Advanced Technique: Multiple Computer Processing
If you want to speed things up significantly, you can run SpexFetch on multiple computers simultaneously.
How It Works:
- Computer 1: Running VSP checks
- Computer 2: Running EyeMed checks
- Computer 3: Running Versant checks
Warning: This is complicated! You're essentially managing a small assembly line. Your organization system becomes even more critical.
Requirements for Success:
- Excellent file naming convention
- Detailed notes on what's running where
- Clear tracking system
- Strong organizational skills
Recommendation: Start with one computer until you're comfortable with the process. Then expand if you need more speed.
Realistic Timeline Expectations
This is not a quick process. Here's what to expect:
For 3,000 Patients (3 files of 1,000):
- If checking 4 vision plans = 12 total runs
- At 2-3 hours per run average = 24-36 hours of processing time
- Spread over multiple days or even a week
This is Normal: You're running a sophisticated, specialized marketing campaign targeting your own patient base with personalized benefit information. The time investment is worth it.
Key Tips for Success
Stay Organized: Your naming convention and folder structure are your best friends. Don't skip this step.
Be Patient: Let the app do its work. Don't try to rush it or run files that are too large.
Track Everything: Keep notes on what you've run, what's currently running, and what still needs to be done.
Start Small: Process one year first, see your results, then decide if you want to go back further.
Don't Overthink Plan Selection: If you're unsure, start with your top 2-3 most popular vision plans and expand from there.
Results Matter More Than Speed: It doesn't matter if it takes a week to complete. What matters is identifying those unused benefits so you can reach out to patients.
What Happens Next?
After you have your results files, you'll have a list of patients with unused vision benefits. This becomes your targeted marketing list for:
- Phone calls
- Text messages
- Postcards
- Email campaigns
- Personal outreach
These are warm leads - people who already know your practice and have benefits waiting to be used. Your conversion rate should be significantly higher than general marketing.
Questions to Ask Yourself Before Starting
- How many years back do I want to go? (Recommendation: Start with 1 year)
- Which vision plans are most important to my practice?
- Do I have time this week/month to manage this process?
- How will I name my files to stay organized?
- Where will I save my results?
- What will I do with the results once I have them?
Final Thoughts
This process requires time and organization, but you're not doing busy work. You're identifying real opportunities with real patients who already trust you. Every unused benefit you help a patient use is a win for both of you - they get the eyecare or eyewear they need, and you grow your practice with existing relationships.
The app does the heavy lifting. Your job is to stay organized and follow through on the results.
