on our website. This allows us to facilitate community building between our patients.

This field is hidden when viewing the form

Career Selection. Did your patient report one of the following current or past medical professions?

This field is hidden when viewing the form

Career Selection. Did your patient report one of the following current or past other professions?

None of the following

Pilot

Air Traffic Control

Military/Veteran

Law Enforcement Officer

Firefighter

EMT

Judge

Enter details about their profession, or their profession they have since retired from. If they are a student in a professional degree (like nursing school) indicate their future profession and graduation year.

Are they passionate about any hobbies or athletics? What hobbies do you love? What are you really enthusiastic about?

If yes to the buttons above, then add to the pinned note the following text with highlight: "At the 1m or 3m appointment (when patient is satisfied with vision) discuss whether they would be willing for us to share their contact information with future potential patients in their same career to discuss their experience".

back with patient

in room checklist

on phone checklist

enter the payment in acuity.
1) for credit or debit card - I'll take that card number when you are ready
2) for cash or check, enter in acuity
3) for financing-process financing
If you book your surgery on a payment plan, your first payment will usually be due within 4-6 weeks of signing on the loan. This means that if your surgery date is more than 4-6 weeks out, your first payment may be due before your surgery date.
3a) carecredit and alphaeon - submit transaction online
- [in room] print one-page receipt and get signature, scan to patient images, make a photocopy for the patient or email to patient, and put signed original in accounting folder in team room
- [on phone] email one-page pdf of receipt for patient signature. I'm going to email you your receipt. If you're by your phone or computer can you confirm that you received it? Please sign and send this back to [email protected] by 5pm today, otherwise the computer system automatically sets your appointment aside. I don't want you to have to go through this process again. Can you get this back to me by 8am tomorrow?
3b) ally - walk through the prompts on the ally website and have patient sign in room or by phone

final surgery month, day, year

surgery month*

surgery day in month*

Please enter a number from 1 to 31.

surgery year*

2025

2026

enter date of soonest bvoa prior to their surgery (should be within 365 days of surgery, used for PCP letter)

bvoa month*

bvoa day in month*

Please enter a number from 1 to 31.

bvoa year*

2024

2025

schedule other appointments

checklist

doctor/practice they plan to see on the one year anniversary of their bv surgery for their first yearly dilated eye exam

patient plans to see brinton vision

Other

Our patients use Juniper Pharmacy to get their medications. They are across Ballas Rd from us. They stock all of our surgery medications. We are not affiliated with Juniper Pharmacy but it's the only place I've found where I can count on our patients getting the right medications. Your medicated drops are not included in the surgery cost, but are covered by your health insurance. Can I forward your prescriptions to Juniper pharmacy?

[yes, surgery ≤3 biz days] Great. I'll send your prescription over now. We require patients to have their medicines in hand when they arrive for surgery. They are across Ballas Rd from us. If you can get there by 6pm tonight I would just go get your meds now so you don't have to make a separate trip. Alternatively, you can pick them up at another time 8am-6pm as long as you have your medications in hand when you arrive for surgery.

[yes, surgery ≥4 biz days] Great. I'll send your prescription over now. They will call you within the next two business days to process your insurance and co-pays. If you do not hear from Juniper in the next two business days, give them a call to coordinate receiving your drops. Their phone number is in the confirmation email I sent over for your appointment. We require patients to have their medicines in hand when they arrive for surgery. Because your surgery is more than three days out, they will mail your medications overnight to any address in Missouri or Illinois free of charge. This is a convenient service they provide that our patients appreciate. [If you don't have an address in Missouri or Illinois, Juniper can mail the medications to our office for you.]

can they be sent to my pharmacy? No, I am not able to send our standard postoperative medications directly, but I can give you a signed prescription form in our office or mail it to you, and you can take it to another pharmacy of your choosing. I stopped recommending this option a couple of years ago because I got tired of patients showing up in our office on surgery day and having to cancel their surgery and send them home because they were missing drops, or got the wrong drops, and their pharmacy didn't tell them. [extra info if needed] If you go with another pharmacy you will need to track down your own preservative free artificial tears, [CLR and EVO] as well as eye shields and medical tape, and the pharmacies often don’t have these. Some patients have had to visit multiple locations, or worse, have shown up without the required items, which leads to having to perform their surgery on another day. I cannot take responsibility for errors by other pharmacies. Our doctors have no financial relationship with Juniper pharmacy. I only want you to have a safe and successful surgery.

