Practice management for Ontario optometry
Everything the practice writes down,
in one record.
The booking, the pretest, the exam, the glasses order, the invoice and the OHIP claim — optobud keeps them on one record that follows the patient from the front desk to the exam lane to the dispensary.
- PHIPA compliant
- Built by engineers alongside optometrists
PHIPA compliant and hosted in Canada. Each practice walled off at the database. Every chart opened is logged.
One login for the whole practice.
The schedule, the day board, health card validation, the dispensary, inventory, invoicing and patient emails and texts come with every plan from the first day; Starter is just that, for an optical store or a practice that charts elsewhere. Essentials adds a second doctor, bookkeeping, a staff time clock, insights, online booking and marketing campaigns; Complete adds the full exam, OHIP billing, your instruments and referral letters, for as many doctors as you have.
- Complete
Exam charting
Every section of an optometric exam, OD over OS throughout, with the findings from last visit a click away.
- Complete
Printed prescriptions
Glasses and contact lens prescriptions that print with your logo, the doctor’s signature and their licence number.
- Complete
Imaging on the chart
Retinal photos, OCT scans and visual fields attached to the exam they belong to, beside the findings they explain.
- Complete
Connected to your instruments
Today that means the iCare (CenterVue) DRS and DRSplus retinal cameras: each photo lands on the patient’s exam by itself — no USB stick, no downloading. A tab left open on any practice computer does the sending; nothing to install.
- Complete
Referral letters
The exam’s findings composed into a signed referral letter, then sent as an outbound referral fax straight from the chart.
Scheduling
A lane per optometrist, shaded by their own hours, with a line for right now and double-booking refused.
The day board
Booked, arrived, pretest, ready, in progress, closed — the whole floor at a glance, with the chart open beside it.
Waiting-room intake
Patients scan a QR code and fill in their own history on their phone, and the desk turns it into a chart.
- Complete
Patient forms by email
Patients whose intake is still to do are emailed the form a few days before their visit, and once more the day before, to fill in at home. It comes back to the desk already matched to their chart, and the reason they gave for the visit opens the exam as the chief complaint.
- Follow-ups onEssentialsComplete
Recalls and reminders
Appointment reminders by email and text, with a calendar file to save the visit, and each patient’s recall date, set in the exam or on the chart, emailed the day it falls due — and followed up if they haven’t booked.
- EssentialsComplete
Birthday and benefits emails
A birthday greeting, and a nudge to use their vision benefits a few weeks before their plan’s year ends — skipped for anyone who has already claimed this benefit year — emailed each morning to the patients who opted in.
- Complete
Patient surveys
A short survey emailed a day or more after each visit, from questions you pick and put in order, with a box for anything else. The answers gather in Insights by doctor and appointment type, a low score shows up in your Updates, and everyone who answers is invited to review you on Google.
Dispensary
Glasses and contact lens orders from the exam’s Rx or one typed in with the doctor who wrote it, invoiced as they are created and followed through the lab.
Inventory
Frames, lenses, contacts and accessories that count down as they sell, scanned onto an invoice or into stock with any barcode scanner, with low stock flagged against your own thresholds and the price you paid for each. Bring your stock list in from Excel or CSV, and record every return, breakage and recount with its reason.
Quotes and purchase orders
A printed quote that becomes the invoice when the patient says yes, and purchase orders to your suppliers that are received straight into stock.
Invoicing
Services and stock on one invoice with its own billing number, a receipt printed or emailed to the patient, payments and adjustments on its ledger, and any date range exported as CSV or PDF.
- Complete
OHIP claims
V-codes in the scheduler and the exam, claims built from each exam overnight and sent to the ministry on its cut-off, its reports and remittance advice brought back by themselves, and stale-dated claims to review.
Health card validation
Check a patient’s health card and version code with the ministry from the chart, as an appointment is booked, and overnight before each day’s appointments — on every plan.
