VisionWeb customers have come to enjoy the convenience associated with our claims processing services. But many practices that are searching for a solution have questions about our services and how they will fit in their practice.(And rightfully so!) The truth is, we love the questions because we enjoy being able to tell people all that our service has to offer. Which is why we've put together a list of Frequently Asked Questions about our insurance services!
Get the full list by downloading the PDF, or check out some of the most common questions below:
How do I enroll in VisionWeb’s claim filing service?
Simply begin by calling our Enrollment Team at (800) 590-0873 or email sales@visionweb.com. We will review your practice’s specific claim filing needs so that we can set you up with the appropriate service package. Then we’ll begin the enrollment process.
How long does the enrollment process take?
The complete process generally takes between 30 – 45 days. This includes Enrollment (which is the term we use to refer to paperwork and paperwork processing) and Implementation (which refers to you actually using the solution and completing all training stages). Please note that much of this timeframe is dictated by payer’s timing when approving your practice for EDI and ERA.
How much does it cost?
VisionWeb pricing varies by tier and is based on the specific needs of each practice. Packages start as low as $68/month for our comprehensive claim filing, ERA Management, and Real-Time solution.
Do I have to sign a contract?
The choice is yours. Most practices choose to enroll in our 12-month subscription, which provides a pricing incentive and ensures that they lock-in their subscription rate. We also offer month-to-month subscriptions with a small additional fee for practices that aren’t comfortable with the longer commitment.
Do you have a free trial period?
Because of the complex and customized nature of claim filing, we aren’t able to offer a free trial period.
What insurance companies will I be able to file to?
VisionWeb is connected with over 2,300 payers. Use this link to find a payer by name or payer id number.
My office uses a practice management software, will I be able to use it with VisionWeb?
Our service is compatible with many of the leading practice management systems. View the complete list of systems compatible for claim uploading. In fact, we are compatible with any system that is capable of outputting a Print Image, ANSI 4010, or ANSI 5010 file format. Let us know if you don’t see your system on our list.
My office doesn’t have a practice management software, can I still use VisionWeb?
Yes! Many of our customers use our service by entering their claim information directly into our system. As long as you have access to the Internet, you can use our service. No other software is required.
I’ve never filed electronically. Frankly, I’m not comfortable with computers at all. How will I learn all this?
Our solution is easy to use, whether you are a novice or an expert when it comes to using the computer. In fact, if you have navigated to this FAQ, we are comfortable that you will be able to navigate to our system. In terms of using the solution, we provide complete training and will work closely with you until you are sending claims successfully and are comfortable using the solution on your own.
Do you have a training program?
We provide a dedicated representative that will offer complete training for your practice. Our team walks you through every step of the set-up and implementation process. Once you are comfortable using the system on your own, you will still have access to Online Videos and Online Group Training Sessions at no additional charge.
What about customer support? Is that included?
Yes, you will receive complimentary customer support for the life of your account, at no additional charge. Support options include live telephone help, as well as 24/7 online support through an online ticketing system.
Check out our full list of Frequently Asked Questions to get more information. Or, contact our team at (800) 874-6601 if you have any questions that we haven't addressed. We would love to help you out!
Does your eyecare practice use a fax machine to send jobs to your laboratories? Yes, you say? Then you need to hear Stu's story!
In this tale of eyecare practice ordering frustration you'll learn about the common pitfalls of outdated ordering methods, and how to get the most out of modern ordering techniques.
Download the FREE eBook now!
Read this and the next time someone tells you they don't order online, you'll be saying, "Are you faxing kidding me?!"
The time saved when utilizing online optical ordering services isn’t a surprise for most practices. In fact, 84% of eyecare practices are already using an online ordering service. So if you just happen to fall under the 16% of practices that don’t, ‘Houston, we may have a problem.’ Not only do online ordering services keep you from pulling your hair out because you just can’t get through to the lab when you think you might have faxed in an order wrong, but online services also give you the comfort of fewer rejected orders and the ability to quickly track them without making a call.
What is even more surprising, is that 75% of practices that are still using the ancient fax machine believe that using online services will boost practice efficiency! And they still haven’t made the switch? That’s faxed up!
When you think about your practice's individual optical ordering process when using the fax machine, it may go a little like this:
- Staff writes up an order using the prescription given by OD
- Send the order via fax (hopefully the information is correct, and the lab can make the order)
- Order sits in a bin with other faxed orders waiting to be entered (hopefully the lab can read the fax)
- Order is entered into the labs system and then trayed and goes into processing
- If you want to know the status, you have to call....
