Digitising the Prescription EyewearSupply Chain
For Healthcare 2 You, Australia
How we reduced H2Y's delivery turnaround by 50%.
This case study outlines the end-to-end automation initiative executed for H2Y, an Australia-based healthcare provider that delivers onsite optometry services to residents across aged-care facilities. At scale, this workflow generates 600 to 1,000 prescription forms per day across three Australian states. The case study explores how Jetbro digitised this process, built automation into the operational backbone, and enabled H2Y to handle prescription volume with greater accuracy, visibility, and speed without disrupting their existing field service model.
The Quick Read
Overview & Background
Healthcare2You (H2Y) is an Australia-based healthcare provider serving aged-care facilities through onsite optometry. With 600–1,000 prescriptions created each day across three Australian states, the entire workflow depended on handwritten optum forms, manual handoffs, and paper-heavy processes. This led to delays, errors, and limited visibility across teams and across borders. H2Y partnered with Jetbro to digitise this high-volume clinical and fulfilment process without disrupting their field-first service model.
The Challenges
H2Y's operations were built with accessibility in mind, but the underlying processes couldn't support scale. Paper prescriptions moved across multiple teams, coordination depended on WhatsApp messages, and the China–Australia manufacturing loop lacked any real visibility. These gaps created operational blind spots affecting caregiver planning and patient experience.
The Solution
We replaced H2Y's manual workflow with an end-to-end digital system that supports every step of the prescription journey—from examination to manufacturing to fitting. This included digital prescription capture, an automated workflow backbone, real-time field coordination, unified operational visibility, cross-border manufacturing integration, and a transparent experience for aged-care facilities.
The Impact
A process once limited by manual effort now scales effortlessly, with every team working from a unified, real-time source of truth instead of scattered messages and follow-ups. For the first time, H2Y has full visibility across the China-to-Australia manufacturing loop, allowing proactive planning and eliminating cross-border blind spots. Today, H2Y operates with far greater predictability, scalability, and confidence, supported by a workflow that is finally built for growth and future expansion.
The Full Story
This case study outlines the end-to-end automation initiative executed for H2Y, an Australia-based healthcare provider that delivers onsite optometry services to residents across aged-care facilities. H2Y operates a distributed field model: optometrists and dispensers travel to facilities, conduct eye examinations, record prescriptions on an "optum form," showcase design options, and capture orders onsite. These prescriptions then move into a multi-step fulfilment cycle where custom eyewear is manufactured, delivered, fitted, and balanced for each resident, a process that must be precise, documented, and compliant with healthcare standards. At scale, this workflow generates 600 to 1,000 prescription forms per day across three Australian states. Each form represents a unique set of clinical, product, and fulfilment data that historically moved through manual touchpoints, introducing delays, errors, and operational bottlenecks across H2Y's supply chain. The case study explores how Jetbro digitised this process, built automation into the operational backbone, and enabled H2Y to handle prescription volume with greater accuracy, visibility, and speed without disrupting their existing field service model.
Challenges
Fragmented, Paper-Driven Prescription Workflow
Optometrists generated prescriptions on physical optum forms, which then moved through multiple manual stages like handoffs to dispensers, re-entry into internal systems, and documentation for fulfilment.
High-Volume Demand Without Scalable Processes
With 600–1,000 new prescriptions per day across three states, H2Y's core workflow relied heavily on repetitive manual actions.
Limited Real-Time Coordination Between Field Teams
Optometrists and dispensers worked onsite but operated with limited digital synchronisation.
Absence of a Unified Digital Record
Each prescription includes clinical details, product selections, pricing, compliance notes, and resident-specific fitting requirements.
Limited Visibility Into Cross-Border Manufacturing
H2Y relies on a manufacturing partner in China to produce lenses based on prescriptions captured at facilities. This introduced a long-distance dependency that was not supported by any digital visibility.
Manual Fulfilment Tracking and Limited Status Transparency
The fulfilment loop — manufacturing to delivery to setting to balancing was managed largely through manual logs and phone-based communication.
