Sophrona Patient Portal

Online Patient Communication Uniquely Designed for Ophthalmology

Sophrona Patient Portal

Uniquely designed for ophthalmology, Sophrona is a leader with eye care providers nationwide. Sophrona portal is customizable and seamlessly connects to a wide variety of electronic medical records and practice management systems, with functionality varying depending upon your choice of system. Choose from our most robust full functionality portal to individual modules that meet your unique needs and budget. Reinforcing your brand, Sophrona portal is a seamless extension of your website. No generic emails here—you’ve worked too hard to establish your name!

We engage your patients with responsive, interactive tools that appeal to their desire for 24/7/365 access to clinical summaries, medical charts, scheduling options, and communication with you. Your benefits are time-savings, improved patient flow in the clinic, maximized MIPS scores, and increased revenue.

Patient Registration

Because Sophrona is uniquely designed for ophthalmology our patient registration captures eye-related history, which can aid with coding. Specific eye history includes eye drops and medications, ocular surgeries and injuries. Registration also captures general medical history, demographic data, medications, allergies and insurance information. In addition, we collect a unique set of data gauging patient optical needs and refractive interest which equip your practice for advanced data mining and improved strategic marketing.

Patients register in advance 24/7, when it’s convenient for them. It is a time-saver for patients and contributes to their positive experience. And it helps keep your clinic flow moving smoothly.

Online Scheduling

QuickAppointments

With QuickApointments, existing and new patients looking for appointments online can schedule confirmed appointments real-time 24/7 with doctors, appointment types and times that you have made available for this feature. With QuickAppointments you increase your patient base even when you’re not there.

Appointment Requests

With Appointment Requests patients and scheduling staff use secure messaging to confirm appointments. It’s easy. Patients indicate their date/time preferences, select their doctor, appointment type and location. Then the scheduling staff confirms the appointment. Patient is happy. You’re happy.

Online scheduling increases revenue, reduces call volume and improves access to care.

Text and Email Reminders and Messages

Text and Email Appointment Reminders

Sophrona helps reduce no-shows with automated text and email appointment reminders. Patients can confirm or decline their scheduled appointment. Confirmed appointments help the clinic flow smoothly. Declined appointments give you the opportunity to fill the opening and recapture lost revenue.

Recall Health Maintenance Reminders

Sophrona partners with Brevium to automatically send recall appointment reminders nightly to patients who are overdue for a visit. You can configure your recall reminders for patients with diseases such as glaucoma, diabetes, macular degeneration or cataracts, or for patients who are due for an annual exam. Each doctor can choose the recall messages he or she wants to use, whether it is for high-risk patients, surgical candidates or follow-up appointments.

Welcome Messages

Welcome messages are sent to new patients the day they schedule their first appointment. It extends a personal touch engaging your patients even before they walk in the door.

Sophrona automatically pulls data from your electronic medical records and practice management systems, on customized time tables, for reminders and messages. All emails are branded for your practice so they are easily identifiable to your patients.

HIPAA-Secure Messaging

Sophrona secure messaging is HIPAA compliant and fulfills the MIPS requirements for patients to send and receive secure electronic messages with providers.

Exchange secure messages with your patients. Allow them to contact the business office, your refractive marketing team, optical, or clinical staff 24/7/365, when it is convenient for them.

 

Standard email is not HIPAA compliant and not secure, but Secure Messaging is.  Office and medical staff may create, review, and respond to patient communication online when it is convenient for your staff—and just as importantly, when it’s convenient for the patient.

 

Actual messages are retained within a secure database.  Email notifications are sent to the patient or staff prompting them to log in to the system to view the actual content of the message.

Secure Messaging Uses

LASIK and Elective Inquiries

Billing Questions

Rx Refill

Lab Results

Medical Questions

MIPS Ready

Treatment Option Counseling

MIPS Ready

Sophrona’s MIPS-ready tools blend Sophrona’s Certified Portal Technology with additional advanced functionality. Together they give you the certified tools you need for critical patient engagement compliance, plus the tools to actually engage patients to comply.

