Can You Outsource LiquidEHR Billing and Front Office Work?
Yes. Dedicated HIPAA-trained specialists work inside your own LiquidEHR system, covering the front desk, recall, vision and medical eligibility, prior authorizations, claims, and posting. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
The Work Your Team Does in LiquidEHR, We Staff
What Is LiquidEHR?
LiquidEHR is a cloud-based EHR and practice management system from LiquidEHR, Inc., built specifically for the eye care industry and aimed at small and midsize optometry practices. It pairs configurable exam records with the tools an optometry office actually uses day to day: drawing tools, built-in eye charts, historical IOP charts, frames data integration, document and image management, integrated e-prescribing, audit trails, and compliance checks. Patient outreach runs through its Liquid Communicator, equipment from vendors like Zeiss, Topcon, and Optos connects directly, and electronic claims flow through clearinghouse partners. The pitch is lean: no server, no contracts, simple pricing.
Lean software, though, still leaves the labor in the same place. Somebody has to verify two plans per patient, call the recall list, split the refraction correctly, chase claim status, and post the checks. In a practice that chose LiquidEHR partly to keep overhead down, those hours usually land on a front desk that is already full. That is the gap this service closes.
Who Is This For?
Optometry practices that run on LiquidEHR and are watching admin hours crowd out patient time: small independent offices with two or three staff wearing every hat, midsize practices adding providers faster than back-office capacity, and cost-conscious owners who picked LiquidEHR to avoid heavy overhead and want staffing that follows the same logic.
Where LiquidEHR Practices Lose Time and Money
Most eye exams carry both a vision plan and a medical plan. Verifying both for a full LiquidEHR schedule is a daily workload that a lean office rarely has a spare person for.
See the fixAutomated reminders reach the patients who respond to reminders. The rest, often the majority, need a phone call nobody in a small office has time to make. Exam slots sit empty.
See the fixBetween plan portals, phone trees, and allowance math, each patient’s verification takes real minutes. Across a day’s schedule it adds up to a hidden full-time role.
See the fixWhen the front desk is rushed, a medical visit slips out under the vision plan or the reverse. The claim denies or underpays, and the rework costs more than the visit earned.
See the fixFront Desk and Patient Records
Our team keeps LiquidEHR records clean: new patient setup, demographics, vision and medical insurance entry, and contact details, entered right the first time so the benefit check and the claim do not inherit a typo. Because the system is cloud-based, a remote specialist works your queues the same way an in-office employee would, through a named login you approve, with the audit trail LiquidEHR already keeps.
Scheduling and Recall
We manage the appointment book, handle reschedules, and prep the next day’s schedule. Where LiquidEHR’s Liquid Communicator automates reminders and outreach, our team picks up the patients automation cannot close: the overdue exams that do not click a link, the expired prescriptions worth a personal call, and the year-end benefit push. Reminders fill some slots; a person calling in your practice’s name fills the rest.
Vision and Medical Eligibility
Before the patient arrives, our specialists verify vision plan eligibility and authorizations in the VSP, EyeMed, and other payer portals, check the medical plan when the visit carries a medical diagnosis, and document benefits, copays, and material allowances in LiquidEHR. The multi-portal shuffle moves off your front desk to a dedicated seat built for it, and exam day starts with answers.
Prior Authorization
For medical eye care that needs payer approval, our specialists prepare and submit the request, document the approval number and date range in LiquidEHR, and track each authorization to closure so services are not delivered against an expired or missing auth. The compliance checks in your software catch structural problems; a human tracking the auth catches the payer that did not answer.
Claims Submission and Follow-Up
Dedicated billers work your LiquidEHR claims end to end: routing each visit to the correct plan, splitting refraction charges when one encounter touches both payers, submitting electronic claims through your clearinghouse connection, and following status until the claim resolves. Denials get corrected and resubmitted instead of aging into write-offs on services you already delivered.
Payment Posting and AR
We post insurance and patient payments in LiquidEHR, reconcile against deposits, send statements, and work the AR aging on a schedule instead of when someone finds a spare hour. Balances get a second and third touch, refunds get processed, and the month closes with numbers your accountant can trust.
Documents and Imaging Admin
LiquidEHR’s document management and image management keep records, referral letters, and diagnostic images in the chart; our team keeps that filing current. Incoming faxes and records get indexed to the right patient, outbound records requests get fulfilled, and referral correspondence gets logged and followed up, so charts are complete before the patient sits down, not after.