- Then you receive the order (1 week later)
There are obviously variations of this process, depending on your specific practice, but just compare the above to the following, which is online ordering:
- Log in to VisionWeb.com and follow the steps to enter your orders
- Get immediate notification of any errors before hitting send
- Hit Send (You'll see an immediate order confirmation)
- The order goes directly into the Lab's system for processing, jumping ahead of the faxes
- Get order status online, without picking up the phone
- Receive order (3-4 days)
Online ordering gives you error-checking, it gives you all of your suppliers in one location, it gives you order status, and your orders jump ahead of those that are faxed. The result? Faster turn around time for your patients!
In order to put this into perspective let’s do a little math; we all love math right? This is all hypothetical, but if you’re using the fax, I’m positive these calculations relate to you a bit:
Submitting an order via fax:
- 5 minutes * 20 orders
- 100 minutes / day
- 500 minutes / business week
- 18 days / year
Sending an online order, at the most, will take half the time. That is even considering checking over the order to make sure it’s correct. It’s as simple as clicking submit. No rewriting the orders and no busy signal from the fax. Just to be fair, we will cut the time in half. You’ve saved 9 days already by submitting your orders directly to your connected supplier online.
Tracking orders via fax:
- 4 minutes * 5 orders
- 20 minutes / day
- 100 minutes / business week
- 3.6 days / year
With online tracking you don't have to call the lab directly and can track an order in 1 minute tops, saving a total of 2.7 days / year. Imagine closing your practice for 3 random, extra days per year; how many customers would get upset and prance on over to a different eyecare practice? That's what can happen if you keep faxing your orders!
Just the business processes alone, will approximately save 11.7 days a year; that’s over two business weeks! Imagine what you can do in that amount of time. The possibilities are endless when you nix the fax and make the leap to online ordering!
And it’s almost scary the amount of extra days you keep patients waiting when you submit orders via fax. Online optical orders make it to your practice up to 3 days earlier! And because faxed orders are prone to error, that number could even go up an extra day, and that’s when you have your patients saying, ‘What the fax?’
Okay, it’s time to get real. We talk to practices all the time who say efficiency is important to them, but when we ask them how they order products; they tell us they use phone or fax. When we hear that, we can’t start touting the benefits of online ordering fast enough.
We feel like it’s our duty to show them the light and teach them the ways of efficient electronic ordering! But to be honest, what we really want to say is….
“Are you faxing
kidding me?!”
It’s hard to believe that the fax machine even exists, especially since we can scan and email signed documents (the only reason we can imagine using a fax machine). But the fact that fax machines are being used to transmit orders between modern businesses in the year 2012? We can’t hold it in any longer, so we’re just going to say it. Faxing orders is faxed up!
Think of all the things that a practice sacrifices when they choose to fax an order rather than sending it online. Honestly, does a fax machine offer any of these features?
- Built in error-checking
- Real-time order status & tracking
- Order archiving
- Practice management integrations
- Faster turnaround time
They definitely don’t! But, VisionWeb’s optical ordering services do – and it’s FREE for eye care providers to use.
We love the eyecare industry, and we think today’s modern practices deserve the best technology available to make it easier to do business. That’s why we’re on a mission to tell outdated process to get the fax out of here!
What about you? Could you say goodbye to ordering via fax once and for all?
Retweet this post to share with others!
#FaxedUp
We are happy to announce a $5,570 payment to the Opticians Association of America (OAA) and affiliated State Associations!
This is the second year that we are paying royalties to the OAA for the orders their members place on VisionWeb as part of the VisionWeb OAA Royalty Program! This year the payment is 37% higher than last year because 400 accounts from twenty affiliated State Associations enrolled to earn royalties - a 21% increase in participation.
We also want to congratulate Professional Opticians of Florida for receiving the title of VisionWeb's OAA State Association of the Year. They won the title for making the most significant strides in member participation. In addition to the title, they are also receiving a check for $1,000 dollars! That is money that the association can use to add more value for its members, which we love.
Register to Participate in the VisionWeb OAA Royalty Program Today!
