Quick Start Guide
From sign-up to your first live campaign. Most practices are up and running in under 10 minutes.
What you'll accomplish
- 1Create your practice account and complete onboarding
- 2Upload your lapsed patient list from any PMS system
- 3Launch your first AI recall campaign
- 4Monitor live call progress and view your first results
Create your account
Click Sign up from the SightSync homepage. Enter your name, practice name, and email address. No credit card is required — your first 50 calls are included free.
You'll receive a verification email. Click the link to confirm your address, then complete the short onboarding wizard: practice name, address, and calling hours (defaults to 9am–6pm Mon–Fri, OFCOM-compliant).
Upload your patient list
Export lapsed patients from your practice management software as a CSV file. SightSync accepts exports from any PMS — including Optix, Acuitas, Optisoft, Flex, and Orasis. If your PMS uses a different format, the import wizard will guide you through matching columns.
Go to Patients → Import and drag your CSV file onto the upload area. SightSync will:
- Validate every phone number for UK format
- Detect and flag duplicate entries
- Automatically assign a risk category: Diabetic, Glaucoma Suspect, Myopia (Child), Contact Lens, Other Clinical, or Standard
- Screen numbers against the TPS (Telephone Preference Service)
Review the import summary. Any rows with issues are highlighted and can be corrected inline or skipped. When you're satisfied, click Confirm Import.
Minimum required CSV columns
first_name, last_name, phone_number (or email — at least one contact method required)
Optional: email, last_eye_test_date, risk_category, date_of_birth, nhs_number
Test the AI call first
Before launching a campaign, use the Test AI Call button on the Calls page to hear exactly what your patients will hear. Enter your own mobile number and the AI will call you within seconds using a live version of the recall script.
This is the best way to get comfortable with the call tone and make sure everything sounds right for your practice before any patients are contacted.
Launch your first campaign
Go to Campaigns → Launch Campaign. Choose a recall type:
- High-Risk Clinical Recalls — diabetic, glaucoma, and myopia patients overdue for clinical reviews. Typically the highest booking rate of any recall type.
- Standard Recall — all patients due for routine examinations.
- All Patients — combined run across both groups.
We recommend starting with High-Risk Clinical Recalls. These patients have a genuine clinical need for follow-up and respond most positively to outreach.
Click Launch Campaign. Calls begin within minutes, during your configured calling hours. Each patient receives up to 3 attempts over 48 hours if they don't answer.
Monitor live results
The Live Feed page shows every call in real time as it happens. Each row shows the patient name, risk category, call status, and duration. Statuses update live as calls connect, complete, go to voicemail, or result in a booking.
The Analytics page shows campaign-level summaries: total calls, answer rate, booking rate, and conversion trend over time.
When a patient books during a call, an SMS confirmation is sent automatically and your Google Calendar (if connected) is updated. If a call goes unanswered, a WhatsApp message and email are sent automatically as fallback — so every patient gets three chances to respond.