Eye test recalls and contact lens reorders for opticians
A patient's lenses run out on Sunday, and on Monday morning they're in the queue behind two frame adjustments. We build opticians recall messages, lens reorders and booking by message, so patients sort these from their phones.
What can AI do for an optician?
AI can send each patient a recall message when the interval their optometrist set comes up, remind contact lens wearers before their supply runs out, and take bookings and reorders by message. Your team gets the phone back for the patients standing at the counter.
The recall date comes from the optometrist's record of the last test. One adult might be due in two years and their child in one. Parents get the reminder for a child's check, with the child's name on it.
Under it sits a patient record we build around your practice: prescription date, lens type, the frame each patient bought and the date their supply runs out.
What we build for opticians
Recalls on the date the optometrist set
Each patient gets a recall when their own interval is up. A patient who doesn't answer gets a second message two weeks later. After that, the name goes on a list for your front desk.
A family who come in together get one message with everyone who's due, and times next to each other. The recalls run on a schedule, like the ones we set up in our workflow automation.
When the front desk can't pick up
Saturday morning, one person on the desk, two patients waiting for a fitting and the phone ringing. A missed call gets a text or WhatsApp within a minute, with buttons to book a test, reorder lenses or ask about glasses.
If you want, an AI assistant answers the call, books it into your diary and sends you a short summary. Anything it can't handle comes to your team, including any question about eyes or symptoms. We set it up on a proven voice platform as one of our custom AI builds. It tells callers they're speaking to an assistant.
Contact lens reorders
The system knows how many days each box lasts and when the patient last ordered. A week before the supply runs out, the patient gets a message with one button to order the same again.
If the patient's contact lens check is out of date, the message offers an aftercare appointment first. Your practice sets those rules, and we run them as decision automation.
Glasses ready to collect
Patients hear when the order goes to the lab and when the lab is waiting on a lens. When the glasses come back, the patient gets a text with your opening hours and a button to pick a day. Repairs and frame adjustments get the same message when they're done.
Glasses left uncollected for two weeks show up on your morning list. We pick up the lab's emails the way our inbox-to-tasks build turns emails into jobs.
Children's eye checks
The parent is the contact, and the child's record holds the recall date the optometrist set. If your optometrist wants to see a child sooner, the reminder follows that date.
Before school holidays, you get a list of children who are due, with a message offering holiday slots. That list comes from the same kind of operations automation we build for other businesses.
Answers in the evening and at weekends
"Can I bring my own frame?" "Do you do eye tests on Saturdays?" "One of my lenses tore, can I get a spare pair?" The assistant answers from what your practice tells us and books the visit. It replies in the language the patient writes in, and you read every conversation in your own.
The assistant doesn't comment on eye health. If a patient describes a problem with their eyes, they get the urgent advice your optometrists wrote. An AI employee handles that evening shift and logs each reply.
What you get with every optician build
Recalls per patient
Each patient's recall on the interval their optometrist set, with one message for a family who come together.
Lens reorders by message
A reminder before each supply runs out, one tap to order, and an aftercare booking when the check is due.
Google review replies
A drafted reply to each Google review for you to approve, and your offers and holiday hours posted to your Google profile.
A record for every patient
Prescription date, lens type, frames bought and the date the supply runs out, stored securely, in one place you own.
Collection texts
A message when glasses, repairs or adjustments are ready, and a list of jobs nobody has picked up.
A morning summary
Today's tests, lens orders waiting and patients who didn't answer their recall, in your chat before you open.
How we set it up for your practice
The audit
FreeYou show us how recalls, lens orders and bookings work today, from the practice software to the letters you post. We tell you what to automate first and whether your software can stay.
You getA written plan of what to automate first, yours to keep.Build and test
One fixed priceWe build the recalls, the reorders and the patient records, bring in your existing patient list and send every message to our own phones before a patient sees one.
You getA working, documented system. Once you've paid, the code we wrote is yours.Running it
A monthly rateWe keep it running, change the wording as patients reply, and add optometrists, services or a second practice when you grow.
You getA monthly rate for the scope we agreed.
How much does a recall system for an optician cost?
A recall and reorder system for an optician costs a fixed price to build and a monthly rate to run, and the audit that scopes it is free. If the practice needs a new website, our managed websites start from $790 at launch prices.
WhatsApp and SMS providers charge per message. You can use your own provider accounts and pay the providers yourself, or we manage them and estimate the cost from your number of patients and messages. For a first number, estimate your build. See how the build price and the monthly rate work.
Questions opticians ask us
When should an optician send an eye test reminder?
An optician should send an eye test reminder when the recall interval the optometrist set at the last test comes up. For many adults that interval is one or two years, and children and some other patients get shorter ones. We read the recall date from each patient's record, send the reminder with free times, and send one follow-up if the patient doesn't answer.
Can contact lens wearers reorder by text or WhatsApp?
Yes. Contact lens wearers get a message about a week before their supply runs out, with one button to order the same lenses again. If the patient's contact lens check is out of date, the message offers an aftercare appointment first, following the rules your practice sets. Your team sees each order in a list and gets a text out when the lenses arrive.
Can one recall message cover a whole family?
Yes. When two or more people in one family are due their eye test in the same few weeks, the parent or main contact gets one recall message that names each person. The message offers times next to each other so the family can come in together. Each patient keeps their own recall date, so the next recall for each person stays on their own interval.
Do recall messages tell patients anything about their eye health?
No. Recall messages say a test is due and offer times to book. Test results and clinical advice stay with your optometrists. If a patient writes about a problem with their eyes, the assistant gives them the urgent advice your optometrists wrote and passes the message to your team. The assistant doesn't comment on symptoms or prescriptions.
Can you add recalls to the practice management software we already use?
In many cases, yes. If your practice management software lets other software read patient records and appointments, through an API or a regular export, we build the recalls and reorders on top of it. If the software is closed, we keep the patient records in a system we build and sync what we can. The free audit checks your software before you pay anything.
Do I need this if my practice software already sends recalls?
Maybe not. Keep your practice software. We add the parts it can't do, such as WhatsApp messages, lens reorders with one tap, the list of patients who didn't answer their recall and answering the phone when the desk is busy. If your practice software covers all of that, the free audit will tell you so, and you won't need us.
How much does a recall and reorder system for an optician cost?
A recall and reorder system costs a fixed price to build and a monthly rate to run, and the audit that scopes it is free. If you need a new website for it, our managed websites start from $790 at launch prices. The monthly rate is set for the scope we agree, and we re-quote if the scope or the number of messages changes a lot.
Who owns the patient records in a system you build?
Your practice does. The patient records, recall dates, lens orders and notes belong to your practice, and you can export the records whenever you want. Once the build is paid in full, you own the custom code and automations we wrote for it. If you stop working with us, we hand everything over.
The services behind it
AI integration
AI connected to the email, CRM, spreadsheets and chat you already use, so it acts when something happens and writes the result back.
About AI integration
Custom CRMs
Client records built around where your clients already talk to you, with reminders of who to follow up with.
About custom CRMsHow do your patients hear they're due a test?
Tell us how recalls and lens orders work at your practice now, and we'll show you what to automate first before you spend anything.