How Rebates Work in Otto

National rebates are enabled by default, and Otto manages the rebate details for you. If your clinic has access to preferred, specialty, VIP, or other rebate programs, simply send us your rebate materials and we'll make sure the appropriate rebates are configured.

A photo, scan, tear pad, or digital copy of the rebate information works great!

Applying a Rebate to an Order

 When creating an Order, Order Link, or Lens Quote, Otto displays eligible rebates based on the product and quantity being purchased. 

• Otto defaults to the highest available Existing Wearer rebate.
• If the patient qualifies as a New Wearer, select New Wearer to view and apply the higher-value New Wearer rebate when available.

What Happens When You Process the Order?

• When you click Process Order, the Order Confirmation and Rebate notification will be selected by default on the confirmation screen.

• Leave this selected if you'd like the patient's rebate details sent along with their order confirmation.

• The patient will receive a message letting them know they're eligible for a rebate, including the rebate value and submission URL.

This works the same way as scanning the QR code on a traditional rebate tear pad—the difference is that Otto sends everything digitally, so the patient doesn't need to keep track of a physical form.

Types of Rebates

Otto supports several different rebate types.

• Redeemable Rebates

  These are manufacturer rebates that the patient submits after receiving their contact lenses. When the order is processed with Order Confirmation and Rebate selected, Otto sends the patient: 

  • The applicable offer code.
  • A link to redeem the rebate online.

This replaces the need to provide a physical rebate tear pad in the office—the patient has everything they need digitally and doesn't have to keep track of a paper form.

• Instant Rebates

  • Instant rebates are automatically deducted from the patient's total at checkout, nothing actionable for the patient.

  • Otto then notifies your clinic so your team can complete the applicable supplier rebate process.

• Clinic-Submitted Rebates

  For rebate programs where your clinic submits the rebate on the patient's behalf,

  • The patient will see the applicable rebate value but will not receive redemption instructions.

  • Your clinic handles the submission instead.
    

Rebates That Include a Fitting Fee

• Some New Wearer rebates may include an eligible fitting fee in addition to the contact lens rebate.

• The rebate information sent through Otto will display the contact lens reimbursement amount, but not the fitting fee.

• If the New Wearer was also charged an eligible fitting fee, the rebate submission process will prompt them to provide their invoice so the fitting fee can be considered as part of their rebate.

Resending Rebate Information

If a patient needs their rebate information again, you can resend it directly from their original order.

If the Rebate Was Selected on the Order:

• • Go to the Order Log.

  • Find the patient's order. You may need to change the status filter to All to locate older orders.

  • Click the ... on the far right of the associated order.

  • Select Send Rebate Details.

Otto will send the rebate information directly to the patient.

If the Rebate Wasn't Selected on the Original Order
You can send the appropriate rebate directly from the Rebates module:

1. • Go to Promotions > Rebates

   • Search for the applicable rebate.

   • Click the ... on the far right of the rebate.

   • Select Send Rebate.

   • In the pop-up, search for and select the patient.

   • Click Send.

This allows you to provide the patient with the appropriate rebate details even if the rebate wasn't selected when their order was originally processed.

Don't See the Right Rebate?

Send the Otto team a copy of your clinic's rebate materials and we'll make sure your available programs are configured correctly.