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Multi-site clinics, hospitals, diagnostic groups, and optometry practices

Please stop running the practice on a paper register and a WhatsApp group.

Appointments are written in a book. The recall list is an Excel export. Claims are chased from a sheet. Saffron builds the system the practice should have had, and the practice owns it.

Show us your registerSee the workflows

What it runs on today.

What a practice runs on today, and what each one costs.

  • The paper register

    Appointments, tokens, and walk-ins written by hand at the front desk.

  • The WhatsApp booking group

    Patients message to book, reschedule, and ask. The thread is the schedule.

  • The recall export

    Due patients pulled into Excel and called one by one.

  • The claims sheet

    Pre-authorisations, submissions, and denials tracked by hand, months late.

  • Lab orders by email

    Spectacle and contact lens orders sent by email. Remakes found on collection day.

  • Practo, Cliniko, Tebra, RevolutionEHR, Optix, Optisoft

    Modular pricing, data that needs a support ticket to export, and a patient app that carries their brand.

Where the time and the money go.

  • Admin time

    The record takes longer than the visit.

    For every eight hours of patient visits, primary care physicians spend 5.3 additional hours in the record system, with 36 minutes of screen time per visit. Front desks carry the same load on paper.

    Source: AMA on EHR time per visit

  • No-shows

    Recall runs on a phone list.

    The average optometry practice sees around a quarter of booked patients not turn up, while disciplined practices run at three percent. The difference is a recall and reminder system that writes back to the record.

    Source: Ocuco on optometry practice KPIs

  • Revenue leakage

    Claims and remakes are found too late.

    Claim denials run at five to ten percent, and one practice recovered around 54,000 dollars a year by cutting them to six. Around fifteen percent of spectacle orders need a remake, at 75 to 250 dollars each.

    Source: Aspect Billing on optometry claim denials; 20/20 Magazine on remake rates

  • Compliance

    WhatsApp is not a medical record.

    WhatsApp will not sign a HIPAA business associate agreement. UK GOS claims have been electronic only since January 2024. The FTC sent 37 Contact Lens Rule warning letters to prescribers in May 2025.

    Source: HIPAA Journal on texting; PCSE on electronic GOS claims; AOA on FTC warning letters

The recall list nobody has time to call is the place to start.

Show us your spreadsheet

What each workflow becomes.

The system prepares the work and stops at the decision. A named person approves anything that leaves.

01Recall that writes back

Starts when. A patient becomes due for review.

Due list
BEFOREAn Excel export, worked through by phone
NOWGenerated from the record every morning
Reminder
BEFORETyped into WhatsApp, one patient at a time
NOWDrafted by AI, approved by staff, sent on the channel the jurisdiction allows
The reply
BEFORELost in the thread
NOWBooked straight into the diary and written to the record

  1. 01Patient becomes due

    By last visit, treatment plan, or lens replacement cycle.

  2. 02Channel chosen

    WhatsApp where permitted. Compliant SMS or email where it is not.

  3. AI DRAFTS

    03AI drafts the message

    Personal, in the practice's voice, with open slots attached.

  4. A PERSON DECIDES

    04Staff approve

    One list, one morning. Approve in bulk or edit individually.

  5. 05Sent, booked, recorded

    Replies book the slot. The record and the next recall date update themselves.

02Claims tracked from pre-authorisation to payment

Starts when. A patient with insurance, a TPA, or a vision plan is seen.

Pre-authorisation
BEFORERequested by email, status unknown
NOWRequested from the record, status visible per patient
Submission
BEFOREA row in the claims sheet
NOWSubmitted with the codes checked, tracked by ageing
Denials
BEFOREDiscovered when the payment does not arrive
NOWReason captured, resubmission queued, root causes reported

  1. 01Encounter closed

    Procedure, codes, and payer captured once.

  2. 02Claim assembled

    Checked against the payer's frequency and coverage rules before it goes.

  3. AI DRAFTS

    03AI drafts the appeal

    For denied claims, from the record and the denial reason.

  4. A PERSON DECIDES

    04Billing approves

    A person checks the codes and the appeal before submission.

  5. 05Submitted and aged

    Every claim on an ageing board. Overdue payers surface on their own.

03One view across every site

Starts when. A second branch opens, or the first gets busy.

