OPHTHALMOLOGY
An EMR Built Around the Imaging, the Injection, and the Surgical Eye
Your 8:40 glaucoma follow-up brings a new IOP spike on the right and a visual field that finally shows progression. Your 9:10 wet AMD patient is due for her sixth intravitreal injection. Your 9:40 cataract pre-op needs A-scan biometry and an IOL calculation for next Friday’s surgical day. Your tech is already in OCT room three. On GlaceEMR and GlaceRCM, the per-eye exam, the imaging trend, the J-code injection record, and the global-period tracker run inside one chart, billed at a percentage of collections with no base fees, backed by a billing team that hits 95%+ first-pass claim adjudication and 99%+ collection rate of payer-allowed amounts*.
*Of payer-allowed amounts.
WHAT WE HEAR FROM OPHTHALMOLOGISTS
The Problems Ophthalmology Practices Tell Us About
Ophthalmology is the most image-dense and measurement-dense specialty in outpatient medicine, and the EHR most ophthalmologists run was built for somebody else’s day. Your chart is fine for a single complaint visit. It buckles the moment you carry a real glaucoma panel, a real injection load, and a real surgical week, and that is the practice you run every day. The list below is what we hear in the first thirty minutes of every discovery call with an eye practice.
Your visual field and OCT live in a parallel universe. The imaging device captures the field, the report prints to PDF, and the PDF lives in document storage somewhere. The chart has nowhere to put the actual mean deviation, the RNFL thickness, or the OD-versus-OS trend. Your follow-up depends on you flipping through scanned reports to remember whether the field progressed since last visit, and the patient is already in the chair while you do it. Generic EHR products were designed around a problem list and a med list, not around an IOP-and-field-and-RNFL trend that lives at the heart of how you manage glaucoma.
Eye visit codes versus E/M is a coin flip every day. 92002, 92004, 92012, 92014 versus 99202 through 99215. Whichever you pick wrong, you leave revenue or audit exposure on the table. Most platforms make you decide on instinct, with no prompt at the chart and no scrubber rule that catches the wrong choice before submission. The result is a billing pattern that looks random by payer, a denials queue full of recoverable errors, and an unpredictable downcoding pattern your billing manager has to explain at every monthly meeting.
The injection room runs on memory and stickers. The anti-VEGF cycle is the engine of your retina revenue, and it depends on tracking the agent, the eye, the dose, the wastage, the prior-authorization status, the four-to-six-week interval, and the J-code unit count for every patient on the panel. Most practices manage that on a paper grid, a separate spreadsheet, or a homegrown injection log that lives in a binder on the injection-room counter. One missed J-code modifier, one wrong eye, one missed wastage unit and the claim drops at half of allowable. Multiplied across a busy retina practice, the leakage is real money the panel earned and never collected.
Your special-testing component split gets fumbled. 92133 and 92134 OCT scans, 92250 fundus photography, 92083 visual fields, 92235 fluorescein angiography, all carry a technical component and a professional component, and the right modifier depends on who owns the equipment, who interprets the study, and whether the practice owns the entire global. The capture is finicky, the scrubber rules are payer-specific, and a generic EHR leaves the entire decision to memory at charge entry. Half of the special-testing revenue you intended to bill is actually leaving your office, and your billing manager has no way to find what is missing until the EOB lands and the technical component never got billed.
Global periods and modifiers eat your evening. Cataract surgery 66984, complex cataract 66982, cataract with endothelial keratoplasty 66988, YAG capsulotomy 66821, all carry 10-day or 90-day global periods and a stack of modifier rules. Modifier 24 for unrelated E/M during the global, modifier 25 for separately identifiable E/M same day, modifier 55 for postoperative management transferred to a comanaging optometrist, modifier 58, 78, 79 for the staged or unrelated returns to the OR. Get it wrong and the claim denies. Get it right and the global-period tracker has to follow every patient day by day for ninety days. Most platforms do not even know the global period is running.
The diagnostic-device interfaces never quite work. Your OCT, your visual-field perimeter, your fundus camera, your IOL master, your specular microscope, your A-scan, all speak DICOM or vendor-specific formats, and the EHR was supposed to integrate with them at go-live and never quite did. So the tech walks the OCT report from the imaging room to the front desk, scans it, attaches the PDF to the chart, and that is your imaging record. Your image-management workflow runs on paper feet, not on the data backbone the equipment was designed to feed.
