Outfitting your optometry practice with the right equipment is foundational to success. You need the right Diagnostic Tools and devices to give your patients the care they deserve. This helps you prescribe the right vision correction for them.
Making mistakes when buying optometry equipment can result in devices that don’t work well. This can lead to bad results for your patients and loss of future business.
It’s easy to rush into a purchase. A smooth sales pitch or a great price can tempt you, but this can lead to unexpected costs or problems later on.
We have created a guide for buying optometry equipment. It includes expert advice from real optometrists and trusted sources, and it will help you avoid common mistakes when purchasing equipment.
Mistake #1: Skipping the Strategic Plan
Buying optometry equipment isn’t just about getting fully outfitted so you can schedule appointments. Every device you bring into your office is an investment in the future of your practice. You should consider equipment purchases as stepping stones to help you reach your business goals.
One optometry equipment buying mistake is forgetting to consider the full scope of your clinic’s needs. This can lead to buying items you don’t really need. An underutilized device doesn’t generate a real return on investment. No one wants to spend money on a device that gathers dust in a corner most of the time.
The smart approach is to comprehensively assess your practice before making an equipment wish list. Start by listing the services you provide.
Next, calculate the number of patients you see each day and week. Finally, consider your staff and the space you have. That will give you a better idea of what equipment will provide the best ROI.
Look beyond your immediate needs. Think ahead about what equipment you’ll need in the future and when you’ll need it. Write an “equipment roadmap” tied to growth stages. As you approach a particular milestone, you can start looking for the items you’ll need to buy when the time comes.
Mistake #2: Choosing the Cheapest Option
Bargain hunting is second nature to many people, but it’s not always the right approach for medical equipment. You’re purchasing specialized tools with precise purposes, and a low upfront cost doesn’t always mean you’ll save money in the long run.
Most optometry equipment has a broad price range. The items on the low end of the range are often base models; they have limited features, which may limit functionality. You may also find that saving on the purchase price means there’s no service plan included, so you’ll pay maintenance costs out of pocket. You may also find low-end equipment obsolete faster than more sophisticated models.
When making major purchases, remember that cost doesn’t always equal value. Buying for price over performance is a common regret.
Before purchasing equipment, look at the whole picture, not just the price. Evaluate the total cost of ownership over the device’s lifetime. Make sure it will meet high standards of clinical reliability. And don’t underestimate the importance of resale value—your old equipment can help finance upgrades in the future.
Mistake #3: Ignoring Compatibility with Your EMR and Devices
Digital record-keeping is part of the standard of care in medicine. Electronic medical records help communication between providers, patients, and outside places like labs and optical shops. Data in EMRs needs to be accurate and up to date.
Smart devices connecting to EMR systems let you upload test results to the patient’s chart. This only works if the device is compatible with your EMR platform. If that happens, your team must enter the information by hand. This can lead to workflow delays and mistakes in data entry.
Before you buy any new equipment, get a guarantee that the device is compatible with your existing system. Ask the vendor to give you a demo that proves live integration with your software stack before purchase.
Mistake #4: Underestimating Hidden Costs
The purchase price of equipment is the biggest cost, but it’s not the only cost. Expenses associated with operating and maintaining optometry equipment arise after you buy it. If a device doesn’t have a service plan included in the price, you must plan ahead for those expenses.
Optometry equipment is high-tech, which means it requires all the maintenance of any high-tech device. The purchase price may not reflect the costs of installation, calibration, software updates, and tech support. Ask vendors about training and customer support and whether there’s a cost for training or support calls.
Tip from Eyes on Eyecare: Always ask, “What does the quote NOT include?” Know the long-term costs of owning and using equipment. This way, you can budget properly.
When you speak to the vendor, get an all-inclusive quote with full lifecycle cost details. If they can’t provide that, reconsider your purchase.
Mistake #5: Failing to Test Before You Buy
Trying out a car is a normal part of buying one. Testing optometry equipment should also be a normal part of that process. Getting a feel for the equipment is important before you commit to using it for the foreseeable future.