Untitled

[if clr er] If you get your drops early, go ahead and start the grey capped drop at bedtime when you get them, either the night before surgery, a few nights before, or up to a week. Using these for more than a week prior to surgery does not increase their benefit. These can make your eyes feel a little more comfortable during surgery, so might as well start them ahead of time if you are able to.

arrange a ride home

The initial treatment time we book for you is approximate. As with many surgical facilities, arrival times are adjusted prior to surgery. You will receive an email by 5:00 PM the night before with your final arrival time so you can forward this to your driver.*

patient understand and agrees

During your three-hour procedure block, you will have 60-90 minutes of downtime as we accomplish a variety of preparatory tasks. These include scanning/processing your paperwork, calibrating lasers, answering questions for another patient, calling an eye doctor you have seen, running calculations, using sophisticated medical artificial intelligence programs to evaluate your surgery day testing, giving time for your eye drops to soak in, or waiting for the patient before you to complete a step. I ask that you pass this waiting time with your eyes closed. If desired, come prepared with music, a podcast, or an audio book that you can enjoy while we work behind the scenes to provide a successful experience to each of our patients.*

patient understand and agrees

off the call. surgery booking doesn't end until these tasks below are complete, which should be done before taking another patient, call, or question, even from a doctor.

checklist*

log the call, or check if in room booking

1. fill out juniper form with appropriate information. if pt is having prk, write out percocet prescription and have tjs or jpb sign.
2. have a doctor sign the form.
3. scan and save to patient images.
4. email form to juniper within the patient's hubspot. to do this, compose an email, delete the patient's name from the "to" section, and add juniper pharmacy's email and cc a surgery technician. this will ensure both the email we send and any response we get back are automatically logged.

check once signed drop sheet has either been 1) scanned and emailed to [email protected], 2) handed to the patient in office, or 3) put in postal mail in a stamped envelope addressed to the patient. if extended regimen is checked, send an email to the patient with copy to [email protected] reminding them to start their eye drops a week before surgery. if acetazolamide is checked, email the patient with copy to info@ reminding them to take their acetazolamide two hours before arrival in our office.

check here to confirm that their name in acuity and hubspot are correctly listed as: preferredfirst (legalfirst legalmiddle) last if the patient doesn't go by their first given name

[co-managed only] call od office, schedule pom1, pom3, poy1 visits, email these to patient and cc Alec [email template in comanagement process zzz2), document dates/times in PINNED CRM NOTE

finally, check this box before you click "submit" below, then copy the output emailed to you and paste this as a postal mail in the patient's hubspot chart

END of sx booking. give yourself a high five!

surgery cancelation checklist (no new booking)

whoever processes the cancellation is responsible to ensure these steps are done

Why do you want to cancel? listen without interrupting. then ask Are there any other reasons you would want to cancel?

direct patient to cancellation request form at brintonvision.com/requests. this gets sent to accounting and doctors who determine if patient should be contacted by doctors.

Did you use financing? if no, skip to next step. if yes: When you first scheduled your surgery and agreed to start the financing, at that point we lose access since it becomes a private loan between you and Alphaeon/CareCredit. For financial security and privacy reasons, we aren't allowed any more visibility to your loan with them. We are happy to push a full refund right away, which can take up to 10 business days to fully travel through the system, and they will honor this, but we have no information on financing charges, interest payments, late payments, and other similar payments which go directly to Alphaeon/CareCredit and not us. These cannot be refunded by us; we have no visibility or access to them anyway. Be sure and make any payments on time until the refund has moved through the system and you have received your funds back so you avoid any charges from the company, or you are welcome to speak directly with them about this. Do you have any questions about how a refund works with financing?

move acuity surgery appointments to the previous sunday

cancel acuity postops associated with that patient; select NO confirmation email to patient

delete future tasks for this patient

set a task to follow up by phone in six months, unless dnc

document in hubspot including reasons described by patient

surgery cancellation and new booking checklist

whoever processes the cancellation with new booking is responsible to ensure these steps are done

move acuity surgery and post-op appointments to the desired date

move future tasks to align with new surgery date

confirm patient has drops; if new surgery date is sooner and no drops, remind patient to call juniper

document in hubspot

enhancement booking checklist

definition of enhancement -- per eye, not per patient

the term "enhancement" is used to describe the financial responsibility of a surgery, and is not used as a medical term.