Your optometric comanagement loop never closes. The referring optometrist sends the cataract patient to you for surgery, you operate, you return the patient at week one and the optometrist picks up the rest of the postop. The 55 modifier is supposed to transfer the postoperative global, the comanagement letter is supposed to fire from the chart, and the trust between practices depends on the loop closing every time. In a generic EHR, the optometrist gets a faxed operative report at best, the global-period split modifier gets dropped on entry, and your referring base quietly thins because the comanagement relationship feels like extra work to maintain on both sides.
Your software bill keeps growing for things that should be one product. Separate vendor for the patient portal, separate vendor for the imaging management, separate vendor for the surgical-scheduling block tracking, separate vendor for the optical-sales POS if you run a dispensary, separate vendor for the kiosk, separate vendor for the practice marketing site, separate vendor for HR and PTO. Each renews on its own schedule, each lifts its price every twelve months, and each integrates with the others only when one of them feels like it. The total spend stays invisible until your office manager prints the SaaS list and the number is bigger than the salaries of two technicians.
GLACEEMR FOR OPHTHALMOLOGY
An EHR Designed Around the Per-Eye Exam
GlaceEMR is ONC-certified and has been deployed in private ophthalmology practices for years on the same platform that runs 20+ specialties, with 30+ years of company history behind it. Every feature below is in the platform today, not a roadmap promise. The ophthalmology configuration is wired in before training starts, so the chart your team opens on day one already holds the per-eye exam template, the IOP and visual-field trends, the injection-cycle record, and the surgical global-period tracker your day runs on.
Per-eye exam template, structured by anatomy
Visual acuity, refraction, IOP, anterior and posterior segment findings, all captured as discrete data per eye. OD and OS are separate fields with their own trend graphs, not a single text box you have to read carefully. Templates are physician-editable per provider, so the cataract surgeon’s intake looks different from the medical retina specialist’s, and both look different from the comprehensive ophthalmologist’s, because eye care does not standardize and the system does not force it to.
IOP and visual-field progression tracking
IOP per eye over time as a real trend graph the chart actually draws, not a list of numbers you have to scan. Visual-field mean deviation, OCT RNFL thickness, and macular thickness all trend the same way, side by side, with prior values one click away. Progression on the right eye and stability on the left becomes visible at a glance, so your glaucoma decision happens in seconds instead of in a careful three-minute chart review the patient watches you do.
Intravitreal injection-cycle record
A native anti-VEGF injection record tracks the agent, the eye, the dose, the wastage, the J-code units, and the cycle interval per patient. The next injection date is calculated and the recall fires through the scheduler. The injection note expands from a smart phrase. The treat-and-extend regimen lives as structured data, not as freehand prose your billing team has to interpret on charge entry.
Diagnostic-device DICOM interfaces
OCT, visual-field perimeter, fundus camera, IOL master, A-scan, specular microscope, and corneal topographer feeds land in the chart over standard DICOM and vendor interfaces. Each study links to the eye, populates the trend, and surfaces in the per-eye record. No PDF round-trip through the front-desk scanner, no walked report from the imaging room, no separate viewer the tech has to launch from a different desktop.
Cataract surgical-planning support
A-scan biometry capture and IOL power calculation live inside the chart, with the pre-operative workup, the consent letters, and the surgical scheduling tied to the same record. The 90-day global-period clock starts on the day of surgery and tracks every postoperative visit, refraction, complication, and YAG capsulotomy against it. The premium IOL upgrade conversation and the patient-pay component sit in the same workflow as the surgical authorization.
Eye diagrams for finding and lesion mapping
Fundus diagrams, anterior-segment diagrams, and slit-lamp templates let you map findings per eye directly on the chart. The retinal tear at one o’clock OD, the corneal abrasion at the inferior limbus OS, the cup-to-disc asymmetry, all annotated visually instead of described in prose your colleague has to decode. The diagrams flow into the operative consent and the referring-doctor letter without a separate copy-and-paste step.
eRx with EPCS and per-eye dosing
Surescripts e-prescribing carries glaucoma-drop favorites, anti-VEGF orders, antibiotic and steroid drop favorites, and oral medications with per-eye dosing fields. Drug-drug and drug-allergy alerts run at the point of order. The Drug Cost Comparator surfaces patient out-of-pocket on the prostaglandin, the alpha-agonist, and the beta-blocker so the regimen reflects what the patient can actually afford to fill.
Order sets for the ophthalmic workups
Glaucoma workup with SLT laser. Cataract pre-operative evaluation. Anti-VEGF injection series. Diabetic-eye exam panel. Special-testing panels for OCT, visual field, and fundus photography. Each order set drops the right CPT codes, the right modifiers, the right diagnosis pointers, and the right patient instructions in one click, so the orders match the plan you actually built in the room.