Reports and Admin
We put a named owner on your reporting calendar: production and collections summaries, recall performance, AR aging, and the mailing list pulls LiquidEHR supports for patient outreach campaigns. Add the routine admin around it, credentialing paperwork support, task queues, and end-of-day checklists, and the practice runs on numbers someone actually reads every week.
Put a Dedicated LiquidEHR Team on This Work
You have seen what we cover, from the benefit check to the bank reconciliation. Meet us, pick the seats you need, and watch a trained team work your own LiquidEHR queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on LiquidEHR
Every engagement starts with your workflows, not a generic script. We document how your office actually uses LiquidEHR, which vision plans you accept, how you route medical versus vision visits, how exams are templated, and how you want the day’s money reconciled, then train your dedicated team on those SOPs with supervised production before anyone works alone. Specialists log in with named, auditable LiquidEHR credentials, never shared logins, and report production every evening in your own format: patients verified, claims sent, payments posted, recalls completed. A trained backup shadows the account from day one and steps in at no charge when your primary specialist is out.
Practice Types We Support on LiquidEHR
Small independent optometry offices (one specialist covering verification, recall, and claims), midsize practices adding providers (a billing desk that scales seat by seat), dispensary-heavy offices (frames data and materials workflows supported on the admin side), and lean startups and cold starts that want a full back office without full-time payroll.
Why Outsource LiquidEHR Work, and Why Staffingly
Most vendors sell eye care billing alone. We staff across the workflow: front desk, eligibility, prior auth, claims, posting, and recall, so work stops falling between vendors.
Percentage-of-collections billing quietly raises its own price as your practice grows. A flat weekly fee per dedicated specialist keeps the gain from each improvement with you.
Our eye care teams train on the workflows general medical billers miss: two-plan eligibility, refraction splits, materials allowances, and recall discipline.
Live in 14 days. 2-Week Free Trial. Replace any team member in 48 hours. 800+ providers served, 4.9 Google rating you can verify on our listing.
Process and Onboarding
20 to 30 minutes on Teams. We map your LiquidEHR queues, vision plans, and pain points before we meet.
Named LiquidEHR user credentials per specialist, least-privilege roles, your approval on every account.
Your SOPs plus our eye care training library; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit logs. Read the complete program, including our corporate structure and evaluation framework, at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated LiquidEHR FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight portal messages, records requests, and payer correspondence, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on eye care + your software
- Software seat + equipment + PTO coverage
Calculate Savings
LiquidEHR Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant handle in LiquidEHR?
Patient registration and records upkeep, scheduling and reschedules, recall calls, vision and medical eligibility checks, prior authorization tracking, claim submission and follow-up, payment posting, statements, document and image filing, and report pulls. Administrative work inside LiquidEHR, a trained remote specialist can own.
Can you outsource LiquidEHR billing?
Yes. Dedicated billers route each visit to the correct plan, submit electronic claims through your clearinghouse connection, follow status, work denials, post payments, and manage AR, with daily production reporting.
Does your team replace the Liquid Communicator?
No, it completes it. Automated reminders and outreach handle the patients who respond to automation. Our specialists call the ones who do not: overdue recalls, expired prescriptions, and year-end benefit outreach, in your practice’s name.
Can your team verify both vision and medical plans before exams?
Yes. We check vision plan eligibility and authorizations in the payer portals, verify the medical plan when the visit carries a medical diagnosis, and document benefits, copays, and material allowances in LiquidEHR before the patient arrives.
How do your staff access our LiquidEHR system?
Through named individual user accounts you approve, with least-privilege roles and the audit trails LiquidEHR maintains. No shared logins, no offline exports of PHI.
How fast can a dedicated LiquidEHR team start?
Typically live in 14 days: access setup, workflow training on your SOPs, then supervised production. The engagement starts with a 2-Week Free Trial.
Is outsourced LiquidEHR work secure and HIPAA-ready?
HIPAA-trained staff, executed BAAs, workflows designed to support HIPAA compliance, SOC 2 Type II, ISO 27001:2022, and $5M in coverage. Full detail on our security page.
Do we keep control of our LiquidEHR system?
Yes. It stays your system, your data, and your logins to grant or revoke. We work inside it and report daily; you can review our activity in your own system.
Eye Care Resources for LiquidEHR Practices
From our eye care library: the workflows our teams run for optometry offices.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the eye care workflows on this page.
Connect on LinkedInSee what a dedicated LiquidEHR team changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your practice.
Claim Your 2-Week Free TrialLiquidEHR is a trademark of LiquidEHR, Inc. Staffingly, Inc. is an independent outsourcing provider and is not affiliated with or endorsed by LiquidEHR, Inc. Staffingly works inside client-owned LiquidEHR systems under client-granted access.