Your clinic,
running. Even
when you aren't.

Most eye care clinics miss 30 to 40 percent of inbound calls during peak hours, resulting in lost appointments and revenue. Optavius answers every call simultaneously, whether it's 1 or 50, 24 hours a day, 7 days a week. The agent is trained on over 10,000 optometric and ophthalmologic terms, so it understands patient requests like "I need a contact lens reorder" or "I'm seeing flashes of light" and responds appropriately. Calls are either resolved autonomously (booking, rescheduling, FAQs) or warm-transferred to staff with full context. Clinics using Optavius typically recover 35 to 50 appointments per month that would have been lost to voicemail or hold-time abandonment.

Yes. Optavius's clinical intelligence layer goes far beyond basic IVR or generic chatbots. The AI recognizes red-flag symptoms such as sudden vision loss, eye trauma, chemical burns, flashes and floaters, and immediately escalates to on-call staff or directs patients to emergency care. For non-urgent symptoms, it qualifies the concern, identifies the appropriate appointment type (routine exam vs. urgent evaluation vs. surgical consult), and books with the right provider. Every triage decision follows configurable clinical pathways with a full audit trail, ensuring compliance with your practice's governance protocols and HIPAA requirements.

An AI voice agent uses natural language processing to understand conversational speech, while an IVR (Interactive Voice Response) system relies on rigid "Press 1 for appointments" menus. Patients can speak naturally, for example "I need to see a doctor about my blurry vision," and the AI understands intent, asks follow-up questions, and takes action. IVR systems frustrate patients and lead to hang-ups; AI voice agents resolve calls efficiently with natural conversation.

Optavius operates 24/7 with no downtime. After-hours calls, which represent 35% of total patient call volume, are handled identically to business-hours calls. The AI books appointments, answers questions, collects intake data, and triages urgent symptoms. Emergency calls are escalated immediately to on-call providers. Patients no longer reach voicemail after 5PM, converting previously lost opportunities into booked appointments.

Traditional intake requires patients to arrive early, fill paper or PDF forms, and wait while staff manually enters data into the EHR. Optavius automates this entire process conversationally, before the patient ever walks in. During the booking call, the AI collects demographic information, insurance details, medical history (including ocular conditions like glaucoma, macular degeneration, and diabetic retinopathy), current medications, and allergies. This structured data is formatted for direct EHR import, eliminating manual re-entry. Practices report a 60% reduction in check-in time and significantly fewer data-entry errors, allowing technicians to focus on pre-testing instead of paperwork.

Optavius is designed for seamless integration with leading eye care practice management and EHR systems, including RevolutionEHR, Crystal PM, Compulink Advantage, MaximEyes, and others. The platform syncs appointment availability in real time so double-bookings never occur. Patient data collected during calls (demographics, insurance, symptoms, medical history) flows directly into your existing system. Importantly, Optavius works standalone from day one: you don't need EHR integration to start benefiting. Begin with call handling and booking, then connect your EHR when ready. Typical integration takes 2 to 4 weeks with zero disruption to daily operations.

Yes. Optavius manages the full appointment lifecycle: booking, rescheduling, and cancellations, all autonomously. When a patient calls to reschedule, the AI accesses real-time calendar availability, suggests alternative slots, and confirms the change. For cancellations, it can optionally offer to reschedule or add the patient to a waitlist. All changes sync immediately with your practice management system, keeping your schedule accurate without staff intervention.

Optavius uses intelligent routing logic based on multiple factors: appointment type (routine exam, contact lens fitting, LASIK consult, cataract evaluation), provider specialization (OD vs. MD vs. subspecialist), symptom urgency, insurance compatibility, and real-time schedule availability. The AI asks qualifying questions to determine the right match, ensuring patients see the appropriate provider from their first visit.