Care Gap and population registry views
The diabetics due for retinopathy screening, the glaucoma patients due for fields or OCT, the AMD patients due for their next injection, and the post-cataract patients still inside the 90-day global all roll into a registry view your front desk can work through tomorrow morning. Ophthalmic surveillance becomes a managed program, not a memory exercise on your part, and the injection cycle stays on schedule across the panel.
ReferralTracker for optometric comanagement
Inbound referrals from optometrists, outbound referrals to retina, glaucoma, and oculoplastics specialists, and the round-trip postoperative handoff after cataract surgery all run through one tracker. The comanagement letter fires from the chart with the modifier 55 split documented. Your referring base sees the loop close every time, which is how a referring relationship actually compounds across years.
SmartInbox for results, refills, and tasks
A consolidated worklist of imaging results, lab results, refill requests, patient messages, faxes, and staff tasks, prioritized by urgency and tied to the right chart and the right eye. Inbound documents from outside providers land in the SmartInbox as work, not as untyped paper somebody has to file. The chart stays current without a staffer retyping what another system already knows.
Role-based access, single-tenant database
Each role (technician, scribe, provider, biller, surgical scheduler, manager) sees exactly what they need and nothing they do not. Every action is logged. HIPAA-compliant infrastructure with LUKS full-disk encryption at rest and encryption in transit, single-tenant database per practice so your data is not pooled with another practice’s, and US-based hosting in Tier-III data centers under a signed business associate agreement.
MODULES INCLUDED WITH GLACEEMR
Things Other EMRs Charge Extra For. You Get Them.
When you price-out another EMR, count what is included before you compare the headline number. Most of the boxes below are upsells everywhere else. They ship with GlaceEMR. No tier games, no surprise line items at renewal, no third-party vendor management for the modules a real ophthalmology practice depends on every clinic day and every surgical day.
Native iOS and Android apps
Phone and tablet apps for providers, technicians, and surgical coordinators. Sign notes, review fields, message patients, see the surgical schedule, take a call from the OR, all from wherever you are. Native build, not a mobile-friendly browser view, so the experience holds up between rooms on a busy clinic day and at the ASC when you are dictating between cases.
Image management and DICOM viewing
OCT scans, visual fields, fundus photos, FA and ICG sequences, and corneal topography all viewable inside the chart, with the prior study one click away for side-by-side progression review. No add-on PACS license fee on the renewal, no separate viewer the tech has to launch, no swivel-chair between the imaging workstation and the encounter window.
Self-check-in kiosk
Run check-in on an iPad, an Android tablet, or the patient’s own phone. Demographics, consents, copay, ophthalmic-history intake, vision-symptom questionnaire, and insurance updates, all done before the technician rooms the patient for vitals and acuity. Bilingual English and Spanish so the older Spanish-speaking patient does not need a family member to update an address.
Telehealth for postop and dry-eye visits
HD video is built into the EHR for the visits that fit the modality: postoperative day-one check-ins where the patient cannot drive, dry-eye follow-ups, glaucoma medication-titration calls, and pre-op consents. No third-party video link, no separate seat license, no surprise renewal. The note, the chart, and the coding support run on the same platform whether the visit happens in person or on screen.
GlaceOffice administration suite
HR, timesheets, PTO, inventory for the lens loaner cabinet and the injection stockroom, documents, contracts, credentials, asset management, mail handling, expense tracking, and the KPI dashboard your practice administrator actually checks. Free for every Glenwood client. Run the business side without a fifth subscription and a fifth login the front desk has to remember.
Multi-location, multi-provider, role-based
Grow from a solo cataract surgeon to a multi-subspecialty group with retina, glaucoma, oculoplastics, and pediatric eye providers across multiple offices and an affiliated ASC, on one platform, without renegotiating the contract or rebuilding configuration. Role-based access controls and audit trails throughout. No per-location upcharge. Add a satellite next quarter and the chart works the same way Monday morning.
GLACERCM FOR OPHTHALMOLOGY
A Billing Service That Knows the Eye Code Mix
GlaceRCM charges a percentage of collections with no base fees, no implementation charges, and no monthly minimums. The service is built for the ophthalmology code mix, with first-line fluency in the Eye-versus-E/M decision, the special-testing component split, the intravitreal injection J-code and waste capture, the eye-laterality modifiers, and the surgical global periods. The numbers below reflect that focus.
95%+
First-pass claim adjudication. Most claims pay on the first submission, with no rework, no resubmission, and no week lost to denial follow-up on a J-code or a laterality modifier the system should have flagged.
99%+
Collection rate of payer-allowed amounts*. The dollars the payer contractually owes you for the injection, the OCT, the cataract surgery, and the YAG actually arrive, because we work the queue to resolution instead of writing it off at 90 days.
