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AI agent for optometrists

Optical Order Tracking Agent

Deliver correct orders to patients on time

MonitoringHealthcareOperations
See how it worksGet access
Optical Order Tracking Agent: what goes in, what the agent does and what you get

What it does

Every pair of glasses and contact lens order goes through a lab or supplier and can stall or arrive wrong. This agent tracks each order from submission to pickup. It checks lab status daily and sends an inquiry for orders 3 days past due, updating the patient if there is a delay. When an order arrives, it compares the lens parameters with the prescription: power, axis, add, prism and coating, using standard tolerances. Anything outside tolerance is held and a remake request is drafted. Before dispensing, it checks that the prescription has not changed since the order was placed; a changed prescription blocks dispensing. It drafts the pickup message. Staff approve remakes and messages. Edge case: if the prescription was updated after ordering, the old order is flagged so it is not dispensed.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueYes, continueYes, continueApprovedNoNoNo 1 STARTS WHEN Order placed 2 USES A TOOL Check lab status daily 3 CHECKS THE RESULT Is the order on time? If not: send lab inquiry and update patient if delayed.Back to step 2. 4 USES A TOOL Compare arrived lenses with the prescription 5 CHECKS THE RESULT Within tolerance? If not: hold order and draft remake request. Back tostep 4. 6 CHECKS THE RESULT Is the prescription unchanged since ordering? If not: block dispensing and flag for the optometrist.Back to step 4. 7 YOU APPROVE Staff approve pickup message 8 RESULT Order dispensed
Read the steps as a list
  1. Order placed
  2. Check lab status daily
  3. Is the order on time?If not: send lab inquiry and update patient if delayed. Back to step 2.
  4. Compare arrived lenses with the prescription
  5. Within tolerance?If not: hold order and draft remake request. Back to step 4.
  6. Is the prescription unchanged since ordering?If not: block dispensing and flag for the optometrist. Back to step 4.
  7. Staff approve pickup messageThe agent waits here for your OK.
  8. Order dispensed

How it decides

Orders past due get a lab inquiry. Arrived orders must match the prescription within tolerance.

  • Orders 3 days past due get an inquiry
  • Standard lens tolerances apply
  • Changed prescriptions block dispensing

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Delay threshold
  • Tolerance table
  • Lab list
  • Message templates

What keeps you in control

It always asks you first

  • Remake requests
  • Patient messages

Hard limits

  • No dispensing without verification
  • No refunds without staff

It stops when

  • Done: dispensed
  • Stop: patient cancels

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA progressive order placed on May 4 was 3 days late, so the agent sent a lab inquiry and a delay note to the patient. It arrived with the cylinder axis off by 8 degrees, outside tolerance. The agent held it and drafted a remake, which staff approved. The new pair arrived 5 days later and passed. The prescription check was clear, and staff sent the pickup message.

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