Keep Exam Lanes Full & Patients Delighted While We Handle VSP/EyeMed Authorizations, Patient Recalls & Lab Tracking
You dedicated years to clinical training, slit-lamp diagnostics, and ocular disease management—not to spend four hours a day pulling VSP and EyeMed insurance authorizations, chasing overdue annual recalls, sorting optical lab job status delays on Visionweb, and answering repetitive contact lens reorder calls. Sagedoer delivers vetted Optometry Practice Virtual Assistants supervised by a Dedicated Project Manager at zero extra cost. Accelerate practice cash flow, boost optical capture rates, and eliminate front-desk burnout while we run your administrative engine.
Trusted by private optometry clinics, boutique dispensaries & corporate affiliated practices
Copays, frame allowances & progressive lens coverage mapped to Eyefinity EHR.
Practice Management Systems, Vision Portals & Lab Tools We Run Daily
From Eyefinity and RevolutionEHR to VSP Online, EyeMed, Visionweb, and Weave, our VAs integrate seamlessly into your optometric clinic.
Eyefinity / OfficeMate
Patient demographics, fee slip creation, VSP one-click claims, exam chart pre-loading, and optical frame orders
RevolutionEHR
Cloud-based schedule optimization, optical dispensary order tracking, invoice balancing, and recall batches
Compulink Advantage
Medical optometry billing, specialty glaucoma & dry eye flowcharts, electronic remittance, and clearinghouse checks
Crystal Practice Management
Inventory barcode scanning, frame line reorders, patient appointment templates, and automated insurance claims
VSP Online Portal
Pulling member authorizations, verifying frame allowances, anti-reflective coating copays, and primary eye care tiers
EyeMed Provider Portal
Checking member eligibility dates, progressive lens tier schedules, contact lens allowances, and resolving claim holds
Spectera & Davis Vision
Managed vision care pre-authorizations, routing lab orders to contracted fabrication facilities, and benefit breakdowns
Visionweb Lab Network
Transmitting Rx orders to wholesale surfacing and edging labs (Essilor, Hoya, Zeiss), tracking job status, and returns
ABB Optical & CLX Portal
Ordering annual contact lens supplies (Acuvue, Biofinity, Dailies Total1), trial lens restocking, and patient direct-ship
Weave & Solutionreach
Two-way patient SMS, automated appointment reminders, "Glasses Are Ready" texts, and digital review prompts
Apex EDI / Medical Clearinghouses
Electronic medical insurance claim scrubbing (Medicare, Blue Cross, Aetna, UnitedHealthcare), and ERA reconciliation
QuickBooks & Practice Accounting
Optical frame supplier invoice reconciliation (Luxottica, Marchon, Safilo), patient statements, and daily drawer logs
What Does Your Optometry Practice VA Take Off Your Desk?
Stop sacrificing valuable patient exam time and clinical focus to hold on the phone with VSP, manually enter contact lens orders, or chase unconfirmed appointments. Here is the operational engine your VA runs for your clinic.
Vision & Medical Insurance Verification & Pre-Auths
Eliminating surprise billing disputes at checkout. Verifying vision plan benefits (VSP, EyeMed, Spectera, Davis Vision, Superior Vision) and major medical insurance 48 hours prior to every appointment. Logging copays, frame allowances, and lens upgrade discounts directly into your EHR.
- Pulling VSP, EyeMed, and Spectera authorization slips daily
- Verifying medical vs vision plan eligibility for dry eye & glaucoma visits
- Pre-populating patient copay and allowance estimates before arrival
Annual Patient Recall & Schedule Optimization
Keeping your doctor exam lanes consistently booked. Running automated and personalized recall campaigns (via Weave or Solutionreach) to patients overdue for their comprehensive eye exams, diabetic retinopathy screenings, or contact lens checkups.
- Executing 11-month and 12-month annual exam recall outreach
- Filling short-notice same-day cancellations from your waitlist
- Balancing comprehensive exams with fast contact lens checks
Optical Lab Order Tracking & Dispensing Alerts
Eliminating optical dispensary blind spots. Transmitting doctor prescription orders into Visionweb, tracking surfacing progress across partner labs (Essilor, Hoya, VSP One), logging delay notices, and texting patients the moment their eyewear passes inspection.
