What Are the Best OfficeMate and ExamWRITER Outsourcing Services?
Dedicated HIPAA-trained teams work inside your practice’s own OfficeMate and ExamWRITER system, covering the front desk, VSP and EyeMed eligibility, authorizations, optical orders, recall calls, and both vision and medical claims. 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 OfficeMate, We Staff
What Is OfficeMate?
OfficeMate is the server-based practice management system from Eyefinity, the software arm of VSP Vision. First released in 1985 and paired since 2001 with the ExamWRITER EHR, the two products have run eye care front desks, optical dispensaries, and billing offices for roughly three decades, and Eyefinity has kept the current Version 15 engine maintained for security and regulatory compliance. That long history is exactly why so many established optometry practices still run OfficeMate on their own servers today.
It is also why the daily workload looks the way it does. OfficeMate holds the appointment book, patient records, recall lists, optical orders, and the claims ledger, but much of the work around it happens in payer portals: VSP and EyeMed eligibility and authorizations, medical payer verification, and clearinghouse follow-up. When two or three front-desk staff carry the phones, the dispensary, and that portal work at once, queues back up. That is the gap this service closes.
What Is Happening to OfficeMate and ExamWRITER?
Eyefinity now describes OfficeMate and ExamWRITER as its first-generation server-based software and points practices toward Eyefinity Encompass, its cloud platform, as the successor. Eyefinity has also announced that it intends to withdraw ExamWRITER from ONC certification in May 2027, and that the 2026 performance year is the last in which ExamWRITER can be used for MIPS participation and reporting. ExamWRITER itself is not shutting off on that date, but the direction is clear: the platform is in its late season, and practices are deciding when and how to move.
Where OfficeMate Practices Lose Time and Money
A server-based system means staff verify VSP, EyeMed, and medical coverage in separate portals, then key the results back into OfficeMate. Done properly, it can take 20 minutes per patient.
See the fixOfficeMate can produce the recall list. Working it takes hours of outbound calling the front desk does not have, so exam slots sit unfilled while due patients drift.
See the fixMaterials sales split between a plan payment and a patient portion. When the split is not reconciled in OfficeMate, frames walk out the door with revenue still on the table.
See the fixMissed authorizations, late filing, and unworked denials turn completed exams and dispensed materials into write-offs weeks after the patient left happy.
See the fixFront Office and Patient Records
Our team registers new patients and keeps OfficeMate records clean: demographics, vision plan and medical insurance entry, responsible party, and contact details, entered correctly the first time. In an optometry office the payoff is immediate, because the vision plan on file drives what the exam and the dispensary can bill later the same day. Clean intake is the cheapest denial prevention there is.
Scheduling and Recall
We build and maintain the OfficeMate appointment book, confirm tomorrow’s patients by phone in your practice’s name, and, most valuably, work the recall list every week: annual exams due, expired prescriptions, and contact lens patients due for follow-up. A recall list that actually gets called is the difference between a patchy book and a full one.
VSP, EyeMed, and Medical Eligibility
Before the visit, our team verifies vision plan eligibility on VSP and EyeMed, pulls the plan authorization where required, checks medical coverage for anything beyond the routine exam, and documents all of it in OfficeMate. We also apply your practice’s rules for the medical-versus-vision routing decision, so the right coverage is teed up before the doctor ever sees the patient. This is the single most time-hungry admin job in an optometry office, and it is the first one practices hand us.
Prior Authorization for Medical Eye Care
Medical eye care carries real prior authorization work: anti-VEGF injections, cataract surgery with IOL selection, glaucoma procedures, and imaging. Our specialists prepare and submit those requests, track them to a decision, and document approval numbers against the patient record in OfficeMate so the claim that follows matches the authorization that exists.
Optical Orders and Materials Tracking
We track frame and lens orders logged in OfficeMate from order to dispense: lab job status, arrival check-in, patient notification calls, and the follow-up that closes the loop when a job stalls. We also handle contact lens verification requests from online sellers, a task that interrupts the front desk a dozen times a week and fits a remote queue perfectly.
Vision and Medical Claims
Can you outsource OfficeMate billing? Yes, on both sides of the eye care split. Dedicated billers file vision plan claims for exams and materials and CMS-1500 medical claims for medical eye care, post plan and payer payments back into OfficeMate, reconcile patient portions from the dispensary, and keep the third-party ledger current. One team, both payment worlds, inside your system.
AR, Denials, and Patient Balances
Our AR team works the aging report weekly: denial research and resubmission, payer calls, appeals with documentation pulled from ExamWRITER, patient statements, and balance follow-up on materials. Old AR in a mature OfficeMate database is usually collectible; it just needs someone whose whole job is to collect it.
