Free OpenClaw Skill for Optometry Clinics: Recall and Eligibility Coordinator (Download)

What this skill does for your optometry clinics

• Compiles the weekly annual exam recall list from RevolutionEHR, Crystal PM, or Compulink, keyed to the patient's last comprehensive exam and benefit reset date.
• Verifies VSP, EyeMed, Davis Vision, and Spectera eligibility 48 hours before each appointment with the patient-share estimate ready for the front desk.
• Runs the contact lens reorder cadence at 60% supply consumed, with brand-specific reorder prompts (Acuvue Oasys, Air Optix, Biofinity, Dailies Total 1) and 1-800-Contacts price-match handling.
• Recovers dilation and comprehensive exam no-shows with a same-day rebook cadence and dilation-prep messaging tailored to the patient's documented hesitation.
• Routes refraction-only patients to the optical board for frame selection with the doctor's prescription summary and the lens recommendation from the exam.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: optometry-recall-and-eligibility
description: Annual exam recall, VSP and EyeMed eligibility verification, contact lens reorder, dilation no-show recovery, and optical board referral for optometry clinics. Integrates with RevolutionEHR, Crystal PM, Compulink, VSP, EyeMed, Davis Vision, Spectera.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/optometry-clinics
---

# OpenClaw Skill: Optometry Recall and Eligibility Coordinator

## Overview

This skill turns the OpenClaw agent into a front-desk and optical-floor coordinator
for your optometry practice. It owns the daily eligibility verification, the
annual comprehensive eye exam recall, the contact lens reorder chase, and the
optical board referral for refraction patients. It does not replace the front
desk: it amplifies them.

It is designed for 1 to 5 doctor optometry practices running RevolutionEHR,
Crystal PM, Compulink Eyecare Advantage, My Vision Express, or Officemate /
ExamWriter. Single-location and small multi-location practices both work. The
skill handles the unique vision-care patient flow: annual benefits, dual medical
and vision billing, optical sales, and the contact lens supply cycle.

## What this skill does

1. Daily eligibility verification 48 hours before each appointment (VSP, EyeMed, Davis Vision, Spectera, medical)
2. Annual comprehensive exam recall keyed to last exam and benefit reset date
3. Contact lens reorder cadence at 60% supply consumed with brand-specific messaging
4. Dilation and exam no-show recovery with a same-day rebook cadence
5. Optical board referral for refraction patients with the doctor's lens recommendation
6. Medical-eye recall for diabetic retinopathy and glaucoma surveillance on Medicare-aligned windows

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 8 * * 1-5"          # Weekdays 8am
    action: run_eligibility_verification
    lookahead_hours: 48

  - type: heartbeat
    schedule: "0 7 * * 1"            # Mondays 7am
    action: compile_annual_recall_roster

  - type: heartbeat
    schedule: "0 9 * * 3"            # Wednesdays 9am
    action: compile_contact_lens_reorder_roster

  - type: heartbeat
    schedule: "0 17 * * 1-5"         # Weekdays 5pm
    action: same_day_no_show_recovery

  - type: on_event
    event: ehr.exam_completed
    action: route_to_optical_board