- Checking daily Visionweb job queues for delayed or backordered blanks
- Triggering automated "Your Glasses Are Ready" text notifications
- Handling optical remake authorizations and lab warranty claims
Contact Lens Trial Tracking & Annual Supply Orders
Maximizing lucrative annual contact lens revenue. Ordering diagnostic trial lenses from distributors (ABB Optical, Alcon, CooperVision, Bausch + Lomb), capturing annual supply sales, managing direct-to-patient home deliveries, and tracking manufacturer rebates.
- Placing annual contact lens supply orders through ABB/CLX
- Following up on contact lens trial evaluations to finalize Rx orders
- Assisting patients with manufacturer rebate reward submission links
Claim Scrubbing, Clearinghouse & Aging A/R Recovery
Accelerating practice reimbursement cycles. Scrubbing vision fee slips and medical 92000 / 99000 eye exam claims for modifier accuracy (-25, -59, RT/LT), tracking clearinghouse rejections in Apex EDI or TriZetto, and auditing aging insurance receivables older than 30 days.
- Matching electronic remittance advice (ERA) to patient fee slips
- Resubmitting rejected claims with corrected diagnosis or NPI codes
- Auditing patient balances and generating monthly statements
Patient Inquiries, Review Generation & Local SEO
Delivering white-glove communication while building a dominant local reputation. Managing practice inbox inquiries, answering two-way SMS messages, handling general appointment FAQs, and triggering automated 5-star Google Review requests post-dispense.
- Responding promptly to patient portal emails and website chat
- Triggering automated Google review invites to satisfied patients
- Reconciling end-of-year FSA/HSA benefit expiration reminders
Why Optometrists Choose Sagedoer Over Marketplace Freelancers
Vision care practices operate on complex insurance carve-outs (routine vision vs. medical eye care) and sensitive patient health data (HIPAA). An unvetted freelancer who misinterprets a VSP authorization or mishandles an insurance modifier causes expensive billing write-offs and patient frustration.
| Evaluation Metric | Traditional Platforms (Upwork, Fiverr) |
Sagedoer Managed VA
Smart Choice
|
|---|---|---|
| Platform & Management Fees | Up to 40% in hidden platform markups, proposal tokens, contract initiation fees, and international payment currency surcharges. | 0% Hidden Fees. Pay strictly for hours worked at flat $6 or $7/hr. Every practice dollar stays transparent. |
| Daily Team Management | You spend your clinical breaks micromanaging freelancers, verifying insurance authorizations, and re-checking fee slips. | Dedicated Project Manager acts as your single point of contact. Daily authorization queues, recall targets, and lab status audits supervised for you. |
| Quality Assurance & Eyecare Literacy | Unverified freelancers who confuse medical eye exams with routine vision benefits, botch copay calculations, and butcher optical orders. | Internally vetted, eyecare-trained specialists. VSP/EyeMed protocols, fee slip accuracy, and contact lens orders audited by your PM. |
| Hiring & Deployment Speed | Weeks reviewing 60+ generic copy-paste proposals while your practice phones ring off the hook and authorizations fall behind. | Instant Delegation. Share your EHR software (Eyefinity, RevolutionEHR, Crystal); we assign the right pre-tested specialist within 48 hours. |
| Billing & Invoicing | Scattered weekly credit card charges with unpredictable escrow holds that make practice accounting a headache. | Simple, unified, centralised USD invoicing. Transparent time tracking logs every exact minute worked. |
| Staff Turnover & Clinical Continuity | Freelancer suddenly disappears right before the high-volume back-to-school or end-of-year flex spending surge. | Seamless internal replacements. Zero downtime because your PM maintains standardized optometry clinic SOPs. |
From Intake Chaos to Optometry Autopilot in 4 Steps
Delegate your vision benefit verifications, recall messaging, lab orders, and patient support in 48 hours without reviewing dozens of resumes.
Submit Requirements
Share your practice EHR (Eyefinity, RevolutionEHR, Crystal), active vision plans (VSP, EyeMed), patient volume, and key administrative bottlenecks with us. Reach out via Email, Form, or WhatsApp.
