Sort every want before you open a single demo
- A platform want changes something at the desk: how a service is booked, or how a package is sold and renewed. A different platform can answer it.
- A growth-system want is a job the calendar was never asked to do: the call answered while Dana is with a patient, or the margin on each treatment known to the dollar. A switch leaves it where it was.
- Write each want on one side. If the growth-system side is longer, build that first and shop afterward, if at all.
What Vagaro holds in a practice, and the route each item takes out
The calendar comes out as an export, and its visit dates are the source for every comeback. The client list comes out as a file; what travels with it is a question for the new vendor. Forms, including consents, come out as documents that a named person re-links to each patient. Memberships come out one at a time, because every patient re-authorizes a card on the new side, and the terms they were sold on carry over. Package balances and gift cards are money already paid, and what you owe on unused balances is for counsel and your accountant to confirm. Your chart stays in your record system; it is the legal record of care, and if the plan touches it, that move is its own project under its own rules.
Six questions about your practice, none about Vagaro
- Which want sent you searching, and which side of the sort does it sit on?
- How many memberships, open packages and gift cards are live, and who at the desk would re-create or honor each?
- What do the notice, export and data clauses in your agreement say? Read them with counsel before anything else.
- How many hours would the desk and each provider spend during the overlap period, booking in two places until the old calendar is empty? Each vendor's price is on its pricing page; the hours are the number only you can produce.
- For any platform you consider, is a Business Associate Agreement offered, where does patient information live, and who can see it? Confirm with counsel what applies to your practice.
- Which links across the site, the Google profile and your social bios point at Vagaro, and who swaps each on switch day?
Each item, its route out, and the person who owns it
| Item | What happens to it | Owner of the step |
|---|---|---|
| Calendar history | Exported and checked for dates and services before the old login closes | Priya exports, the owner reads ten patients |
| Client list and forms | Exported, then re-linked to patients one by one | A named person with a list, finished before switch day |
| Memberships | Re-enrolled with each patient's card re-authorized | The desk, with a written ask |
| Package and gift balances | Honored to the end on the terms patients were told | The owner, after counsel and the accountant confirm what is owed |
| The chart and the photos | Stay in the record system; moving them is a separate project | The medical director and counsel |
| The phone, the comeback, the reports | Stay; re-pointed at the new calendar after the overlap | NorthCore |
What NorthCore builds around Vagaro on either side of the decision
Vagaro holds the forms beside the calendar, so a new patient's intake and consent already sit next to the booking. NorthCore starts there, reading who booked, what they had, and when they are due back. Revenue by provider and service, no-shows and the cost of each treatment come out of the same export and become the strategy. The system then does the work the export pointed at. The phone is answered on your number and the appointment lands in the Vagaro calendar. Patients due back get a message, and the desk sees every reply worked in one thread until it is a booking. Memberships and parties are priced from margin with the six calculators at /tools/, and the numbers reach one page every evening. If a switch comes later, the system is pointed at the new calendar after the overlap, and no part of it ever lived in a chart. The connection is laid out on the page for Vagaro.
How to decide in two weeks
- Day one: the sort. Two columns, every want placed.
- Day two: agreement to counsel, with notice, export and data clauses marked.
- Days three and four: export one month of calendar history and one month of sales from Vagaro and read both files.
- Days five to seven: count live memberships, packages and gift cards and write how each is honored, with your accountant confirming what is owed.
- Days eight to ten: cost the overlap period in hours for the desk, each provider and yourself.
- Days eleven to thirteen: ask each remaining vendor the BAA, data-location and export questions in writing, and keep the answers.
- Day fourteen: decide. A growth-system column that is longer than the platform column means build first, shop later.
What to do next
NorthCore's Answer every patient and Know your numbers solutions are built around Vagaro, the calendar and the checkout untouched: numbers read out of it, strategy priced from margin, calls answered, comeback timed. Scoped in writing and carried by the promise on this site: results in 90 days, or we keep working until you have them.