  - type: on_event
    event: ehr.contact_lens_dispensed
    action: enter_supply_consumption_tracking
```

## Workflow: eligibility verification

48 hours before each appointment the agent:

1. Pulls the appointment list from RevolutionEHR / Crystal PM / Compulink
2. For each patient, polls the active vision benefit (VSP, EyeMed, Davis Vision, Spectera) for eligibility
3. For medical-eye visits (diabetic retinopathy, glaucoma, dry eye), polls the medical benefit instead
4. Captures the active plan name, benefit reset date, lens allowance, frame allowance, contact lens allowance, copay, coinsurance, deductible status
5. Generates a patient-share estimate for the front desk to share at check-in
6. Flags any patient with exhausted benefits, lapsed coverage, or coverage change since last visit

The patient-share estimate is the single most important friction point at check-in. Knowing it 48 hours ahead lets the front desk text the patient the expected out-of-pocket and gives the optical floor a head start on the frame discussion.

## Workflow: annual comprehensive exam recall

Every Monday at 7am the agent:

1. Pulls the patient panel filtered for patients past their 11-month exam window
2. Cross-references the benefit reset date to find patients whose vision benefit just reset
3. Drafts a recall text that references the prior exam reason (annual, contact lens fitting, dry eye follow-up, glasses Rx update)
4. Adds 3 open exam slots in the next 2 weeks
5. For patients with benefits about to expire, drafts the use-it-before-Dec-31 urgency message
6. Routes to the front desk for approval

A representative single-doctor practice with 4,000 active patients has 200 to 400 patients in any 4-week recall window. The skill finds the ones with active benefits and a clean recall reason and drafts the right message.

## Workflow: contact lens reorder

The skill tracks supply consumption from the date of dispense forward:

1. At the 60% consumed mark (e.g., 7-month mark on annual supply), the agent generates a reorder text
2. Includes the patient's brand, box count, and the typical reorder price
3. If the patient cites a competitor price (1-800-Contacts, Costco, Walmart, Hubble), flags the optical manager for the price-match decision
4. If the patient's Rx is within 60 days of expiration, bundles the reorder with an annual exam invitation
5. If the Rx is expired, holds the reorder and routes to a doctor-required-rx-update message instead
6. Tracks the dispense back to the supply consumption start for the next cycle

Acuvue Oasys, Air Optix, Biofinity, Dailies Total 1, MyDay, Precision1 and other major brands have specific reorder messaging in the skill. ABB Optical, CooperVision, and Alcon supply chain integrations are documented.

## Workflow: dilation no-show recovery

The dilated comprehensive exam is the highest-value patient encounter in optometry and the most-skipped. When a patient no-shows the agent:

1. Sends a same-day text with three rebook slots
2. References the patient's documented hesitation if any (drives, work, child care, sensitivity to dilation)
3. Offers the alternative imaging path (Optomap, Cirrus OCT) if the practice has equipment as an alternative to dilation
4. If no response in 48 hours, escalates to the front desk for a phone call
5. If no response in 7 days, moves to the lapsed-care recall queue

A practice that loses 15-20% of dilated exam volume to no-shows is leaving meaningful revenue and meaningful clinical surveillance on the table. The skill closes most of that gap.

## Workflow: optical board referral

When an exam is completed and the doctor recommends new glasses, the agent:

1. Reads the prescription, the lens recommendation (single vision, progressive, photochromic, anti-reflective, blue light)
2. Drafts a hand-off message from the doctor to the optical board with the recommendation summary
3. If the patient walks out without selecting frames, sends a follow-up text within 24 hours with 3 brand or style suggestions
4. If still no decision in 7 days, sends the "use it before benefits reset" urgency note
5. Tracks the eyewear sale completion and ties back to the exam encounter for revenue per encounter analytics

## Memory keys

```yaml
memory:
  - key: opt.eligibility[{patient_id}]
    description: Current vision and medical benefit state
    schema: { vision_plan: string, vision_reset_date: date, medical_plan: string, deductible_met: bool, last_verified: datetime, patient_share_estimate: number }

  - key: opt.recall_status[{patient_id}]
    description: Annual exam recall stage
    values: [in_window, contacted, scheduled, completed, lapsed_3m, lapsed_6m, dormant]

  - key: opt.cl_supply[{patient_id}]
    description: Active contact lens supply consumption
    schema: { brand: string, box_count: int, dispense_date: date, expected_depletion: date, rx_expiration: date, last_reorder_offer: datetime }

  - key: opt.no_show_queue[{patient_id}]
    description: Active no-show recovery stage
    values: [same_day_text_sent, 48h_call_attempted, 7d_letter_sent, recovered, lapsed]

  - key: opt.eyewear_pipeline[{patient_id}]
    description: Active eyewear sale state
    values: [recommended, browsed, selected, ordered, dispensed, walked_out]
```

## Message templates

```yaml
templates:
  eligibility_patient_share_estimate:
    body: |
      Hi {patient_first_name},

      Quick heads-up before your visit tomorrow. We verified your benefits with
      {benefit_provider}. Your expected out-of-pocket today:

      Exam copay: {exam_copay}
      Frame allowance: {frame_allowance}
      Lens benefit: {lens_benefit_summary}
      Contact lens allowance: {cl_allowance}

      Estimated patient share: {patient_share_estimate}

      We accept HSA, FSA, Care Credit, and major credit cards. See you at
      {appointment_time}.

      {practice_name}

  annual_recall_benefit_reset:
    body: |
      Hi {patient_first_name},

      Your {benefit_provider} benefits reset on {reset_date} and you have not
      used your annual eye exam yet this year. {provider_last_name} would love
      to see you back.

      Open slots:
      {open_slots}

      Pick the one that works and we will hold it.

      {practice_name}

  contact_lens_reorder_annual:
    body: |
      Hi {patient_first_name},

      Heads-up, you are about 7 months into your annual supply of {cl_brand}.
      Reorder time is right around the corner.

      We can dispense {box_count} boxes for {reorder_price} (your last reorder
      was {last_reorder_price}). Reply YES and we will get them shipped to you,
      or pick them up at your next visit.

      {practice_name}

  dilation_no_show_same_day:
    body: |
      Hi {patient_first_name},

      We missed you today. No worries, it happens. Want to grab one of these
      slots to reschedule?