Finalise the Deal
Our dedicated project manager will promptly get back to you to review your clinical cadence, outline a tailored execution playbook, and finalise the partnership details.
Expert Execution
Your project manager takes full charge of operations, getting your pre-authorizations, recall texting, lab orders, and patient support handled seamlessly through our internal team of vetted experts.
Pay Only for Output
We log and charge exclusively for the virtual assistant's actual working time. Your dedicated project manager's supervision is completely free.
Simple, Transparent Pricing For Optometry Practices
Scale your clinic's patient exam capacity without bloating fixed payroll overhead. No platform markups, no staffing retainers, and no monthly membership penalties.
Part-Time
Ideal for solo optometrists, boutique optical dispensaries, or growing clinics needing daily morning vision benefit authorizations, patient recalls, and lab tracking.
Est. $560 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
Full-Time
Complete eyecare practice integration: continuous VSP/EyeMed pre-authorizations, patient recall campaigns, contact lens orders via ABB/CLX, lab tracking, and medical claim scrubbing.
Est. $960 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision & standby replacement
- Zero setup or onboarding fees
- No monthly membership charges
What Optometrists & Practice Managers Say About Sagedoer
Hover over any card to pause the feed.
"Before Sagedoer, our front desk was constantly backed up with patients waiting while staff held on the phone with VSP and EyeMed. Our Sagedoer VA pulls every single authorization 48 hours in advance and loads fee slips into Eyefinity. Patient check-in takes 45 seconds now and our optical capture rate jumped by 28%!"
"Having a dedicated Project Manager included for free made onboarding seamless. I didn't have to explain what a frame allowance was or how to navigate RevolutionEHR—the PM audited every day's pre-authorizations and recall batches. At $6/hour full-time, this has been our practice's most profitable operational investment."
"Our annual patient recall was completely neglected because we were short-staffed. Sagedoer’s VA set up targeted two-way SMS recall sequences in Weave and reached out to 600+ overdue patients. Within 30 days, we booked 148 comprehensive eye exams that would have gone elsewhere!"
"Contact lens annual supply sales and optical lab tracking used to fall through the cracks. Our VA manages our ABB portal orders, tracks custom progressive lenses on Visionweb, and texts patients when glasses arrive. Our patient satisfaction ratings have never been higher."
"Before Sagedoer, our front desk was constantly backed up with patients waiting while staff held on the phone with VSP and EyeMed. Our Sagedoer VA pulls every single authorization 48 hours in advance and loads fee slips into Eyefinity. Patient check-in takes 45 seconds now and our optical capture rate jumped by 28%!"
"Having a dedicated Project Manager included for free made onboarding seamless. I didn't have to explain what a frame allowance was or how to navigate RevolutionEHR—the PM audited every day's pre-authorizations and recall batches. At $6/hour full-time, this has been our practice's most profitable operational investment."
"Our annual patient recall was completely neglected because we were short-staffed. Sagedoer’s VA set up targeted two-way SMS recall sequences in Weave and reached out to 600+ overdue patients. Within 30 days, we booked 148 comprehensive eye exams that would have gone elsewhere!"
"Contact lens annual supply sales and optical lab tracking used to fall through the cracks. Our VA manages our ABB portal orders, tracks custom progressive lenses on Visionweb, and texts patients when glasses arrive. Our patient satisfaction ratings have never been higher."
Frequently Asked Questions
Realistic answers for optometrists, practice owners, and vision clinic managers.
Ready to Automate Your Eyecare Practice & Keep Exam Lanes Full?
Book a call or send a quick message. Our dedicated project manager will review your optometry EHR system (Eyefinity, RevolutionEHR, Compulink, Crystal PM), patient exam volume, vision plan mix, and match you with a pre-vetted eye care practice specialist at our flat rates ($6-$7/hr).
Tell Us About Your Optometry Practice
Share your current EHR (Eyefinity, RevolutionEHR, Compulink, Crystal PM), doctor count, daily exam volume, or primary administrative pain points below. Our PM will respond within 2-4 hours.