AI voice receptionist for multi-location eye care groups
Fill more chairs without hiring more front desk staff.
AEYEON answers patient calls across every location, books appointments, and handles routine questions 24/7, so your teams can focus on the patients already in front of them.
Built for multi-location optometry groups.
The problem
Your phone is the busiest front desk you have.
Every day, your teams are checking patients in, checking patients out, answering questions, handling insurance, and scheduling appointments.
They can't always answer the phone.
And every missed call can mean a missed appointment.
In one multi-location group we assessed, 10 to 15% of inbound calls went unanswered. About half of those callers were trying to book.
- Missed call
- No conversation
- No appointment
- Empty chair
- Lost revenue
Every location answers differently
Hold times, scripts and follow-up change by site and by shift.
Missed calls nobody sees
A patient who hangs up doesn't show up in any report. They just book somewhere else.
Staff tied to the phone
The people who should be helping patients in the office spend hours on calls and callbacks.
After-hours goes to voicemail
Evenings and weekends are when many patients finally have time to call.
What AEYEON handles
Take the phone off your front desk's plate.
AEYEON handles the routine calls that pull your team away from the patients standing in front of them.
Example call. Illustrative, not a real patient.
Appointments
Books eye exams for glasses, contacts and more into your live schedule, and reschedules existing visits. Cancellation requests go straight to your team.
Hours and locations
Answers hours, addresses and directions instantly, for the right location.
Orders and prescriptions
Takes glasses, contact lens and prescription requests and turns them into a ticket for your team.
People and urgent calls
Transfers live to your team when a caller needs a person, takes a callback if no one picks up, and sends emergencies to 911.
After hours
Answers evenings and weekends the same way, so calls don't go to voicemail.
Everything else
Takes a clear message with the caller's details and reason, based on your rules.
Your team stays focused on patients. AEYEON stays focused on the phone.
Built for groups
One AI front desk for your entire network.
Every location gets its own hours, services, scheduling rules and call routing, all managed through one system.
Centralized for your operations team. Personalized for every location.
One place to see every location
Every call from every location lands in one dashboard, with the reason, the outcome and what's left for your team.
Different rules for every location
Each location has its own phone number, hours, exam types, schedule and transfer routing.
One consistent patient experience
Patients get the same level of coverage wherever they call, day or night.
Owners and ODs
Every location answers the same way, every time, and patients reach a person when they need one.
CFOs
Recover appointments lost to missed calls, on a predictable per-location cost.
COOs and operations leads
One view of call volume and outcomes across all locations, without adding headcount.
Per-location control
- Phone number, hours, exam types and transfer routing set for each location
- One call log and dashboard across the whole group
- One agreement covers every location
- Start with one location or all of them, and add more at your own pace
How a rollout runs
- Map your locations. Hours, providers, call types.
- Connect your schedule. Real availability.
- Configure each location. What goes to staff.
- Test calls with your team. Before patients hear it.
- Forward your lines. Location by location.
- Go live, review weekly. As call data comes in.
Our most recent rollout took six locations live at once.
Missed-call estimate
How much revenue are your missed calls costing you?
Even a small number of missed calls across multiple locations can add up to significant appointment revenue.
Estimated potential missed revenue
$0per month, about $0 a year
This estimates appointment revenue exposed to missed calls. It is not a guarantee of revenue AEYEON will recover.
See how AEYEON can capture those callsThe alternative
More front desk hours don't solve the phone problem.
Adding staff can help with coverage, but your locations can still miss calls when the front desk is busy, several patients call at once, or it's after hours.
Traditional approach
Add staff
- More shifts
- More payroll
- More scheduling
- More management
AEYEON
Add phone coverage
- 24/7 coverage
- Every location
- Several calls at once
- One system
AEYEON doesn't replace your front desk.
It takes the phone off their plate.
Security and compliance
Built for patient data. Built for healthcare.
AEYEON is designed around the security, privacy and compliance requirements of patient communications.
HIPAA
End-to-end HIPAA compliant. We sign a BAA with you, and every system that touches patient data is covered by a signed BAA.
Data security
Patient data stays in the US on infrastructure dedicated to AEYEON, not shared hosting. Every call event is signature-checked before our system acts on it.
Access controls
Only authorized AEYEON team members can reach production systems. Your staff see calls through a secure dashboard login.
Encryption
Encrypted in transit over HTTPS, and at rest with encrypted storage and encrypted daily backups.
Data retention
Sensitive details are redacted from stored call records, recording links expire after 24 hours, workflow logs are deleted after 7 days and backups are kept for 30 days.
Auditability
Every call is logged with the caller's reason, what AEYEON did and the outcome, so you can always see what happened.
FAQ
Questions groups ask us.
Does AEYEON work across multiple locations?
Yes. It runs on every location's phone line at once, with one dashboard for the whole group.
Can every location have different hours and scheduling rules?
Yes. Each location has its own phone number, hours, exam types, schedule and transfer routing, set up with you during onboarding.
Does AEYEON integrate with our scheduling or practice management system?
AEYEON connects to your practice's live schedule to check availability and book appointments. Tell us which system you use and we'll confirm how we connect during the demo.
Can AEYEON book appointments directly?
Yes. It checks live availability, offers real open times and books the appointment into your schedule during the call. Reschedules work the same way.
What happens when AEYEON can't answer a question?
It transfers the call live to your team. If no one picks up, it takes a callback request with the caller's details and reason. Clinical and billing questions always go to your staff, and callers describing an emergency are told to dial 911.
Can calls be transferred to our staff?
Yes. Any caller who asks for a person, or has an urgent issue, is transferred live to the number you choose for that location.
Does AEYEON replace our front desk staff?
No. AEYEON handles the phone work that pulls staff away from patients. Your team focuses on the people in front of them while AEYEON handles calls in the background.
What happens if several patients call at once?
AEYEON answers several calls at the same time, so callers don't wait on hold behind each other.
How long does implementation take?
Locations go live in batches after we map your locations, connect your schedule and run test calls with your team. Our most recent rollout took six locations live at once.
How do we monitor what AEYEON is doing?
Every call appears in your dashboard with the location, the caller's reason, what AEYEON did and whether anything is left for your team.
Is patient data secure?
Yes. AEYEON is end-to-end HIPAA compliant, signs a BAA, encrypts data in transit and at rest, and keeps it on dedicated US infrastructure. See the security section for details.
What happens after we sign up?
We map your locations, connect your schedule, configure each location, run test calls with your team, forward your lines and go live. After launch we review calls with you and keep tuning.
What doesn't it do yet?
Cancellations are passed to your team rather than cancelled automatically. Outbound calls, text messaging and insurance verification are not live today, and Spanish is not supported yet. Planned next: appointment reminders, recall and reactivation, and text follow-up.
How is it priced?
Per location, month to month, with no long-term commitment. Pricing depends on the number of locations and call volume. Start with one location or several and add more at your own pace. You'll get a written quote after the demo.
See what AEYEON could do across your locations.
We'll show you how AEYEON would handle calls across your locations, fit into your existing workflow, and help your teams capture more appointment opportunities.
No obligation. See how it would work for your organization.
Prefer email? Email us: hello@aeyeon.com