FAQ

Business

How will Ocuco software help me to improve my business results?
How can Ocuco software help me to improve sales?
Will my software grow with my business?
I have more than one practice. Can Ocuco help me manage my practices?
Can patients and potential customers book appointments through my website 24/7?

General

Is the software easy to use?
I'm caught between getting an online system and getting a locally installed system – can you help me with this?

Technical

Will I be able to configure my system to suit my practice?
Does Ocuco provide an online system?
Will I have a completely paperless practice?
Can I take my records with me when I go home or to an outreach location?
Are there links to all types of clinical equipment?
Will broadband availability and stability be a problem?
What database does Ocuco software run on?

Flexibility

Is Ocuco's software flexible to my needs and as my practice grows or changes in the future?
Is Ocuco flexible and is it easy to get started on the software?
Does Ocuco have flexible options for payment for the software?

Security

Is my data safe?

 

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Business

How will Ocuco software help me to improve my business results?

Here are just a few ways in which Ocuco software can help you improve your business results:

  • Increase appointments – Your diary available online 24/7 through your website; Optimised recalls with automatically scheduled multiple communications for each recall grouping; Powerful marketing tools with automated mailing fulfilment.
  • Reduce DNAs – SMS text message automatically sent to patients prior to their appointment, significantly reduces the number of no-shows.
  • Increase capacity of consult room – Clinical equipment links to the practice management software, pre-screening by lower skilled staff and auto populated, template driven referral letters all serve to reduce the length of the eye exam, allowing you to increase appointment slots during busy periods or devote more time to patient care during slower periods.
  • Increase positive dispense rate – A formal handover of recommendations from the optometrist to the dispensing optician helps the dispensing rate, since the patient receives a clinical recommendation, rather than a commercial one. The software also reports on sales by optometrist, so their involvement in the commercial success can be ascertained and managed.
  • Increase average dispense value – Our Lens Advisor technology attaches star ratings to lenses, assisting the dispensing optician in their sales process. Also, there are prompts built in to ensure that the dispensing optician suggests AR coatings, high-index lenses and photochromics etc. Average dispense value can be reported by employee which enhances the management of this important aspect of the business.
  • Reduce cost of recall letters and marketing – most communications can optionally be sent by email or SMS text. Recall and marketing letters can be remotely populated, printed, folded, enveloped, addressed, stamped and mailed at a fraction of the cost of doing it in-house.
  • Enhance capacity to send customer communications by automating mailouts – Since letters can be automatically sent from Ocuco's practice management system, you have unlimited capacity to communicate with your customers. By sending these letters when you are at your busiest, you can smooth out your business.

How can Ocuco software help me to improve sales?

Our software is designed with your business in mind. Many modules and aspects of our software will help you to increase sales including:

  • Online diary - 24/7 online appointment booking through your website for patients and new customers.
  • Lens advisor – improves the communication between the patient and the dispensing optician, allowing them to easily indicate the benefits of certain lenses over others, leading to higher average dispense amounts.
  • Upselling in dispense module – maximises the sales of AR coatings, high index lenses and photochromics.
  • Reduce DNAs – SMS text message can be automatically sent to patients prior to their appointments
  • Animations – Perfect for the consulting room, waiting room and the dispensing area, these high quality animations help explain eye conditions and how certain frames, lenses and lens technologies affect the appearance and functionality of spectacles. This assits in improving average dispense amounts.
  • Target specific patient groups for promotions – the powerful marketing tools allow you to target small sections of your customer base with promotions designed specifically for them. Query your database by age, eye condition, hobbies, last sale value etc to improve marketing returns.
  • Measurement of results attributable to a certain employee – this provides the information critical to manage this aspect of your business, allowing you to train, motivate and reward the correct staff in your practice.
    How can Ocuco software help me to reduce costs?
  • Communications – send your recall and marketing communications by email, SMS text or by post. Our Ocuco Postal Service dramatically reduces the cost of sending letters.
  • Less administrative overhead – electronic GOS form population, validation, submission and reconciliation removes a large administrative headache from your business. Ocuco Postal Service eliminates the administrative overhead of sending recall and marketing letters. Generally administration is reduced across referrals, accounts, till balancing, record retrieval and filing, direct debits, pricing, banking, stock, promotions, order placement and tracking.
  • Validated dispensing – ensure the frame, Rx and lens selected during the dispense are compatible and eliminate remakes and customer dissatisfaction.
    How does Ocuco software increase time for me to spend on customer care?
  • Auto-populated template-based referral letters – allows the optometrist to focus on the patient.
  • Integrated equipment links – enhances the professional environment in the consulting room, and keeps the optometrist focused on the patient, rather than immersed in a patient record card.
  • Electronic GOS claims – automatically populated and printed.
  • Validated dispensing and lens advisor – streamlines the dispense process and enhances the professional environment in the dispensing area.
  • Immediate access to patient records including historic records.
  • Pre-screening - Opens up time for the optometrist to spend with the patient, or to have more diary slots available per day.

Will my software grow with my business?

