Built for ophthalmology practices
Every referral finished. Every patient followed up.
OcuWin replaces the referral spreadsheet with one guided workspace. Coordinators always know the next step, managers see every stage, and referring offices get answers in the portal.
Four workflows, one place
Each workflow has clear stages, automatic follow-up tasks, and aging flags so nothing sits unnoticed.
Referral completion
Track each referral from received to triage, outreach, scheduled, seen, and loop closed.
- Response time targets by urgency
- Contact attempt cadence built in
- Consult note sent back to the referring provider
Outside records and imaging
A checklist by appointment type tells staff which records to request and by when.
- Automatic follow-up requests
- Pre-visit alert 72 hours out
- Received and uploaded tracking
Surgical case pipeline
Move cases from recommendation through pre-op, authorization, surgery, and post-op visits.
- Expiring authorization flags
- Post-op day 1, week 1, month 1
- Missed post-op creates a recall
Lost-to-follow-up recovery
No-shows, cancellations, and overdue recalls land in one list ranked by clinical risk.
- High-risk patients worked first
- Call, text, and letter cadence
- Recovered patients counted weekly
Built for ophthalmology
Features general referral tools do not have
OcuWin is designed around how eye practices work, from the first cataract to the referring offices that keep your schedule full.
Second-eye scheduling
When the first eye is done, OcuWin creates the second-eye case for the other eye and sets its target date automatically.
- Default interval set by your practice
- Waits for post-op week 1 clearance
- Overdue second eyes flagged for follow-up
- Lens plan carried over from the first eye
Lens counseling and conversion
Track every lens counseling visit from options presented to the final decision, and see premium conversion by surgeon.
- Lens options, choice, and astigmatism correction
- Out-of-pocket quotes and deposits
- Deposit follow-up tasks created for you
- Conversion by surgeon, counselor, and lens type
Referral source analytics
Score every referring office and catch problems early, before a strong referral relationship quietly fades.
- Relationship score for each office and provider
- Alerts when referral volume drops
- Referrals that never scheduled, by source
- Outreach notes to track every touch
How it works
Coordinators work a single queue. OcuWin creates the next task as each step is logged.
Capture
Enter referrals from fax, the web referral form, or a referring office call, or import your current spreadsheet.
Work the queue
Today's tasks sorted by due time, overdue first, with scripts and letters ready for each outreach step.
Report weekly
Stage counts, conversion, time to first contact, and loop closure rates, reported every Monday.
A portal for the whole care team
Communication stays inside OcuWin instead of scattered across email.
Managers and physicians
See every stage, comment on any screen, and request updates that coordinators answer in the app.
Coordinators
One guided queue for referrals, records, surgical cases, and recalls, with every step logged.
Referring offices
A limited login to check referral status and send records without a phone call.
Security and compliance
OcuWin is built on Knack Health, a HIPAA-ready platform with an independent SOC 2 Type II audit. No practice enters patient data until a Business Associate Agreement is signed.
HIPAA-ready, with a BAA
OcuWin signs a Business Associate Agreement with each practice before go-live, backed by a BAA with our hosting provider.
SOC 2 Type II hosting
Production runs on Knack Health, whose platform is independently audited under SOC 2 Type II, on U.S. AWS infrastructure.
Encrypted everywhere
AES-256 encryption at rest, including backups, and TLS 1.2 or higher in transit.
Access you control
Practice-separated data, invitation-only accounts, role-based permissions, two-step sign-in, session timeouts, and audit logs.
Practices remain responsible for their own HIPAA program, including staff training and how they use OcuWin. For security documentation and our BAA, contact care@gocooper.net .
See OcuWin with your own workflow
Talk with us about bringing your practice onto OcuWin.