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Case study

Ophthalmology

Eye Care Center of Napa Valley

This ophthalmology practice sends 325 waitlist offers each month without ever picking up the phone.

 

Results

43%

of online bookings happen after hours

22%

of online bookings are
new patients

2.2%

no-show rate for appointments booked online

325

waitlist offers sent per month — zero phone calls

4.9★

average rating across 1,100+ Google reviews

We burden our front desk with so much — they were drowning in phone calls. NextPatient took so much off their plate, and now the front desk isn’t overloaded and can focus on the things we need them to focus on.

Eye Care Center of Napa Valley_Kena Burke
Kena Burke, Executive Director

Eye Care Center of Napa Valley

Meet the practice

location 3 locations
providers 6 providers
Star Client since 2024

EHR: Nextech

Challenges

close grey lite No online self-scheduling — just a contact form and phone tag
Patients could only request an appointment through a website form, then wait for staff to call them back.
close grey lite A rigid, fragmented reminder system
Reminders ran across several separate software instead of one connected solution, so patients with multiple same-day appointments were bombarded with reminders.
close grey lite No formal waitlist process
Sticky notes on individual computers meant no consistent way to track, and filling open slots depended on staff remembering to follow up. Half of patients who canceled or no-showed were never rescheduled.
close grey lite No structured way to collect patient reviews
No process to request reviews after a visit meant patient feedback wasn't being captured at all, and the practice’s total number of reviews sat at 28.

 

Solutions

check_hubspot_v2 Online self-scheduling replaced the request form
Patients book directly against a real-time read of the Nextech schedule — no callback, no phone tag.
check_hubspot_v2 Reminders now run through one connected system
Instead of separate messages firing from multiple disconnected systems, reminders come from a single source — and it shows up in the numbers: just 2.2% of online-booked appointments result in a no-show.
check_hubspot_v2 Open slots fill themselves
Real-time schedule reads mean waitlisted patients are notified of openings automatically, resulting in 325 waitlist offers a month with zero phone calls from staff— closing exactly the kind of gap that used to leave half of last-minute openings unfilled.
check_hubspot_v2 Automated post-visit surveys sends results to providers in a daily stream of reviews
Patients now get a review request after their visit is marked complete in Nextech, and NextPatient sends the results to providers in a daily email report, keeping the wins visible to the team.
 
 
 

Published on October 7, 2026

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