We have products to suit all business sizes. As your practice grows or you wish to expand the level of assistance by software, we can upgrade you to the next level. As you grow from a single practice, to a bigger practice, to multiple practices we can link the practices together, sharing key information and allowing you to manage all practices from one location.

I have more than one practice. Can Ocuco help me manage my practices?

We can work with you to find out your needs, from standalone practices, to practices hosted from a central location, to practices each replicated in a head office location. The technical side is covered, we just need to match this to your situation and preferences.

Can patients and potential customers book appointments through my website 24/7?

Yes, both current patients and new customers can book appointments 24/7 through your website. You will be able to validate these appointments, so you need not fear about having bogus appointments being booked – similar to receiving a phone call from a prospective customer.

General

Is the software easy to use?

Yes, our software has been designed to be easily usable by the receptionist to the optometrist. We have Workflows to step you through the software screen views to suit your particular way of using the system, so it is even easy for locums. We also have a dedicated support desk if help is needed.

I'm caught between getting an online system and getting a locally installed system – can you help me with this?

Ocuco have both. The choice is yours, however, there are some things to be aware of with an online system (regardless of supplier) before you make up your mind:
Broadband hardware and subscriptions, along with provision of redundancy backup communication, can be quite costly. You are susceptible to interrupted operation of the software if the internet goes down. This can mean repeating the input of information or data into the software once the internet connection is repaired, or asking a customer to wait until the connection is restored. Online systems are often one-size-fits-all with limited configurability and it can be difficult to get enhancements, since these will have to be applied across the entire installed base of users.

Technical

Will I be able to configure my system to suit my practice?

Yes, Ocuco software is designed to be highly configurable, to suit practices of all sizes. The software is designed to mould around your business processes, not the other way around.

Does Ocuco provide an online system?

Yes, Ocuco has an online system and a locally installed system - the choice is yours. However, there are some things to be aware of with an online system (regardless of supplier) before you make up your mind:
Broadband hardware and subscriptions, along with provision of redundancy backup communication, can be quite costly. You are susceptible to interrupted operation of the software if the internet goes down. This can mean repeating the input of information or data into the software once the internet connection is repaired, or asking a customer to wait until the connection is restored. Online systems are often one-size-fits-all with limited configurability and it can be difficult to get enhancements, since these will have to be applied across the entire installed base of users.

Will I have a completely paperless practice?

Since Ocuco has integrated with all clinical equipment types, the entire patient journey can be paperless. All clinical results, records, images and patient history can be stored in the patient record of the practice management system, for your reference during subsequent patient visits.

Can I take my records with me when I go home or to an outreach location?

Yes, we have the facility to provide home links or you can generate a replicated offline database for your outreach activities.

Are there links to all types of clinical equipment?

Yes, Ocuco is the leader in clinical equipment integration. We have dedicated engineer who works directly with the equipment manufacturing companies and remains up to date on the latest technologies and developments.
Is hardware an issue? Our sales representative will schedule a full audit of your hardware, however, most computers sold since 2005 will by default be of sufficient specification to run Ocuco's software. (Many prior to that date will also be sufficient).

Will broadband availability and stability be a problem?

Our locally installed software runs without the need for broadband. Our online system would of course require internet connectivity. In this case redundancy backup communications would also be needed to ensure uninterrupted operation in case of issues with the broadband connection.

What database does Ocuco software run on?

Ocuco chose Oracle from day one, due to its robustness, scaleability, audit trail, security and anti fraud capabilities. We feel that this is a major differentiator from many of the alternative practice management software suppliers.

Flexibility

Is Ocuco's software flexible to my needs and as my practice grows or changes in the future?

Yes, Ocuco's software is very flexible in many respects. We have several flavours of our software, for practices needing an entry level system to run their diary, recalls and till, to those wanting full stock management, links to clinical equipment and contact lens care scheme management. You can start with the entry level product and add on pieces as you wish. We also have some business enabling Add-on products. You can add these at any time, not just when you initially purchase the software.

Is Ocuco flexible and is it easy to get started on the software?

Yes Ocuco tries to meet your requirements;

  • Ocuco has flexible payment options and will do its best to find a solution which fits your situation.
  • We offer the software as a locally installed application, or it can be hosted online, the choice is yours.
  • The software itself is highly configurable to try to mould around your business processes, rather than the other way around.
  • During data conversion, we convert the data you choose to be converted.
  • We have a large operations department, so we try to schedule the training and installation day around your preferences.

Does Ocuco have flexible options for payment for the software?

Yes, we try to be flexible with the financial options, and in recommending the solution which works for you. Please call your sales representative to discuss your particular situation and develop a solution which works for your particular situation and needs.

Security

Is my data safe?

Yes, Ocuco is developed on a military grade Oracle database. The software is hosted on a self contained network and can be automatically backed up remotely at a secure data centre on a daily basis.
Can it help prevent fraud? Yes, Ocuco's choice of Oracle for its underlying database provides a full audit trail of transactions and changes. This has been shown to reduce shrinkage.
Also, our Stock module with full stock take facility gives full visibility of all of the stock movement.