      {open_slots}

      If dilation timing is a concern, we can also do {alternative_imaging} which
      does not require dilation. Reply and let me know what works.

      {practice_name}

  eyewear_walkout_24h:
    body: |
      Hi {patient_first_name},

      Thanks for being in today. {provider_last_name} recommended {lens_summary}
      for you, and I wanted to send a few frame ideas in case you wanted another
      look:

      {frame_suggestion_links}

      Your {benefit_provider} frame allowance of {frame_allowance} is good through
      {benefit_reset_date}. Stop in whenever, no appointment needed.

      {optical_first_name}
```

## Required integrations

| Integration              | Purpose                                              | Read | Write |
|--------------------------|------------------------------------------------------|------|-------|
| RevolutionEHR            | EHR, scheduling, prescription, optical               | yes  | optional |
| Crystal PM               | EHR, scheduling, prescription                        | yes  | optional |
| Compulink Eyecare Advantage | EHR, scheduling, billing                          | yes  | optional |
| My Vision Express        | EHR, optical, contact lens                           | yes  | optional |
| VSP eligibility          | Benefit verification                                 | yes  | no    |
| EyeMed eligibility       | Benefit verification                                 | yes  | no    |
| Davis Vision             | Benefit verification                                 | yes  | no    |
| Spectera                 | Benefit verification                                 | yes  | no    |
| ABB Optical / CooperVision / Alcon | Contact lens reorder fulfillment           | yes  | yes   |
| Twilio (or similar)      | Outbound SMS                                         | no   | yes   |
| Email provider           | Outbound email                                       | no   | yes   |
| OpenClaw Memory          | Cross-run state                                      | yes  | yes   |
| OpenClaw Heartbeat       | Scheduled cadence triggers                           | yes  | yes   |

Write-back to the EHR is optional. Most practices start read-only and have the
front desk commit any EHR changes. After two weeks, flip write access on for
recall date stamps and contact lens reorder notes.

## HIPAA notes

By default this skill operates on patient identifiers, appointment metadata,
vision benefit status, and product-level reorder context. We deliberately avoid
putting refractive prescription detail, ocular health findings, or medical
diagnoses into outbound SMS. For stricter PHI handling, set
`phi_mode: identifier_only` and the agent tokenizes patient identifiers.

Confirm your BAA covers the cloud AI provider you point OpenClaw at. The skill
itself is local; the model inference is not. VSP, EyeMed, and other benefit
verification portals have their own BAA terms which the practice should review.

## Configuration

```yaml
config:
  practice_name: "Your Practice Name"
  practice_focus: vision_first         # or "medical_eye_first", "mixed"
  providers:
    - last_name: "Lin"
      doctor_voice: "warm-friendly"
    - last_name: "Singh"
      doctor_voice: "clinical-direct"
  approval_mode: front_desk_approves_all  # or "autonomous_after_2_weeks"
  phi_mode: standard                      # or "identifier_only"
  benefit_providers: [VSP, EyeMed, Davis_Vision, Spectera]
  contact_lens_supplier:
    - ABB_Optical
    - CooperVision
    - Alcon
  reorder_threshold_percent: 60
  price_match_floor_margin: 0.18
  cadences:
    annual_recall: [11mo, 13mo, 16mo, 22mo]
    cl_reorder: [60pct_consumed, 85pct_consumed, depletion]
    no_show_recovery: [same_day, 48h, 7d]
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv optometry-clinics.md ~/.claude/skills/optometry-recall-and-eligibility.md
# Edit the config block to match your practice
```

Launch OpenClaw and the skill is live. Run `run eligibility verification` or
`compile annual recall roster` on demand, or wait for Heartbeat to fire it on
the configured schedule.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific
EHR, your specific vision benefit waterfall, your specific contact lens supplier,
and your specific brand voice, on a fixed-price two-week clock, with the founder
writing every line of the build, the door is at
https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded optometry-clinics.md as ~/.claude/skills/optometry-recall-and-eligibility.md. OpenClaw picks up new skill files on next agent launch.

2. 2

   Wire in your EHR and vision benefits feed

   Edit the integrations block to point at your RevolutionEHR, Crystal PM, Compulink, or My Vision Express export. Connect VSP, EyeMed, Davis Vision, and Spectera eligibility feeds. Read access is enough to start. The skill ships prompts to translate the daily schedule into the agent's working memory.

3. 3

   Start in front-desk approval mode, validate, then move to autonomous

   Run for two weeks with the front desk approving every outbound message. The skill defaults route any benefit-coordination question, medical-eye complaint, or specialty contact lens fitting to the doctor. After two weeks, flip the routine annual recall and contact reorder messages to autonomous.

Example conversation

Common questions

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