Practice Overview
Sunday, June 21, 2026
System Active
🔒 HIPAA Protected Mode — PHI access is logged. All data encrypted in transit and at rest. AES-256 · TLS 1.3 · BAA Active
73%
of patients
The retention problem
73% of patients who don't get an annual recall message never return to the same practice.

They don't hate you — they just forgot. This system reaches out automatically before they think about leaving. Recall, reminders, inventory alerts, and staff checklists — all running without manual action.

Recall Sent (30d)
187
47 outstanding this week
Appts From Recall
61
32.6% conversion rate
No-Shows Recovered
12
Auto-rescheduled via text
Inventory Alerts
3
Low-stock frames flagged
Activity — Today
Annual recall batch — 47 patients
Due for annual exam. Text + email sent 8 AM. 8 clicked booking link.
8:00 AM
New patient — Sarah Kim booked online
Intake form filled. Insurance confirmed. Pre-visit questionnaire sent automatically.
9:14 AM
No-show recovery — James Torres
Missed 9 AM. Auto-text sent. Rescheduled via link: Mon 11 AM.
9:05 AM
Frame inventory alert — Maui Jim titanium
3 units remaining. Reorder trigger sent to supplier portal automatically.
10:15 AM
Opening checklist completed
6/6 tasks marked done by 8:45 AM. Equipment check, schedule review, supply verification.
8:45 AM
Two Tracks — One System
Standard Operations
Current View
Recall automation, appointment reminders, frame inventory alerts, staff checklists, and automation sequences. No protected health information — safe to access from any device, share with staff.
HIPAA Protected
🔒 Toggle Above
Patient records, secure intake with PHI, and compliance dashboard. Access-logged, encrypted, BAA-covered. Shown under the HIPAA tab above.
Ready for your practice?

Everything configurable — recall cadence, inventory thresholds, checklist items, and message tone.

Book a Call
Patient Recall — Annual Exam
Every patient who hit their 12-month mark this week, automatically contacted. Follow-up fires in 7 days if no response.
PatientLast VisitDueContactedStatus
Margaret OkaforJun 8, 2025Jun 8, 2026Text + EmailBooked — Jul 2
Kevin PhamJun 10, 2025Jun 10, 2026TextOpened Link
Aisha BrennanJun 12, 2025Jun 12, 2026Text + EmailNo Response
Tom NakashimaJun 14, 2025Jun 14, 2026TextBooked — Jul 7
Grace DelgadoJun 15, 2025Jun 15, 2026Text + EmailNo Response
Michael TorresJun 16, 2025Jun 16, 2026TextD7 Follow-Up Queued
Priya SinghJun 18, 2025Jun 18, 2026Text + EmailBooked — Jul 3
No PHI is transmitted in recall messages — only the patient's first name and a scheduling link. The underlying records live in the HIPAA Protected track.
Tomorrow's Appointments
Every patient reminded 24h before. No-shows get instant rescheduling text. No manual calls.
9:00
James Torres
Annual comprehensive exam
✓ Confirmed
9:45
Sarah Kim
New patient exam
⏳ Pending
10:30
Linda Osei
Contact lens follow-up
✓ Confirmed
11:15
Margaret Okafor
Annual exam + frame selection
✓ Confirmed
1:00
Kevin Pham (+ family)
Pediatric exams ×2
✓ Confirmed
Frame Inventory
Low-stock alerts fire automatically. Reorder triggers sent to supplier portal when units fall below threshold.
Frames — By Brand
Auto-monitored daily
3 Low Stock
Ray-Ban Classics
24 units
Maui Jim Titanium
3 units ⚠
Tom Ford Designer
16 units
Oakley Sport
7 units
Warby Parker Entry
31 units
Lindberg Rimless
5 units
Coach Collection
19 units
Lens Stock
Single Vision CR-39
48
Progressive HD
29
Polarized Sun
8
Blue Light Block
34
Reorder Alerts Sent
Maui Jim Titanium
3 units — supplier notified at 10:15 AM. ETA 3–5 days.
10:15 AM
Lindberg Rimless
5 units — threshold warning sent. Not yet critical.
8:00 AM
Polarized Sun lenses
8 units — reorder trigger queued for tomorrow if no resupply.
8:00 AM
Inventory thresholds are fully configurable

Set your own reorder points per product. Supplier contact, order quantity, and alert channels (text, email, portal) all customizable.

