What Klaviyo is for
Klaviyo is an email and SMS marketing platform. It holds the email list, the segments, the flows and the campaign history, and all of it stays there. The page for Klaviyo covers what stays in it, what is built around it and what the connection is.
A growth system reads the numbers first: revenue and margin by provider and by treatment from your record system, and which send booked from the Klaviyo campaign history. It builds the ninety-day plan from them. Then it adds the work around the list. A segment in Klaviyo is built from the visit dates in your record system and the flow is triggered from the booking. The call and the DM are answered and booked onto your calendar with the consent written back to Klaviyo, and the numbers go on one page. The full list is on the Klaviyo page; this page is about which job lives where and what a switch would cost.
The segment is the whole job
A list in Klaviyo knows who opened and who clicked. A record system knows who had which treatment and when. The growth system's one job on an email platform is to put the second fact into the first, as a segment that updates itself. Patients past their neurotoxin interval, patients who bought a series and have sessions left, members with no visit this month. Each becomes a segment in Klaviyo, rebuilt from the record system on a schedule, so a flow sends to the people who are due and to nobody else. The campaign history then answers the question an owner asks every month: which send brought a booking. The dashboard reads it and puts the answer beside the calls and the bookings.
Job by job: where it lives and who does it
| Job | Where it lives | Who does it |
|---|---|---|
| The list, the segments, the flows and the campaign history | In Klaviyo; the system rebuilds the segments from the record system on a schedule | You, or whoever runs your marketing |
| The booking and the visit history | In your record system | Your front desk and your providers |
| Answering the call, the DM and the text in seconds | The growth system, booking into your booking calendar | The voice and text agents, with handoff rules to the desk |
| Timing the comeback | Visit dates from the record system; the segment and the flow in Klaviyo | The system builds the segment; the flow sends in the provider's voice |
| The party invite and the launch | One segment in Klaviyo, built from who is due | The system, with the offer written by you |
| The dashboard | The system, reading Klaviyo campaign history and the record system | Read weekly by you |
When staying on Klaviyo is right
Stay on Klaviyo. A list with consent on record and a campaign history is an asset that took years to build, and the growth system is built to use it better. The booking stays on the calendar in your record system; the list stays in Klaviyo.
What a switch would cost you in time
Switching an email platform costs you the history and the warm-up. The list moves by export, but the consent records have to move with it in a form you can show later; confirm with counsel what your records must prove. Every flow is rebuilt. A new sending domain has to earn its reputation before sends land reliably. Two platforms run through the overlap, and the campaign history is split between them. Any remaining term on the agreement is a question for counsel. None of that tells you who is due.
How to do this on Monday
- Export last-visit dates by treatment from your record system. The list in Klaviyo knows who opened; the record knows who is due.
- Build one segment in Klaviyo: patients past their interval whose written consent to marketing messages is on record. What counts as consent is for counsel to confirm.
- Write one flow for that segment in the provider's voice: one message, one follow-up, then stop.
- Call your own number three times this week and note what a new patient would have heard.
- Read the campaign history for the last three sends and write down which one brought a booking. If you cannot tell, that is the dashboard's first job.
What to do next
NorthCore's Run the whole practice solution builds the growth system on top of Klaviyo: the answering, the comeback timing, the segmentation and the dashboard, and Klaviyo 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.