we book an "enhancement" appointment for any surgery where the patient pays nothing or pays a facility fee only

clr/evo are never enhancement

if most recent refractive sx was outside, first bv procedure is never an enhancement

if most recent refractive sx was at bv, sbk/prk/evo exchange/iol exchange/piggyback are always an enhancement

at post op appointment where doctor recommends enhancement:

before doctor leaves room - doctor mrx is very helpful / encouraged when a patient is in clinic and we are contemplating signing them up for an enhancement

if no pentacam within the past 90 days, get a new pentacam; remember that if a patient's prescription isn't on target this is assumed to be due to keratoconus until proven otherwise by pentacam!

if first mrx number is +0.75, +1.00 or more, for sbk/prk enh, get acutarget hd now so staff don't have to get this on surgery day

print ti and consent forms and give to patient.

We highlighted our plan for you. List any questions separately to discuss with our doctors. Don’t mark on this booklet. Initial and sign where highlighted if you agree with our plan. The signature block on the second to last page will be signed in our office on arrival, so leave it blank for now. You will need to bring the original with you when you come in for your procedure. Reply to your confirmation email to confirm you have read your treatment instructions and consents thoroughly. At that point we can send you the link to schedule your enhancement.

Once I get an email from you confirming you have completed your pre arrival steps, (only after this), I will email you a scheduling link!

remind to stay out of contacts for at least three days prior to surgery date, but seven days is preferred.

required steps [in room]
Reminder that you will not be able to drive yourself home after your procedure. Arrange a ride from either a family/friend, uber, or walking to a nearby hotel to safety depart from our office. Make sure to tell your driver that your surgery time is approximate, and that you will let them know by 5pm the night before surgery, even if that is a Sunday, what the final arrival time is as these times are moved or adjusted as in most surgical facilities.
if more eye drops needed, get signed juniper sheet and percocet rx, send to juniper. hand them the drop page and paper percocet rx if they don't go to juniper.
[<1yr] When you book at brintonvision.com/enhancement it will ask for a credit card for $3200. If the surgery appointment you choose is within one year of your original surgery date, enter FIRSTYEAR and it will credit $3200. If the surgery appointment you choose is after one year from your original surgery date, enter HALFOFF and it will credit you $1600. Starting one year from the original surgery date, any enhancement surgery requires facility fee payment of $1600; please be careful to schedule before your one year mark, which is [date of initial surgery]. have the patient write this date down in pen in front of you]
[>1yr] Since you had your last vision correction procedure with us, Dr. Brinton doesn't charge his surgeon's fee. You would just pay the facility fee to cover a portion of what it costs to use the surgical equipment. When you book at brintonvision.com/enhancement it will ask for a credit card for $3200. Enter HALFOFF and it will credit you $1600.
Within a few days after you schedule your enhancement surgery online you will get your postoperative day one time [and day four for prk only]; look for this in your email.
only exception where our staff schedules the enhancement within 1 year for the patient is for an iol exchange after clr (which only goes in a monday 10:30am enhancement time slot), or evo exchange/removal which can go in any morning enhancement time slot.

required steps [on phone]
Reminder that you will not be able to drive yourself home after your procedure. Arrange a ride from either a family/friend, uber, or walking to a nearby hotel to safety depart from our office. Make sure to tell your driver that your surgery time is approximate, and that you will let them know by 5pm the night before surgery, even if that is a Sunday, what the final arrival time is as these times are moved or adjusted as in most surgical facilities.
if more eye drops needed, get signed juniper sheet and percocet rx, send to juniper. if no juniper, mail drop form to their mailing address or they can pick it up in the office.
when signed ti forms are received (only after this), I will email you a scheduling link!
[<1yr] When you book at brintonvision.com/enhancement it will ask for a credit card for $3200. If the surgery appointment you choose is within one year of your original surgery date, enter FIRSTYEAR and it will credit $3200. If the surgery appointment you choose is after one year from your original surgery date, enter HALFOFF and it will credit you $1600. Starting one year from the original surgery date, any enhancement surgery requires facility fee payment of $1600; please be careful to schedule before your one year mark, which is [date of initial surgery]. have the patient write this date down]
[>1yr] Since you had your last vision correction procedure with us, Dr. Brinton doesn't charge his surgeon's fee. You would just pay the facility fee to cover a portion of what it costs to use the surgical equipment. When you book at brintonvision.com/enhancement it will ask for a credit card for $3200. Enter HALFOFF and it will credit you $1600.
Within a few days after you schedule your enhancement surgery online you will get your postoperative day one time [and day four for prk only]; look for this in your email.

