A WhatsApp bot for optics and hearing centers
that books exams and checks stock, no calls needed
A patient wanting to book an eye exam or check if a frame is in stock should not need to wait for the line to free up. We build a WhatsApp bot that books against real availability, checks stock from your real inventory, and pings your staff the moment a new booking lands.
Why optics and hearing centers lose money today
A patient wanting to book an exam or check whether a specific frame or hearing device model is in stock usually has to call during business hours, exactly when staff are busy with fittings. Many simply do not call back, and a center loses a booking it would have had if the answer had come instantly.
A second cost shows up for chains with several branches: a patient asking about a specific product often gets told to “call around” to different locations, since staff at one branch cannot easily check another’s inventory, which is friction a patient comparing options elsewhere does not have to deal with. A third, quieter cost is the missed annual checkup. A patient who booked an exam a year ago rarely rebooks proactively without a prompt, and a center with no systematic way to remind them loses that repeat visit along with it.
What we build
A WhatsApp bot with exam booking against real slot availability, stock checks against your real inventory across branches, and reschedule or cancellation handled directly in the chat. Every new booking pings a staff alert instantly, and a simple admin panel lets staff update stock and slots without a developer ticket.
For a multi-branch business, the bot checks inventory across all locations in one lookup, so a patient gets a direct answer about which branch has what they want instead of being passed between locations. Appointment confirmations include what to bring, a current prescription, insurance details, which cuts down on exams that have to be rescheduled because a patient arrived without what was needed. An annual recall reminder, sent automatically around a patient’s last exam date, brings back the checkup business a center would otherwise lose to nobody following up, and the same reminder can nudge a device-warranty check or a cleaning service at the right interval too.
Typical integrations: your scheduling tool, your POS or inventory system, and a staff chat for booking alerts. For a chain, the bot defaults to checking the branch nearest the patient first, falling back to neighboring branches only if asked, so the most relevant answer comes first rather than a long list of every location.
What stays with humans
Prescription and test-result interpretation stay entirely with your optometrists and audiologists. The bot’s job is booking and stock logistics, never the clinical read. Fitting adjustments and any follow-up decision about a device stay with the specialist who handled the original fitting, not with anything the bot infers from a message.
Price and timeline
| Model | Price | What you get |
|---|---|---|
| Agency runs it | from $900 | We build, launch, host and support the bot as your stock and schedule change |
| Full control, handover-ready | from $1,530 | Same build, full source code and credentials transferred, documentation included, paid edits available as an option |
Timeline is 1 to 2 weeks for either model. A multi-branch business connecting several locations’ inventory feeds typically lands toward the longer end of that range.
Related
Pair this with an AI agent for optics and hearing centers for recall reminders and pricing FAQ, or a CRM for optics and hearing centers to run recall campaigns across your full patient base. See the full development service for everything else we build on the same stack. A multi-location clinic marketing build is detailed in the medical centres network case study, and four years of continuous local marketing work is in the tattoo studio case study. Get in touch for a fixed price and a one-to-two-week plan.
FAQ
How much does a WhatsApp bot for an optics or hearing center cost?
A booking and stock-check bot is about $900 to $1,500. A bot that also handles recall reminders is $1,500 to $2,500.
How long does it take to build?
1 to 2 weeks for booking and stock checks alone. Adding recall reminders usually takes closer to 3 weeks.
Can it check stock across different branches?
Yes, if your inventory system tracks stock per branch, the bot can tell a patient exactly where a specific frame or device model is available.
Does it handle payment or deposits?
It can confirm a deposit requirement and payment method, with actual payment processed through a link if you take deposits online.
Can it send bookings into our existing scheduling software?
Yes, into your scheduling tool or a spreadsheet, with an instant alert to a staff chat.