Checklist template

Optical lab and order tracking

A ready-to-use checklist with 106 items in 6 sections, covering Job entry, Lens inventory, Edging and finishing, Quality check, Due dates, Remakes. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 106 Items
  • 84 Yes / No checks
  • 6 Scored ratings
  • 114 Points

Use this template How audits work

1. Job entry 16 items

  1. Each job is in its own tray with a printed work ticket Yes / No 1 pt
  2. The tray holds the frame or a note stating that the frame is to follow Yes / No 1 pt
  3. The work ticket shows the prescription, pupillary distances, heights, lens type, coatings and promised date Yes / No 1 pt
  4. Each job was logged in the tracking system on the day the order was taken Yes / No 1 pt
  5. Jobs sent to a central or outside lab are recorded with the date shipped and the shipment tracking number Yes / No 1 pt
  6. The frame is traced at job entry and the trace is saved to the job Yes / No 1 pt
  7. A customer's own frame arriving in the lab is compared with the condition noted by the dispensary, and new defects are reported before work starts Yes / No 1 pt
  8. Lens availability (in stock or to be ordered) is determined at job entry Yes / No 1 pt
  9. Rush jobs are identified by a tray color or a tag Yes / No 1 pt
  10. Trays are racked by stage (waiting for lenses, ready to edge, inspection, ready for pickup) Yes / No 1 pt
  11. Jobs on hold are kept in a separate area with the reason written on the ticket Yes / No 1 pt
  12. Parcels from the central lab are reconciled against the packing slip on the day received Yes / No 1 pt
  13. Surfaced lenses received from the lab are compared with the work ticket before they are edged Yes / No 1 pt
  14. Open jobs in the lab at the time of the visit Number
  15. Jobs on hold at the time of the visit Number
  16. Organization of job trays Rating
    • Every job ticketed and racked by stage 5 pts
    • Some trays out of place or missing information 3 pts
    • Jobs cannot be located by stage 1 pt

2. Lens inventory 16 items

  1. Stock single vision lenses are filed by material, then by sphere and cylinder power Yes / No 1 pt
  2. Lens envelopes face the same way with the power label visible Yes / No 1 pt
  3. Minimum quantities are set for the most-used powers Yes / No 1 pt
  4. The lens replenishment order is placed on the company schedule Yes / No 1 pt
  5. Stock lenses used on a job are deducted from inventory by scan or by entry Yes / No 1 pt
  6. The stock lens count is taken on the company schedule Yes / No 1 pt
  7. Date of the last stock lens count Date
  8. Single lenses left over from a pair are kept in a marked drawer and used first Yes / No 1 pt
  9. Anti-reflective coated stock is filed separately from uncoated stock Yes / No 1 pt
  10. Lens envelopes are kept with the job until it passes final inspection Yes / No 1 pt
  11. Stock lenses are stored away from direct sunlight and from the tint unit Yes / No 1 pt
  12. Defective stock lenses are returned to the supplier for credit Yes / No 1 pt
  13. 5 stock lenses sampled read on the lensmeter at the power printed on the envelope Yes / No 1 pt
  14. Spare blocking pads, edger wheels and drill bits are on hand Yes / No 1 pt
  15. Jobs delayed last week because a stock lens was out Number
  16. Organization of lens stock Rating
    • Filed in order, minimums kept 5 pts
    • Filed in order, several powers out 3 pts
    • Disorganized or not counted 1 pt

3. Edging and finishing 20 items

  1. Lens power is verified on the lensmeter before the lens is blocked Yes / No 1 pt
  2. The optical center and axis are dotted on single vision lenses before blocking Yes / No 1 pt
  3. Progressive lenses are laid out from the manufacturer's ink marks or engravings Yes / No 1 pt
  4. The blocker's centering has been checked on the manufacturer's schedule Yes / No 1 pt
  5. The tracer has been calibrated on the manufacturer's schedule Yes / No 1 pt
  6. Date of the last tracer calibration Date
  7. The edger's sizing is checked with a test lens at the frequency set by the manufacturer Yes / No 1 pt
  8. The material setting on the edger matches the lens material of the job (polycarbonate, Trivex, high index, plastic) Yes / No 1 pt
  9. Anti-slip pads are used on lenses with slippery top coats Yes / No 1 pt
  10. The bevel position is chosen to suit the frame and the edge thickness Yes / No 1 pt
  11. Both edges of every lens carry a safety bevel Yes / No 1 pt
  12. Drilled lenses show no cracks or chips around the holes Yes / No 1 pt
  13. Groove depth on grooved mounts holds the cord without the lens rotating Yes / No 1 pt
  14. Plastic frames are heated only enough to insert the lens Yes / No 1 pt
  15. A polariscope is available in the lab for checking lens stress Yes / No 1 pt
  16. Mounted lenses checked under the polariscope show no heavy stress pattern Yes / No 1 pt
  17. Tinted pairs match each other and the color sample Yes / No 1 pt
  18. The edger's water or coolant is changed on the manufacturer's schedule Yes / No 1 pt
  19. The edger maintenance log is up to date Yes / No 1 pt
  20. Workmanship on 3 finished jobs examined Rating
    • Clean bevels, correct size, no stress 5 pts
    • Minor cosmetic flaws 3 pts
    • Gaps, chips or loose lenses 1 pt