$0
Implementation fee, setup charge, and monthly minimum. We get paid when you get paid, so our interests and yours line up from the day the contract is signed and across every cataract block day after.
*Of payer-allowed amounts.
Eye-versus-E/M prompt at charge capture
The platform prompts the optimal Eye visit (92002, 92004, 92012, 92014) versus E/M (99202-99215) code choice based on the documentation, the chief complaint, and the payer’s preference pattern. The decision your generic EHR left to instinct now happens against the rules. The Undercoding Detector flags documented complexity that justified a higher code than what was selected, so the 92014 you intended is not silently downcoded to a 92012 by reflex.
Special-testing component split, captured
92133 and 92134 OCT, 92250 fundus photography, 92083 visual field, 92235 fluorescein angiography all carry technical and professional components. The scrubber knows which side your practice owns, which payer treats the split differently, and which modifier protects the claim. The half of your special-testing revenue that quietly leaves the building under most platforms gets captured here, every single study, every single eye.
J-code and waste capture for anti-VEGF
67028 intravitreal injection with the agent J-code (aflibercept, ranibizumab, bevacizumab, faricimab, brolucizumab), the unit count, the wastage units, and the RT or LT laterality modifier all drop into the claim from the injection record without a separate charge-entry step. The single most-leaked code in retina billing becomes the one your platform handles fastest. The Payer Analyzer shows your J-code reimbursement mix and flags when a payer is paying below the buy-and-bill threshold the practice can sustain.
Global-period and modifier intelligence
10-day and 90-day global periods for cataract (66984, 66982, 66988), YAG capsulotomy (66821), SLT, and other ophthalmic surgical procedures track every postoperative day. Modifier 24 for unrelated E/M during the global, modifier 25 for same-day separately identifiable E/M, modifier 55 for transferred postoperative care, modifier 58 for staged returns, modifier 78 for related returns to the OR, modifier 79 for unrelated postoperative procedures, all surface as prompts when the rule fires.
RT and LT laterality where it counts
Eye laterality is the single most-fumbled modifier in ophthalmology billing on generic platforms, and it is non-negotiable for paired-eye procedures. RT, LT, and 50 bilateral modifiers fire from the per-eye documentation at charge capture. The injection on the right eye gets RT, the YAG on the left gets LT, and the bilateral OCT carries 50 when the payer accepts that and bilateral line items when it does not. The claim goes out clean instead of pending.
Denial management worked to resolution
We do not drop a denial after 90 days. Every claim is tracked to complete resolution: appeals, second-level reviews, payer follow-ups, peer-to-peer on the medical-necessity dispute for anti-VEGF, the surgical authorization, or the cataract visually-significant criteria. The write-off only happens when you sign off on it. The report on your dashboard tells you exactly where every disputed dollar stands today.
A named billing specialist for your panel
You get a dedicated account manager who knows ophthalmology payer mix in your state, the codes you bill, your top denials, and your cataract surgical day cadence. Not a ticket queue. Not an offshore call center. They pick up the phone when you call, and they know your practice by name within a month of go-live. You will recognize their voice on the other end.
Anti-VEGF and surgical prior auth, handled
Prior authorization for anti-VEGF agents, premium IOLs where applicable, and cataract surgery medical-necessity reviews come together from chart documentation in the background while you finish the encounter. The billing team finishes, validates, and submits. The 30-to-60-minute manual prior-auth project shrinks to a five-minute review, and the patient gets the medication or the procedure on the originally scheduled date instead of two cycles later.
Percentage of collections, no base fees
No setup fees, no implementation charges, no monthly minimums. We get paid when you get paid. That is the contract, in writing, on every invoice. Your interests and ours are aligned from day one, and our incentive is to collect every dollar your panel earned, including the J-code wastage units and the special-testing component splits that are most often left on the floor.
Patient statements and US-based call center
Patient statements go out daily, paper and electronic. Your patients call our US-based billing call center with questions about balances, cataract patient-pay components, premium IOL upgrade balances, and refraction self-pay, not your front desk. Soft collections are handled in-house. Collection-agency escalation only happens on your explicit sign-off. The technician scheduled to do the 9 AM A-scan is not on a billing call.
Credentialing and payer enrollment included
Provider credentialing and payer enrollment are part of GlaceRCM onboarding, not a separate engagement and not a referral to a third-party credentialing company. New providers, new locations, new ASC affiliations, and Medicare-Medicaid revalidations are handled by the same team that runs your billing. Ophthalmology practices add fellows and satellites on a regular cadence, and the credentialing workflow keeps the new provider billing on day one instead of waiting six months for an enrollment letter.
