What AestheticsPro is for
AestheticsPro is medical spa management software with an EMR built in. It holds the calendar, the client records and the charts, and every one of them stays put. NorthCore's job starts at the edge of that record: reading it and planning from it, then running the ten jobs around it. What stays in the record and how the connection works is on the page for AestheticsPro; the ten jobs are set out under Run the whole practice.
Before anything is built, the numbers come out of AestheticsPro: revenue by provider from wherever you take payments, utilization by room, and the count of patients past their interval. Margin by treatment is costed beside them, with the product, the supplies and the provider's time to the dollar. Those numbers pick which of the ten jobs comes first for this practice. For a practice with a long record, the comeback often comes first, because the list is long and the names are already there. Then the phone, the DM and the text are answered on your number and booked into the AestheticsPro calendar. The party list is cut from the same record, and the dashboard reads it weekly.
A long record is a long comeback list, and the oldest names go last
A practice that has charted in AestheticsPro for years has a comeback list in three tiers, and each tier gets a different message. The patient whose last neurotoxin (tox) visit is a few weeks past the interval your practice plans around gets a note in Dana's voice with the booking link and no offer. Someone last seen eighteen months ago gets a different note that asks what changed and offers the consult. The patient from three years ago is a stranger again, and the message says so, kindly, with one reason to come back. The growth system reads the last-visit date and the treatment type from the record, sorts the list into those tiers, and sends the first tier first. Who may be messaged, and about what, is your medical director's call, and written consent to marketing texts is checked before any tier goes out.
Job by job: where it lives and who does it
| Job | Where it lives | Who does it |
|---|---|---|
| The client records and the charts | In AestheticsPro; the system writes nothing into a chart | Your providers |
| The calendar and the patient record | In AestheticsPro | Your front desk and your providers |
| Answering the call, the DM and the text in seconds | The growth system, booking into the AestheticsPro calendar with the note attached | The voice and text agents, with anything clinical handed to a provider |
| Timing the comeback, in tiers | Last-visit date and treatment type read from AestheticsPro; the tiers and the three messages in the system | The system sends the overdue tier first, in Dana's voice |
| Segmenting for a party or a launch | The system, from visit dates in AestheticsPro | The system, with the offer and the eligibility set by you and your medical director |
| The dashboard: calls, bookings, no-shows, reactivations, revenue | The system, reading AestheticsPro | Read weekly by you |
When staying on AestheticsPro is right
Stay on AestheticsPro. A record that holds years of charts is the legal record of care, and moving it is a project with its own rules and its own months of double entry. The growth that an owner wants from a switch is almost always the work around the record, and that work is built without moving a single chart. The growth system reads the dates, books into the calendar with the note attached, and leaves the chart to Dana.
What a switch would cost you in time
Leaving a med spa EMR with years in it means the whole history goes by export. The longer the history, the more of it arrives in a form someone has to re-attach by hand. The client records and the charts each have their own format question. Retention rules apply to the old record after the switch; confirm with counsel and your medical director what must be kept, in what form and for how long. Providers chart in two systems until the last patient on the old calendar has been seen. Whatever the agreement says about term and notice is for counsel to read before anything is exported. None of those hours call one lapsed patient.
How to do this on Monday
- Export last visit by treatment from AestheticsPro and sort the patients past their interval into three groups: overdue by weeks, by more than a year, and by more than two years.
- Open the twenty oldest client records on that list and read the last note: who moved away and who drifted. The drifted ones get the first note.
- Mark which patients in each group have written consent to marketing texts on record. Only they get a message, and what counts as consent is a question for counsel.
- Ring your own number during a treatment, at lunch and after close, and write down what a new patient would have heard each time.
- Send ten notes by hand to the first group, in Dana's voice, with the booking link and no offer, and count who books.
What to do next
NorthCore's Run the whole practice solution builds the growth system on top of AestheticsPro: the answering, the comeback timing, the segmentation and the dashboard, and AestheticsPro stays where it is. Scoped in writing and covered by the promise on this site: results in 90 days, or we keep working until you have them.
