01
Scheduling and recalls.
Annual exam recalls, contact lens follow-ups and reschedules, with overdue patients called, emailed and messaged back onto the schedule.
Eye care
Virtual assistants for optometry and ophthalmology practices.
An optometry virtual assistant and an eye care billing team in one: HIPAA-compliant assistants who book exams, run recalls, sort vision plans from medical insurance and get claims paid, so your team can stay with patients.
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Eye care virtual assistants
What is an optometry virtual assistant?
HelpSquad provides HIPAA-compliant virtual assistants for optometry and ophthalmology practices who book exams, check vision and medical insurance, send recall reminders and handle billing and claims.
What does it cover?
Exam scheduling and recalls, contact lens follow-ups, vision plan and medical insurance checks, optical order updates, referrals, and optometry and ophthalmology billing.
What does it cost?
$10 to $13 an hour for patient-facing work like phones and scheduling, and $8 to $10 an hour for billing and back office work, on a full-time schedule. Part-time schedules are quoted individually, and there are no replacement fees. See pricing.
What stays in-house?
Exams, diagnosis, surgery, prescribing and anything in the optical that needs a person in the room. The assistant handles the scheduling, insurance, billing and follow-up around them.
Why eye care practices work with HelpSquad
Fuller schedules. Cleaner claims.
Four pressure points optometry and ophthalmology practices bring to us. Every engagement starts by mapping the recalls, claims and calls that cost your practice the most today.
01
Recalls that fill the schedule.
Annual exams and contact lens follow-ups are the backbone of an eye care practice. Assistants work the overdue list by phone, email and your own texting tool so patients come back on time.
02
The right insurance, every time.
Routine exams, glasses and contacts go to the vision plan. Eye disease and injury visits go to medical insurance. Checking which applies at booking prevents a common billing mistake.
03
Billing for optometry and ophthalmology.
Vision plan and medical claims, denials, prior authorizations and patient balances handled by a trained back office team.
04
A front desk freed up for patients.
Calls, order updates and scheduling handled remotely, from $8/hr for full-time staffing (part-time schedules are quoted individually), so your in-office team can stay with patients and in the optical.
How we support eye care practices
What does an optometry virtual assistant handle?
Six lanes of support, from a dedicated optometry answering service and front desk to ophthalmology billing. Start with one and add the rest as you grow.
02
Vision plan vs medical insurance.
Coverage checked at booking: routine exams, glasses and contacts billed to vision plans such as VSP or EyeMed, and eye disease or injury visits billed to medical insurance.
03
Optometry billing.
Vision and medical claims submitted, denials worked, patient balances followed up, and patients called when their glasses or contact lens orders are ready.
04
Ophthalmology billing.
Medical claims, prior authorizations for injections, surgery and specialty lenses, and coordination of pre-op, surgery and post-op appointments.
05
Referrals and pre-visit histories.
Outbound referrals tracked until the specialist appointment is booked, and patient histories and chief complaints collected before the exam.
06
Trained on your system.
Your assistant is trained on your eye care EHR and practice management software during onboarding, and works inside it on a HIPAA-compliant virtual desktop.
Ophthalmology and optometry billing
Ophthalmology medical billing and optometry billing.
Eye care claims go wrong in a few predictable places. Whether you use an ophthalmology billing company or a dedicated billing assistant inside your own software, our team works optometry billing and ophthalmology billing services with these built in.
- Vision plan or medical insurance. Routine exams, glasses and contacts go to the vision plan. Eye disease and injury visits go to medical insurance. Checking the reason for the visit at booking, and confirming the payer after the exam, is the cheapest way to avoid a denied claim.
- Prior authorizations. Injections and surgery often need payer approval first, and some plans also require it for medically necessary lenses such as sclerals, so requests are started early and tracked.
- Surgery coordination. Pre-op, surgery and post-op appointments scheduled together for ophthalmology practices, so nothing falls between visits.
- Patient balances and optical orders. Balances followed up, and patients called when their glasses or contacts are ready.
HIPAA
Protected from the first call.
Every assistant handles patient information under a company-level agreement, on a secure virtual desktop, trained on HIPAA before they touch a record.
- BAA signed between your practice and HelpSquad, not with an individual contractor.
- Work happens on a HIPAA-compliant virtual desktop, never on a personal computer.
- No copy, paste or download of patient information, and single-user logins only.
From phones to claims
Practice operations, handled.
If your clinicians are doing it, your front desk is drowning in it, or your last vendor dropped the ball on it - we staff for it.
Appointment Scheduling
Phones answered, calendars filled, no-shows reduced. 24/7 if you need it.
Patient Intake
New-patient forms, eligibility, insurance capture - clean before the visit.
Insurance Verification
VOBs, eligibility, benefit breakdowns. Done before the appointment.
Prior Authorization
Documentation, payer follow-up, and approvals tracked to the finish.
Medical Billing & Claims
Posting, EOBs, AR, appeals, collections - the full revenue cycle.
