The want that sent you searching decides whether you are shopping at all
Write it in one sentence. If it describes something at the desk, a cleaner checkout or a schedule that handles two rooms better, a platform can answer it and the comparison is worth your time. If it describes a call that went to voicemail while Dana was injecting, or a patient who drifted past their interval, a platform will leave it open. Those jobs run around the schedule, and they run around any schedule. Owners who switch for the second kind of want pay for the move and keep the problem.
Six things, and what a switch does to each
| Thing | On a switch | Who owns the step |
|---|---|---|
| The schedule and its history | Moves as an export; the visit dates in it drive the comeback, so check them first | Priya pulls it, the owner reads a sample |
| Client profiles | Move as a list; notes and preferences travel only if the new vendor says so in writing | The owner asks, the vendor answers in writing |
| Memberships | Move one at a time, each patient re-authorizing a card under the terms they were sold; what is owed is your accountant's call | The desk, with a script and a deadline |
| Package and gift balances | End on the terms patients were told; what is owed on unused balances is for counsel and your accountant | The owner and counsel |
| Consents and the chart | Stay in the record system; the chart is the legal record of care and moves under its own rules, if ever | The medical director and counsel |
| The phone, the comeback, the reports | Stay, and are pointed at the new schedule once the overlap period ends | NorthCore |
Memberships are the heaviest thing to carry out
A membership is a promise with a card attached. On a switch, each promise is kept on the terms the patient accepted, each card is re-authorized by the patient, and the renewal date travels with them. What is owed on each is for your accountant. Count how many you have, and count the ones with unused treatments banked. That count, in desk hours and in money owed as your accountant confirms it, is the cost a demo leaves out. Price it before the price on the vendor's pricing page, which is the only place platform pricing belongs. The same arithmetic applies to packages and gift cards, and what you owe on anything unused is a question for counsel and your accountant.
What to ask about your practice before a vendor asks for a demo slot
- Which side does the want sit on, desk or growth system?
- How many memberships are live, how many hold unused treatments, and who would re-enroll each?
- What do the notice, auto-renewal and export clauses in your agreement say? Read them with counsel first.
- How many desk hours and provider hours would the overlap period take, with bookings kept in two places until the old schedule empties?
- For any platform on the list: is a Business Associate Agreement offered, where is patient information kept, and who can see it? Confirm with counsel what your practice needs.
- Where across the site, the Google profile and the social bios does the Mindbody booking link live, and who replaces it?
Keep the platform or change it, the growth system is the same build
The membership is the Mindbody hook, so NorthCore reads it first. The reading is what each tier brings in each month, what the treatments inside it cost to deliver, and how many members used their benefit last quarter. A membership priced below its delivery cost is the first thing the strategy fixes, with the membership calculator at /tools/ as the sheet. The rest of the reading is revenue by provider and service and the no-show count. From there the system runs. Calls are answered on your number and land in the Mindbody schedule. Members and non-members who are past their interval get a message, and each reply is followed until it is a booking. The numbers land on one page each evening. A later switch points the same system at the new schedule once the overlap ends; no part of it is written into a chart. The page for Mindbody shows what stays in it and what connects.
How to decide in two weeks
- Day one: write the want in one sentence and place it, desk or growth system.
- Day two: send the agreement to counsel with notice, renewal and export clauses marked.
- Day three: export one month of the schedule and one month of sales from Mindbody and read them.
- Days four to six: count memberships, banked treatments, packages and gift cards, and write how each is kept, with your accountant on what is owed.
- Days seven to nine: cost the overlap period in desk and provider hours.
- Days ten to twelve: put the BAA, data-location and export questions to each vendor still on the list, in writing.
- Days thirteen and fourteen: decide, and if the want was a growth-system want, build it around Mindbody and close the search.
What to do next
NorthCore builds Bring patients back and Know your numbers around Mindbody, the schedule and the checkout where they are: numbers read from it, memberships priced from margin, phone answered, comeback timed. It is scoped in writing and held to the promise on this site: results in 90 days, or we keep working until you have them.