GLACESCRIBE FOR OPHTHALMOLOGY
Ambient Eye Exam Documentation, Per-Eye and Per-Code
GlaceScribe listens in the exam room and the injection suite and generates a complete eye-exam note structured the way ophthalmology writes: per-eye history, per-eye visual acuity and refraction, anterior and posterior segment per eye, IOP, imaging interpretation, assessment per active ophthalmic problem, and plan organized by problem with orders, refills, and follow-up. It is built on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers. Multi-vendor architecture preserves operational redundancy and continuous improvement, so the scribe gets better over time without ever depending on a single upstream vendor.
It learns your phrasing and your abbreviation patterns over time. The first month it sounds like a careful ophthalmology resident who took notes in clinic this morning. By month three it sounds like you, with your cadence on the glaucoma plan, the way you explain a treat-and-extend interval to a wet AMD patient, and how you walk a cataract patient through the IOL options. ICD-10 and CPT suggestions surface alongside the draft note, including the Eye-versus-E/M prompt and the special-testing capture for the studies the patient just had in the imaging room. All suggestions are reviewed by you before signing. Nothing reaches the chart until you approve it, and the codes never touch the claim until you sign the note.
The intravitreal injection note is a special case the scribe handles natively. The agent, the eye, the dose, the wastage, the lot number when documented, and the post-injection IOP check all land in the structured injection record as discrete fields. The treat-and-extend interval is updated against the prior cycle. The next injection date is calculated and the recall posts. The whole encounter, from the OCT review to the consent confirmation to the procedural documentation, finishes in the time it takes you to walk from the injection room to the next exam room.
Up to four simultaneous speakers are captured cleanly, so an adult child or a comanaging optometrist on speakerphone is documented alongside the patient without scrambling the per-eye exam. The scribe runs in person and in telehealth, and the same chart receives the note either way. Patient-facing language is supported in English and Spanish, so a Spanish-speaking patient gets the same encounter experience while the clinical documentation lands in English for your billing and reporting.
The outcome is documentation that finishes when the visit finishes. No charting at 8 PM. No catch-up on cataract op notes during the lunch break that should have been lunch. No carryover from a 35-patient Tuesday into a Wednesday clinic that starts already behind. You read, edit, sign, and move to the next room, and the note that gets billed is the note that reflects the work you actually did, with the right Eye-versus-E/M choice and the right special-testing capture surfaced in the moment.
You can almost set a calendar by the adoption curve. Week one, you treat it as a curiosity and edit heavily. Week three, you stop editing the per-eye exam structure because it is already right; you only touch the assessment and the plan. Month three, the scribe sounds like you, including the way you talk a patient through floaters, how you set treat-and-extend expectations on a new wet AMD diagnosis, and the cadence of how you close out a postoperative cataract visit. By week six, most ophthalmologists tell us they are getting an hour-and-a-half of their evening back, every weeknight. The chart-completion report on the practice dashboard says the same thing, in fewer words.
POWERED BY GLACEIQ
30+ AI Features, Tuned to the Ophthalmologist’s Day
Every GlaceIQ capability is a suggestion. You review and select. Codes wait for your approval before they touch a claim, modifiers wait for your confirmation before they fire, and notes wait for your signature before they leave the chart. Compliance-first, physician-in-the-loop, every time. The list below is what runs in the background of your clinic day on GlaceEMR, working on the cognitive load you carry today by memory.
Pre-charting from imaging and IOP trend
Before the visit, GlaceIQ assembles a pre-chart summarizing the active ophthalmic problem list, the IOP trend per eye, the visual-field mean-deviation trend, the RNFL and macular OCT trend, the last injection date and agent, hospital activity since last visit, and last-visit plan items still open. Your technician reviews it before you walk in, so the first thirty seconds of the encounter are spent on the patient, not on chart catch-up.
Eye-versus-E/M suggestion at signing
As you sign, GlaceIQ surfaces the optimal Eye visit (92002, 92004, 92012, 92014) versus E/M (99202-99215) code based on the documented chief complaint, the exam elements, the medical decision-making, and the payer’s preference pattern. You review and select. The coding decision that used to be a coin flip now happens against the rules, and the documented complexity that justified the higher code stops getting silently downcoded.
Care-gap and recall suggestions inline
Diabetic retinopathy screenings overdue, glaucoma fields and OCTs due, AMD injections due, postoperative cataract follow-ups still inside the global, dry-eye treatment reassessments. GlaceIQ surfaces them in the encounter window so you can address now, schedule next visit, or defer with documented reasoning, in one click each. The MIPS and IRIS Registry measures that drive your reporting accrue as a byproduct of good care, not as a separate documentation project.