Challenges Faced by Residents and Caregivers
Longer turnaround times, communication gaps, errors leading to resident discomfort, and lack of accessible historical records.
Compliance, Documentation and Quality Risks
Because H2Y operates in the healthcare ecosystem, accuracy and documentation are critical. Manual workflows made it difficult to maintain complete audit trails, proof of service delivery, versioned prescription records, and consistent adherence to regulatory requirements.
Solution Architecture
Streamlining Prescription Capture at the Source
We began by digitising the optum form, which was previously handwritten and prone to error. By converting it into a structured digital form with validations and role-based access, we eliminated transcription mistakes and ensured that every prescription begins its journey with clean, complete, and verifiable data.
Orchestrating the End-to-End Workflow
Once digital capture was in place, we designed an automated workflow engine that moved each prescription through its lifecycle without manual coordination.
Visibility and Control for H2Y's Operations Team
At the heart of the system, we built a centralised prescription repository — a single source of truth where every clinical detail, frame choice, measurement, fulfilment update, and fitting record is stored.
Cross-Border Visibility Into Chinese Manufacturing
We created a dedicated integration layer that pushes digital prescription data directly to the Chinese factory in the required format. The system tracks when a prescription is accepted for production, when lenses are manufactured, batched, dispatched, and received at H2Y's Australian lab.
Transparency and Reliability for Aged-Care Facilities
We added a visibility layer for caregivers and facility administrators. By providing status updates, service history, and proof-of-delivery records, we ensured that caregivers could coordinate residents effectively and reduce friction during delivery and fitting.
Ensuring Compliance and Audit-Readiness
Across all of this, compliance was non-negotiable. Every action, from digital prescription creation to delivery, is logged automatically with audit trails and version control.
The Impact, Measured
Greater Control, Visibility & Predictability
H2Y now has 100% visibility across every stage — from prescription capture to manufacturing to final fitting.
A Reliable, Scalable Workflow
H2Y can handle up to three times its current daily volume, as high as 1,800 to 3,000 prescriptions per day, without increasing headcount or operational spend.
Seamless Coordination Between Teams
Manual coordination time has dropped by 70–85%.
Full Cross-Border Visibility
The integration layer now provides 100% visibility across the China & Australia manufacturing loop.
Faster, More Reliable Fulfilment
H2Y's prescription-to-delivery cycle is now 40–50% faster.
Reduction in Manual Workload
Administrative time has reduced by 30–50%. Error-driven rework, once occurring in 5–12% of cases has dropped to under 2%, a 70–80% reduction.
Stronger Compliance & Auditability
Audit preparation has reduced by over 80%.
Predictable Planning & Future-Ready Operations
Overall, the combined improvements result in a 35–45% increase in total operational efficiency.
Comprehensive Before & After
| Impact Area | Before | After | Improvement |
|---|---|---|---|
| Turnaround Time | 7–10 days with significant variability | Digitised workflow, predictable cycle | 40–50% reduction |
| Processing Capacity | 600–1,000 forms/day; bottlenecked | Up to 1,800–3,000 forms/day | Up to 3× scale capacity |
| Data Accuracy | 10–18% errors from handwritten forms | < 1–2% with digital capture | 85–95% reduction in errors |
| Cross-Team Coordination | 2–5 hours/day lost to calls & follow-ups | Real-time sync between all teams | 70–85% reduction |
| Manufacturing Visibility | No visibility; unpredictable timelines | Full tracking from acceptance to arrival | 100% visibility |
| Compliance & Audit Prep | Days of checking scattered records | Instant audit trails & versioned logs | > 80% reduction in prep time |
| Error-Driven Rework | 5–12% rework from inconsistent capture | < 2% after validation | 70–80% reduction |
| Overall Operational Efficiency | Distributed, paper-heavy, error-prone | Unified, automated, real-time system | 35–45% improvement |
Project at a Glance
Client
Healthcare 2 You
Industry
Healthcare
Capabilities
Engagement Model
Jetbro ScaleOther Case Studies
Have a Similar Challenge?
Let's discuss how we can help transform your operations.