How to Automate OPIE Software

OPIE follows a patient from referral to fitted device

OPIE Software is the practice management and electronic health record system used by orthotic and prosthetic practices, the clinics that design, fabricate and fit braces, orthoses and artificial limbs. It has served that one field for more than twenty-five years, and the specificity shows.

An O&P episode is not a visit. A referral arrives from a surgeon or a physiatrist. The patient is evaluated, measured or scanned. L-codes are selected. Insurance has to authorise the device before anyone builds it. Components are ordered, the device is fabricated in-house or at a central fab, the patient comes back for a fitting, adjustments follow, and only after delivery does a claim go out.

OPIE holds that whole path in one workflow, from the patient record, scheduling and insurance through prescription management and clinical documentation to purchasing, fabrication tracking and billing.

The claim lives or dies on paperwork somebody else has to sign

O&P is one of the most documentation-dependent corners of healthcare, and most of the required documents are produced by people who do not work for the practice.

A payer wants the referring physician's clinical notes, a detailed written order, evidence of medical necessity and proof that the device reached the patient. The notes come from a surgeon's office with its own portal and its own idea of urgency. The authorisation sits on a payer's website and changes status without telling anybody. The signed delivery receipt is a piece of paper someone has to get back.

So a practice of any size has staff whose day is spent inside other organisations' logins: finding out whether an authorisation came through, downloading a note, reading why a claim was denied and how long is left to appeal, chasing a form sent to a clinic two weeks ago.

Miss one of those documents and a device that has already been built and fitted does not get paid for.

OPIE Software

Authorisations chased on day three Every pending request checked on the payer's portal each morning, so a fitting is booked against an approval that actually exists.

Appeal windows worked in order Denials pulled with their deadlines attached and ranked by how soon each one runs out and how much it is worth.

Devices tracked to the fitting date Component and central fab orders followed on the supplier's own site, so a patient is not called in for a fitting twice.

OPIE Billing already posts the payment and files the claim

The internal side of this is covered well, and a practice not using all of it is doing work the licence has already paid for.

OPIE Billing submits claims electronically, auto-posts insurance payments, creates invoices and statements and integrates with Waystar, so the reconciliation that eats a billing team's week is largely mechanical. Clinical documentation runs on O&P-specific forms with configurable templates, searchable code selections and integrated outcome measures, so the L-code and the note that justifies it are built in the same moment rather than reconstructed later. OPIE Purchasing and Inventory orders from the manufacturers and distributors a practice already buys from, tracks stock down to its exact location, fires custom inventory alerts and uploads supplier invoices automatically for reconciliation in QuickBooks Online. Fabrication tracking follows the device, and OPIE Business Intelligence puts the practice numbers on a dashboard.

What none of it can do is go and fetch a document that lives somewhere else. The payer portal, the referring practice's system, the central fab's own order page and the manufacturer's warranty site each hold something a claim depends on, and each answers only to a person with a login.

The missing document found before the claim goes out

Paperwork discovered late is the most expensive kind, and it is late only because nobody opened the payer's portal, the referring practice's system or the central fab's order page this morning.

Every pending authorisation checked on the payer's own portal each morning, with the oldest named first, so a fitting is scheduled against an approval that exists rather than one assumed. Denials pulled with their appeal deadlines attached and ordered by how soon each window closes and how much it is worth.

Component and central fab orders tracked on the supplier's own site, so a socket that has not shipped is known before the patient is called in for a fitting they will make twice. Delivery documentation reconciled against what has come back, so claims held up by a missing signature are a short list on a Monday rather than a surprise at month end. Eligibility rechecked before a device is ordered, because coverage that lapsed between the evaluation and the delivery is the most expensive surprise in this field.

A clinical practice holds one limit no matter how routine the work looks. Gathering runs unattended overnight. Anything that touches a patient record, a claim or a message to a patient is prepared and waits for a qualified person.

The practitioner was hired to fit devices

A certified practitioner spent years learning to make a socket fit a residual limb. A fair share of their week goes on finding out whether a surgeon's office ever sent a note.

WebRun is an agent that works a real Chrome browser, signed in the way your staff sign in. It opens the payer portal, the supplier site or the referral source, reads what is there, and brings the answer back to the person whose job it is to decide what happens next.

It runs on your schedule inside your own private environment, sessions are not shared between tools, and a workflow can be locked to a named list of sites. You can watch a run and stop it at any point.

The workflows below are already built, and each names exactly what it opens.