Custom AI — OPTOMETRY

AI Receptionist for Optometry & Eye Care Practices

Custom AI — engineered for optometry and eye-care practices. Not a templated SaaS plan.

Aria answers your front desk line around the clock — booking eye exams, verifying vision plans before the visit, and following up on contact lens reorders so your staff can focus on patients in the chair.

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How It Works

Five things happen on every inbound call to Aria — without your team picking up the phone.

  • Reads your schedule live Aria connects to the EHR and scheduling system you already use and reads availability in real time. No double-booking, no callback-to-confirm, no “let me check and get back to you.”
  • Answers every question until they’re ready to book Patients call with questions before they commit — insurance, pricing, parking, what to expect, who they’ll see. Aria handles all of it on one call, for as long as the caller needs to feel comfortable, without rushing them or putting other calls on hold.
  • Routes to the right OD and exam room Multi-doctor practices get correct routing automatically — the right OD gets the right exam type, the right optician handles the right frame fitting, the right exam room is held for the right appointment length.
  • Writes the booking directly into your EHR Every appointment lands in the EHR and scheduling system your staff already uses, with the caller’s name, the service type, the duration, and the notes. No second system to log into. No reconciliation work the next morning.
  • Frees your front desk to do the work that requires a person While Aria handles inbound volume — including the vision-plan eligibility call that used to block three other inbound at once — your team is free to greet patients in person, walk treatment plans and frame-and-lens conversations, and close the work in front of them.

The optometry front desk problem

An optometry practice sits at an unusual intersection: medical scheduling, retail optical sales, and insurance complexity that rivals any specialty clinic. A single missed call can mean a lost annual exam, a delayed frame pickup, or a patient who books their contact lens refill at Costco instead. Most practices we talk to lose 20-40 callable patient interactions per week to voicemail and busy signals.

1

Vision plan chaos

VSP, EyeMed, Davis, Spectera, Superior, MES — every caller asks "do you take my plan?" and your front desk has to look it up while three other lines ring.

2

Frame & dispensing calls

"Are my glasses ready?" "Can I come in to adjust the nose pads?" These don't need clinical staff — but they still eat the receptionist's afternoon.

3

Contact lens reorders

A patient calls to reorder a six-month supply. If no one picks up, they go to 1-800-Contacts and you lose the margin permanently.

4

Annual recall gaps

Patients due for their annual exam don't call themselves. Outbound recall calls get pushed to "when we have time" — which is never.

5

Urgent eye complaints get voicemail

Red eye, foreign body, sudden vision change — patients need triage instructions whenever the call lands, not a voicemail prompt at 8pm or a busy signal at 11am.

How Aria handles each one

Aria is built for your practice — your providers, your exam types, your vision plans, your frame brands. Here's how she addresses the front-desk pain we just listed:

Vision plan chaos
Caller asks if you accept their plan, mid-rush.
Aria looks it up. She knows which medical and vision plans your practice accepts, can confirm in-network status by carrier, and explains the difference between a medical and routine vision visit when relevant. Eligibility checks route to your staff for the final verification step.
Frame & dispensing calls
Optical pickup status, adjustments, warranty questions.
Aria triages and books. She can check order status notes your team has logged, book frame adjustment slots in the optical schedule, and route true clinical questions to a human.
Contact lens reorders
Recurring patients calling to refill.
Aria takes the order. She confirms the patient's current Rx is on file and valid, captures the brand and quantity, and books a contact lens follow-up if the script needs renewal — keeping the sale in-house.
Annual recall gaps
Patients due for the next exam.
Aria runs outbound recall. She places polite recall calls during business hours from a list your team approves, books straight into the right exam slot, and logs no-answers for human follow-up.
Urgent eye complaints
Red eye, foreign body, sudden vision change — any time of day.
Aria triages with care. She follows your written triage script: symptoms suggesting acute issues route to the on-call doctor or the ER per your protocol — never to a generic voicemail.

Real call types Aria handles

New patient — annual exam

"Hi, I'm new — I have VSP through my employer and I'd like to come in for a check-up." Aria confirms VSP coverage, asks for date of birth and member ID, books the first available comprehensive exam slot that matches the patient's preference (morning, evening, particular doctor), and emails the new-patient intake link.

Contact lens follow-up

"I picked up my trial pair last week and one eye feels off." Aria books the follow-up evaluation, confirms which contact brand the patient was given, and flags the chart note so the doctor can see the comfort issue before the patient walks in.

Frame pickup confirmation

"Are my glasses in yet?" Aria checks the optical pickup log and either confirms "yes, ready for pickup, our optical is open until 6" or "they shipped to the lab Tuesday, we'll text you when they arrive."

Insurance pre-call

"Do you take EyeMed?" Aria confirms in-network status, explains what's typically covered for a routine exam vs. medical eye visit, and offers to book — without putting the caller on hold or fumbling through a binder.

Pediatric scheduling

"My 7-year-old needs an eye exam before school starts." Aria checks for back-to-school availability with your pediatric-friendly providers, blocks the right length of time, and sends the parent the vision form link.

Contact lens reorder

"I need to reorder my Biofinity, please." Aria pulls the patient's last order, confirms the script is current, asks if they want the annual supply, and either books a quick refit if needed or places the order to your optical for shipping.

Built for optometry practices

Built for your practice

Aria is custom-built for your providers, exam types, vision and medical plans, optical inventory rules, and triage protocols. Not a generic chatbot with a wig on.

Calendar that respects clinical reality

Comprehensive exams aren't 15-minute slots. Contact lens fits aren't routine exams. Aria knows the difference and books accordingly.

You stay in control

Anything outside the script — clinical questions, complex insurance disputes, billing escalations — routes to your team. Aria knows what she doesn't know.

24/7Front-desk coverage on your existing line
~30%Typical reduction in voicemails
15-25Recall calls reclaimed per week
2-4 wkTypical build & launch window

Ranges reflect what we see across optometry deployments. Your numbers will depend on call volume and current voicemail patterns.

Frequently asked questions

Does Aria run real-time insurance eligibility?

Aria captures and confirms plan information, member ID, and date of birth, and can flag obvious coverage issues. Full real-time eligibility runs through your existing benefits verification workflow — Aria hands off the confirmed details so your team isn't re-typing them.

Can Aria distinguish medical eye visits from routine vision exams?

Yes. She asks the qualifying questions you specify (reason for visit, recent symptoms, last comprehensive exam) and books to the correct visit type with the correct billing path. The script is built around your protocols.

How does Aria integrate with my practice management system?

Most optometry practice management systems offer scheduling integration. We connect Aria to your existing system so she's booking into the real calendar, not a parallel one. We confirm fit during scoping.

What about HIPAA?

Aria is deployed under a Business Associate Agreement. Call audio and transcripts are handled under standard healthcare data controls. We're happy to walk your compliance officer through the architecture.

Can Aria handle contact lens reorders end-to-end?

She can take the order, confirm Rx validity, and route the fulfillment to your optical team or your preferred drop-ship workflow. If the prescription has expired, she books the contact lens evaluation instead — keeping the patient in-practice.

What does this cost?

Aria is custom-built per practice — call volume, integrations, and scope vary widely between a solo OD and a multi-location group. Tell us about your practice and we'll scope it honestly.

Will my patients know they're talking to AI?

Aria is honest about what she is when asked, and she's introduced however you prefer. Most practices find patients prefer her to a 4-minute hold or a voicemail tree.