OphthoVA Ophthalmology Virtual Assistants
Elevate Your Ophthalmology Practice Ophthalmology Trained Virtual Medical Staff Created By An Ophthalmologist For Ophthalmologists Customized Ophthalmology Staffing.
Your Practice, Your EMR, Your Dedicated Virtual Administrator. Seamless Software for Remote Access, Bringing Ophthalmology-Trained Virtual Staff to Your Office
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About Ophthova
Introducing a revolutionary solution to address the challenges of understaffing, high staff demands, and soaring wages in the field of ophthalmology: ophthalmology-trained virtual assistants. A company created by an ophthalmologist who was going through the same frustrations as most of her colleagues. Difficulty finding competent staff with soaring employment costs and demands. Click below to learn more about how we deliver ophthalmology-trained technicians and staff customized to your office workflow.
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Our Main Services
As ophthalmologists, we intimately understand the intricate roles and workflows
essential for maintaining seamless operations in our offices, ensuring optimal patient satisfaction and
volume. Virtually every role, with the exception of patient photographers and medical assistants
directly involved in rooming patients, can be effectively filled remotely. Discover the wide array of
job roles that our ophthalmology virtual assistants can proficiently handle to enhance your practice's
efficiency and success.
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OFFICE MANAGER
The responsibilities of an ophthalmology office manager encompass various administrative, operational, and managerial tasks aimed at ensuring the smooth and efficient functioning of the practice. Here are some typical responsibilities your OphthoVA office manager can fulfill:
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Staff Management:
- Scheduling staff shifts, assigning duties, and managing workload distribution.
- Conducting staff meetings and facilitating communication among team members.
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Financial Management:
- Overseeing billing and coding processes, ensuring accurate coding and timely submission of claims.
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Practice Operations:
- Overseeing patient scheduling, appointment booking, and patient flow to minimize wait times and optimize clinic efficiency.
- Managing inventory of supplies and equipment, ordering necessary supplies, and ensuring equipment maintenance and repair.
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Patient Relations:
- Ensuring exceptional patient service and satisfaction by addressing patient inquiries, concerns, and complaints promptly and professionally.
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Staff Management:
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SURGICAL COORDINATOR
Our Ophthalmology Surgical Coordinators are meticulously trained by a Board-Certified Ophthalmologist in the USA to seamlessly manage your surgical cases. Their duties encompass scheduling surgeries, coordinating pre-operative assessments, securing surgical facilities, and communicating pre and post-operative instructions to patients. They ensure the availability of necessary implantable IOLs, devices, buckles, etc., and are proficient in associated CPT codes. Additionally, they handle administrative tasks including maintaining patient records, verifying insurance coverage, obtaining prior authorizations, and assisting with surgical billing. Tailored to your subspecialty, our surgical coordinator is adept at meeting the unique requirements of surgical booking in your practice.
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AESTHETICS COORDINATOR
Hire an Oculoplastics/ Cosmetics Aesthetics Coordinator to elevate service for your elite clientele! From orchestrating dazzling promo events to managing sales calls with finesse, your OphthoVA will ensure customer satisfaction. With an eagle eye for detail, they'll deftly log interactions, streamline inventory, and spark social media buzz. From handling payments to mastering plastics billing, they'll ensure seamless operations while hitting sales targets like clockwork. Your coordinator can arrange promotional events, handle sales inquiries, document customer interactions, promptly responding to patient communications, managing inventory of instruments and cosmetic products, create social media/Instagram content for effective promotion, processing patient payments, triaging patient accounts and addressing billing inquiries specific to plastics, and achieving monthly sales targets within specified deadlines.
