For Independent optometry and eyecare practices with an optical shop
Find patients overdue for their annual visit with nothing booked
Recall cards and texts go out, but nobody checks who did not respond. Patients who skip a year often get their next exam at a retail chain, and the practice loses the exam and the eyewear.
What it can cost you
Example: 120 lapsed patients a quarter x 35% won back x $420 exam plus eyewear = $17,640 a quarter.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Counts patients past their recall date with no future appointment.
- Separates patients who were contacted from those with bad phone or email.
- Groups overdue patients by doctor and location.
- Flags family members on the same account who are not all booked.
- Tracks how many overdue patients rebooked after outreach.
Where it reads from
- RevolutionEHR
- Crystal PM
- Compulink
- OfficeMate
- Weave
What happens when it fires
The front desk works a short list each day. The system drafts the list and messages, and staff decide who to call.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every patient past recall with nothing booked is on the list by the next business morning. 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 this replace our recall system?
No. Your recall tool keeps sending. This catches who did not respond and has nothing on the schedule.
Does it tell patients what care they need?
No. It only flags that a recall date has passed. It gives no medical advice and does not read exam records.
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.
- Optical capture dropsTrack optometry capture rate by doctor, day, and location, and see when exam patients leave without an eyewear or contact lens order.
- 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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