Back to School Vision Campaign using Voice AI
- Yaopeng Zhou
- Aug 20
- 2 min read
1. Define Your Target List
Who to call:
Kids due (or overdue) for annual eye exams (based on recall records).
Families with active vision benefits.
Parents who purchased kids’ glasses last year.
How to segment:
Pull from EHR/CRM (e.g., “last exam > 12 months ago, age <18”).
Segment by urgency: overdue > due soon > benefits expiring.
2. Create Campaign Messaging
Personalize recall reason for each segment. Examples:
Overdue exam: It’s been over a year since Emma’s last eye exam — let’s get her ready for school with clear vision.
Benefits expiring: Hi Mark, your child still has $200 in vision benefits left. Would you like to schedule before school starts?
New glasses ready: “Hi Lisa, Ethan’s glasses are ready for pickup — would you like to schedule a quick fit before school begins?”
3. Train & Configure Voice AI
Set up customer list and corresponding reasons for recall
Feed the list to Careline AI. Careline will read the list and digest the information.
4. Launch Campaign
Timing:
Best to run mid-July through early September.
Call between 10am–2pm (stay-at-home parents) and 5–7pm (after work).
Cadence:
1st attempt: live call +voicemail
2nd attempt: livecall + SMS.
3rd attempt: follow-up reminder.
5. Track & Optimize
Metrics to monitor:
Call connection rate.
Booking conversion rate (appointments scheduled / total calls).
Show rate for booked appointments.
A/B testing:
Test urgency wording: “back to school” vs “benefits expiring” vs “free child exam promo.”
Test call times for best pickup rates.
6. Close the Loop
Sync outcomes with your EHR or practice management system.
Send appointment reminders via Voice AI or SMS to reduce no-shows.
Example Results from Clinics
Traditional postcard/email recall → ~5-10% success rate.
Voice AI recall (personalized, proactive) → 25–40% success rate.
Campaign ROI: For 1,000 patients called, ~250–400 exams scheduled → $25K–$40K revenue (assuming $100 avg exam + eyewear).
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