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FRONT DESK STAFF
A virtual medical receptionist is an essential asset for healthcare practices, serving as the crucial initial point of contact for your medical facility. They fulfill the same responsibilities as an in-house front desk personnel, managing incoming and outgoing calls, appointment scheduling and confirmations, rescheduling, insurance verifications, general inquiries, and more. Specifically trained for ophthalmology practices, they possess expertise in navigating the intricacies of ophthalmology scheduling, including testing and procedures around global periods. Transitioning to your new virtual medical receptionist is seamless, as they are pre-trained by an ophthalmologist on the unique requirements of ophthalmology practices. Patients remain unaware of the change. Additionally, our staff are proficient in your phone software, enabling your ophthalmology medical receptionist to handle calls directly from your existing phone numbers and area codes.
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OPHTHALMOLOGY SCRIBES
This is the crux, the heart and soul and original purpose of Ophthalmology Virtual Assistants. Please visit www.theeyescribe.com for more information and details.
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APPOINTMENT SCHEDULING
Our ophthalmology virtual team manages incoming calls to assist with scheduling, rescheduling, canceling, and confirming patient appointments, ultimately minimizing no-shows and cancellations while enhancing workflow efficiency. Additionally, they facilitate the registration process for new patients by collecting demographic and insurance details, ensuring accurate and up-to-date records for a seamless and welcoming experience throughout.
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PATIENT CONTACT CENTER
Our skilled ophthalmology virtual assistant team excels in managing inbound and outbound calls, addressing patient inquiries, handling voicemails, and providing chat support to ensure timely responses to patient needs. With secure communication protocols, we uphold HIPAA compliance for all calls, text messages, and voicemails. Trained by a board-certified ophthalmologist, our team is adept at answering calls and triaging important information according to guided protocols. Additionally, we can assist with returning patient calls, processing prescription refills, and addressing basic patient inquiries with expertise and professionalism.
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OPHTHALMOLOGY PRACTICE ADMIN ASSISTANTS
Remote ophthalmology administrative assistants offer a dynamic boost to your practices, enhancing productivity and reducing costs significantly. Their versatile role encompasses various administrative tasks crucial for the smooth functioning of your ophthalmology practice. By entrusting these responsibilities to ophthalmology trained virtual assistants, healthcare providers gain valuable time for patient care. OphthoVA's remote medical administrative assistants are as proficient as in-office staff, if not better, and come with the added benefit of cost-effectiveness. From managing phone calls to scheduling appointments and handling insurance claims, they ensure seamless operations while optimizing outcomes for patients.
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INCOMING FAX, LABS, CONSULT MANAGERS
OphthoVA facilitates seamless communication for your medical practice, managing incoming and outgoing faxes, labwork and consults/followup medical records with efficiency. We ensure prompt interactions between your practice and external entities, including patients, insurance companies, pharmacies, and healthcare providers.
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PRIOR-AUTHORIZATIONS
OphthoVA offers comprehensive training in prior authorization requirements specific to ophthalmology. Our virtual assistants are equipped with the knowledge and skills necessary to navigate payer policies, communicate effectively with insurance companies, and maintain meticulous documentation to ensure timely approval for patients' treatments. Your Ophthalmology Virtual Assistant will undergo specialized training for prior authorizations related to various procedures, including:
- Intravitreal injections (e.g., anti-VEGF injections for macular degeneration)
- Surgical procedures (e.g., cataract surgery, glaucoma surgery)
- Imaging studies (e.g., optical coherence tomography, fluorescein angiography)
- Specialty medications (e.g., intravitreals, injectables, etc.)
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INSURANCE VERIFICATION
At OphthoVA, we specialize in supporting ophthalmology practices by streamlining communication with insurance companies to secure timely approvals for essential treatments, tests, and medications. Our dedicated team collaborates closely with insurers, navigating the complex prior authorization process with precision and expertise. By proactively verifying information and requirements with insurance companies, we significantly reduce delays in patient care, ensuring that your ophthalmology practice can deliver prompt and effective treatments to patients in need. This not only enhances patient satisfaction but also optimizes clinical outcomes. Moreover, our efforts in obtaining insurance approvals alleviate administrative burdens on your staff, allowing them to focus on other critical tasks within the practice. With our comprehensive support, your ophthalmology practice can operate smoothly and efficiently, providing high-quality care to patients while minimizing administrative challenges.
