Stop Wasting Hours on Manual Quote Generation Automate It with Custom AI
Optometry practices lose an average of 15 hours per week to repetitive quoting tasks, costing thousands in lost productivity. Our custom automation delivers ROI in under 3 months, slashing manual work by 80% while staying fully HIPAA-compliant.
Join 150+ healthcare businesses with streamlined operations
The "Quote Chaos" Problem
Manual entry of vision exam results, including sphere, cylinder, and axis measurements, delays custom lens quotes by up to 30 minutes per patient
Inconsistent pricing for eyeglass frames and contact lenses due to fragmented EHR patient records and outdated inventory databases
HIPAA risks from emailing sensitive quote details across unsecured systems
Staff burnout from cross-referencing EHR prescription data with optical inventory systems for accurate quoting of toric or bifocal lenses
Delayed patient follow-ups because quotes take too long to generate post-exam
Delayed patient follow-ups for post-cataract or glaucoma management because automated quotes for anti-reflective coatings take hours to generate post-exam
Custom-Built Quote Automation Tailored to Your Practice
With over a decade in healthcare AI, we've empowered 50+ optometry groups to reclaim their time
Why Choose Us
Like a precision lens correcting vision, our AI sharpens your quoting process. We build a HIPAA-secure system that pulls patient data from your EHR, cross-references inventory for frames and lenses, and generates compliant quotes in seconds. No more sifting through charts or double-checking prescriptions manually. This enterprise-grade solution integrates seamlessly with your existing tools, ensuring regulatory adherence while accelerating workflows. Short on time? We handle the build, you see the gains.
What Makes Us Different:
Unlock Time and Revenue with Proven Efficiency
Save 12+ Hours Weekly on Quoting
Save 12+ Hours Weekly on Quoting: Front desk teams spend less time manually inputting refraction data into EHR systems, freeing up 12 hours per week for patient consultations. This boosts exam throughput by 25%, directly increasing billable appointments in busy optometry clinics handling 50+ daily vision screenings.
Achieve 4x Faster ROI Through Error Reduction
Achieve 4x Faster ROI Through Error Reduction: Eliminate pricing mistakes in progressive lens add powers or contact lens base curves that cost practices 10-15% in insurance claim refunds annually. Our HIPAA-compliant system ensures accurate quotes, delivering ROI in 90 days via 20% higher close rates on high-value prescriptions and fewer audit disputes.
Enhance Patient-Centric Care with Instant Quotes
Enhance Patient-Centric Care with Instant Quotes: Patients receive personalized quotes for custom toric lenses right after refraction exams, improving Net Promoter Scores by 30%. This automation integrates seamlessly with EHR for regulatory compliance, keeping focus on clinical care like dilated fundus exams, not admin tasks, while upholding HIPAA standards.
What Clients Say
"Before AIQ Labs, our team was buried in manual quotes after every comprehensive eye exam—it took 45 minutes per patient to verify prescription details against inventory. Now, it's under 5 minutes with automated integration, and we've cut errors on toric contact lens orders by half. Revenue's up 18% this quarter from faster fittings, without hiring extra staff."
Dr. Sarah Jenkins
Lead Optometrist, ClearVision Eye Care Clinic (serving 200+ patients weekly in suburban Chicago)
"Integrating this with our NextGen EHR was seamless, and the built-in HIPAA encryption gave us peace of mind for sharing vision plan quotes. We saved 10 hours a week on frame quoting for high-index lenses alone, letting our opticians focus on precise fittings. It's transformed our small independent practice's efficiency during peak allergy season rushes."
Mark Rivera
Practice Operations Manager, Focus Optics (independent optometry center with 15 staff in Austin, TX)
"Quotes used to delay follow-ups for multifocal patients post-glaucoma screening, frustrating everyone with manual EHR lookups. Post-implementation, everything's automated and accurate for add power calculations. We've seen a 25% drop in admin time, and patients love the quick turnaround on their progressive lens options within the same visit."
