An EyeCareWorks virtual admin runs the work behind the visit — insurance verification, claims follow-up, prior authorizations, and the paperwork that eats your staff's day. Trained for eye care. Inside your systems.
A virtual administrative assistant manages more than paperwork. Their healthcare background and 120+ hour eye care training let them handle front-office and back-office tasks from the moment they start.
Unlike a general VA, they already understand medical terminology, EMR workflows, vision plans versus medical insurance, and HIPAA compliance. There is no learning curve, only your preferences. Every assistant passes the same screening before ever touching your workflow.
✔ Trained healthcare professionals, not generic VAs
✔ Works directly inside your existing EMR and tools
✔ The same dedicated assistant every day
Same person, every day, keeping the paperwork ahead of the schedule instead of behind it.
Tomorrow's schedule is verified before your team goes home: VSP, EyeMed, Davis Vision, and medical plans checked, benefits documented in the chart, surprises caught while there's still time to fix them. Verification can eat up to twenty minutes per patient — your admin owns all of it.
Claims submitted, rejections corrected, denials appealed, prior authorizations chased until they clear. Vision and medical, both sides, in your practice management system, in your format.
Statements out, accounts receivable worked oldest-first, and a clean record of what happened on every claim. Nothing waits for "when someone has time" — because now someone always does.
Every EyeCareWorks admin is a healthcare professional first: a registered nurse, licensed professional, or top healthcare graduate. Then they pass our 120+ hour eye care certification covering vision and medical insurance, billing workflows, and practice operations. You get the same admin every day. They learn your processes once and keep them.
Third-party HIPAA certification. Background check. A Business Associate Agreement signed directly with your practice before system access. All work stays inside your systems, on a secured workstation, with time and activity tracked to the minute.
Scheduling and Patient Communication
• Appointment scheduling, confirmations, and calendar management
• Recall campaigns for annual exams and follow-ups
• Appointment reminders that reduce no-shows
• Patient portal messages
• Inbound and outbound patient calls
• Referral coordination
Need full-time phone coverage? Pair this role with a dedicated virtual receptionist.
Insurance Verification and Prior Authorizations
• Vision plan and medical insurance verification before appointments
• Eligibility checks and documentation updates
• Prior authorization requests and follow-ups
• Coordination with insurance providers
• Fewer coverage-related claim issues
EHR Updates and Documentation Support
• Updating patient records in your EMR
• Entering intake, testing, and exam data
• Managing referrals and incoming records
• Supporting providers with documentation tasks
Documentation-heavy practices often benefit from a dedicated virtual scribe.
Billing Coordination and Back-Office Support
• Billing submission support
• Outstanding claims follow-up
• Administrative reporting
• Coordination between offices and providers
One 15-minute consultation. We match you with an admin trained for your systems, including RevolutionEHR, Eyefinity, and Crystal PM, plus the carrier portals behind them. They work your hours, in your time zone. $10 per hour flat, no contracts, no setup fees, and a no-cost replacement if the fit is not right.
No — billing support, not a licensed coder. They run eligibility, submit and track claims, work denials, and chase authorizations. Coding decisions stay with whoever owns them today, and your admin makes that person faster.
RevolutionEHR, Eyefinity, and Crystal PM among others — plus the carrier portals and clearinghouses behind them. New systems are learned in week one, inside your workflows.
Typically within days of your consultation.
Whether you are ready to meet your Eye Care Virtual Assistant or just have questions, reach us by phone, email, or a free 15 minute discovery call. We respond within 24 hours.
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Send us a message for partnership inquiries, staffing questions, or general support. Our team typically responds within 24 hours.
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Contact our team to discuss your clinic's workflow needs. We're here to help find the ideal eye care virtual assistant for you.
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We're proudly based in Houston, Texas the healthcare capital of the world!
8080 Westpark Drive
