Stepping into an unfamiliar practice for a day can be both exciting and intimidating. Whether you’re covering for a vacationing doctor, helping during a busy season, or filling in between hires, the role of a fill-in optometrist comes with unique challenges—and opportunities.
With the right mindset and preparation, you can make the day run smoothly, provide excellent patient care, and leave a lasting positive impression.
Here are practical fill-in tips to help you feel prepared and confident before your next shift.
1. Do Your Homework Before You Arrive
The more you know about the practice ahead of time, the easier your day will be.
- Confirm appointment types – Are you seeing mostly routine eye exams, contact lens fits, or a mix of medical and specialty cases?
- Learn the EHR system – Ask which software they use and if you can get a quick tutorial in advance.
- Understand office flow – Some practices pre-test patients before you see them, while others expect you to handle this yourself.
A quick pre-shift conversation with the office manager or lead tech can answer these questions and help you walk in feeling prepared.
2. Arrive Early and Introduce Yourself
Showing up 15–20 minutes before your first patient gives you time to:
- Meet the staff and learn names
- Get familiar with the exam lane setup
- Check equipment and calibrate anything you’ll be using
- Review the day’s schedule and any special notes about patients
A warm introduction also builds rapport with the team, which will make it easier to collaborate throughout the day.
3. Be Flexible and Adaptable
Every practice has its own rhythm, and it may not match how you typically work.
- Be ready for workflow differences – You might need to adapt to new exam equipment or a different documentation process.
- Expect schedule shifts – Patients may arrive late, emergencies may pop up, or the order of appointments might change.
- Roll with it – Flexibility is one of the top skills that makes a great fill-in optometrist.
4. Prioritize Patient Experience
For patients, you might be their only interaction with the practice that day, so your approach matters.
- Acknowledge you’re filling in if appropriate—it sets the stage for understanding.
- Be thorough but efficient to respect both patient needs and the schedule.
- Communicate clearly about any follow-up care that will be handled by the regular doctor.
When patients leave feeling cared for, they leave with a positive impression of both you and the practice.
5. Document Clearly for Continuity of Care
As a fill-in optometrist, your role includes making sure the regular provider can easily pick up where you left off.
- Write complete, legible notes in the EHR.
- Clearly outline your findings, recommendations, and follow-up needs.
- Flag any urgent issues for immediate attention.
Good documentation protects the patient, the practice, and you.
6. End the Day on a Professional Note
Before you leave, take a few minutes to:
- Thank the staff for their help
- Ask if there’s anything else you can wrap up
- Share any important notes about the day’s cases
- Confirm payment or timesheet procedures
A courteous exit reinforces your professionalism and increases the likelihood of being invited back.
Working as a fill-in optometrist can be a rewarding way to gain experience, expand your network, and explore different practice environments. By doing your homework, staying flexible, and focusing on patient care, you can make each shift a success.
When you step into a new practice prepared and confident, you’re not just filling a gap—you’re providing exceptional care and leaving a positive mark on everyone you meet.
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