Multi-location practices and MSO groups see compounding returns from Optavius. Each location typically recovers 35 to 50 previously missed appointments per month. At an average appointment value of $200 to $400, that translates to $7,000 to $20,000 in recovered revenue per location per month. Staff time savings are equally significant: front-desk teams spend 60 to 70 percent less time on phone tasks, freeing them for in-office patient care. Across 5+ locations, practices report annual savings exceeding $500,000 in combined recovered revenue and reduced staffing costs. Optavius's centralized analytics dashboard provides cross-location KPIs, enabling data-driven decisions about scheduling, staffing, and patient flow.

Most practices are fully operational within 2 to 4 weeks. Optavius works standalone from day one; you don't need to wait for EHR integration to start handling calls. The deployment process includes: initial configuration of your practice's workflows, clinical pathways, and provider profiles (Week 1), testing with your team and fine-tuning responses (Week 2), and go-live with monitoring (Week 3 to 4). EHR integration runs in parallel and typically completes within the same timeframe.

No. Optavius augments your front-desk team by handling the high-volume, repetitive phone tasks that consume 60 to 70 percent of their day. Staff members are freed to focus on in-office patient care, optical sales, insurance processing, and relationship building. In practices facing staffing shortages, Optavius ensures consistent call coverage without the need to hire additional employees. It is a force multiplier for your existing team.

Yes. Optavius is designed for multi-location management with a centralized analytics dashboard. Each location has its own configuration (providers, schedules, clinical pathways) while practice leaders get cross-location visibility into call volumes, booking rates, triage outcomes, and revenue impact. This is particularly valuable for MSO groups and optical chains standardizing operations across sites.

Absolutely. Optavius is built from the ground up for healthcare compliance. All patient data is encrypted in transit (TLS 1.3) and at rest (AES-256). The platform is fully HIPAA and SOC 1 compliant with signed Business Associate Agreements (BAAs) for every client. Our software is built in an ISO 13485 and FDA 21 CFR compliant manner, and our cybersecurity posture is FDA-ready, ensuring the system meets the highest standards for healthcare software. Every call is recorded, transcribed, and stored with a complete audit trail. Access controls, role-based permissions, and automatic PHI redaction in logs provide multiple layers of data protection.

Optavius collects information provided by patients during calls: demographics, insurance details, medical history, symptoms, and appointment preferences. All data is encrypted at rest (AES-256) and in transit (TLS 1.3). Call recordings and transcripts are stored securely with configurable retention policies. Data access is controlled through role-based permissions with full audit logging. Optavius never sells patient data and processes information solely for the purpose of serving your practice.

All patient data is protected with 256-bit AES encryption at rest and TLS 1.3 in transit. Access is controlled through role-based permissions with full audit logging. Data retention policies are configurable per your practice requirements.

Optavius maintains a comprehensive incident response plan as required by HIPAA and SOC 1. In the unlikely event of a security incident, we follow established protocols: immediate containment, investigation, notification of affected parties within regulatory timeframes, and remediation. Our infrastructure is continuously monitored for threats, and regular penetration testing is conducted to identify and address vulnerabilities proactively.

Optavius supports multiple languages to serve diverse patient populations. The AI handles conversations in English and Spanish natively, with additional language support being added regularly. For multilingual practices, the AI detects the patient's preferred language and responds accordingly, ensuring equitable access for all patients regardless of their primary language.

Yes. Optavius includes dedicated contact lens workflows. When a patient calls for a reorder, the AI verifies their identity, confirms the current prescription, checks if the prescription is valid (not expired), and processes the reorder. If the prescription has expired, the AI schedules a contact lens exam. This workflow reduces staff time on routine reorder calls by over 80%.

Optavius is phone system agnostic. It works with VoIP systems, traditional landlines, and cloud-based phone platforms. The implementation team configures call routing with your existing phone system so that calls are directed to Optavius based on your preferences: all calls, overflow calls, after-hours calls, or specific line routing. No phone system replacement is required.

When Optavius encounters a situation requiring human judgment (complex clinical questions, upset patients, or unusual requests), it warm-transfers the call to the appropriate staff member. Before transferring, the AI provides the staff member with a summary of the conversation, including the patient's name, reason for calling, and any information collected. The patient never has to repeat themselves, creating a seamless handoff experience.