F.A.Q's
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1. I've never used a virtual assistant before. How do they know what to do in an ophthalmology setting?
Our OphthoVAs undergo rigorous screening, verification, and multiple interviews, including a final one with a US board-certified ophthalmologist. We ensure they are highly trained, professional, fluent in English, have fast typing skills, and a strong work ethic. We recruit only top-tier professionals (physicians, optometrists, registered nurses, and pharmacists) from the Philippines. Before hiring, they receive tailored, full-time training for four weeks conducted by a board-certified ophthalmologist, customized to your practice's needs.
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2. I've never used a virtual assistant before. Are they good?
Our OphthoVAs undergo a rigorous selection and training process tailored to ophthalmology. We exclusively recruit healthcare professionals, including doctors, optometrists, nurses, and pharmacists from the Philippines. They undergo background checks, comprehensive training in ophthalmology etiquette and HIPAA compliance, and are provided with remote access software for specified times. Rest assured, your staff will be highly qualified for the tasks at hand.
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3. What if I am unhappy with my current OphthoVA?
With OphthoVA, you benefit from the advantage of making quick changes without the constraints of U.S. labor laws. Operating outside the U.S., our VAs allow hassle-free hiring and replacement, eliminating administrative burdens and legal complications associated with U.S. regulations. Say goodbye to lengthy documentation and potential lawsuits – our service offers flexibility to ensure you always have the right fit for your needs.
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4. Is this HIPPA compliant?
Our OphthoVAs are rigorously trained in HIPAA compliance and adhere to the Data Privacy Act of 2012 in the Philippines, ensuring patient information security. They undergo NBI clearances, equivalent to FBI background checks, and sign BAAs and NDAs for data protection. We provide HIPAA-compliant software and streamlined onboarding for remote access, facilitating EMR interaction during patient consultations. Our adherence to privacy laws extends protection to individuals affected within the United States, reinforcing data security.
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5. What do I need to get started?
Literally just your computer, a webcam with a mic, and speakers! We take care of the rest for you!
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6. How will my OphthoVA get access to my files and EMR?
Introducing our innovative HIPAA-compliant software, facilitating seamless multicomputer remote access and video chat capabilities. Eliminate the need to carry devices between rooms during patient consultations and avoid sharing sensitive credentials. Experience secure and effortless access to your computers from anywhere within your practice, revolutionizing technology interaction during patient encounters.
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7. How long will it take to get started?
Approximately 2-6 weeks. What happens during this time:
- Sign all contracts, NDAs, BAAs etc
- Onboarding: Your personal Administrator will coordinate obtaining the information for onboarding your ophthalmology practice, this will be faster than you think. As an ophthalmologist, the CEO of the company is very well versed in the practice management of ophthalmology. The specifics regarding your practice will be notated (ie how do you record your injectables, where do we access the imaging results, how often do you send consult letters out, etc)
- During this time we are onboarding our prevetted candidates. If they have undergone our ophthalmology training (and are in que to be assigned to a client) then they will be trained to the SPECIFICS of your practice so they are ready to go day one.
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8. What is this going to cost me?
- One Time Onboarding Fee – We pay for their training so that our OphthoVAs do not have a timeframe where they are training without an income
- Weekly Payments – Once a week on Mondays your account will be debited for the cost of your VAs
- Annual Licensing for Remote Access + IT support – Fixed Price
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9. How will my OphthoVA know what to do?
Each OphthoVA undergoes a rigorous four-week training program, comprising 40 hours per week, led by a board-certified ophthalmologist. This training is tailored to your practice's needs, incorporating details gathered from your administrative assistant. From uploading B-scans to printing patient information, the curriculum ensures your OphthoVA is fully prepared to integrate seamlessly into your practice.
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Get in touch.
Efficiencies will come from delegation and proactively transforming how we do business. We can't Wait to hear from you.