If you're an OAA member and you use VisionWeb, you are eligible to participate! Just follow these quick steps to enroll:
- Log into your VisionWeb account at www.visionweb.com
- Click the OAA Royalty Program registration button
- Complete the form and hit "Submit"
That's it! Once registered, all orders placed by any member of your staff will count toward your practice's order total for the annual earning period, which runs from April-March annually. Here's what your state association can earn:
Click here to learn more about the program
If you have questions about the OAA Royalty Program, or ordering on VisionWeb, please contact our Customer Service team at (800) 874-6601.
We have updated our supplier list to make it easier for you to find your Carl Zeiss Laboratories when placing orders on VisionWeb. The new listing took effect on Thursday, May 10th.
There is no action required, but we wanted you to know about the change since this change will be reflected in the "Laboratory" drop-down menu in the VisionWeb spectacle lens ordering engine. Please take a moment to review this table so that you know how the supplier list is changing:
Again, you don't need to take any action, or make any changes to your account. Feel free to contact VisionWeb Customer Service at customerservice@visionweb.com or (800) 874-6601 if you have any questions or need any help with your account.
Our friends at The Optical Vision Site have a great post about a new marketing event for your eyecare practice!
I got to tell you, who has ever heard of such a thing, but there it is in Record Setter: Googly Eye World Records. I love this kind of stuff, as do most people. Who doesn't read about the most hot dogs one person can eat in a minute?!
New records were set as part of Toyota Prius Records, a two day event, streamed live on the Internet. In a 48-hour period, URDB officials adjudicated 200 Prius-related world records. 48 Googly eyes were put on the squash breaking a previous record of 45 eyes. Read more here.
How much fun would this be to hold an event like this in your eyecare office? Facebook it, Tweet it, and Foursquare it! The best part is, it would be so much fun and very affordable. All you need is a bunch of googly eyes that can be purchased at any craft store, and some fruit or veggies. You could run an event like this for a week, and for every patient that comes in, ask if they want to praticipate (it only takes a minute). Give them the item to be googly-eyed, a bunch of eyes, and a timer. Do the count, and the winner of the week gets a FREE pair of something.
You could also run in conjunction with a charitable cause. For each eye that gets put on, you can donate "x" amount to a charity of your choice. Keep a big jar on the front desk and load it up with dollar bills. People get excited about that, and guess what? I bet they add some money of their own.
Easy, fun, engages your patients, and increases your talk factor. You could even notify local TV or radio stations and ask if they want to participate. How great would that be?
Over the past two years Social Media has become an integral part of the way eye care practices perform marketing activities. What first seemed like a short-term trend has now turned into a full-fledged marketing tool that all practices and businesses can use to their advantage. We thoroughly enjoy using social media in our marketing mix and think that there are others in the eyecare industry who feel the same way. So we wonder, if you were graded on your "social media savvy", would you make an A?
And, we want to know your social media grade! Are you a social savant amongst the crowd or a lurker behind the scenes? Don't forget to share your score either via Twitter so that you can compare yours with your friends!
We also wanted to highlight some of our favorite websites, blogs, Twitter accounts, and YouTube channels so that you can also follow some of the best social media sources on the web that you might have missed.
We hope that you find these resources as eye-catching and informative as we do, and can incorporate some of the resources that they offer into your practice!
The Optical Vision Site
The Optical Vision Site is an upbeat and innovative optical blog that is rapidly becoming the ultimate resource for all things optical as it features daily tips and unique content. Whether you are an Independent retailer, doctor, optician, sales rep, optical vendor, or anything else related to optical, you are sure to find something to inform, inspire, or even amuse you on The Optical Vision Site.
Optical Vision Resources
Optical Vision Resources is run by the same ladies who oversee The Optical Vision Site and was created because there was no single-click source to find all the Optical Wholesalers and Distributors that are available to the optical retailer in a web directory format. Each site that they post on Optical Vision Resources is screened to insure that the products and services are directly related to optical, eyecare, and health.
Local Eye Site
As many of you may know already, Local Eye Site is an online community for eyecare professionals to post job listings and to find jobs. It’s a great informational resource for those hiring and seeking employment. Local Eye Site does a great job of posting tips and resources on all their social media channels ranging from their blog and Twitter to their newly created Pinterest Page.
OpticianWorks
OpticianWorks provides free, high quality, on-line training for opticians, opticianry students, those studying for the ABO Exam, or those working to become non-licensed optical dispensing professionals. If you are looking for training resources for your staff we recommend visiting the OpticianWorks Blog for some great training resources at no cost to you.
