Web & Database Development
Bromptons Opticians
Bromptons of Brighton is a boutique optician located in the vibrant North Laine district of Brighton. Independently owned, they offer an exceptional selection of contemporary and stylish designer eyewear, including bespoke, handmade, and vintage frames, along with lenses, sunglasses, and accessories. They provide comprehensive eye care services, including eye exams, lens fittings, and repair services.
Creative Brief
The Situation
Bromptons Opticians, a high street optometry practice in Brighton, faced challenges with their existing systems. An Access-based system was being used for managing patient records and booking appointments, but it was no longer suitable. A complex Excel spreadsheet was utilised for order management, while payment and refund details were tracked via till receipts, and paper forms were used to document bespoke order processes. A small number of PCs were employed to access these disparate systems and manage stock control.
The Solution
A comprehensive technology solution was developed to address Bromptons' needs, comprising two main elements:
Claris FileMaker Database Application
A new infrastructure was established, with Apple devices forming the foundation of a comprehensive Claris FileMaker workplace system. This bespoke application manages all aspects of the optometry practice:
Dashboard Section
At-a-glance view of active jobs, orders, and new web orders
Information on customer collections and dispatches
Overall reporting on daily orders, payments, and checkups
Calendar Section
Advanced appointment management system with day, week, and month views
Patient check-in notifications
Automated billing for services and products
Rota functionality for scheduling optometrists with specific availability and buffer times
Contacts Section
Comprehensive database for patients and suppliers
Automated SMS and email appointment reminders using Claris FileMaker's API
Storage of clinical notes and appointment history
Activity feed for quick patient overview
Clinic Section
Recording and storing prescription details
Uploading clinical notes and images
Tracking historical prescriptions for each patient
Sales Section
Quoting system for bespoke orders
Order management for jobs and one-off items
Over-the-counter sales processing
Job categorisation and specification for custom work
Management Section
Stock tracking and adjustment
Category and brand management
VAT profile handling for medical industry specifics
Barcode scanning integration for efficient stock management
Reporting
Banking reports
NHS voucher tracking
Stock reports
Payment and refund tracking
Website Development
A new website was developed to complement the in-store operations:
Content Management System
Customisable pages for eyewear, lenses, accessories, and eye examinations
Brochure-style pages with editable content
E-commerce Functionality
Product listings synchronised with the Claris FileMaker database
Variant management for colours, sizes, and other product attributes
Real-time stock synchronisation between the website and database
Sale price and discount indicator features
Order Integration
Seamless transfer of online orders to the Claris FileMaker database for processing
The Results
The implementation of this comprehensive solution has had a significant positive impact on Bromptons Opticians:
All day-to-day operations of the shop are centralised within the Claris FileMaker database, significantly reducing administration time.
Multiple Mac computers throughout the shop provide easy access to all necessary information.
Access-restricted functionality within the database prevents accidental data errors, ensuring accuracy.
Staff can quickly switch users, allowing secure login and logout from the custom database, maintaining data security.
An extensive dashboard and reporting system offers real-time data to senior staff, providing live insights as needed.
Enabled business growth without additional administrative labour
Centralised and unified previously disparate paper and spreadsheet-based processes
Improved accuracy and professionalism in all aspects of the business
Significantly increased speed of administrative tasks
Enhanced customer service through better information management and communication
What We Did
Initial on-site meeting to understand the client's needs
In-depth specification refinement to ensure all requirements were met
Design of an interface mockup aligned with the company's branding
Development of the Claris FileMaker database application, including:
Patient record management
Streamlined appointment booking and calendar system
Comprehensive product and stock management
Order processing
Integrated postcode lookup function
SMS and email communication system
Advanced dashboard for real-time reporting
Development of a new website with e-commerce functionality
Implementation of IT infrastructure, including:
Replacement of ageing hardware and software
Implementation of on-site and cloud-based servers
Management of digital security for all systems and servers
Thorough in-place testing
Deployment of the solution
Ongoing support and maintenance to ensure smooth operation
By embracing this tailored technological solution, Bromptons Opticians has transformed its operations, improving efficiency, customer service, and overall business performance. The integrated system has positioned the practice for sustainable growth and continued success in the competitive optical services market.
