Post by friscoeyeassociates on Feb 5, 2016 9:36:08 GMT -6
You must go into Admin -> Defaults -> Reports Defaults where you can customize the billing codes that the report references. the process of customizing the report is akin to using functions in an excel document to multiply or divide data from different cells to come up with a capture rate percentage, but it is not exactly the same. There is a button towards the bottom of the screen that says "Capture HELP" that will explain the process of customizing the report.
Thank you for the help. I'm impressed with the functionality of these reports and the potential. One thing I noticed is it wouldn't account for "outside Rx" orders for glasses. We typically put these under our main doctor's name on the invoices. We have 40-50 walk in glasses orders/month, so unfortunately the percentages aren't making sense. Is there anyway to only pull up frame orders for patients that have had an exam (like you can on the correspondence report)?
Post by friscoeyeassociates on Feb 6, 2016 9:33:31 GMT -6
Yes and No...You can use the "Criteria" function to count only patients who had an eye exam and purchased glasses on the SAME invoice. However you will still need to use correspondence report if you want the report to include people who had an exam and came back a different day to purchase glasses because then they would not be on the same invoice. See Picture for more direction on the "Criteria" function if interested.
Does this capture rate report give accurate information? As far as, patients that have had an exam with our office and purchase products? From what I am reading it may also calculate outside rx purchases?
Post by friscoeyeassociates on Feb 10, 2017 8:54:16 GMT -6
It all depends on how you want to track "Capture Rate" and how you set up the report in the default menus. If you see the image below of my defaults I have set up for the report, you can see that I have a row called "All Fr/Lns Sales CapRate" where I tell the report to take all frame and lens sales within a given time frame and divide that by the amount of exams in the same time frame then multiply by 100.. This would include outside Rxs and people who had an exam then came back and bought glasses on a different day... I have this set up for my own curiosity, but it is not what I would consider a true "Capture Rate".. The way I prefer to define Capture Rate in my office is: What percentage of patients that we saw for an eye exam bought glasses on that SAME day as exam. I like this definition because it excludes outside Rxs that would serve to inaccurately boost our capture rate, and the chance of a patient coming back to shop after they leave from an exam is not 0%, but it is a very low percentage (you will notice in the second photo below of a ran capture rate report that the "All Fr/Lns" column is almost always a higher percentage than the "Same Day" column because the latter excludes walk ins who did not have exam). This is why I prefer to have my team focus on improving SAME DAY Cap Rate. You do this by setting up the report to calculate all invoices in a given time frame that have both an exam billing code and an optical billing code on them, then divide that by total exams in same time frame and multiply by 100.
The report below is from the this last week. You can see we saw 389 exams and 113 of those exams were "captured" as optical sales as well. under the "All fr/Lns" column, which includes all 113 of those exam+glasses, that there is an additional 70 sales that walked in with outside Rx's OR came back to shop after having their exam on a different day. The last two columns define the percentage breakdowns for those 2 different set of criteria, and you can see how the column that include outside rxs is a much higher percentage. I tend to pay more attention to the last column, at least for tracking our real performance in terms of capturing exams as optical sales Good Luck!
I noticed after setting up my report, I do not have any values in the $Frames or $cl column. I would like to know the $ for each of these values. Could someone give me some information on how to set that up in the defaults?