For Independent optometry and eyecare practices with an optical shop
See when exam patients start walking out without eyewear
Most of the margin in a practice comes from the optical, not the exam fee. When capture slips for a week because the optical was short-staffed or a new doctor hands off differently, nobody sees it until the month closes.
What it can cost you
Example: 3% capture drop x 300 exams a month x $350 average eyewear order = $3,150 a month.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Matches completed exams to eyewear and contact lens orders by visit.
- Calculates capture by doctor, day of week, and location.
- Flags days where capture falls below the level you set.
- Compares capture on days the optical was short-staffed.
- Lists exam patients with a new prescription and no order yet, for a follow-up call.
Where it reads from
- RevolutionEHR
- Crystal PM
- Compulink
- OfficeMate
- My Vision Express
What happens when it fires
The optical manager follows up with patients who left without an order. The system drafts the call list and the friendly reminders.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Capture by doctor and location is in every morning brief, based on the prior day's exams. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Does the system read exam findings?
No. It only checks whether an exam visit has a matching optical order. Exam findings and patient health details stay out of the AI.
Our optical POS is separate from our EHR. Can it match them?
Yes, that is the main job here. It matches visits to orders by date and patient record, so you see capture without stitching reports by hand.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for independent optometry practices
Seven more things worth watching.
- Recall gapsSpot optometry patients past their recall date with no appointment, by doctor and location, and get a call list your front desk can work.
- Lab remakes and late jobsTrack optical jobs past their promised date and remakes by lab, optician, and reason, so you fix the pattern and call patients before they call you.
- Vision plan claims unpaidFlag VSP, EyeMed, and other vision plan claims that are unpaid, rejected, or paid short, by plan and age, so your billing person can work them.
- Contact lens orders missedFind optometry contact lens patients with a fitted lens and no supply order, and track lens orders lost to online sellers, by doctor and week.
- Aging frame inventoryTrack optical frames by days on the board, brand, and price point, and see slow movers that tie up cash and wall space.
- Exam no-showsTrack optometry no-shows and same-day cancels by doctor, day, and appointment type, and find repeat patients before their next booking.
- Lens and frame cost increasesCompare lab and frame vendor invoice costs to your optical retail prices and flag lenses and frames where your margin has quietly shrunk.
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