IOP and field progression alerts
When today’s IOP exceeds the documented target for the eye, or when the visual-field mean deviation shifts beyond the noise band, or when RNFL thinning crosses the per-eye threshold, GlaceIQ flags it inside the encounter window. You review the trend, decide on the regimen change or the SLT referral or the surgical planning conversation, and the documentation rationale lands in the note. The slow progression that gets missed across two-year intervals stops getting missed.
Denial prediction before submission
GlaceBillSmart scores each claim for denial probability based on payer history and code combinations specific to ophthalmology: the Eye-versus-E/M mismatch, the missing laterality on a paired-eye procedure, the unbilled technical component on the OCT, the J-code without the wastage units. The billing team fixes problems before submission instead of working denials after the EOB arrives. The claim that would have failed on documentation gets the documentation it needed, while you can still adjust the note.
Per-code performance at charge entry
During charge entry, GlaceIQ shows expected reimbursement, denial probability, and payment timeline per code by payer: the 92014 with the supporting exam, the 92133 with the technical component captured, the 67028 with the J-code units and wastage, the 66984 with the right modifier. You see the dollar implications of a coding decision while you can still adjust documentation. The reimbursement gap your prior platform never made visible becomes visible.
Patient education in English and Spanish
GlaceIQ suggests condition-specific patient education for the visit’s diagnoses, shareable to the portal in English or Spanish after you review and approve. Glaucoma drop instruction, anti-VEGF injection expectations, cataract pre-op and post-op, dry-eye lid hygiene, diabetic-eye disease counseling. The Spanish-speaking patient walks out with material she can actually read, instead of a generic English handout that ends up at the bottom of a purse.
AI-powered prior authorization
For anti-VEGF agents, premium IOL upgrades where applicable, advanced imaging, and surgical authorizations, GlaceIQ assembles the documentation packet from the chart for the biller’s review: the visually-significant cataract criteria, the AMD activity findings, the prior trial-and-failure data on a switched agent. The billing team finishes, validates, and submits. The 30-to-60-minute manual prior-auth project shrinks to a five-minute review.
AI schedule maximization
When the schedule has an opening, GlaceIQ identifies recall candidates: the glaucoma patient overdue for a field, the AMD patient whose injection interval is ending this week, the diabetic patient overdue for a dilated exam, the postoperative cataract patient due for the week-three visit. GlacePhoneSmart or portal outreach books them. Your panel capacity stops leaking quietly. The 2:30 PM no-show turns into a 2:45 PM glaucoma OCT for a patient who has been overdue for ten weeks.
PATIENT ENGAGEMENT FOR OPHTHALMOLOGY
Reach Your Eye Panel Where They Already Are
Your patient engagement stack runs on portal, mobile app, kiosk, SMS, email, and phone, with English and Spanish on every patient-facing surface. The eighty-year-old cataract candidate who only opens email and the thirty-five-year-old refractive-surgery prospect who only opens text both end up on the schedule, both fill out intake before they walk in, and both make their balance payment without anybody at the front desk lifting a finger.
Practice-branded portal and mobile app
Imaging results, secure messaging, scheduling, bill pay, ophthalmic intake forms, vision-symptom questionnaires, and telemedicine, all under your practice name, your logo, and your colors. Patients install one app, recognize the brand on their phone, and stay there. Adoption beats the generic vendor-branded portal every time, because the patient trusts the practice they already know.
GlacePhoneSmart 24/7 line
AI phone agent answers as your practice in English or Spanish, books into real-time scheduler slots, runs recall and reminder campaigns for the injection cycle and the diabetic-eye screening, fills cancellations from the surgical-day waitlist, and surfaces voicemail summaries to your staff. The front desk stops drowning in calls during cataract pre-op season. Patients reach the practice at 11 PM and still get an appointment for the following Tuesday.
SMS and email recall
Injection-due nudges, diabetic-eye screening recalls, glaucoma field-and-OCT reminders, post-cataract follow-ups, dry-eye treatment reassessments, all in patient-preferred language and channel, on the cadence the care plan calls for. Replies route back into the chart as structured tasks tied to the right eye, not into an inbox somebody has to read on Monday morning.
Bilingual kiosk and intake
Self-check-in on iPad, Android tablet, or the patient’s own phone, in English or Spanish. AI-assisted digital ophthalmic-history intake, vision-symptom questionnaire, and cataract pre-op intake via the portal before the visit, so the patient walks into the exam room ready and the rooming technician spends her time on acuity, refraction, and IOP instead of typing demographics off a clipboard.
