Recall engine
SMS and email recalls on each patient's own schedule, with booking links, follow-ups and reports on who came back.
Optometrist software: recalls, bookings & frame catalogue
Optometrists: recalls that bring them back. Frames they can browse. Test more, chase less.
Recall letters go out by post, frames can only be seen in store and the phone rings all day with people asking if their glasses are ready. We build recall, booking, frame catalogue and job tracking systems for independent optometrists that all talk to each other. Then we host them and look after them.
Looking for optometry software that handles recalls, bookings and frames without the chains' budget?
An independent optometry practice is a clinic and a retail shop under one roof. The optom is testing eyes while the front desk is fitting frames, chasing the lab, ringing patients about collections and posting recall letters to addresses that went stale three years ago. The chains have whole marketing teams doing recalls and online bookings. You've got a receptionist and a stack of envelopes.
Wollopit builds custom optometry software around how your practice actually runs. Recalls go out by SMS and email with a booking link. Patients book their own eye test and fill in their history before they arrive. Your frame wall goes online so people can shortlist before they visit. Every glasses job is tracked from order to pickup and patients get a text when it's ready. We connect to the practice management software you already use and look after the lot on our own servers.
01The problems
What we hear from optometrists
Does your optometry practice have these problems? Here's how we'd fix them.
Most independent optometrists we talk to give better care than the chains. The trouble is the admin around it, which still runs on paper, phone calls and a drawer full of glasses nobody has picked up.
- The problemRecall letters cost a fortunePrinting, envelopes and postage every month. Half go to old addresses and the rest sit on the fridge until they're forgotten.How we fix itSMS and email recalls timed to each patient's recall date with a one-tap booking link. Follow-ups go out on their own if nobody books.
- The problemReception is stuck on the phoneThe front desk is mid-fitting when the phone rings again. Someone wants a Saturday test and someone else wants to move theirs.How we fix itOnline booking for eye tests, contact lens checks and kids' tests, with the right appointment length for each optom and each test type.
- The problemYour frame wall is invisible onlineHundreds of frames in store and not one of them on the website. Shoppers browse the chains' sites instead.How we fix itAn online frame catalogue with brand, shape, size, colour and price. Patients shortlist frames and reserve them to try on at their visit.
- The problem"Are my glasses ready yet?"The same call ten times a day. Someone has to check the lab, check the drawer and ring back.How we fix itEvery job tracked from ordered to at the lab to ready. Patients get an automatic text the moment their glasses are fitted and checked.
- The problemGlasses sitting in the drawerJobs finished weeks ago are still waiting for pickup. Some have a balance owing and nobody's chasing it.How we fix itCollection reminders that escalate on their own, plus a payment link for any balance so pickup takes thirty seconds.
- The problemContact lens reorders are manualPatients run out, ring in a panic and the order gets keyed in by hand. Some just buy online somewhere else.How we fix itReorder reminders timed to their supply, online reorders with script expiry checks and optional auto-ship subscriptions.
- The problemKids slip through the cracksParents don't know when their child should be tested. Myopia control patients miss their review appointments.How we fix itSchool-age test reminders for families and review schedules for myopia control and ortho-k patients, sent to the parent's phone.
- The problemHealth fund extras go unusedPatients forget they've got optical cover until it resets. Then they wonder why nobody told them.How we fix itExtras reminder campaigns before benefits reset, sent to patients who haven't bought glasses or lenses this year.
- The problemClipboards at check-inMedical history, medications and symptoms written on paper, then typed into the system while the next patient waits.How we fix itOnline pre-test forms sent with the booking confirmation. Answers land in the patient record before they walk in.
- The problemReferral letters retyped every timeLetters to GPs and ophthalmologists rebuilt from scratch. Nobody's sure if the referral was ever followed up.How we fix itReferral and report templates that pull in the findings, sent securely, with a follow-up task if the patient hasn't been seen.
- The problemThe chains own GoogleSearch 'optometrist near me' and the big brands fill the page. Your reviews are good but there aren't enough of them.How we fix itA fast website built to rank in your suburb, plus review requests after each visit so happy patients actually leave one.
02What we build
Solutions
What we build for optometrists. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Online eye test booking
Tests, contact lens checks, kids' tests and dispensing appointments booked online with the right length for each optom.
Pre-test intake forms
History, medications, symptoms and health fund details filled in at home and saved straight to the record.
Frame catalogue
Your frame wall online with brand, shape, size, colour, material and price. Filters that make sense to patients.
Try-on reservations
Patients shortlist frames online and you have them pulled out and waiting when they arrive.
Glasses job tracker
Every spectacle job tracked from order to lab to fitting to pickup, with due dates and overdue flags.
Ready & collection texts
Automatic ready notifications, collection reminders and payment links for any balance owing.
Contact lens reorders
Supply-based reminders, online reorders, script expiry checks and auto-ship subscriptions with home delivery.
Kids & myopia reminders
School-age test prompts for families and review schedules for myopia control and ortho-k patients.
Health fund extras campaigns
Reminders before benefits reset, aimed at patients who haven't claimed this year.
Referral & report letters
Templates for GPs, ophthalmologists and schools that pull in findings, with follow-up tasks.
Reviews & Google profile
Review requests after each visit, every review in one inbox and your hours kept right on Google.
A website that's easy to see
Hand-built, quick on mobile, with booking, the frame catalogue and your team. Built to rank for 'optometrist near me'.
03The systems
The big ones
Your whole practice, on one system.