4. Quality check 21 items

  1. Every finished job passes a final inspection before it is filed for pickup Yes / No 1 pt
  2. Final inspection is done by a person other than the one who edged the job when two or more lab employees are on duty Yes / No 1 pt
  3. Sphere, cylinder and axis are read on the lensmeter and compared with the ticket within the company tolerance Yes / No 1 pt
  4. Prescribed prism is verified at the reference point Yes / No 1 pt
  5. The distance between optical centers is measured and compared with the ordered pupillary distance Yes / No 1 pt
  6. Optical center heights of the two lenses are compared for unwanted vertical prism Yes / No 1 pt
  7. Progressive fitting cross height is checked against the ordered height on a layout chart Yes / No 1 pt
  8. The add power is verified against the ticket Yes / No 1 pt
  9. Lens surfaces are inspected under a bright light against a dark background for scratches and coating defects Yes / No 1 pt
  10. Photochromic lenses are activated under a UV lamp to confirm the option was supplied Yes / No 1 pt
  11. Center thickness is measured on minus lenses against the minimum set by company policy Yes / No 1 pt
  12. Impact resistance test records or the lens supplier's certification are on file, as required by local regulation Yes / No 1 pt
  13. The frame sits flat on a level surface with both temples touching Yes / No 1 pt
  14. Eyewire and hinge screws are tight Yes / No 1 pt
  15. No gap is visible between the lens and the eyewire Yes / No 1 pt
  16. The frame is free of tool marks from mounting Yes / No 1 pt
  17. The lensmeter has been verified with test lenses on the company schedule Yes / No 1 pt
  18. Date of the last lensmeter verification Date
  19. The inspector's initials and the date are on the ticket of each finished job Yes / No 1 pt
  20. Jobs that failed final inspection last week Number
  21. Auditor's re-inspection of 3 jobs filed for pickup Rating
    • All within tolerance and free of defects 5 pts
    • 1 job with a cosmetic defect 3 pts
    • Any job out of tolerance 1 pt

5. Due dates 16 items

  1. Promised dates follow a published turnaround by lens type Yes / No 1 pt
  2. A list of jobs due today and tomorrow is printed or viewed at opening Yes / No 1 pt
  3. Trays waiting to be edged are worked in due date order Yes / No 1 pt
  4. The customer of a job that will be late is contacted before the promised date Yes / No 1 pt
  5. Jobs past their promised date at the time of the visit Number
  6. Age of the oldest open job (days) Number
  7. Jobs at the outside lab beyond its stated turnaround have been chased with the lab Yes / No 1 pt
  8. Each chase is noted on the job with the date and the answer Yes / No 1 pt
  9. Backordered frames are followed up with the supplier weekly Yes / No 1 pt
  10. A customer whose frame is backordered is offered an alternative Yes / No 1 pt
  11. The status of 3 jobs picked at random was found in the tracking system within 2 minutes each Yes / No 1 pt
  12. Finished jobs are filed for pickup by customer name or tray number Yes / No 1 pt
  13. Rush jobs completed last week met the rush commitment Yes / No 1 pt
  14. Average turnaround of single vision jobs finished in store last month (days) Number
  15. Jobs delivered on or before the promised date last month (%) Number
  16. On-time performance Rating
    • No late jobs 5 pts
    • Late jobs, all customers informed 3 pts
    • Late jobs, customers not informed 1 pt

6. Remakes 17 items

  1. Every remake is logged with the job number, the reason and the stage where the error occurred Yes / No 1 pt
  2. Remake reasons use the company's codes (lab error, measurement, order entry, prescription change, non-adapt, supplier defect) Yes / No 1 pt
  3. A remake is authorized by the manager or the lead optician before lenses are ordered Yes / No 1 pt
  4. Remake jobs are given priority over new jobs Yes / No 1 pt
  5. Spoiled lenses are kept for review until the weekly remake report is signed Yes / No 1 pt
  6. Supplier credits for coating defects and non-adapts are claimed within the supplier's deadline Yes / No 1 pt
  7. A prescription change by the doctor is supported by a new written prescription in the job file Yes / No 1 pt
  8. Frames broken in the lab are logged Yes / No 1 pt
  9. The customer is told when a frame was broken in the lab and replaced Yes / No 1 pt
  10. The remake rate is reviewed with the lab team each month Yes / No 1 pt
  11. Remakes logged last month Number
  12. Remake rate last month (% of jobs) Number
  13. Lenses spoiled in the lab last month Number
  14. An action is recorded for the most frequent remake reason of last month Yes / No 1 pt
  15. Name of the lab lead Short text
  16. Overall control of lab jobs Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  17. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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