WE KNOW YOUR CODES
We Have Billed Your Mix Before
You already know your codes. We have built the workflows, the scrubber rules, the documentation prompts, the laterality logic, and the denial templates around them. The list below is the short version of what runs every day inside the platform for an ophthalmology practice:
- 92002, 92004, 92012, 92014: Eye visit codes, new and established
- 99202-99215: office E/M, when the documentation justifies it
- 92133, 92134: OCT of the optic nerve and the retina
- 92083: visual-field examination, threshold
- 92250: fundus photography with interpretation
- 92235: fluorescein angiography
- 67028: intravitreal injection with J-code, units, wastage, and RT or LT
- 66984, 66982, 66988: cataract extraction, complex, with EK; 90-day global
- 66821: YAG capsulotomy
- Modifiers 24, 25, 50, 55, 58, 78, 79, RT, LT: surface as prompts when the rule fires
SWITCHING IS EASIER THAN YOU THINK
Coming From Another EMR
Most ophthalmology practices we onboard are leaving a horizontal EMR platform that never quite knew what to do with an OCT trend, an ophthalmology-flavored multi-specialty product that flattened the per-eye exam, or a legacy ophthalmic system that solved the imaging problem fifteen years ago and never modernized the rest. We have migrated all of them. The transition is the part you dread most, and it is the part we have done hundreds of times across the specialty mix.
$0 implementation fee. Data migration is included in the contract: historical patient records, per-eye exam history, IOP and imaging records where structured, surgical history and operative notes, documents and images, active problem lists, current medications, allergies, and outstanding orders. EMR go-live in under one week of focused workflow training. RCM transition over 4 to 8 weeks with payer enrollment running in parallel, so the cashflow gap is the smallest possible. We recommend a 30 to 90 day overlap with your previous vendor while the new chart proves itself, and we plan the transition around that overlap rather than against it.
Provider training is delivered in pieces around your real schedule, not as a multi-day disruption that forces you to cancel a cataract surgical day or push out a retina clinic. Your account manager runs the migration and stays your account manager after go-live, so the person who answers your call in month six is the person who set up your workflows in week one. Glenwood has been physician-founded and privately held since Christmas Eve, 1994, when our founder helped his physician wife acquire a private practice in Connecticut. 30+ years in market, no outside investors, no roadmap roulette tied to a private-equity exit cycle.
Support runs 7:00 AM to 8:00 PM Eastern Time on weekdays, with 24×7 on-call coverage for urgent or critical issues, so the surgical practice with a problem at 6:30 AM Pacific before the first cataract case or 10:00 PM Eastern after the injection clinic still reaches a person. You also get unlimited online training through onboarding, included online training for new staff who join later, and a self-help library of workflow documents and videos for the moments when a technician or a scribe just needs to remember how something works.
What changes on day 1, day 30, and day 90
Day 1. You log in to a chart that already holds your migrated patient history, your active problem lists, your current medication lists, and the recent imaging and per-eye records from your previous system. The ophthalmology configuration is already wired in: your per-eye exam templates, your imaging trend graphs, your injection-cycle record, your surgical global-period tracker, your eye-diagram annotation tools, your order sets, your smart phrases, your code favorites. You see a chart that looks like a real ophthalmology chart, not a blank install asking you to build one. Your first few visits run slower because the workflow is new. By the end of the first clinic day, your hands start to remember where everything lives.
Day 30. You are charting faster than you did on the old system because the per-eye templates match the way you actually document. You are using GlaceScribe on most visits and your per-eye exam structure no longer slows you down. Your first month of injection records have rolled into clean claims with the J-codes, the wastage units, and the laterality modifiers landed correctly. Your first month of submissions is already on the dashboard. You and your account manager have done the first formal walk-through of the denial queue together. The recall and care-gap workflows are live, and your front desk is starting to fill tomorrow’s schedule from the injection-due and field-due lists rather than from whoever calls in.
Day 90. Your first quarter’s RCM dashboard shows the new shape: cleaner claims, faster posting, fewer denials parked in the 60-90 bucket, and the special-testing and J-code revenue you were quietly leaving on the floor now showing up on the books. Your Eye-versus-E/M mix looks like a coding pattern instead of a coin flip. GlacePhoneSmart has visibly cut your front-desk call volume during cataract pre-op season, and your recall campaigns have closed care gaps for hundreds of patients you would not have reached otherwise. The switch starts paying for itself, and the conversation with your account manager turns from migration triage to optimization, the parts of the platform you are ready to use harder next quarter.
QUESTIONS WE HEAR EVERY WEEK
Ophthalmology Practice FAQ
The questions below come up in almost every discovery call with an ophthalmology practice. Short answers below; the longer conversation happens on the demo. Tap any question to expand the answer.