If you don’t try before you buy, you might get some unpleasant surprises when the new equipment arrives. You might find that the device doesn’t fit your space. Your staff might dislike the interface, or the training could be hard. This means not everyone in your office can use it right away.
You can avoid buyer’s remorse by requesting in-office demos, trials, or test units. Word of mouth is a good way to learn more, so ask your peers about hands-on use. You can also visit vendor booths at optometry conferences or trade shows to compare different devices.
Mistake #6: Buying Used Without Proper Vetting
Used equipment can be a smart investment for your optometry practice. It is often a good way to get a recent model at an affordable price.
When buying used, think about the features of the device. Also, consider what features are only on new models. This difference can affect how you use the older device over time.
Medical equipment is always evolving. Some devices can upgrade to remain current, but others quickly become obsolete. Equipment that uses outdated software or has poor image quality will affect care delivery. Used equipment may not have a warranty, so your maintenance and repair costs may be higher over time.
Buying used can be smart if you are smart about selecting used equipment. Ensure the device has certification and includes proof of calibration and an up-to-date service record. Check the software status and ask for any available updates before you buy. And always check the seller’s credentials to ensure you’re buying from a reputable source.
Mistake #7: Rushing Into a Lease Without Understanding the Terms
Leasing can be a great way to trade up for new equipment every few years. However, you should check the lease contract closely to make sure you understand the terms and your responsibilities during and after the lease.
If you’re considering a lease, read the whole contract, including the fine print. Sometimes, leases have unexpected provisions, like hidden fees or auto-renewal clauses. Also, clarify whether an upgrade path allows you to swap out devices at the end of a lease term.
It might be helpful to consult your accountant or legal advisor before signing any lease agreement. Have them look over the contract and note any red flags. Ask about how the lease will support your plans for your practice. A flexible lease can work — but only when aligned with your growth plan.
Bonus Section: Sales Rep Red Flags to Watch Out For
Sales reps have a job to do: sell products. A skilled sales rep with much industry experience can be a great help when buying optometry equipment. However, they are not there to explain all the models available. They’re hoping to sell you a particular device, and they can make the device sound like it’s the perfect fit for your practice.
Don’t get caught up in the moment and fall for a sales pitch with these red flags:
- Overpromising features without proof: Medical devices should have clinical studies to demonstrate their efficacy. Ask the salesperson to share the clinical data with you so you can double-check their claims.
- It might be a red flag if the sales rep is vague about training, support, or service history. If they don’t highlight the service plan or customer support, it could mean those aspects are not impressive. Learn the specifics of the service, training, and support package before you buy.
- Avoid pushy sales tactics or “this-week-only” deals. Limited-time offers are not a good reason to buy a product with problems. Don’t rush into something because of a great price unless you know everything about the deal is also great.
Key Takeaways
When outfitting your optometry practice, remember that equipment isn’t a transaction — it’s a strategic decision. Every device in your office invests in your practice and your patients. Make sure you choose equipment that delivers the efficacy you need and the care your patients deserve.
When you make your list for the Optometry equipment Sale, take your time. Do your research and talk to people who value your clinic’s future.
Talk to Dauh Eye Care for objective, expert advice on selecting the right tools for your clinic.
FAQ
How do I know if optometry equipment is worth the price?
When buying optometry equipment, first set your budget, including the purchase price and yearly maintenance costs. Then, make a list of features you need for each device. Devices that offer your desired features within your budget are worth the price.
What are some red flags when buying used eye care devices?
If you’re buying used Optical devices, a lack of information is a significant cause for concern. Ask to see the service records and proof of software upgrades.
Check the device calibration, too. Also, ask how the vendor will help if the device does not work as promised. You might want to look elsewhere if the seller doesn’t give you that information.
What questions should I ask a sales rep before purchasing?
- Determine the total cost of ownership (TCO), including the purchase price, staff training, service, upgrades, and downtime.
- Check that the device works with your current EMR and imaging systems. This will help reduce admin tasks and improve workflow.
- Learn about support and training access. Ask vendors how they deliver support (onsite, remote, manuals, phone).
