COBC Newsletter  September 2022


New Refracting Tools | Standard 9 | Board Nominations

 

Automated Refracting Toolkit

COBC is delighted to share our brand new Automated Refracting Toolkit. This resource will support opticians who are certified to perform independent automated refractions, as well as their support staff, in better understanding and delivering service to clients.

The toolkit includes mandatory forms for use in practice, as well as guidance documents that will help to clarify client eligibility and streamline optician workflow.

Even those opticians who are not certified to perform independent automated refractions will likely find a review of the toolkit helpful in clarifying the optician's scope of practice and providing answers to the questions clients are likely to ask. Consider reviewing and applying the new toolkit as part of your Continuing Competency Program!

Review the Automated Refracting Toolkit

The resources contained in the toolkit are also available as standalone, fillable documents that opticians can download and use in their practice:

 

New Standards of Practice now in effect

Review the new Standards of Practice

COBC Standards of Practice

Spotlight on Standard 9
Independent Automated Refraction

Standard 9 describes how an optician adheres to the mandated criteria associated with performing independent automated refractions, including obtaining certification.


Case Study #1

An eligible client

Your client is looking for a pair of eyeglasses but doesn’t have an updated prescription. They have not had an eye examination in two years. The client sees the “Sight Test” infographic posted in your store and asks if they can have a sight test to ensure their new eyeglasses will have the correct visual requirements.

As a Licensed Optician certified to perform independent automated refractions, you explain to your client that you can perform a sight test. You also advise them that is this is not the same as an eye health examination. You review your business’s fees for sight testing with your client and explain that no fees will be charged for the service if any issues arise that indicate a need for an eye health examination. You also explain that you cannot charge for a copy of the assessment record, which is the record you will produce outlining the sight test results.

Next, your client must review and complete the mandatory paperwork. The first document you provide to the client is the Client Information Sheet, Form 1A. The information sheet explains what a sight test is and what it does and does not include. You review the information sheet with your client to help them understand the scope of the service and address any questions or concerns they may have. Then, you ask the client to complete Form 1B: Client History & Eligibility. Forms 1A and 1B must be reviewed/completed by the client before the sight test is performed.

Here’s what you now know about your client:

  • They are a 45-year-old with no known medical or ocular conditions.
  • They have no family history of medical or ocular conditions.
  • Their most recent eye exam was completed by an optometrist 2 years ago.

You double-check the Eligibility Checklist or Eligibility Flow Chart to ensure that your client is eligible for a sight test. You determine that they are eligible because of the date of their most recent eye health examination (which happened since they turned 40).

You complete the sight test and produce an assessment record, which contains the results of the independent automated refraction, as well as the client’s pupillary distance. You provide a copy of the assessment record to your client and charge them the agreed-upon fee for the sight test. You then assist your client in picking lenses and frames to fit their vision needs.

General requirements for performing an independent automated refraction

You must help your client to understand the difference between a sight test and an eye examination. Remember that your client must review Form 1A and complete Form 1B before you can proceed with a sight test. Of course, you must also ensure that the client is eligible for a sight test—and if they are not eligible, you must be prepared to explain the reasons.

Keep clear and well-documented records in the client record, as per the Record Keeping Checklist. Importantly, ensure that the client record contains their assessment record, which details the results of their independent automated refraction as well as their pupillary distance.

The client must be provided with a copy of the assessment record after the service is completed, whether they request it or not. You cannot charge the client for this first copy of the assessment record; however, you can charge for duplicate copies. You can also charge a fee for the sight testing service itself, in accordance with your business’s policies.

These requirements come from the Opticians Regulation and are not optional.
 



Case Study #2

A client referred by a prescriber

A 65-year-old diabetic client has just had their second cataract surgery and now needs a new pair of eyeglasses. Due to their age and medical conditions, they are only eligible for an independent automated refraction if their ophthalmologist or optometrist, who has already performed an eye health examination, requests one.

This client had an eye examination performed by their ophthalmologist recently. Their ophthalmologist has referred them to you to complete a sight test and dispense new eyeglasses. Since the client was referred to you, you are not required to provide Form 1A or have the client complete Form 1B. However, because you are not using Form 1B, you make a point of collecting and documenting all of the necessary personal information separately.