Does GlaceEMR integrate with our OCT, visual-field perimeter, and fundus camera?
Yes. The diagnostic-device interfaces are part of the platform, over standard DICOM and vendor-specific feeds that cover the major ophthalmic imaging devices in active deployment today. The OCT, the visual-field perimeter, the fundus camera, the IOL master, the specular microscope, the corneal topographer, and the A-scan all push studies that land in the chart, link to the correct eye, populate the per-eye trend, and surface inside the encounter window. No PDF round-trip through the front-desk scanner, no separate viewer the tech launches from a different desktop. If you operate a device we have not interfaced before, the implementation team adds it during onboarding; ophthalmic device coverage is expected work, not a custom project, and the deployment is included in the standard go-live timeline.
How does GlaceRCM handle the Eye-versus-E/M coding decision?
At charge capture and again at signing, the platform surfaces the optimal Eye visit (92002, 92004, 92012, 92014) versus E/M (99202-99215) code based on the documented chief complaint, the exam elements, the medical decision-making, and the payer’s preference pattern. You review and select. The Undercoding Detector flags documented complexity that justified a higher code than what was initially selected, so the 92014 you intended does not get silently downcoded to a 92012 by reflex. Across an active ophthalmology client base, the Eye-versus-E/M mix that comes out of GlaceEMR stops looking random by payer and starts looking like a coding pattern your billing manager can actually defend at a monthly meeting, and the Undercoding Detector typically surfaces three to five percent of incremental revenue per provider on documented work that was being undercoded under the prior system.
How does the injection record handle J-codes, wastage, and the laterality modifier?
The intravitreal injection record is a native part of the chart. When you administer 67028 on the right eye with aflibercept, the agent J-code, the unit count, the wastage units, and the RT laterality modifier all flow into the claim from the injection note as discrete fields. The treat-and-extend interval updates against the prior cycle. The next injection date posts to the recall queue. The single most-leaked code in retina billing under generic EMRs becomes the one your platform handles fastest. The Payer Analyzer shows your J-code reimbursement mix per agent and flags when a payer is paying below the buy-and-bill threshold the practice can sustain, so the agent decision is informed by the economics as well as the clinical picture.
Is GlaceScribe HIPAA-compliant, and where does the AI run?
Yes, fully HIPAA-compliant. GlaceScribe runs on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers, all under business associate agreements. The multi-vendor architecture preserves operational redundancy, so a single upstream incident does not stop your clinic, and it keeps the platform able to adopt the next generation of voice and language models as they ship. Up to four simultaneous speakers are supported, English and Spanish patient-facing, and all coding and order suggestions surface for your review before any signing. Nothing reaches the chart until you approve it, and nothing carries your signature until you sign it. Audio is processed in transit, the resulting note is stored in your single-tenant chart database, and the data never trains a shared model that mixes your patients with anybody else’s.
What does the GlaceRCM pricing actually look like in practice?
You pay a percentage of what we collect. No base fees, no implementation charges, no setup fees, no monthly minimums. The exact percentage depends on your code mix, your payer panel, your injection load, your surgical volume, and your special-testing volume, and you will have it in your hand after a 20-minute discovery call. The contract is straightforward: we get paid when you get paid. You will not see a surprise line item for credentialing, for denial follow-up, for prior auth, for patient statements, or for the call center your patients use to ask about their bills, because all of that is part of the service. The 95%+ first-pass adjudication and 99%+ collection rate of payer-allowed amounts are how we operate across our active client base. If your current biller is running below those numbers, what we charge tends to pay for itself out of the dollars you start collecting that you were quietly writing off before.
Do we have to switch EHRs to use GlaceRCM?
Yes. GlaceRCM is a bundled service that includes GlaceEMR clinical software, the practice management software that runs scheduling and charge capture, and the medical billing team that works your claims to resolution. The billing service runs inside our platform because the quality of the billing depends on the quality of the integration: real-time eligibility, claim scrubbing tuned to the actual chart documentation, denial root-cause analysis that closes the loop back to the encounter, J-code and laterality capture that flows from the injection record. We do not run our billing service on third-party EHRs, because we have spent thirty years learning that hybrid setups produce hybrid results. The good news is that the switch is well-rehearsed: EHR go-live is under one week, data migration runs 2 to 4 business days and is handled by Glenwood, implementation is $0, and the 30-to-90-day overlap with your prior vendor protects continuity. If you want our software without our billing service, GlaceEMR is available standalone for the small minority of practices that prefer to keep their existing billing team. About 98% of Glenwood clients choose the bundled GlaceRCM path.
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