What the agent handles
- Books eye exams and fittings
- Takes eyewear pickup questions
- Answers coverage and age questions
- Books frame adjustments and repairs
- Sends exam reminders
Health and wellness
AI receptionist for optometrists
Books eye exams and contact lens fittings, handles eyewear pickup and repair calls, and puts urgent vision symptoms through to the optometrist without delay.
CallerI'm seeing flashes and something like a curtain in one eye since this morning.
CallerAre my glasses ready yet? I dropped off the prescription last week.
CallerIs my kid's eye exam covered, or is that just for adults?
Where calls go
Front deskOptometristsOptical dispensaryBilling
Warm transfer: If a caller describes sudden flashes, new floaters or a shadow in their vision, the agent warm-transfers to the optometrist on duty immediately.
What it books
Eye exams and eyewear fittings
Why optometrists miss calls, and what an AI receptionist changes
An optometry front desk does three jobs at once. It checks in exam patients, helps people in the dispensary choose frames, and answers a phone that rings with 'are my glasses ready?' as often as it rings with new bookings. Back-to-school weeks in August and the December push to use vision benefits before they reset are when it overflows, and a parent trying to book three children's eye exams after work won't wait on hold.
A RealVoice AI receptionist answers on the first ring. It books comprehensive eye exams, contact lens fittings and follow-ups with the right optometrist, explains which exams your provincial health plan covers for children and seniors and which are paid privately, from the details you give it, and books frame adjustments and repairs with the dispensary. During setup, the team connects it to your practice management software, so a caller asking about new glasses hears whether the lab order has come in and gets a text the day they're ready to pick up.
Urgent vision symptoms are never booked like a routine exam. A caller describing sudden flashes, a shower of new floaters, a shadow or curtain across their vision, or a red, painful eye is warm-transferred to the optometrist on duty with a short private summary. If nobody picks up, the caller hears your after-hours instructions and the message goes out right away. It doesn't interpret symptoms or tell anyone they're fine.
Example call, start to finish
- CallerHi, I'm calling to see if my glasses are ready. I ordered them about two weeks ago.
- AI receptionistI can get that checked for you. Can I have your name and roughly when you ordered them?
- CallerMark Kowalski, the Monday before last. And while I have you, I've been seeing little flashes in the corner of my right eye since last night. Probably nothing.
- AI receptionistThanks for mentioning it, Mr. Kowalski. New flashes are something Dr. Nguyen wants to hear about the same day. Have you noticed new floaters, or a shadow or curtain in that eye?
- CallerA few more floaters than usual, I guess. No curtain.
- AI receptionistI'm going to put you through to Dr. Nguyen now rather than wait. One moment, please.
- AI receptionist(privately, to Dr. Nguyen) Mark Kowalski, flashes in the right eye since last night plus more floaters, no curtain. He originally called about a glasses pickup. Connecting now.
After the call: Dr. Nguyen takes the call already knowing the symptoms and decides whether to see him today. The glasses order is checked against the clinic's order records, and he gets a text as soon as the pair is ready for pickup. The summary and recording are saved in the RealVoice portal.
How it fits your day
- Back-to-school
- In August, parents book children's exams in batches. The agent books siblings back to back and explains what your provincial plan covers for kids, from the details you provide.
- Pickup and repair calls
- 'Are my glasses ready?' calls are answered from your order records, with a text when the pair arrives, and 'the arm snapped off' calls become adjustment bookings, so optical staff can keep fitting frames.
- Year-end benefits
- In November and December, patients try to use vision coverage before it resets. Exams and eyewear consultations are booked while the desk handles walk-in traffic.
- Evenings and weekends
- Exam bookings and contact lens reorder requests are taken when the clinic is closed, and urgent-symptom calls follow your after-hours instructions.
Your software
Today it books eye exams, contact lens fittings and eyewear appointments into the RealVoice schedule in the portal, texts each patient a confirmation, and sends exam reminder texts when patients are due. If your clinic runs Optosys, Visual-Eyes, RevolutionEHR or MaximEyes, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
An eye exam is often the start of a bigger purchase. A patient who has their exam with you often buys glasses or contacts from your dispensary, and families tend to bring their children to the same clinic. If the desk misses five calls a week during back-to-school and year-end, and two of those were families booking exams, the lost frames and lenses add up fast over a season. With a $120 exam and a $400 pair of glasses on the line, it's worth putting your own figures into the missed-call calculator on our homepage.
Questions optometrists ask
Can it tell a patient their glasses are ready?
Yes. Once it's connected to your practice software during setup, it finds the order by the patient's name, says whether the glasses are in, and texts the patient when they're ready. Questions about fit or the prescription go to optical staff.
How does it handle eye emergencies?
Callers with sudden flashes, new floaters, a curtain over their vision, a chemical splash or a painful red eye are put through to the optometrist on duty at once, and it follows your instructions word for word. Anything it isn't sure about is treated as urgent, never routine.
Can it explain which eye exams are covered?
Yes, from what you give it, such as the ages your provincial plan covers and when an exam is billed privately. It doesn't check a patient's eligibility or their private vision benefits.
Can it book contact lens fittings separately from exams?
Yes. Each appointment type has its own length and rules, so fittings, follow-ups, children's exams and dilated exams each get the right amount of time.
Can a parent book eye exams for several children in one call?
Yes. It books siblings back to back with the same optometrist where the schedule allows, notes each child's name and age, and sends the parent one confirmation text.
Hear it as your own optometry clinic's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.