 

To learn more about how Sophrona helps to maximize your MIPS score, click here.

Learn More About MIPS & Patient Portal

Online Patient Chart Access

Provides patients the ability to view online, download and transmit their health information, including medications, allergies and problem list.

Secure Messaging

With HIPAA-secure messaging patients and doctors communicate online about relevant health information.

Clinical Summaries

An electronic signature in the electronic medical records system automatically sends notification to the patient to view the clinical summary.

Educational Materials

Need-specific educational materials are sent to patients based on information found in the patient’s chart.

Clinical Follow-up Messages

Invite relevant communication with two simple questions sent automatically post-visit. Provider-specific responses flow from your portal to your electronic medical records system for secure messaging MIPS credit.

Online Brand Management

Sophrona’s online brand management tools increase your patient touchpoints, contributing to the total patient experience and satisfaction.
The following touchpoint messages are sent automatically:

Patient Satisfaction Surveys

Patient Satisfaction Surveys

Based on practice data, patient satisfaction surveys are sent automatically every evening inviting that day’s patients to answer a few brief questions about their experience. This lets you quickly identify a dissatisfied patient and respond promptly.

Thank You Messages

Thank You Messages

Thanking patients for their visit. Coupons can be attached to these messages.

Birthday Greetings

Birthday Greetings

Sent on the patient’s birthday.

No Show Messages

No Show Messages

Sent after a no-show, inviting the patient to reschedule.

“The success of the survey tool is a marketer’s dream. Any and all raw data is available at my fingertips in real time.”

– Anna Mueller, Marketing Manager, Minnesota Eye Consultants

EyeLearn

Partnering with Rendia and American Academy of Ophthalmology Sophrona provides an online library of ophthalmology-specific educational handouts, videos and animations.

 

Patients and visitors can easily browse the library from your website, increasing the likelihood of new appointments.

 

In addition, patients who register or schedule an appointment online are automatically prompted with a targeted invitation to review educational information specific to their appointment type, prior to their appointment. The result is better dialogue with clinical staff, more succinct questions, and more focused discussion. Ultimately, patients can make better decisions and fully understand the treatment alternatives available to them—like premium IOLs—without requiring as much of the physician’s time in the office.

 

Providing clinically relevant education to patients is a requirement of MIPS.

 

A license from Rendia or American Academy of Ophthalmology is required—or you may provide your own educational content.

Bill Payment (PCI-DSS Certified)

Patients rely on the convenience of being able to pay bills online from home. Sophrona meets that expectation and allows you to collect revenue faster. Payments are electronically deposited directly to your account. Patients may pay one-time bills online or at your option enroll in credit card payment plans.

“We collect about 10% of our patient bill payments with online bill pay via our portal, and the volume continues to grow for our 21-physician practice. It is easy and convenient for our patients and a time-saver for our staff. No need to wait for checks or waste time going to the bank.”

– Shawn M. King, Chief Financial Officer, Eye Health Services, Inc.

Online Bill Pay Success Story

To provide more convenience to their patients, Oregon Eye Specialists went live with Online Bill Pay in October of 2016. By November, the practice received payments almost daily, all but three days during the month.

OES Daily Online Bill Pay

Contact Lens Ordering

Sophrona’s patient contact lens ordering helps you foster a continuing relationship with your patients beyond annual exams. No phone calls. No shipments for your staff to manage. No loss of business to 1-800-Contacts and other online vendors.

Rx Refill and Verification

Patients use Sophrona’s secure messaging to request prescription refills and verify optical prescriptions. It gives them another reason to engage with you on a regular basis as their preferred eye care provider. It’s easy for patients and efficient for clinical staff who can respond to secure messages at their convenience.

Patient Portal Advanced Reporting Tools

Advanced Reporting Tools

Advanced reporting tools allow you to track patient views of messages, read rates and email bounce rates.

 

Survey data can be mined by category (for example, doctor name, location, visit type).

Ready to speak with someone about our online patient communication software and services?