Case Study
West Coast Eye Institute
How a Five Physician Ophthalmology practice went paperless in 30 days with Optivate without reducing patient volume.
West Coast Eye Institute
West Coast Eye Institute is a high volume, multi-location ophthalmology practice where speed, accuracy, and consistency directly impact patient experience and revenue performance. As the practice continued to grow, paper-based workflows became a daily bottleneck, making it harder to maintain operational efficiency across two busy locations.
The Challenge
The practice had outgrown paper charts.
With five physicians documenting care in different ways across two locations, records were inconsistent and difficult to manage. Charts were hard to locate, billing workflows were manual, and retrieving patient information was time consuming and unreliable.
There were no computers in exam rooms, no standardized documentation, and no centralized digital infrastructure.
Why They Chose Optivate
The team spent seven years evaluating ophthalmology-specific EHR platforms before selecting Optivate.They chose Optivate for:
- Strong coding and billing functionality
- Built-in ophthalmic imaging
- Fast intuitive workflows
- Minimal disruption to physician productivity
- Specialty-specific support
- White-glove IT and onboarding services
Why They Needed Change
Leadership needed a way to modernize operations while maintaining patient volume.
Key needs included standardized documentation, faster billing workflows, better chart access across locations, and a system that would not interfere with physician productivity or patient interaction.
Optivate Solutions in Use
West Coast Eye Institute uses Optivateʼs EHR for integrated imaging, charting, coding, and billing workflows, along with standardized clinical documentation that supports scribe-driven care and consistent charting across all physicians.
Implementation
West Coast Eye Institute transitioned from paper to Optivate in under a month, led by a phased and carefully managed rollout that maintained full patient volume. Optivate delivered comprehensive training and facilitated a complete IT setup, enabling a smooth go-live.
Implementation followed a thoughtfully crafted and workflow-aligned roadmap that preserved normal scheduling, throughput, and day-to-day clinical operations, ensuring patient volume was maintained throughout.
Client Profile
- Practice Name:
- West Coast Eye Institute
- Practice Type:
- Multispecialty ophthalmology including cornea, cataract, and comprehensive care
- Practice Size:
- Five physicians, two locations, approximately 50 staff members
- Previous System:
- Paper charts
Learn From Their Success
Download PDFThe Results
Operational Efficiency
Streamlined workflows with faster documentation and billing, instant chart access across locations, reduced paperwork and after-hours charting, and improved billing accuracy.
Standardization and Compliance
Consistent charting across all physicians and improved audit readiness
Physician Experience
Charts are completed before patients leave and reduced administrative burden
The Outcome
Optivate transformed West Coast Eye Institute into a fully digital, standardized practice in just thirty days without sacrificing patient volume.
Daily workflows are now faster, more consistent, and significantly easier for both physicians and staff. Charts are completed before the patient leaves the room, billing moves faster, and teams no longer lose time searching for records.
The practice now operates with confidence, control, and a technology foundation built to support long term growth and scalability.
"We went from paper charts to fully electronic in one month and never reduced patient volume. Optivate allowed us to stay focused on patients rather than computers."