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 trained healthcare professional who runs the work behind the visit: insurance verification, claims follow-up, prior authorizations, and the paperwork that eats your staff's day. No learning curve, only your preferences: they already know medical terminology, EMR workflows, vision plans versus medical insurance, and HIPAA.
Every EyeCareWorks admin is a healthcare professional first: a registered nurse, a licensed healthcare professional, or a healthcare graduate. Then they pass our 60+ 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.
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.
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
A clear path from first call to first shift, with no extra work on your plate.
Tell us what your practice needs: the role, the hours, and the systems you use.
We screen our pool of certified eye care VAs and put forward the strongest matches for your role.
Meet each candidate yourself. You see exactly who you'd be working with before any commitment.
Choose the person who fits your team, your systems, and your pace.
We introduce your point of contact and get your VA set up inside your workflows.
Your VA starts, your front desk breathes, and your evenings come back.
Your admin works directly inside your existing EMR and practice management system: claims, eligibility, and records handled in your format, with nothing moved outside your tools.
Yes. Every admin holds a third-party HIPAA certification, passes a background check, and works under a Business Associate Agreement signed directly with your practice before any system access. All work stays inside your systems, on a secured workstation, with time and activity tracked to the minute.
We match you with a replacement from our trained pool at no additional cost and manage the transition ourselves.
In as little as 24 hours after your consultation.
No contracts. No setup fees. Cancel anytime.
Real-time charting of exams, refraction data, OCT findings, and assessment notes, entered directly in your EMR by a trained ophthalmic scribe who works your provider's flow.
Exam scheduling, inbound and outbound calls, appointment reminders, and recall campaigns, answered in your practice's voice by the same dedicated VA every day.
Vision and medical insurance verification for VSP, EyeMed, and Davis Vision, frame and contact lens benefits, claims follow up, and back office support.