You are still obligated to obtain informed consent from the client before and during the sight test. Once the sight test is complete, you provide the client with their assessment record and update the client record—being sure to include a copy of the referral letter.

Requirements for performing an independent automated refraction on a referred client

A client who does not otherwise meet the criteria for an independent automated refraction with an optician may be eligible if referred to the optician by a prescriber.

Under these circumstances, it is essential to document the details of the independent automated refraction, including the fact that the client has been referred by a prescriber who has already completed an eye health examination on the client. Be sure to keep a copy of the referral letter.

Certain aspects of the process will be just the same as they would be with any other client. You must always ensure that your client provides informed consent for a sight test, and you must always communicate the cost of the sight test prior to service. Additionally, the obligation to provide a copy of the assessment record to the client, including pupillary distance, remains the same. You should obtain the client’s verbal and/or written consent before sending a copy of the assessment record to the referring prescriber.
 



Want more case studies?

There are many facets to independent automated refraction—the process, the regulations, and even the results. Explore some other angles in this month's additional case studies.

 


 


What criteria from Standard 9: Independent Automated Refraction were considered in the above case studies?

9.1 Be certified by COBC to conduct independent automated refractions.

9.2 Comply with the Opticians Regulation when conducting independent automated refractions.

9.3 Have access to the appropriate equipment to perform independent automated refractions, including one or more computerized components.

9.4 Before conducting an independent automated refraction, work with the client to complete the client notice forms required by the bylaws and obtain informed consent (Form 1A).

9.6 Communicate the fee for the independent automated refraction to the client prior to providing the service.

9.7 Ensure that all assessment records generated for use in preparing vision appliances are signed by an optician who is certified to perform independent automated refractions and retained in the client record.

9.9 After completion of service, provide the client with a copy of the assessment record that:
a. Includes the pupillary distance.
b. Is free of charge.

9.10 Maintain the client record in accordance with Standard 14 and the Opticians Regulation.

 


 

Working on your CCP? Remember that reading and implementing the new Standards of Practice is your professional responsibility—but it can also be used towards your learning goals! Regardless of whether you are currently certified to perform independent automated refractions, you are welcome to incorporate both the Automated Refracting Toolkit and Standard 9 into your CCP.

You may also wish to review case studies related to other Standards:

 

We want to hear from you

Are you finding these case studies useful? Are there other formats or types of information you would like to see as we spotlight other Standards? Do you have specific questions about the Standards that you'd like to see answered?

Take our 3-minute survey

 

Accepting Board nominations

COBC is looking for leaders to join our Board and is currently seeking nominations for Licensed Opticians (with any designation) in the Cariboo and Vancouver Island areas. The deadline for nomination is 5:00 PM PT on September 30, 2022

Learn more and submit a nomination

 


Volunteers needed

In anticipation of upcoming committee vacancies, we're putting out a call for volunteers! If you're interested in getting more involved with opticianry regulation, let us know. Our openings vary greatly in terms of time commitment and area of interest, so all are invited to apply!

 

OAC Western Conference 2022

The Opticians Association of Canada (OAC) is hosting its in-person Western Conference on October 15 & 16 at the Delta Hotels Burnaby Conference Centre in Burnaby, BC.

Learn more and register

Members of COBC's board and staff will be available to answer questions at the trade show on Saturday. We will also be presenting to attendees on Sunday morning. We hope to see you there!

 

Did you know?

If the results of a sight test indicate a change in refractive error greater the 2.00 dioptres since the date of the client's last prescription or assessment record, the optician cannot charge the client for the sight testing service. 

Check out the Automated Refracting Toolkit for more information, or read this month's additional case studies to see how this might play out in real life.

College of Opticians of BC operates on the traditional, ancestral and unceded Coast Salish territories of the Sḵwx̱wú7mesh (Squamish), səl̓ílwətaʔɬ (Tsleil-Waututh) and xʷməθkʷəy̓əm (Musqueam) Nations.

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