Denial Management
Root-cause review, appeals, resubmissions. Recovered revenue, faster.
After-Hours Coverage
Evenings, weekends, holidays. Your team off-call.
Telehealth Coordination
Setup, reminders, tech-issue triage, no-show recovery.
Medical Scribing
Real-time and async charting. Clinicians out of the EHR after hours.
Healthcare
Not only are our patients happier as we provide around-the-clock professional support, but as a business owner I am also happy due to how inexpensive the service is. The quality is also outstanding.
Medical Practice Owner
3 VAs across front desk, scheduling, and billing
Services at a glance
Everything an eye care practice needs covered.
Six services. Start with one and add the rest as you grow.
01
Medical Billing and Claims →
Vision plan and medical claims, denials and payment posting for optometry and ophthalmology practices.
02
Insurance Verification →
Vision plan and medical coverage confirmed at booking, so every visit is billed to the right payer.
03
Prior Authorization →
Approvals for injections, surgery and specialty lenses requested, tracked and followed up.
04
Appointment Scheduling →
Exam bookings, recalls, reschedules and reminder calls that keep the schedule full.
05
Virtual Medical Assistants →
A dedicated, HIPAA-trained assistant for your practice, covering phones, scheduling, intake and back office work.
06
Call Center Teams →
Live answering for exam bookings, order questions and reschedules, with overflow when your front desk is busy.
Transparent pricing
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees, no bait-and-switch. The rates below are for full-time schedules; part-time engagements start at 20 hours per week and are quoted individually. Every rate includes our HIPAA-compliant technology and the backing of a US-based company.
$8-$13/hour for full-time staffing.
Managed teams custom-priced. Part-time schedules are quoted individually
Managed teams custom-priced. Part-time schedules are quoted individually
$0
Upfront cost
$0
Implementation fees
$0
Replacement costs
Back Office (Digital)
$ 8-10
per hour | digital-only · email + chat
- Billing, claims, AR, data entry
- Admin, research, scribe
- Experienced on your EHR
- HIPAA BAA + virtual desktop
- Dedicated account manager
Most popular
Patient-Facing (Voice)
$ 10-13
per hour · phone + video
- Front desk, scheduling, intake
- Experienced on your EHR
- Screened for clear US-patient communication
- HIPAA BAA + virtual desktop
- Dedicated account manager
Managed Team
Custom
3+ VAs · team lead + QA + trainer
- Fully managed (3+ VAs)
- Specialty: clinical or RN-equivalent
- Workforce management, QA, training & coaching
- Monthly analytics reporting
- Dedicated account manager
Ready to get started?
More time with patients. Fewer empty chairs.
Eye care practices run on recalls, the right insurance and clean claims. HelpSquad Health covers the front desk and the billing around every exam so your team can stay with patients.
Talk with us and we will scope the role around the recalls, claims and calls costing your practice the most today.
Frequently asked
Answers before you ask.
How much does an optometry virtual assistant cost?
For full-time staffing, $10 to $13 an hour for patient-facing work like phones and scheduling, and $8 to $10 an hour for billing and back office work. Part-time schedules are quoted individually. There are no replacement fees, and typically no setup fees. See full pricing.
What is an optometry virtual assistant?
A remote, HIPAA-trained team member who handles the administrative side of an eye care practice: booking exams, running recalls, checking vision and medical insurance, following up on optical orders and handling billing, working inside your own practice software.
Can your team handle both vision plans and medical insurance billing?
Yes. The team checks at booking whether a visit belongs to the vision plan or to medical insurance, bills routine exams and materials to plans like VSP or EyeMed, and bills eye disease and injury visits to medical insurance.
Do you work with ophthalmology practices too, not only optometry?
Yes. For ophthalmology practices the team handles medical claims, prior authorizations for injections and surgery, and coordination of pre-op, surgery and post-op appointments, alongside the front desk work.
Which tasks stay with our in-office team?
Exams, diagnosis, surgery, prescribing and anything in the optical that needs a person in the room. The assistant handles the scheduling, insurance, billing and follow-up around them.
Will you sign a BAA?
Yes. HelpSquad signs a company-to-company HIPAA Business Associate Agreement with your practice before any assistant touches a patient call or record.
Insurance Eligibility Verification Checklist: 12 Steps Front Desk Staff Should Follow
Three things front desk staff believe. Myth or fact? Call each one, then see how other readers called it.
Patient Reactivation: Filling the Schedule From Your Own List
Patient reactivation is the process of identifying patients already in your practice management system who have lapsed in care and using structured outreach to bring them back.
What Is Prior Authorization? How It Works, Timelines, and How to Speed It Up
Three prior authorization beliefs. Myth or fact? Call each one, then see how other readers called it.
Ready to get started?
Let's build the team your eye care practice needs.
A 30-minute call. We'll listen to the work, scope the role, and tell you honestly if we are a fit.
877-775-3667 · info@helpsquad.com · Doylestown, PA