Reports, Reconciliation, and Admin
We run the day-end close in OfficeMate, reconcile deposits against postings, keep the aging and production reports on a weekly calendar your manager actually reads, and handle the paperwork that surrounds an optometry practice, from payer enrollment updates to credentialing support. The books balance every night, not once a quarter.
Put a Dedicated OfficeMate Team on This Work
You have seen what we cover, from VSP eligibility to the day-end close. The next step is simple: meet us, pick the seats you need, and watch a trained team work your own OfficeMate queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on OfficeMate
New team members learn your OfficeMate the honest way: on your workflows, not a generic script. We document your intake, eligibility, order, and billing procedures as SOPs, train against them in supervised sessions, and move to production work under review before anyone works independently. A trained backup shadows the same SOPs so coverage does not depend on one person. Each specialist works under an individual HIPAA agreement with named, auditable credentials, never shared logins.
Why Outsource OfficeMate Work, and Why Staffingly
Vision plans and medical payers run on different rules. One dedicated team covers VSP and EyeMed work, medical claims, and the routing decisions between them, so revenue stops leaking at the seam.
Billing vendors in eye care commonly price as a percentage of collections. We charge a flat weekly fee per dedicated specialist, so growth in your collections stays yours.
OfficeMate is late in its product life. A documented, SOP-driven remote team keeps knowledge in the practice and moves with you if and when you migrate, instead of leaving with a resignation letter.
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.
Practice Types We Support on OfficeMate
Single-OD independents where one team covers the front desk and the dispensary, multi-location optometry groups that need a central billing desk across offices, optometry and ophthalmology combinations billing heavy medical alongside routine exams, and long-established practices with deep OfficeMate databases and years of recall and AR history worth working properly.
Process and Onboarding
20 to 30 minutes on Teams. We map your OfficeMate queues, payer mix, and dispensary volume before we meet.
Named user credentials per specialist through the remote access method your practice already uses, least-privilege roles, your approval on every account.
Your SOPs, documented and drilled in supervised sessions; production work under review 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 OfficeMate 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 overnight, plan portal messages, lab status updates, and recall callbacks, 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 billing + your PM
- Software seat + equipment + PTO coverage
Calculate Savings
OfficeMate Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in OfficeMate?
Patient registration and demographics, insurance entry, appointment scheduling, recall calls, VSP and EyeMed eligibility documentation, authorization tracking, optical order and lab job tracking, claim posting, AR follow-up, and day-end reconciliation. Most administrative work that happens in OfficeMate screens, a trained remote assistant can own.
Can you outsource OfficeMate billing?
Yes, on both sides of eye care: vision plan claims for exams and materials plus CMS-1500 medical claims, with payment posting, denial follow-up, patient statements, and weekly AR work inside your own OfficeMate.
Is OfficeMate going away?
Eyefinity calls OfficeMate and ExamWRITER its first-generation server-based software and positions Eyefinity Encompass, its cloud platform, as the successor. Eyefinity has announced it intends to withdraw ExamWRITER from ONC certification in May 2027, and 2026 is the last performance year for MIPS reporting through ExamWRITER. The software still runs and remains supported today; confirm current roadmap details with Eyefinity directly.
Can your team help if we migrate to Eyefinity Encompass?
Yes. We are independent of Eyefinity, so we have no stake in the timing. Before a migration we keep records clean and AR worked down; through one, the same dedicated team carries your workflow knowledge onto the new platform instead of losing it to turnover.
How do your staff access our OfficeMate server?
Through named individual accounts you approve, using the remote access method your practice already has in place, with least-privilege roles and full audit logging. No shared logins, no offline exports of PHI.
Do you handle VSP and EyeMed work as well as medical claims?
Yes. Vision plan eligibility, plan authorizations, and materials claims on one side; medical eligibility, prior authorizations, and CMS-1500 claims on the other, with your routing rules applied in between.
How fast can a dedicated OfficeMate 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 OfficeMate 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.
Eye Care Resources for OfficeMate Practices
From our optometry pain-points library: the problems these teams are built to fix.
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, from vision plan eligibility to the day-end close.
Connect on LinkedInSee what a dedicated OfficeMate 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 TrialOfficeMate, ExamWRITER, Eyefinity, and Eyefinity Encompass are trademarks of Eyefinity, Inc., a VSP Vision company. Staffingly, Inc. is an independent outsourcing provider and is not affiliated with or endorsed by Eyefinity or VSP Vision. Staffingly works inside client-owned systems under client-granted access.