CRM and business software · Healthcare
CRM for Optometry Practices
The exam lane and the optical in one system: who is due for an eye exam, whose glasses are still at the lab and who is about to run out of contact lenses.
Free forever for up to 3 users. Paid plans from $199 a month.
What goes wrong, and what we do about it
An optometry practice is a clinic and a shop under one roof. The exam brings the patient in once a year; the frames, lenses and contact lens supply are where much of the income is, and where the patient can walk out with a prescription and buy elsewhere. Back-to-school weeks fill the book, then the pickup tray fills with finished glasses nobody has been called about.
The problem
Recall postcards go out once and overdue eye exams are never chased.
In Kompot.ai
Keep the date the next eye exam is due and the prescription expiry date as fields on the patient. A scheduled workflow sends a reminder with your booking page link, then creates a call task for anyone who has not booked.
The problem
“Are my glasses ready?” — and someone goes to dig through the job trays.
In Kompot.ai
Each eyewear order is a job with stages you define: ordered, at the lab, received, ready for pickup, dispensed. Anyone at the desk reads the stage off the board, and a workflow messages the patient when the job moves to ready.
The problem
Contact lens wearers run out and reorder from an online seller instead of you.
In Kompot.ai
Store the date the current supply runs out on the patient. A scheduled workflow messages them ahead of it, and a reply saying “same again” is a short step from an invoice with a payment link, built from your price list.
The problem
A patient wants to think about progressives and coatings, and leaves with the prescription.
In Kompot.ai
Send the options as an estimate from your price list — frame, lens type, coatings, a second pair. You see when it was viewed and approved, and the approved estimate converts into the invoice for the order.
The problem
The deposit and the balance at pickup are tracked on a paper order form.
In Kompot.ai
Record the deposit as a partial payment on the invoice when the order is placed. At pickup the open balance is on the patient's page, payable at the desk or by a payment link, and nothing depends on finding the paper form.
How one order runs
From a booked eye exam to glasses picked up and paid
The eye exam is booked
The patient picks a slot on the booking page or calls. The exam appears on the shared calendar, and a first-time caller becomes a contact with the call saved on it.
Frames and lenses are quoted
After the exam the optician builds an estimate from the price list. The patient approves it in the shop or later from home, and it becomes the invoice.
The order goes to the lab
A job is created for the order with the frame, the lens details and the lab. It moves across the board as the lab finishes and the glasses come back for inspection.
Pickup and payment
When the job reaches ready for pickup, the patient gets a message. The balance is paid, the job is marked dispensed, and the next exam date is set on the patient.
What you keep on record
- Exam and prescription dates
- Last eye exam, next exam due and prescription expiry, as date fields on the patient.
- Eyewear orders
- One job per pair: frame, lens type, lab, stage and any photos or files from the order.
- Contact lens supply
- What the patient wears and the date the supply runs out, as fields a workflow can act on.
- Frames, lenses and coatings
- Your price list of frames, lens types, coatings and exam fees, used in every quote and invoice.
Digital employees · Full Service plan
Where an AI employee steps in for Optometry Practices
The moment
A patient messages on WhatsApp to ask whether their new glasses have come in.
The AI employee looks up the patient's order, reads its stage and answers: still at the lab, or ready for pickup with your opening hours. If the order is late, it creates a task for the optician to call the lab.
The moment
A parent calls after closing to book an eye exam before school starts.
The voice agent answers, takes the child's name, the parent's number and the days that work, and explains that the practice will confirm the time. The summary is saved on the contact and a workflow creates a booking task for the morning.
The moment
A contact lens wearer replies to the reorder reminder: the same lenses again, please.
The AI employee finds the patient's record, creates the invoice for the same supply and sends the payment link. If your instructions call for a current prescription and the expiry date on the record has passed, it hands the request to your staff.
Questions owners ask
- Can we text patients when their glasses are ready?
- Yes. Track the order as a job, and add a workflow that sends an SMS, WhatsApp or email message when the job moves to the ready-for-pickup stage. The patient's reply lands in their conversation history.
- Can patients book an eye exam online?
- Yes. Exam slots you open appear on a public booking page; the patient chooses one from a phone and it goes straight onto the practice calendar. The optometrist can follow the same calendar in Google Calendar.
- Can I keep frames, lenses and coatings as a price list?
- Yes. The product catalogue holds your frames, lens types, coatings and exam fees with prices. An estimate or an invoice is assembled from those lines, so a quote for progressives is put together at the dispensing table while the patient is still trying on frames.
- Is the AI employee that answers “are my glasses ready?” on every plan?
- No — it belongs to the Full Service plan, together with the voice agent that answers the phone. On a paid plan without AI employees, your staff give the same answer from the job board, where every eyewear order shows its stage.
What it costs
Free for up to 3 users, with every feature: bring your own AI. $199 a month adds our built-in AI and moving your data over. $499 a month: we set everything up and support it every month.
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