CRM for optics and hearing centers
that runs the annual recall, not just the calendar
A chain of optics or hearing branches usually has a booking calendar but no clean way to know which patients are due for their annual checkup, or which branch actually sells best. We build the CRM and recall system that makes the patient and stock picture visible without relying on anyone's memory.
Why optics and hearing centers lose money today
A chain running several optics or hearing branches usually has a booking calendar, but no clean, centralized view of which patients are overdue for their annual checkup, because that tracking depends entirely on each branch remembering to flag it on its own. A missed annual recall costs not just the exam but the frame or device replacement revenue that often follows it.
The second problem is stock visibility across branches. Without a shared dashboard, one branch can be out of a popular frame or device while another has excess stock sitting unsold, and nobody notices until a patient complains.
A third is attribution. Leads come in from ads, WhatsApp and the site, and without one clean record per patient, it is hard to say which channel actually produces booked exams and sales.
A fourth, specific to multi-branch chains, is transfer and reorder decisions made on guesswork. Without a shared view of stock levels and sales velocity across locations, a manager deciding whether to move stock between branches or place a new order is working from whatever they can see at their own counter, not the full picture. A fifth is sales attribution between a patient’s exam visit and their eventual purchase, which can happen weeks apart and easily gets recorded as two unrelated events instead of one continuous journey.
What we build
Patient records with each person’s last exam date and recall status, driving automatic recall campaigns by exam type rather than a generic yearly blast. Multi-branch stock and sales dashboards show the real picture across locations, and lead intake from ads, WhatsApp and the site feeds one clean record per patient with a daily digest of priorities for the sales team.
Typical integrations: amoCRM, HubSpot or a structured Google Sheets pipeline, your POS or inventory system, WhatsApp for recall messages, and a reconciliation pass against your sales records. A transfer-suggestion view flags when one branch is overstocked on an item another branch is selling out of, so a manager can act on the mismatch instead of discovering it during a routine count.
What stays with humans
Prescription and test-result interpretation, and any decision about staffing or inventory transfers between branches, stay with your team. The system surfaces who is due for recall and where stock sits; people decide what to do about it. The actual recall message tone, and any judgment call about a patient who has not responded to several reminders, stay with staff rather than an automatic escalation.
Price and timeline
| Model | Price | What you get |
|---|---|---|
| Agency runs it | from $2,500 | We build, sync and maintain the CRM, recall campaigns and dashboards |
| Full control, handover-ready | from $4,250 | Same build, full source code, documentation and the data schema transferred, paid edits available as an option |
Both run on the same 3 to 6 week build. A chain with several branches typically needs the longer end of that range to connect each location’s stock and sales data accurately.
Related
Pair this with an AI agent for optics and hearing centers so booking and recall data feed the same system, or a website for optics and hearing centers if intake itself needs fixing first. See the full analytics service page. A Bali developer’s lead routing and CRM build is detailed in the real estate CRM case study, and a two-brand warehouse with an AI analyst is in the analytics hub case study. Get in touch for a fixed price and plan.
FAQ
What does a CRM setup for an optics or hearing chain cost?
Our Warehouse plus dashboards package starts at $2,500: patient records, recall campaigns, dashboards, live in 3 to 6 weeks. A lighter tracking audit alone starts at $800.
How long until it is live?
Three to six weeks for the CRM setup and dashboards. A one-week audit can tell you the fix list first.
Which CRMs do you work with?
amoCRM, HubSpot and a structured Google Sheets pipeline for smaller chains not ready for a full CRM.
Can it show stock across all branches in one place?
Yes, a multi-branch dashboard shows stock and sales together, so a transfer between branches or a reorder decision is based on the real picture, not one location's guess.
Can it catch a patient overdue for their annual checkup?
Yes, that is the core of the recall system: a patient's last exam date drives an automatic reminder when the typical recall window opens, rather than relying on them to remember.