AFTER we receive confirmation from the patient that they completed the pre arrival steps,
verify that all pages are appropriately initialed by the patient and that the patient signed and dated the last page with a correct date
transfer signed ti forms to patient images
email or text patient brintonvision.com/enhancement

AFTER patient has scheduled their enhancement online
in the note section of the appointment, list the initial bv eye surgery date and the enhancement date to confirm they are within one year of each other. or, if over 1 year, list the original surgery date and state "patient has had no outside surgery on this eye since our bv surgery."
put surgery type, such as sbk ou, prk os, in the acuity appointment notes
manually schedule postop day one [and day four if prk] appointments; acuity will send the confirmation time
[if comanaged (all od-r or all od) and planned enhancement] call referring od office and schedule 1m and 3m postops along with annual exam
[if bv/od-r] confirm annual exam has been scheduled

A B C

1. SBK
brintonvision.com/SBK39-bv 14:49 brintonvision.com/SBK40+plOUbv 17:11 brintonvision.com/SBK40+mvbv 27:10

brintonvision.com/kateSBK 5:58 brintonvision.com/kateSBK 5:58 brintonvision.com/kateSBK 5:58

2. SBK
brintonvision.com/SBK39-od 14:35 brintonvision.com/SBK40+plOUod 15:45 brintonvision.com/SBK40+mvod 27:04

brintonvision.com/kateSBK 5:58 brintonvision.com/kateSBK 5:58 brintonvision.com/kateSBK 5:58

3. PRK
brintonvision.com/PRK39-bv 18:15 brintonvision.com/PRK40+plOUbv 20:57 brintonvision.com/PRK40+mvbv 31:25

brintonvision.com/katePRK 7:33 brintonvision.com/katePRK 7:33 brintonvision.com/katePRK 7:33

4. PRK
brintonvision.com/PRK39-od 18:21 brintonvision.com/PRK40+plOUod 21:02 brintonvision.com/PRK40+mvod 31:42

brintonvision.com/katePRK 7:33 brintonvision.com/katePRK 7:33 brintonvision.com/katePRK 7:33

5. EVO
brintonvision.com/EVO39-bv 20:14 brintonvision.com/EVO40+plOUbv 22:46 brintonvision.com/EVO40+mvbv 33:18

brintonvision.com/kateEVO 6:30 brintonvision.com/kateEVO 6:30 brintonvision.com/kateEVO 6:30

6. EVO
brintonvision.com/EVO39-od 20:24 brintonvision.com/EVO40+plOUod 22:52 brintonvision.com/EVO40+mvod 33:23

brintonvision.com/kateEVO 6:30 brintonvision.com/kateEVO 6:30 brintonvision.com/kateEVO 6:30

7. CLR
brintonvision.com/CLRmfbv 42:00 brintonvision.com/CLRplOUbv 24:28 brintonvision.com/CLRmvbv 31:57

brintonvision.com/kateCLR 7:11 brintonvision.com/kateCLR 7:11 brintonvision.com/kateCLR 7:11

8. CLR
brintonvision.com/CLRmfod 41:52 brintonvision.com/CLRplOUod 24:18 brintonvision.com/CLRmvod 31:41

brintonvision.com/kateCLR 7:11 brintonvision.com/kateCLR 7:11 brintonvision.com/kateCLR 7:11

9. CLRER
brintonvision.com/CLRmfbv 42:00 brintonvision.com/CLRplOUbv 24:28 brintonvision.com/CLRmvbv 31:57

brintonvision.com/kateCLRER 7:45 brintonvision.com/kateCLRER 7:45 brintonvision.com/kateCLRER 7:45