- EssentialsComplete
Bookkeeping
Staff pay on your own schedule — hourly or a fixed amount for the desk, a share of what each doctor brings in with a daily minimum — beside rent, ad spend and what you paid for stock.
- EssentialsComplete
Staff time clock
Anyone you put on the clock punches in and out from their dashboard — only from the practice’s own internet — and their hourly pay comes from the punches. A shift nobody punched out of closes at the end of their scheduled hours, flagged, and every fix keeps the punch it replaced.
- EssentialsComplete
An accountant login
Your bookkeeper signs in to the books and pay runs with their own account, and never sees a chart.
- EssentialsComplete
Insights
Collections, attendance, patient mix and dispensary revenue over the last month, the last year, or any range you pick.
- EssentialsComplete
Online booking
A booking page for your website that drops appointments straight into the scheduler.
- EssentialsComplete
Marketing campaigns
Buy one get one, new frames, a contact lens offer: start from a template, pick who it reaches, and send it by email or text to the patients who opted in.
Messages included
Patient emails and texts come with every plan, and outbound referral faxes with Complete, each month: 200 emails and 100 texts on Starter; 1,000 emails and 500 texts on Essentials; 5,000 emails, 1,000 texts and 200 outbound referral faxes on Complete. No bill per message.
Your records brought over
Send us an export from the system you use today and we move your patients and their records into optobud, at no cost, on any plan — and out again to another EHR if you ever leave. A practice we move in stays for at least its first six months.
In the exam lane
CompleteAn exam that keeps up with the lane.
Built around the way an optometric exam actually runs, not a generic clinic note. Every finding has its place, every table reads OD over OS, and nobody types the same refraction twice.
Last visit, one click away
Step any section back through the patient’s earlier exams, or copy a whole visit and change only what changed. The section names the visit it borrowed from until you save.
The whole exam, in order
History and symptoms, acuity, cover test and stereo, contact lens trials, refraction with dry and wet autorefraction, binocular vision, anterior and posterior segment, diagnosis and recall. Enter moves down the column.
Pretest first, then the doctor
Technicians record the workup under a pretest banner, in the sections the practice gives them. The final Rx and the diagnosis are hidden from the pretest and kept as the optometrist left them.
Prescriptions and referrals, done
Print the glasses or contact lens Rx in one click, and turn the exam into a signed referral letter without retyping a finding.
At the front desk
The whole floor on one screen.
Who is here, who is waiting, and who is next. The scheduler and the day board are built for the desk that keeps the clinic moving.
A lane for every optometrist
Each lane shaded by that doctor’s own hours, a red line for right now, and a double booking refused before it happens.
Where every patient is
Move each case from booked to closed on the day board, tick off confirmations, and read the chart beside the list without leaving it.
OHIP codes where you book
Book V-codes by name, with each code’s frequency rule shown as you choose it.
Booked from your website
EssentialsCompletePatients pick a doctor, a reason and a time on your booking page, and the appointment lands in the scheduler — on the chart they already have if they have been in before.
In the dispensary
From the final Rx to the pickup.
Glasses and contact lens orders start from the prescription already on the chart, sell frames and lenses from your own stock, and bill in the same click.
The Rx from the exam, or typed in
From the exam onCompletePull the prescription from any recent exam straight into the order, so nobody re-keys a sphere and an axis. A patient who brings an Rx from elsewhere has it typed in, with the doctor who wrote it.
Order and invoice in one click
Frames, lenses, services, products and discounts become the invoice as the order is created, and the stock comes off the shelf.
Contact lenses, too
Import the fitted CL Rx or type one in, pick from the catalogue, and price by the box with the prescription’s expiry on the order.
Anyone can take the order
Every role on staff can write and work an order, from the front desk to the technician.
Followed all the way to pickup
Ordered, sent to the lab, received, patient notified, dispensed — every order’s status in one list, filtered by where it is and linked to its invoice.
Stock that counts itself
Sell a frame or a box of lenses and the count drops. Low stock is flagged against your own thresholds, new supply goes in with a couple of clicks, and discontinued lines stay out of the way.
