Notes for owners · Industry-Specific Software Guides
An Eye Hospital’s Checklist Before Moving the OPD Off Paper
Before leaving paper, list the stages a patient passes through, agree the fields for each eye, count lens stock by model and power, and decide which registers move first. GullySystem builds eye OPD, surgery and optical records on one patient file. A single-doctor clinic may keep its card system for now.
Ganesh HS, Strategy and Technology, GullySystem · · 3 min read
Map the stages in your OPD
Write down every stop a patient makes: registration, vision and refraction, pressure, the doctor, dilation, a second look and the counter. Note who owns each stop.
Dilation is the step paper handles worst. Patients leave the queue for drops and rejoin it later. Decide how a status such as “waiting for drops” or “ready” should appear on screen.
Note which stops differ by doctor or branch. They need agreeing before set-up.
- Every stop a patient makes, in order
- Who owns each stop
- How dilation status is shown
- Differences between doctors or branches
Agree the fields for each eye
Refraction, vision, pressure, slit-lamp and fundus findings are recorded for the right and left eye. Sit the optometrists and doctors together and agree the fields and their order. A free-text box invites the old habit of writing everything twice.
Decide also what the optical counter needs from that record. The spectacle prescription should be read from the doctor’s final entry, not copied.
Ask about your machines. Linking an auto-refractor or biometer is scoped per machine model, so list makes and models now.
Count lens and consumable stock first
IOLs come in many models and powers, some held on consignment from the supplier. Count them by model, power and serial number before go-live. Separate owned stock from consignment stock on the count sheet.
Do the same for viscoelastics, blades and other OT consumables. An opening count that is wrong stays wrong for months.
Name the person who signs off the count.
- Lenses by model, power and serial number
- Consignment stock kept apart
- OT consumables with batch and expiry
- One person signing off the opening count
Decide what the surgery file and counter hold
For cataract, agree what sits on the surgery record: biometry, lens chosen, package, consent, OT date and review dates. Agree how pre-authorisation and claim status are recorded for insured patients.
At the optical counter, list what an order carries. The prescription, frame, lens type, advance paid, lab and promised date are the usual set. Open orders on the day of the move need entering too.
Keep the paper books for a short overlap. Then close them.
Choose the order of the move
Moving every register at once is hard on a busy OPD. Many hospitals start with registration, the queue and the eye record, then add surgery, stock, the optical counter and camps.
Camp registers come last for most. Patients screened at a camp and advised surgery should still join the main record, so plan how camp lists will be loaded.
Write the order down and share it with every desk. Training follows the same order.
Eye OPD move sheet
A sheet with one row per register you keep today, from the token book to the camp list. Columns note the owner, the fields it holds, the open entries to carry over and the week it moves. Blank rows show what nobody has claimed yet.
Open a blank worksheet to printQuestions owners ask
Can readings flow straight from our machines?
Not by default. Each auto-refractor or biometer exports data differently, so a link is scoped per machine model. Where one cannot be linked, staff type the readings in.
Should old patient cards be scanned in?
Only where they matter. Active patients and those awaiting surgery are worth bringing across. Older cards can stay filed and be added when a patient returns.
Does a general clinic system include an optical shop?
Usually no. A clinic system covers OPD, billing and pharmacy stock. The spectacle counter and lab orders are often added as separate work.