Queue
BEFORETokens on a whiteboard
NOWLive queue per doctor and per site, visible at the desk
Staff licences
BEFOREExpiry dates in a sheet
NOWDHA, GOC, and registration dates chased before they lapse
Frames and lenses
BEFOREStock counted per branch, remakes in a notebook
NOWInventory, lab orders, and remakes tracked across branches

  1. 01Patient arrives

    Token issued, queue position visible, doctor notified.

  2. 02Visit recorded

    Consultation, dispense, and lab order in one record.

  3. AI DRAFTS

    03AI drafts the summary

    Discharge note or dispense summary from the visit, for the doctor to sign.

  4. A PERSON DECIDES

    04The clinician signs

    Nothing enters the record without a named person.

  5. 05Reported across sites

    Each branch's day rolls up into one report. No month-end spreadsheet.

Built to hold the records and consents regulators expect.

Consent, access logs, and claim trails are part of the system, not an afterthought. Saffron does not certify compliance. Your compliance lead and auditors remain the authority.

  • HIPAA

    Protected health information in the US

    Business associate agreement available, audit logs on every access, and no PHI over WhatsApp.

  • FTC Contact Lens Rule

    Automatic prescription release and signed acknowledgement

    Rx released at the end of fitting, acknowledgement stored per patient, ready for an audit.

  • UK GDPR and GOC

    Patient data and professional standards

    Consent records, retention rules, and access logs per patient.

  • NHS GOS

    Electronic GOS claims through PCSE

    Sight test records structured for electronic GOS1 and GOS3 submission.

  • DPDP and ABDM

    India's data protection law and the health data network

    Consent artefacts per patient, and records structured for ABHA linking and HIP registration.

  • DHA and DoH

    UAE practitioner and facility licensing

    Licence expiry per practitioner, chased before renewal windows close.

These are record-keeping and workflow features, not certifications.

The newest of our three practices.

We have not published a clinic case study yet, and we will not invent one. What we bring is the pattern already running at 22 Maritime and Conduit: AI drafts, a named person approves, every action is logged, and the practice owns the result. The first clinic build starts with the workflow that costs your front desk the most time.

Trusted by teams atBlackRockBrit InsuranceCMG Financialtrulead22 Maritime

Is your practice ready to leave the register? Tick what is true.

Six quick checks.

Show us your spreadsheet

One subscription. Your spreadsheets, retired one at a time.

Your internal software team

$4,999

per month

Show us your spreadsheet

Tell us which sheet costs the most time. Thirty minutes, no preparation needed.

Included in the subscription

  • Unlimited software and automation requests
  • One active build at a time
  • Your spreadsheet data migrated, not retyped
  • AI that drafts, with a person approving
  • Ongoing additions and improvements
  • Application, database, and source code ownership
BlackRockBrit InsuranceCMG Financialtrulead22 Maritime

Questions, answered plainly.

Book a 30-minute call
Do you replace Practo, Cliniko, or RevolutionEHR?

If the clinical record is working, keep it. Saffron builds the workflows those systems leave to spreadsheets and WhatsApp: recall, claims tracking, multi-site operations. It can integrate with the record you have or replace it, and either way your data exports in one click.

Can patients still message us on WhatsApp?

Where the law allows it, yes, and the messages write back to the record. In the US, protected health information does not go over WhatsApp. The system uses compliant SMS and email there instead.

Is it HIPAA, GDPR, or DPDP ready?

It is built to hold the consents, access logs, and audit trails those regimes require, and a business associate agreement is available for US practices. Certification is your auditor's call. We build to make that call easy.

We are an optometry group, not a clinic. Does this apply?

Yes. Recall cycles, lab orders, remakes, frame inventory, and vision plan claims are the same shape as any other practice's admin, and the Contact Lens Rule and GOS records are covered.

Who owns the data and the code?

You do. The application, the database, and the source code are yours from the first month. Stop the subscription and everything keeps running, and your patient data leaves with you at any time.

How fast is the first workflow live?

Recall is usually first and ships within the first weeks. Claims tracking and multi-site reporting follow, one build at a time.

Bring the register. We will build what it should have been.

Pick the workflow that costs the front desk the most time. Thirty minutes, no preparation needed.