Billing, OHIP and insights
Get paid, and see where it comes from.
Invoices, OHIP claims, the books and the practice’s numbers all read from the same record, so nothing is entered twice and nothing slips through unbilled.
Illustration of an optobud invoice for an invented patient: a service and an inventory item as line items, a card payment and a courtesy adjustment on the ledger, and the amount still outstanding. Invoices that add up
Services and inventory on one invoice; card, cash, insurance and e-transfer payments and adjustments on its ledger; balances owed on every chart.
Illustration of the OHIP claims screen for an invented practice: totals awaiting payment, paid and rejected; the next submission date with each doctor’s claims and total; and claims that need attention before they can go. OHIP on the ministry’s calendar
CompleteClaims build themselves from the exam overnight, anything missing is flagged, and each doctor’s batch goes to the ministry on the last business day on or before the 18th — with a warning well before the three-month deadline.
Illustration of optobud Insights for an invented practice over the last twelve months: tiles for money collected, attendance, dispensary billing and patients due for recall, and a bar chart of money collected and owed by month. Insights
EssentialsCompleteCollections, attendance, patient age, what gets booked and what the dispensary billed — over the last month, the last year, or any range up to five years.
Security
Patient records, treated like patient records.
Access control that lives in the database rather than in the buttons — the interface is only ever the convenient half of it.
PHIPA compliant
Built for Ontario’s Personal Health Information Protection Act from the first table: records stay in Canada, every chart opened is logged, each practice is walled off at the database, and your practice stays the custodian of its own records.
Walled off per practice
Row-level security in the database scopes every query to the signed-in staff member’s own practice, and a test suite tries to cross that wall on every change.
Chart access on the record
Opening a chart, an exam or an order is logged, and so are changes to charts, exams, appointments, invoices and orders — who and when, never the contents.
Hosted in Canada
The application, the database, its backups and your files live in AWS Canada (Central). Error reports are cut down to a short allowlist, in Canada, before they go anywhere else.
Six roles, six jobs
Administrators, optometrists, front desk, opticians, technicians and accountants each get the screens and the write access their job needs. An optician works the desk and fits contact lenses in the exam, and writes nothing else clinical.
Two-step sign-in
A code from an authenticator app on top of a twelve-character password checked against known breaches, with one-time backup codes for a lost phone. Anyone can switch it on, and a practice can require it of its administrators or of everyone.
Private by default
Signed-in pages are never cached, never framed and never indexed, and a practice’s own pages carry no analytics at all.
Built by engineers alongside practising optometrists. Your practice remains the health information custodian for its records — and if you ever move to another EHR, we transfer them to it at no cost to you.
Priced per practice, not per patient.
Monthly, in Canadian dollars, with no setup fee and no charge that grows with the chart list. Every plan brings your records over at no cost, with no cancellation fee.
Starter
$199CAD / month
For an optical store, or a practice that charts elsewhere. Front desk, dispensary and invoice, for one doctor.
Each month: 200 emails · 100 texts
Essentials
$299CAD / month
Adds the books, online booking, campaigns and follow-ups, for up to two doctors.
Each month: 1,000 emails · 500 texts
Complete
$499CAD / month
The whole practice. Full exam, OHIP, instruments and referrals, for every doctor.
Each month: 5,000 emails · 1,000 texts · 200 outbound referral faxes
Opening a new practice? Take 20% off your first year.
Need a feature that isn’t here? Contact us for custom feature pricing.
See it against your own week.
Tell us how your practice runs today and we’ll walk through optobud with your workflow, not a canned tour.
Book a demoPartners & integrations
Building for optometry practices?
We’d like to hear from lens labs, frame and contact lens suppliers, diagnostic equipment makers, insurers and software teams who want to connect their work to optobud. That could mean an integration, a partnership, or referring practices to us.
- Labs & suppliers
- Diagnostic equipment
- Insurers & benefits
- Software & data
- Referral partners