10. CLRER
brintonvision.com/CLRmfod 41:52 brintonvision.com/CLRplOUod 24:18 brintonvision.com/CLRmvod 31:41

brintonvision.com/kateCLRER 7:45 brintonvision.com/kateCLRER 7:45 brintonvision.com/kateCLRER 7:45

	A		B		C
1. SBK	brintonvision.com/SBK39-bv	14:49	brintonvision.com/SBK40+plOUbv	17:11	brintonvision.com/SBK40+mvbv	27:10
1. SBK	brintonvision.com/kateSBK	5:58	brintonvision.com/kateSBK	5:58	brintonvision.com/kateSBK	5:58
2. SBK	brintonvision.com/SBK39-od	14:35	brintonvision.com/SBK40+plOUod	15:45	brintonvision.com/SBK40+mvod	27:04
2. SBK	brintonvision.com/kateSBK	5:58	brintonvision.com/kateSBK	5:58	brintonvision.com/kateSBK	5:58
3. PRK	brintonvision.com/PRK39-bv	18:15	brintonvision.com/PRK40+plOUbv	20:57	brintonvision.com/PRK40+mvbv	31:25
3. PRK	brintonvision.com/katePRK	7:33	brintonvision.com/katePRK	7:33	brintonvision.com/katePRK	7:33
4. PRK	brintonvision.com/PRK39-od	18:21	brintonvision.com/PRK40+plOUod	21:02	brintonvision.com/PRK40+mvod	31:42
4. PRK	brintonvision.com/katePRK	7:33	brintonvision.com/katePRK	7:33	brintonvision.com/katePRK	7:33
5. EVO	brintonvision.com/EVO39-bv	20:14	brintonvision.com/EVO40+plOUbv	22:46	brintonvision.com/EVO40+mvbv	33:18
5. EVO	brintonvision.com/kateEVO	6:30	brintonvision.com/kateEVO	6:30	brintonvision.com/kateEVO	6:30
6. EVO	brintonvision.com/EVO39-od	20:24	brintonvision.com/EVO40+plOUod	22:52	brintonvision.com/EVO40+mvod	33:23
6. EVO	brintonvision.com/kateEVO	6:30	brintonvision.com/kateEVO	6:30	brintonvision.com/kateEVO	6:30
7. CLR	brintonvision.com/CLRmfbv	42:00	brintonvision.com/CLRplOUbv	24:28	brintonvision.com/CLRmvbv	31:57
7. CLR	brintonvision.com/kateCLR	7:11	brintonvision.com/kateCLR	7:11	brintonvision.com/kateCLR	7:11
8. CLR	brintonvision.com/CLRmfod	41:52	brintonvision.com/CLRplOUod	24:18	brintonvision.com/CLRmvod	31:41
8. CLR	brintonvision.com/kateCLR	7:11	brintonvision.com/kateCLR	7:11	brintonvision.com/kateCLR	7:11
9. CLRER	brintonvision.com/CLRmfbv	42:00	brintonvision.com/CLRplOUbv	24:28	brintonvision.com/CLRmvbv	31:57
9. CLRER	brintonvision.com/kateCLRER	7:45	brintonvision.com/kateCLRER	7:45	brintonvision.com/kateCLRER	7:45
10. CLRER	brintonvision.com/CLRmfod	41:52	brintonvision.com/CLRplOUod	24:18	brintonvision.com/CLRmvod	31:41
10. CLRER	brintonvision.com/kateCLRER	7:45	brintonvision.com/kateCLRER	7:45	brintonvision.com/kateCLRER	7:45

While booking surgery

1st pcp/doctor info -- sends automated letter so confirm carefully with google!

2nd pcp/doctor info -- sends automated letter so confirm carefully with google!

3rd pcp/doctor info -- sends automated letter so confirm carefully with google!

clr and evo only

accurately calculate surgery fee

Career/Hobbies selection

back with patient

final surgery month, day, year

enter date of soonest bvoa prior to their surgery (should be within 365 days of surgery, used for PCP letter)

schedule other appointments

arrange a ride home

off the call. surgery booking doesn't end until these tasks below are complete, which should be done before taking another patient, call, or question, even from a doctor.

END of sx booking. give yourself a high five!

surgery cancelation checklist (no new booking)

surgery cancellation and new booking checklist

enhancement booking checklist

Have you had LASIK or lens implant surgery in the past?