Midwest Lens
Midwest Lens is an ophthalmic laboratory in Kansas and has been a VisionWeb connected laboratory for quite some time. Their blog, Blog @ Midwest Lens, covers a wide variety of topics related to the industry; from information about a new product or frame line, an eye health related issue, or even events and promotions. They update their blog regularly and it's always full of great info! Follow them on Twitter with the handle @MidwestLens.
Optiboard
OptiBoard is a message board community that's strictly for the industry and is always buzzing with great conversations. We first came across the site around 5 1/2 years ago and have followed it ever since. It's a great place for dialogue with colleagues and great, honest opinions. It's definitely one to check out. Oh, and it's free to join.
OD Wire
ODWire is another outstanding message board community in the industry. Over 14,000 ECPs are members of the site which is only open to ECPs. They have the great dialogue that you expect from a message board, and they also host Webinars for their members to participate in on a regular basis.
AOAConnect
AOAConnect is fairly new to the realm of social media, but we definitely think it’s worth checking out! The AOA describes AOAConnect as “a place where AOA members, students, volunteers, and staff can share information, work collaboratively, and build community. If you’re already active in social media, AOAConnect will feel familiar. If you’re new to online communities, know that AOAConnect is a place where you can participate fully in your profession.”
GrandRounds4ODs
GrandRounds4ODs is the twitter handle for Dr. Richard Hom in San Francisco, CA. Dr. Hom is a great social media resource for all things eye care related. Dr. Hom regularly uses the Twitter hashtag #Tips4EyeDocs to send tweets about great eye tips for optometrists and opticians. We recommend reading his blog here and setting up a search for #Tips4EyeDocs in your Twitter client.
The Official VisionWeb Blog
The Official VisionWeb Blog is designed to deliver valuable information that you can use to keep your practice ahead of the curve. From providing tips on how to use optical ordering services and claims processing services to increasing your practice's efficiency, to social media and marketing advice, to articles from other information sources in the industry – it's all covered! The Official VisionWeb Blog is your destination for information that will help you take your practice to the next level.
VisionMonday.com
VisionMonday is the industry's premier source for news and information, certainly you already know that! Not only is their site great, but everyday, they deliver the latest information right to our inboxes. VisionMonday is also responsible for the fantastic Global Leadership Summit at Vision Expo, which has helped bring social media and innovative marketing approaches to the forefront for our industry.
At VisionWeb, we are known for our ophthalmic product ordering services which gives you the ability to connect with over 400 spectacle lens, contact lens, and frame suppliers in one convenient, online location. Being the eyecare industry’s most robust, yet easy-to-use suite of services for ophthalmic product ordering, we frequently get questions about how our services actually work. We thought it would be a good idea to address 10 of the questions our Customer Service Team frequently receives.
1. How does VisionWeb work?
VisionWeb works by connecting you with over 400 spectacle lens, contact lens, and frame suppliers. Using your existing supplier accounts, you can register on VisionWeb for FREE to connect with all of your labs on the VisionWeb network. Best of all, VisionWeb doesn’t impact your current pricing and billing with your laboratories and is 100% free to use for ophthalmic product ordering. Because VisionWeb has the most supplier connections and functionality in the eyecare industry, it’s the most convenient way to order and helps improve order accuracy and turnaround time.
2. Who can I send orders to?
VisionWeb is connected with hundreds of labs across the United States. A complete list of VisionWeb connected suppliers can be found here.
3. What can I order?
Through VisionWeb's online ordering services you can order contact lenses, spectacle lenses, stock lenses and frames. Our ‘Order Products’ page contains a Quick Guide for each of these on the left hand side of the page. Here is a sample of the ‘Contacts Quick Guide’ – these step by step guides and the how-to-videos on the VisionWeb YouTube channel make the transition a smooth process!
4. What is the cost to order through VW?
Ordering on VisionWeb is 100% free for eyecare practices. As we mentioned previously, most laboratories prefer orders to come in error-free and directly into their lab management system, because of this the laboratories are willing to pay a transaction fee for the order to be placed on VisionWeb – making the service of no charge to eyecare practices.
5. Which browsers are compatible with VW?
VisionWeb's minimum internet browser requirements are the following:
- Microsoft® Internet Explorer 6 or above
- Netscape® browser 7.0 or above
- AOL 6.0 or above
- FireFox 1.0 or above
Most computers contain at least one of these browsers that are installed when manufactured. However, if you prefer one of them that has not previously been installed on your computer, they can each be downloaded online for free. Please note that Safari is NOT a compatible browser with VisionWeb.
