How to use “Prescriptions due for refill” on the dashboard

Navigate to your Otto Dashboard.

Each patient entry includes:

• Patient Name
• Assigned Product(s)
• Last Order Date
• Recall Date (Reminder Sent Date)

How to Interpret the Dates

If the Last Order Date is more recent than the Recall Date, the patient has already placed an order since receiving their reminder and no additional follow-up is required.

Following Up with Patients

To send another reminder:

1. Click Follow-Up in the top bar.
2. Start typing the patient's name in To, then click the right match. Their assigned products are attached automatically.
3. Pick a message template and edit it before sending.
4. Click Send.

Managing Assigned Products

If a patient has multiple products listed under Assigned Product, all assigned products will appear in their Order Link.

To remove outdated products:

1. Click View to the right of the patient's name or Manage under Assigned Products to go to the patient's file.
2. Find the product you want to remove.
3. Click the ... menu beside the product.
4. Select Remove Association so the patient no longer sees it as an assigned product.

Important

• Trial lenses will never be visible to the patient
• Always ensure the patient has at least one revenue product assigned so they can successfully reorder online.

Wearing Schedule Best Practice

If your staff are not updating patients' wearing daily lenses usage schedule, some patients— particularly those who wear their contact lenses fewer than seven days per week—will receive refill reminders earlier than needed.

When placing an order or adding a prescription, use the shortcut beside the Refill Reminder field to indicate how many days per week the patient wears their contact lenses. Otto will automatically calculate a more accurate refill reminder date based on their actual wearing schedule.

Exporting Refill Data

Click the Export button in the upper-right corner of the module to download the current refill list.

The exported file includes:

• Patient Name
• Right Eye Product
• Left Eye Product
• Last Order Date
• Recall Date

Note: The export currently includes only patients whose Recall Date falls within the past month.

Finding Patients Who Haven't Reordered

Once you've exported the report, you can quickly identify patients who have not placed an order since receiving their refill reminder.

Open the file in either Excel or Google Sheets and add a new column called Ordered Since Reminder and enter the following formula in F2:

=IF(D2<E2,"No","Yes")

Copy that value to all subsequent cells.

The results indicate:

• No — The patient has not placed an order since receiving their refill reminder. These patients are good candidates for a follow-up.
• Yes — The patient has placed an order since their refill reminder and does not require additional follow-up.

You can then filter the Ordered Since Reminder column to display only "No", giving your team a targeted list of patients to contact.