Automated Optometry Insurance Eligibility Check
Every evening, WebRun opens Eyefinity, pulls tomorrow's full appointment schedule, checks each patient's vision and medical insurance eligibility, compiles the results into a Google Sheet prep report, and posts a Slack digest so your front desk arrives ready for the day.
How can I automatically verify patient insurance eligibility before each day's appointments?
WebRun opens Eyefinity every evening and checks vision and medical insurance eligibility for every patient on tomorrow's schedule. The results go into a Google Sheet prep report sorted by exceptions, and a Slack message links your front desk team to the sheet so they arrive ready for the day.
- Front desk arrives with a verified eligibility sheet every morning, not a stack of unknowns
- Inactive or unverified patients are flagged the evening before so staff can call ahead
- Manual eligibility lookups are eliminated for the majority of scheduled patients
Built for optometry front desk · eye care billing staff · practice managers · independent optometry offices
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.eyefinity.comin a real browser with your saved login - no setup, no API keys. -
1
Eyefinity - pull tomorrow's appointments and run eligibility checks
eyefinity.com
WebRun opens Eyefinity to pull tomorrow's appointments and run eligibility checks. - Open Eyefinity Practice Management and load tomorrow's appointment schedule
- For each scheduled patient, look up their insurance plan on file
- Run or review the eligibility check result for both vision and any listed medical insurance
- Note any patients flagged as unverified, inactive, or requiring prior authorization
Done when Every scheduled patient has an eligibility status recorded, with exceptions clearly noted.
-
2
Google Sheets - compile the eligibility prep sheet
google.com
WebRun opens Google Sheets to compile the eligibility prep sheet. - Open the practice eligibility prep Google Sheet (or create today's tab)
- Write each patient row: appointment time, provider, insurance plan, eligibility status, and any flags
- Sort the sheet so exceptions and unverified patients appear at the top
- Mark the sheet as the prep document for the date
Done when The Google Sheet is complete with all patients, their eligibility status, and exceptions highlighted.
-
3
Slack - deliver the morning briefing to front desk
slack.com
WebRun opens Slack to deliver the morning briefing to front desk. - Post a Slack message to the front-desk channel with tomorrow's total appointment count
- List the number of patients verified, unverified, and flagged
- Include a direct link to the Google Sheet prep report
Done when Front desk has a Slack briefing with the eligibility summary and a link to the full prep sheet.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it contact the insurance carrier or just read what is already in Eyefinity?
It reads the eligibility check results that Eyefinity surfaces, which reflects what the carrier returned. It does not independently call or submit to payers on your behalf.
What happens if a patient's insurance comes back inactive?
That patient is flagged as an exception at the top of the Google Sheet and counted in the Slack summary, so front desk can call the patient before the appointment.
Is any protected health information stored outside of my systems?
The Google Sheet is written to your own practice Google account. WebRun does not retain or store patient data. Your Google Workspace data-sharing settings govern access.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.