6. Can I order through my practice management system?
Yes, if you use one of our compatible practice management systems, ordering through your practice management system will have never been easier. Ordering through these practice management integrations reduces the need for duplicate data entry. It's truly the most convenient method of online ophthalmic product ordering!
7. How do I track orders on VisionWeb? Do I have to call the lab?
Tracking orders is simple on VisionWeb. No need to call the lab; all you need to do is follow these simple steps, and you can track your order at your convenience 24/7.
- Login to your VisionWeb account
- Click on Order Status under the 'Track Orders' column
- Click on the order you wish to track
- Review order to find details to anticipate delivery
This tracking feature makes managing jobs in your practice as simplified as possible. Check out our video for a step-by-step of the order tracking process.
8. Can I use VisionWeb on a Mac? What about an iPad?
Using VisionWeb on a Mac is possible if you have downloaded another browser besides Safari, such as FireFox or Internet Explorer. Unfortunately, because the iPad can only access Safari, VisionWeb and the iPad are currently not compatible.
9. How soon will I receive my order?
Most practices see their orders in the office 2-3 days after they have submitted it to their supplier. Because these orders go straight into the labs system and there is no need to rekey information, orders are received about 2-3 days earlier than if they were faxed as well. This saved time brings customers coming back and that's just what you want!
10. How do I cancel or change an order?
Under the 'Tracking Orders' column when you log into VisionWeb, there are three tabs: pending orders, order status, and archived orders. Pending orders are orders that have been saved but not yet sent to a lab and are available to monitor and edit until you are ready to send.
Unfortunately, once you have sent your order to its associated lab, the order is transferred to the order status tab in the system. At this time, in order to edit an order, you will need to call your lab directly to have your ordered changed.
Practice management systems typically are thought to better organize daily administrative processes; however, the optician practice environment is changing dramatically, especially in electronic claim filing management. And after the transition to the 5010 version of HIPPA, standard electronic transactions have required most eyecare practices to implement new optical practice management software or significantly upgrade their current eycare practice management software.
For many eyecare practices, purchasing an appropriate practice management system can be a daunting task. You want to make sure that your selected optical software integrates properly with your practice workflow and contains features your practice needs that will result in a profitable investment that also reduces inefficiencies around the office. Reviewing your practice needs and comparing PM systems is an important part of the selection process.
Switching to electronic claim filing can be scary for many, but don’t fear because the advantages are here! Below is a list of several of the key advantages you will see when utilizing electronic claim filing management.
Electronic Claim Filing Management Functionalities of a PM System
Batch Claims
Practice management software is a significant investment and that’s why your eyecare practice should be putting it to work, especially for claim filing. Creating batch claim files is one of the many features of utilizing a practice management compatibility with an online claim filing service. You can create, upload, and submit batch claims directly to all of your connected payers, which will reduce redundancies associated with rekeying claims. Watch this video to see just how easy it is to upload claims to VisionWeb from a compatible practice management system.
Patient Eligibility Verification
Higher collections and efficient scheduling and check-in are normally two of the main day to day goals in an eyecare practice. So at the front desk it's easy to see efficiency as saving time. Skipping the eligibility verification process because it's too slow, however, may not save as much time as one thinks, and it actually ends up adding time and labor later when billing needs to resubmit claims for reimbursement. To make eligibility verification more efficient, built in patient eligibility verification is key. Having this resource is bound to make your entire revenue cycle smoother and you a lot happier.
Electronic, Paperless Patient Statements
Having a consistent amount of new patients coming into your eyecare practice is something every practice aims for. And if your not using electronic claim filing, sooner or later that cost that seemed to be a fixed cost of filing cabinets will soon turn into a variable cost, and then you will eventually run out of space for all of these papers. Piles of paper, in general, stress people out, but by filing online you can avoid this and save space, time, and stress. Electronic claim filing offers your practice the ability to store these statements right inside your practice management system. Now if that doesn't help with the spring cleaning in your practice, I don't know what will!
The ever-changing technological advances might be frustrating for a business, but the simplification of administrative processes ultimately improves the bottom lines of eyecare practices when they implement the right practice management software. These key advantages are just a few you want to make sure exist and are being utilized in your PM System.