Order tracking for spectacles and contacts involves manually receiving details, logging them in spreadsheets, contacting suppliers, and chasing status updates. This manual process consumes significant staff time and creates delays in patient notifications.
Automation captures order details automatically, monitors supplier systems daily, and notifies patients when orders arrive. The result is faster turnaround times and fewer missed deliveries.
The full workflow, from trigger to completion.
New spectacle or contact order is created or received via email. Automation captures order details including patient, item type, supplier, and delivery address.
Order details are automatically written tracking log with order date, supplier, expected delivery window, and status set to 'Pending'.
Automation sends order details to the supplier's system via API or email integration, capturing the supplier's order confirmation number and estimated delivery date.
The automation polls the supplier's tracking system daily for status updates. If status changes (e.g. 'Shipped', 'Out for Delivery'), the automation updates the tracking sheet and triggers notification.
When delivery is imminent or confirmed, a message is sent to the practice team with order details and patient contact information.
Patient receives an SMS or email notification with order arrival confirmation, collection instructions, and practice contact details.
Order status is automatically updated in the patient's contact record, marking the order as delivered and logging the completion date for follow-up and reporting.
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