Dr. Carlin – One new employee this month – Welcome Emily! Sarah has accepted the Team Lead position for front desk.  

Still looking to improve the patient experience and the employee experience. We have started the patient tracking – will look at wait times and how to improve. Starting tracking in POD 1 and will roll it out to the other physician later. To improve the employee experience, Amy and I have met with the front desk and have already made changes. Will be meeting with the technicians next Tuesday during training.  

Phone calls are now also recorded and analyzed to help scheduling. 

Focus on the “hometown touch” – Engage with the patients  

Payouts – Lasik -Vanessa, Gigi, Michaela, Bree, Courtney, Kaitlyn, Ashleigh Bleph (04) Mirnesa, Courtney, Kaitlyn, Rebecca, Anslee, Michaela, (015) Kaitlyn, (011) Salma, Karen, Mirnesa, Mandy, Bre, Robyn 

Amy –  Physician on call schedule can be found on the bulletin board in the back office. If someone calls for medical attention after hours, it goes to our call service. The patient information is then sent to the doctor on call. If someone mentions the after hour service is not working, please let me know.  

Collections Alerts – After 4 billing cycles, patients go on a collections list. Patients must make a payment within 30 days, or they are dismissed from our practice.  

Policies can be found in the Intranet or in the Employee Handbook in my office.  

Only 80 PTO hours will roll over after March 31^st. Please take the time. You will lose it otherwise.  

If you’re sick, please stay home. Call out to your direct supervisor between 7:00-7:30 then call the office.  

Reviews set for April, May, June. Supervisors passed out forms. Mandatory complete required. Raises to go in July 6^th.  

Mandy – Lasik is up from last year! CarlinBucks start back 03/23/2026. Make sure to claim your treats. Crosslinking has started and we have performed 2 procedures so far.   

Cataracts – Busy as usual. Dr. Williman’s next surgery date is in May. Techs – add initials to test.  

Bleph – Add your bleph referral to “Bleph Referral” and To Dos to “DDS”. If a patient is interested in Lipiflow, ask if they would like to wait for me or would prefer a call back.  

Optical – Send patients to Optical to use their benefits and HSA money! Luxotica luxury lines now included in the “free pair” for employees. Patient can now schedule pick ups to reduce their wait time.  

Contacts – Both of us are back. Thank you to everyone that has helped over the last few months.   

Retina – Super busy! Scheduling template has recently changed.   

Valeda –  Refraction must be performed during eval.  

Tech – Temporarily down to 1 visual field. Will be back to two next week.  

Marketing- Starting to re-vamp procedure videos for consult rooms using AI avatars. This will make the experience more efficient and personable. Cataract and YAG videos have been rolled out. Flower bar coming April 8th from 11:30-1:30. You will be able to build your own bouquet.

January Office Meeting Notes  

Dr. Richard Carlin – Welcome Sarahi and Dona! We are still hiring for all departments.   

In 2025, we saw 50,000 patients of which 20,000 were CEX. We ran 2500 visual fields, 3000 optos, and 6000 OCTs. We performed 2,300 injections retina injections, 1650 cataracts and 280 blephs, and 750 yags Oculoplastics was up 10%, Optical was up 18%, Contacts was up 2% and Lasik was down 27%.  

The goal for the office is to provide the best possible service to all patients. It is not about the money. If you provide exceptionally service then patients will return.  

Goal for 2026 is efficiency. We want to improve efficiency for patients and reduce wait times in all departments. The first step to this is to be on time and in position ready to assist patients. We need to have urgency. 

Employee survey results are coming back. We will start by meeting with the front desk next Tuesday to discuss.  

Technicians – If you run an Optos with pathology, please circle the code on the routing sheet. We can charge if there is pathology. If no pathology, then we cannot charge.  

Please let patients know we offer Lasik, especially near sighted patients.  

CarlinVision does not discriminate based on religion, sex, gender, politics, etc.. We want all patients to feel welcome. It is perfectly fine to have your own beliefs, but please do not display them while in the office as it may be off-putting to patients. 

Refraction fee is changing from$58 to $59. Changes goes in effect 01/26/2026.  

Payouts – Dr. RC Lasik- Karen, Bree, Michaela, Ashleigh, Mirnesa, Brandi, Vanessa, Kaitlyn 

Bleph (RC) – Mirnesa, Holli, Ashleigh, Michaela, Brianna, Kristi (DC) Holli, Madelyn, Salma, Erika, Ashleigh, Haley, Bree, Vanessa (Tyler) Betty, Michaela,Holli, Bree, Beth, Erika, Madelyn (O’Shea) Anslee 

Amy – It is open enrollment for John Hancock. If you were hired as of Nov 2024, you can participate. All changes must be submitted by January 26^th.  

PTO – Only 80 hours of PTO will carry over after March 31^st. Please take time off if you have more than 80 hours.  

Teams is not a secure channel for communication. Please do not send patient information through chat.  

Lasik – Ashleigh, Kristie, Mirnesa, Bree, Michaela, Karen, Brandi, Stacy, Vanessa, and Kaitlyn were all contest winners! 

Betty – Thank you to everyone who stepped in to help in December. Corinne is still floating. We hope Kimberly can return soon.  

Cataract – Everything is going well.  

Contacts – Thank you to everyone that has been helping or asking how I am doing. It is a difficult time, but everyone is making it a little easier.  

Retina/Valeda– Valeda is doing great! We are starting to market the service.  

Dry Eye – Daelyn schedules lipiflow. Please use materials in pairs. 

Maddie – Coffee truck coming Friday, February 13th from 8:30-10:30 to celebrate Valentines day. They will bring donuts and many drink options – coffee, frappes, smoothies, etc.