Your patients have $240 of unused benefits.
Most have no idea.
Optometry patient retention software tracks each patient's VSP, EyeMed, or Davis Vision benefit year — frame allowance, contact lens benefit, exam window — and drafts personalized outreach when it's about to reset. It also handles annual exam recall, contact supply re-orders, and the highest-converting Q4 expiration campaign in the practice.
Three planning tools: Book Value, Drift Radar, and Voice Training. Source-system fit and healthcare readiness are confirmed during the managed launch before a covered workflow is activated.
Four cadences, all on different timers.
Annual exam, frame allowance, contact supply, and benefit-year reset — each on its own clock. The engine watches all four per patient.
Per-patient anniversary from last exam date. Fire at month 11 to land before the next year's calendar fills.
VSP/EyeMed typically allow new frames every other year. Track to the exact reset date by plan, not generic.
Re-order reminder at month 10. References last brand, quantity, and Rx — not 'we miss you'.
Q4 expiration campaign starts Oct 1. The single highest-converting cadence in optometry.
What a 90-day plan could look like.
Formula-driven scenario for a hypothetical 2,000-patient practice using editable frame and exam values. These are not customer outcomes.
PMS export uploaded. Benefit data parsed. First-pass dormant book sized.
Q4 benefit-expiration sequence fires to ~600 patients with unused frame allowance.
Per-patient cadence learned. Contact supply and exam-recall sequences come online.
Day-end exports show recovered revenue traceable to specific messages. Compounding effect kicks in.
Scenario notice: Illustrative inputs only—not observed Retention IQ customer results, industry benchmarks, or a guarantee. Replace the rate, benefit, ticket, reachability, consent, cancellation, no-show, and completion inputs with measured practice data.
Open the app. See who's about to lose benefits.
"Hi Jennifer — Dr. Patel's office. Quick heads-up: you have $240 of VSP frame benefits still available, and they reset on December 31. We've got new arrivals from Maui Jim and Lindberg in this month. Want me to set up a Saturday appointment? — Marisol"
"Hi Marcus — you should have a few weeks of Acuvue Oasys 1-Day left from last September's order. Want me to put the same 12-month supply on order so it arrives before you run out? Same Rx, free standard shipping. Just reply YES and I'll handle it."
Drafts use only permitted, minimum-necessary data for the approved use case. Production delivery remains disabled until sender, consent, suppression, opt-out, and channel-readiness checks pass; the customer controls campaign approval.
Speaks vision insurance, not 'business in general.'
It knows VSP plan years differ by employer. It knows EyeMed has separate frame and contact benefits with separate reset dates. It knows Davis Vision allowances by group. You don't have to teach it.
Carrier & benefit tracking
- VSP (Vision Service Plan)Plan-year tracking by employer group. Frame allowance ($150–$250 typical). Lens enhancement coverage. Contact lens allowance separate.
- EyeMedIndependent frame vs contact lens benefit tracks. In-network vs out-of-network allowance. Plan-year vs calendar-year by employer.
- Davis VisionTiered network frame allowances. Material co-pay tracking. Lens-only vs full-package benefit windows.
- Spectera / Superior VisionSpecialty plan tracking. UHC and Anthem-integrated vision benefits handled separately.
- Self-pay & FSAPatients without vision insurance flagged for FSA/HSA reminder campaigns in Q4 (frames + Rx sunglasses are FSA-eligible).
Operator intelligence
- Per-OD scorecardsMultiple ODs in the practice — each with their own patient book, exam pace, and rebook rate. Role-fair benchmarks.
- Q4 campaign auto-schedulingBenefit-expiration sequence starts Oct 1 automatically. Tiered urgency: 60 days out, 30 days out, 14 days out. Stops firing once patient books.
- Contact supply revenueRe-order reminders at month 10 of a 12-month supply. References specific brand, quantity, and Rx. Conversion 22–35% on the first message.
- Cross-sell that isn't pushyFrame buyers ready for Rx sunglasses. Annual-exam patients due for retinal imaging. The engine knows pairings that convert in optometry without feeling salesy.
- Source-of-truth bookingNever holds calendar locks. Re-reads your Eyefinity / RevolutionEHR / Crystal PM availability live before every write. Audit-logged with 7-year retention.
No rip-and-replace.
We connect via CSV export or direct integration. Your booking, Rx writing, and eligibility verification stay exactly as they are today. See the integration architecture →
The questions every OD asks.
01 How much unused vision benefit is sitting in a typical optometry practice's patient book? +
02 Does Retention IQ work with VSP, EyeMed, and Davis Vision? +
03 How does the booking integration work without disrupting our schedule? +
04 Can Retention IQ support a covered optometry workflow? +
05 What about contact lens supply re-orders? +
Built for clinical practices from day one.
Patient data is PHI. A BAA is executed after healthcare-readiness review and before any of it moves. Infrastructure: AES-256 at rest, TLS 1.3 in transit, audit-logged access with 7-year retention. Outreach messages never reference Rx details, procedure codes, or clinical findings — they reference 'your benefits,' 'your annual exam,' 'your contacts.'
How Retention IQ compares for optometry
Side-by-side breakdowns of TechStack Retention IQ against the patient-comms and recall tools optometry practices most often evaluate.
See your practice's real dormant-benefit number.
15-minute sample-data walkthrough. If the workflow fits, we validate permitted data, consent, BAA terms, and subprocessor readiness before patient data moves.