These are the systems optometrists ask us about most. Each one works on its own and they get properly clever when they're joined up.
Recalls
Recalls that book themselves.
Every patient gets reminded on their own schedule by SMS and email, with a link that drops them straight into an available appointment. If they don't book, a polite follow-up goes out on its own. You see exactly who came back and who needs a call.
- Recall dates pulled from your practice software
- SMS and email with one-tap booking
- Automatic follow-ups if nobody books
- Different intervals by age and condition
- Diabetic and glaucoma review recalls
- Family recalls grouped together
- Old addresses and numbers flagged
- Call list for patients who never respond
- Recall-to-booking reports by month
Bookings & intake
Eye tests booked while you're testing eyes.
Patients book their own test online at any hour and pick the optom they like. Their history form arrives with the confirmation, so the paperwork is done before they sit in the chair.
- Online booking 24/7
- Appointment types with their own lengths
- Book with a preferred optometrist
- Pre-test history forms sent automatically
- Answers saved to the patient record
- SMS reminders and easy rescheduling
- Waitlist fills cancelled slots
- Family bookings in one go
- Synced with your appointment book
Frame catalogue
Your frame wall, open all night.
Every frame you stock goes online with photos, sizes and prices. Patients browse from the couch, shortlist a few and reserve them to try at their visit. They walk in already half decided.
- Photos, brand, shape, colour and size
- Filters for face shape and budget
- In-stock flags from your frame stock
- Shortlist and reserve to try on
- Reservations list for the dispenser
- Kids' and sports frame ranges
- Sunglasses and prescription sunnies
- New arrivals shown first
- Bulk upload from supplier lists
Job tracking
No more "are my glasses ready?" calls.
Every glasses job is tracked from the moment it's ordered to the moment it's collected. Patients get a text when it's ready and reminders if it sits too long. Anything stuck at the lab gets flagged before the patient notices.
- Jobs from order to pickup on one board
- Lab due dates and overdue flags
- Remakes and warranty jobs tracked
- Automatic ready texts
- Collection reminders that escalate
- Payment links for balances owing
- Repairs and adjustments logged
- Uncollected jobs report
- Fund claim status on each job
Contact lenses
Lens patients who never run out.
Reminders go out just before a patient's supply runs low. They reorder online in a couple of taps or let a subscription ship it for them. Script expiry is checked automatically so they're nudged to book a check when it's due.
- Reminders timed to supply
- Online reorders in two taps
- Auto-ship subscriptions
- Script expiry checks
- Contact lens check recalls
- Home delivery or pickup
- Card payments with Stripe or Tyro
- Saved lens details per patient
- Reorder reports by brand
04How it changes
Before and after
A recall month, wolloped.
Here's how a month of recalls and collections could change. Every practice is different, so we map yours first.
Before
- Print the recall list from the practice software
- Stuff, stamp and post a pile of letters
- Answer the phone all week to book them in
- Type history forms in while patients wait
- Ring patients one by one when glasses arrive
- Glasses sit in the drawer for a month
After
- Recalls go out by SMS and email on their own
- Patients tap the link and book themselves
- Follow-ups chase the ones who didn't
- History forms are done before they arrive
- Ready texts go out when the job is checked
- Collection reminders and payment links clear the drawer
05Services
Everything under one roof
Software, websites and systems for optometrists.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for optometrists
Built around how your optometry practice actually runs: recall engine, online eye test booking and the admin in between, in one system you own.
Websites for optometrists
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Optometry practice system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for optometrists
Pre-test intake forms and frame catalogue: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Optomate, Sunix and HotDoc so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your optometry practice, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the practice management software you rely on, work alongside the platforms you're happy with and replace the ones holding you back.
- Optomate
- Sunix
- HotDoc
- Cliniko
- HICAPS
- Tyro
- Stripe
- Afterpay
- Zip
- Xero
- MYOB
- Microsoft 365
- Twilio SMS
- Mailchimp
- Google Business Profile
- Shopify
- Australia Post
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your optometry practice: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit at the front desk, watch the dispensing floor and talk to your optoms, then work out where the time and patients are leaking.
- 02
Archi-tech
We plan it before writing code: your recalls, appointment types, frame stock, lab jobs, lens patients, privacy, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually recalls or ready texts first, so you feel the win within weeks.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things optometrists ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Do we have to replace Optomate or Sunix?
No. Your practice software stays the clinical record. We build around it, pulling recall dates and appointments so the recalls, bookings, catalogue and job tracking sit on top. If something is genuinely holding you back, we'll show you what changing it would involve first.
Can patients reserve frames to try on?
Yes. Patients shortlist frames in the online catalogue and reserve them for their visit. Your dispenser gets a list so the frames are out and waiting when they arrive.
Can patients get a text when their glasses are ready?
Yes. Once the job is marked as fitted and checked, the patient gets a text automatically. If they don't collect, reminders follow on a schedule you set.
Can recalls follow different intervals for different patients?
Yes. Standard tests, kids, diabetic reviews, glaucoma monitoring and contact lens checks can all have their own timing and wording.
Is patient information kept private?
Yes. We host it on our own managed servers with staff logins, access controls and audit logs. We build it to work within the Australian Privacy Principles.
Can we remind patients about health fund extras?
Yes. We can send reminders before benefits reset to patients who haven't bought glasses or lenses this year, worded the way you like.
How much does an optometry system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like recalls or ready texts can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most optometrists we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an optometry practice problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.