Book a 15-Minute Call
Staff Checklists
Daily opening, mid-day, and closing checklists auto-generated each morning. Staff mark items done in real time. You see completion status.
Opening — Today
6/6 Done
✓
Unlock & disable alarm
7:58
✓
Equipment power-on check
8:02
✓
Review today's schedule
8:10
✓
Confirm pre-visit forms received
8:15
✓
Trial lens inventory spot check
8:30
✓
Recall batch confirmed sent
8:45
Mid-Day
2/4 Done
✓
Confirm PM appointments
12:00
✓
Lab order status check
12:15
Frame display restock
Insurance batch submission
Closing
Pending
Tomorrow's schedule review
Equipment shutdown & cover
Rx orders submitted to lab
Register end-of-day reconcile
Alarm set & lock up
Checklists are auto-generated every morning. If a task is still incomplete by a certain time, the owner (front desk, OD, or manager) gets an automated reminder. Click any item above to mark it done.
Automation Engine
Every sequence running without manual action — all non-PHI
Annual Recall
Fires at 12-month mark
Active
Day 0
Text + email sent
"Hi [Name], it's been about a year since your last eye exam. Your vision can change — here's a link to schedule." No PHI included.
Day 7
Follow-up if no response
Different message, same booking link. Only fires if the patient hasn't clicked or booked.
Day 21
Final reminder
"This is our last reminder for your annual exam. We hope to see you soon!" Sequence closes either way.
No-Show Recovery
Fires within 10 minutes of missed appointment
Active
10m
Auto-text sent
"Hi [Name] — we noticed you missed your appointment today. Here's a link to reschedule at a time that works."
4h
Second attempt
Friendly follow-up if no reschedule. Includes clinic hours and phone number.
D2
Last touchpoint
Final message. If no response, flagged for staff review. Sequence closes.
Frame & Lens Pickup
Fires when order is ready
Active
Ready
Pickup notification
"Your new frames are in and ready to pick up!" Sent the moment lab confirms delivery.
D3
Reminder if not collected
Friendly follow-up with clinic hours if frames haven't been picked up.
30d
Review request
"How are you loving your new glasses?" Good reviews routed to Google, concerns to the office.
Inventory Reorder
Fires when stock hits threshold
Active
Warn
Warning at 10 units
Staff and owner notified. No action required yet — just awareness that stock is getting low.
Alert
Reorder trigger at 5 units
Automated reorder request sent to supplier portal. Quantity and item pre-filled based on your settings.
Track
ETA + confirmation
Order confirmation logged. ETA tracked. Staff notified when shipment is incoming.
Want this running for your practice?

All messages, timing, and thresholds are configurable. We train the system on your practice's own language and workflows.

Book a 15-Minute Call
Patient Records
🔒 PHI — Protected
All data encrypted at rest (AES-256) and in transit (TLS 1.3). Access to this panel is logged with timestamp and user ID.
PatientDOBLast VisitChief ConcernRx StatusPHI
Sarah Kim03/08/1991New patientBlurry distance, headachesPending exam🔒 Enc
James Torres07/22/1985Jun 21, 2025Annual comprehensiveRx current🔒 Enc
Linda Osei11/04/1978Mar 15, 2026Contact lens follow-upCL active🔒 Enc
Margaret Okafor06/30/1967Jun 8, 2025Annual + frame selectionRx expiring🔒 Enc
Kevin Pham09/14/1995Jun 10, 2025Annual + pediatricRx expiring🔒 Enc
🔒 This panel is shown under a HIPAA Business Associate Agreement (BAA). All access events are logged with user ID, timestamp, and IP. Records are never stored in plain text.
HIPAA compliance is built in, not bolted on

Encryption, BAAs, access controls, and audit logs are part of how the system works — not an add-on tier. We walk you through what's covered on the call.

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Secure Patient Intake
🔒 PHI — Protected
Patient fills out form on your secure intake page. Insurance verified, PHI stored encrypted, summary delivered to staff before the visit.
Patient Submitted — 9:14 AM — Secure Portal
New patient intake — PHI enclosed
Sarah filled this out herself on your encrypted intake page. Transmitted via TLS 1.3. Stored AES-256.
Sarah Kim PHI
03/08/1991 PHI
●●●●●6841 PHI
VSP882019
Blurry distance, headaches when driving
None PHI
None known PHI
None significant PHI
Encrypted · Received 9:14 AM
AI Summary — Staff View Only
Pre-visit clinical profile
Click "Generate Protected Summary" to process
PROCESSING — PHI ENCRYPTED — 0s
🔒 PHI Summary — Staff Only
Patient Type
New — No glasses
Insurance
VSP — Verified ✓
Priority
Symptomatic
PHI Flag
Encrypted 🔒
Clinical note: Blurry distance vision + driving headaches — likely uncorrected myopia. First-time eyewear candidate. All PHI fields hashed in transit; only staff with granted access can view raw record.
Insurance verified via VSP in under 30 seconds. PHI never left encrypted storage. Access to this summary is logged with Dr. Webb's credentials and timestamp.
Compliance Dashboard
🔒 HIPAA
Encryption status, BAA coverage, and full access log. All PHI access events recorded automatically.
🔒
Encryption
AES-256 Active
All PHI at rest encrypted
📤
In Transit
TLS 1.3
All data transfers secured
📋
BAA Status
Active ✓
Business Associate Agreement signed
👤
Access Control
Role-Based
OD, Staff, Admin tiers
✅
Last Audit
Jun 1, 2026
No violations found
📊
PHI Events (30d)
214 logged
All authorized users
Access Log — Today
🔒 All events recorded
Dr. Karen WebbViewed patient record — Sarah Kim (intake summary)9:32 AM
Front Desk — MiaVerified insurance — Sarah Kim (VSP lookup)9:15 AM
SystemEncrypted intake form stored — Sarah Kim9:14 AM
Dr. Karen WebbViewed patient record — James Torres (pre-visit review)8:50 AM
SystemRecall batch sent — first name + link only, no PHI transmitted8:00 AM
🔒 Non-HIPAA automations (recall, reminders, checklists) transmit only first names and scheduling links — no diagnosis, DOB, insurance, or medical history ever leaves the encrypted environment through those channels. PHI is isolated to the protected track.
HIPAA compliance that actually makes sense

We explain exactly what's covered, what's not, and how the system is architected for your practice on a 15-minute call.

Book a 15-Minute Call
Interactive demo — all data is simulated · All features, thresholds & messaging are fully customizable
◆ Tour