EyeCareWorks Core Solutions
EyeCareWorks Virtual Assistants are not generic VAs trained on healthcare. They are healthcare professionals trained as Virtual Assistants.Every specialist we place comes from one of four backgrounds.
Licensed Registered Nurses (RNs)
Real-time documentation of patient exams, refractions, OCT findings, and assessment notes. Charted directly inside your EMR by a trained eye care virtual assistant who works within your existing workflow.
BSN Graduates
Patient scheduling, inbound and outbound calls, appointment reminders, and front-desk support. Handled by a dedicated eye care virtual assistant who learns your scripts, your scheduling rules, and your patient communication tone.
Allied Healthcare Professionals
Vision and medical insurance benefits verified at the time of booking, so coverage is confirmed before the appointment hits your calendar. Eligibility, copays, frame allowances, and exam frequencies documented in your EMR.
Healthcare Graduates with Patient-Facing Experience
Outbound calls and texts to overdue patients, run under a structured recall protocol. Each contact attempt is documented in your EMR, appointments are scheduled in real time, and outcomes are tracked weekly. Recovers overdue patients without burning your front desk's afternoon.
We do not place generalist VAs. We do not place administrative assistants without healthcare backgrounds. We do not place anyone who has not completed the EyeCareWorks training program.
OUR SELECTION PROCESS
We are selective. Only a small percentage of applicants make it into the EyeCareWorks training program. Every VA we place has passed our full screening process, completed our specialized eye care training, and earned their position with our agency.
Application Review
Every applicant submits credentials, healthcare background documentation, and English proficiency verification. We screen for prior healthcare experience, clinical education, and patient-facing roles.
Skills Assessment
Candidates complete written and practical assessments covering medical terminology, situational judgment, communication clarity, and basic clinical knowledge.
Interview
Two-stage interview process. The first evaluates English fluency, professional communication, and customer service mindset. The second evaluates clinical knowledge, healthcare experience, and cultural fit.
Background and Reference Verification
Healthcare credentials verified. Professional references contacted. Background checks completed before any training begins.
Training Program Enrollment
Only candidates who pass all four prior stages enroll in our eye care training program. We do not begin training applicants we are not confident in placing.
Behind every EyeCareWorks Virtual Assistant is 120+ hours of specialized eye care training, completed before they are eligible for placement. Our program is designed for one purpose. Preparing healthcare professionals to operate confidently inside optometry and ophthalmology practices.
HIPAA Compliance & PHI Security
HIPAA fundamentals, Business Associate Agreement standards, PHI handling protocols, secured workstation requirements, role-based access principles, and incident response procedures. Every VA holds an active third-party HIPAA certification.
Clinical Awareness and Patient Triage
Recognition of urgent versus routine concerns, including vision changes, eye pain, flashes, floaters, and trauma. VAs trained to escalate appropriately while staying within scope and never providing medical advice.
Eye Care Insurance Verification
VSP, EyeMed, Davis Vision, and more medical insurance benefit verification. Eligibility, copays, frame allowances, exam frequencies, material benefits, and in-network confirmations. Plan-specific workflows for each major carrier.
Eye Care EMR Systems
Training on the most-used optometry and ophthalmology EMRs including Eyefinity, RevolutionEHR, Crystal PM, Compulink, OfficeMate, MaximEyes, Uprise, ExamWRITER, Practice Director, and My Vision Express. EMR-specific documentation, scheduling, and workflow training.
Eye Care Terminology and Workflow
Refraction, OCT, visual fields, fundus imaging, glaucoma testing, contact lens fittings, dry eye protocols, and standard exam flow. VAs speak the language of an eye care practice from day one.
Patient Communication and Recall Protocols
Phone scripts, recall campaign workflows, appointment reminder cadences, post-visit follow-ups, and difficult patient conversations. Trained to match each practice's voice and standards.
Billing, Claims, and Prior Authorization
Vision and medical claim submission, denial follow-up, appeal letters, prior authorization workflows, patient statements, and accounts receivable processes.
Practice Operations
Optical and lab coordination, frame board management, contact lens ordering, telehealth visit support, and operational reporting.
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Tell Us Your Staffing Needs
Schedule a quick 15-minute call and share the tasks eating your time: scheduling, insurance verification, patient communication, EMR documentation, recalls, scribing, social media, or anything else.
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We Match You With an EyeCare Virtual Assistant®
We hand-pick a rigorously vetted, HIPAA-certified VA trained specifically for optometry and ophthalmology workflows. You get one dedicated assistant + trained backup.
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Your Assistant Integrates With Your Practice
Fast onboarding, full access to your systems, and immediate support on daily tasks. Track hours in real time, adjust tasks anytime, pause or cancel anytime – $8/hour flat, no contracts, no setup fees.
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