About Waiting Time / The Clinic’s IT System Configuration

We hope to continue providing high-quality care in a compact eye clinic.

We designed the clinic to use IT so that care flows smoothly.

At present, we are able to guide you through the examination, tests, and payment with minimal waiting time.

From the preparation stage before opening, the companies involved thought through many details and connected everything together for us.

We were told that there had been no precedent for the following system configuration in an eye clinic.

We are truly grateful for the help of everyone at each company.

We are also always grateful to all our staff, who use the systems so skillfully.

TOC

About Waiting Time / The Clinic’s IT System Configuration

○ Electronic medical records and image filing system (MIU)

After each test is finished, the images are sent instantly to the image filing system in the examination room.

Slit-lamp microscope photos taken in the examination room are imported.

→ Displayed and explained on a vertical monitor set at the patient’s eye level

* Reference images are shown together.

Data from visual acuity tests and the like, performed by orthoptists and examination assistants, are entered using an iPad.

Examination assistance / Mac operation: a system that lets the doctor concentrate on the examination and on explaining with the monitor

○ Various examination instruments (NIDEK, Carl Zeiss, Nikon, and others)

→ See the details page

* All of this can be stored in the filing system above.

○ Patient card printing (CardEx)

(Cards about half as thick as IC cards)

Printed automatically from the first-visit reception information.

A card with a simple design (Shuhei Yano),

Barcodes will (in the future) shorten data entry time.

○ Automatic payment machine (Posco)

After the examination, the medical information is sent to the claims software in the shortest possible time and imported into the POS register.

No manual entry of amounts: it is operated by touch panel inside the reception counter, and the total is shown on the counter.

→ The machine automatically dispenses change from the cash received from the patient, and staff hand it over together with the printed receipt and prescription.

Payment methods (current):
For insurance-covered care, we accept cash only.
Contact lenses, orthokeratology (the treatment itself), care products, etc.: credit cards are accepted.

(QR code payments are not supported.)

○ In-clinic dispensing and inventory management of contact lenses, etc. (Oneeight)

We have established an online ordering and inventory management system, linked with the POS register system.

○ Reservation system (Mediweb)

Online reservations / queue-number reservations

Waiting-time display inside the clinic

Printing and handing out a guide to the date of your next visit

Spreading out visit times (visual field tests, fundus examinations, etc.)

* Together, these also help shorten the waiting time for patients who come in directly.

○ Website and first-visit questionnaire

Top page: estimated waiting time display

Questionnaire download, Questionnaire form: fill it in before your visit, or submit it from your smartphone, as you prefer.

* You are welcome to visit at any time, even without a reservation.

○ Internal communication (Slack)

By using messages between the reception desk and the Mac in the examination room, we can exchange information even when there is a time lag.

* 123m² of floor space is small enough that talking directly is often faster.

○ Internal documents, consent forms, training materials, etc.

Saving them as PDFs in a shared cloud shortens the time spent looking for documents.

○ The ability and effort of our staff

While being able to treat patients kindly,

they also use the systems above to keep track of where each patient is now (reception / questionnaire / tests / waiting for the examination) and act accordingly.

They carry out accurate testing, reception, and examination assistance for us.