Introduction
A virtual assistant (VA) can change your optometry practice for the better. But if onboarding goes wrong, you’re stuck with problems. Get it right with a clear optometry virtual assistant onboarding plan. This article shows you how to make it work, avoid mistakes, and grow your practice.
Why Optometry Virtual Assistant Onboarding Matters
The Stakes Are High
You’ve brought on an Optometry Virtual Assistant to lighten your load. Answering calls, managing admin work, or scribing. But if they’re not onboarded well, they won’t deliver as expected and you will waste time fixing errors. Nobody wants a rocky start.
First Impressions Stick
Your VA’s first days shape their confidence and performance. As our Chief Operations Officer, Pam Keys, says, “It’s nerve-racking when somebody joins a new company and starts a new job.” A clear onboarding plan sets the tone for success.
What Is Optometry Virtual Assistant Onboarding?
Optometry Virtual Assistant Onboarding is the process of integrating a remote assistant into your practice, equipping them with the tools, expectations, and training to handle tasks like scheduling, insurance verification, scribing or patient communication effectively. At Teem, it’s guided by dedicated support.
More Than Just a Handshake
Onboarding isn’t a quick “welcome aboard.” It’s about aligning your VA with your practice’s goals, systems, and team. Done right, it turns a newbie into a powerhouse.
The Core of Optometry VA Onboarding
Communication Is King
Pam nails it: “Communication is the biggest thing.” Your VA needs to know what’s expected: daily tasks, patient interactions, and goals. Without clarity, they’re guessing, and you might end up frustrated.
Tell them upfront: What does success look like? How do they fit in? This cuts the nerves and builds trust fast.
Set the Stage Before Day One
Preparation is everything. Our most successful clients, as Pam notes, “have taken the time to really prepare.” Define their role—phone duty, billing, scribing—and gather tools like logins or process docs ahead of time.
A ready VA hits the ground running. You save headaches and see results sooner.
How Teem Supercharges The Process
Your Dedicated Success Manager
At Teem, you’re not alone. “Each of our over 400+ clients have a dedicated US-based Success Manager,” Pam explains. They guide you through onboarding, offering tips and tools tailored to your practice.
Think of them as your co-pilot. They ensure nothing slips through the cracks.
Tools and Tricks for Success
Your Success Manager brings more than advice. They provide resources—think Teem University training modules—to help you onboard fast. From video tutorials to communication templates, you’ve got a playbook.
It’s practical support that makes a difference. You focus on patients; we handle the setup.
Steps to Nail Optometry Virtual Assistant Onboarding
Step 1: Define Expectations Clearly
Start with the basics. What’s their role—answering 95% of calls, verifying insurance, or scribing notes? Spell it out: hours, priorities, and how they’ll report progress.
Clarity upfront prevents confusion later. They’ll know exactly what you need.
Step 2: Equip Them with the Right Tools
Your VA needs access to your systems: EHR, phone lines, or billing software. Set up cloud logins or remote desktops before they start. Add them to Slack1 or Teams for quick chats.
Tools in hand mean they’re ready to work. No delays, no excuses.
Step 3: Train with Purpose
Don’t improvise. Use videos, process docs, or your team’s expertise to show them how it’s done. Pam highlights that successful clients “communicate what the VA can expect.” Walk them through a typical day.
Training isn’t a chore. It’s an investment. You will be surprised by how much value a well trained VA can deliver to your practice.
Step 4: Check In Early and Often
Day one isn’t the finish line. Schedule a quick chat after their first week to see how they’re settling in. Ask: What’s working? What’s tricky?
Regular feedback keeps them on track. You catch issues before they grow.
Common Mistakes to Avoid
Skipping the Prep Work
Jumping in without a plan is a recipe for chaos. If you haven’t outlined their role or prepped systems, they may stumble.
Prep saves time. Don’t skip it.
Assuming They’ll Figure It Out
Even experienced VAs need guidance. Without clear goals or training, they can’t read your mind. Assumptions can lead to missed calls or billing errors.
Set them up right. It’s on you to lead.
Measuring Success After Onboarding
Track Key Wins
How do you know it’s working? Look at metrics: Are missed calls dropping (30% industry average to beat)? Are appointments up? Is your team less stressed?
Numbers tell the story. Watch them improve.
Ask for Feedback
Your VA’s input matters. After a month, ask: “How’s it going? What could be better?” Pair that with your Success Manager’s insights.
Their feedback fine-tunes things. It keeps everyone sharp.
Real Results from Optometry Virtual Assistant Onboarding Done Right
Focal Optometry’s Big Win
Dr. Allen Chung at Focal Optometry2 in San Diego teamed up with Teem in December 2023. With a front desk VA and a scribe VA onboarded right, they cut 15-20 hours of weekly admin work. Missed calls dropped, and new patient growth jumped from 2% to 15.3% in 2024.
Good prep and support made it happen. Revenue shot up 37.8%, and stress went down.
The Bigger Impact
A strong onboarding changes the game. With a VA taking on tasks like phones or scribing, your team focuses on patients, and care quality rises. Focal saw service revenue climb 77.5%, proof it all adds up.
Next Steps
Partner with Teem
Ready to onboard a VA without the guesswork? Teem’s got you. We match you with a skilled assistant and a Success Manager to guide the process.
It’s seamless. You get results fast.
Start Small, Scale Up
Begin with one task—say, phone coverage. Nail the onboarding, then add duties like billing or insurance verification. Build confidence as you go.
Small steps lead to big gains. Your practice grows stronger.
Conclusion
Optometry virtual assistant onboarding doesn’t have to be a struggle. With clear communication, smart prep, and Teem’s support, you’ll turn your VA into a vital team member fast. Stop losing time to turnover or admin tasks—master onboarding and watch your practice grow. Contact Teem today to get started.