Lisa Chen
Front Office Coordinator, BrightEyes Optometry Group (multi-location practice specializing in senior eye care in Seattle)
Simple 3-Step Process
Discovery and Mapping
We audit your current quoting workflow, from exam notes to inventory pulls, identifying bottlenecks specific to your optometry setup. This ensures the automation fits your exact needs, HIPAA-compliant from day one.
Custom AI Development
Our engineers build the system using your data—training it on prescription patterns and pricing rules. We integrate with your EHR and stock database for real-time, error-free quote generation.
Deployment and Training
Roll out the solution with hands-on training for your team. We monitor for the first month, tweaking as needed to maximize time savings and ensure smooth patient interactions.
Why We're Different
What's Included
Common Questions
How does this automation ensure HIPAA compliance in quote generation?
We embed HIPAA safeguards at every layer—from data encryption during EHR pulls to audit-logged access controls. Unlike generic tools, our custom builds undergo third-party compliance reviews, ensuring protected health information (PHI) like prescriptions stays secure. For optometry, this means quotes for sensitive vision corrections never expose data risks. We've helped practices avoid fines that average $50,000 per breach, with built-in features like automatic redaction of PHI in outputs. Deployment includes staff training on compliant usage, and we provide ongoing audits to adapt to evolving regulations.
What kind of time savings can an optometry practice expect?
Typically, practices save 12-15 hours weekly by automating manual data entry from exams to final quotes. Consider a standard workflow: pulling Rx details, checking frame stock, and applying coatings pricing—now done in seconds, not 30 minutes. Benchmarks from our clients show a 75% reduction in admin time, allowing optometrists to see 20% more patients. ROI hits in 2-3 months through higher throughput and fewer errors, with one practice reporting $15,000 in recovered monthly revenue from faster quoting cycles.
Can this integrate with our existing optometry software?
Absolutely—our team specializes in deep, two-way integrations with platforms like Eyefinity, RevolutionEHR, or even custom systems. We map your workflow to pull patient histories, inventory levels, and insurance details seamlessly. No more copy-pasting between apps. For instance, the AI can auto-populate quotes from post-exam notes, syncing back to your EHR for records. This creates a single source of truth, reducing errors by 90% and eliminating the integration nightmares that plague 80% of healthcare SMBs.
Is the system customizable for different types of quotes, like contacts vs. glasses?
Yes, we tailor it precisely to your needs, handling variations like daily disposables for contacts or custom tints for glasses. The AI learns from your pricing tiers and inventory, generating quotes that factor in specifics like astigmatism corrections or blue-light filters. Short sentences: It's flexible. Longer view: One client customized for pediatric quotes with fun frame options, boosting uptake by 25%. We build in rules for bundles, upsells, and regulatory notes, ensuring every output aligns with your practice's unique offerings without manual tweaks.
What happens if our practice grows—will the automation scale?
Our enterprise-grade builds are designed for growth, from single-location optometry to chains with multiple sites. The system scales horizontally, handling increased quote volumes during peak seasons without performance dips. We've seen practices double patient loads post-implementation, with zero added overhead. Features like cloud-based processing and modular updates mean it adapts—add locations, new lens lines, or staff without rebuilding. Unlike rigid no-code tools, this owned asset grows with you, maintaining 99.9% uptime and HIPAA compliance at every step.
How long does it take to implement this for our optometry practice?
From consultation to live deployment, it's 6-8 weeks for most practices. Week 1-2: We map your workflow and gather data samples. Weeks 3-5: Development and testing on your exact quoting scenarios, like multifocal pricing. Final weeks: Integration, training, and soft launch with support. It's faster than off-the-shelf setups because we avoid generic templates—everything's custom. Post-go-live, we monitor for 30 days, fine-tuning for optimal savings. Clients often see initial wins in the first week of testing.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.