What Pabau is for
Pabau is a practice management system for clinics and medical spas. It holds the calendar, the client records and the charts, and the growth system touches none of them. What it does is read them and plan from them, then run the ten jobs around the clinic's record; the page for Pabau sets out that connection. The comeback job on its own is described under Bring patients back.
The reading starts with the client records, because a clinic sells courses, and a course paid in full looks like revenue on the day and like a promise every month after. The growth system reads revenue by practitioner and by treatment from wherever the clinic takes payment and costs each session with the product, the consumables and the practitioner's time. It counts the sessions on each client record against the sessions delivered on the calendar. The plan for the next ninety days starts with the paid-for sessions that no one has booked, because that revenue has already been collected and the chair is the only thing missing. Then the phone and the DMs are answered on your number and booked into the Pabau calendar. The single-visit comeback is timed from the last visit, and the dashboard reports delivered sessions beside sold ones.
A half-used course is a booked chair waiting for a text
Six laser sessions sold in January and three delivered by June is a shape many clinics will recognize, and the growth system reads it straight from the Pabau client records and calendar. Each session has a planned gap, the range the practice plans around and not a clinical rule, so the fourth session has a date it should have happened by. When that date passes, Jess gets a note from Dana's clinic that names the session number, offers two times, and carries the booking link. The reply is worked until it books. A course that stalls twice gets a call from Priya rather than a third text. The dashboard shows sessions sold, delivered and overdue by course type, so the money already in the bank is matched to the chairs still owed. What the clinic owes on sessions that are never used is for counsel and your accountant to confirm.
Job by job: where it lives and who does it
| Job | Where it lives | Who does it |
|---|---|---|
| The client records and the charts | In Pabau; the system writes nothing into a chart | Your practitioners |
| The calendar and the patient record | In Pabau | Your front desk and your providers |
| Answering the call, the DM and the text in seconds | The growth system, booking into the Pabau calendar with the note attached | The voice and text agents, with anything clinical handed to a provider |
| Timing the comeback | Last treatment and last visit read from Pabau; the schedule of who is due in the system | The system, in the provider's voice |
| Booking the next session of a course | Sessions on the Pabau client record and sessions delivered in the calendar; the gap and the message in the system | The system, in Dana's voice; Priya calls when a course stalls twice |
| The dashboard: calls, bookings, no-shows, reactivations, revenue | The system, reading Pabau | Read weekly by you |
When staying on Pabau is right
Stay on Pabau. A clinic whose calendar, client records and charts sit in one system has the three sources a growth system reads, in one place. The chart is the legal record of care, and moving it is a project with its own rules and its own retention questions. The things a clinic owner goes shopping for, a course reminder that works and a phone that answers during a treatment, sit outside the record. NorthCore builds them around Pabau and moves nothing.
What a switch would cost you in time
Leaving a clinic platform moves the client records and the charts, and the charts are the slowest part. A chart is kept as it was written, so the old charts are exported and archived rather than re-keyed, and whatever the import misses is re-attached by hand. Retention rules apply to the old record; confirm with counsel and your medical director what must be kept, where and for how long. Open courses are the other trap: every patient with sessions owed has to carry that balance into the new system, by hand, and be told what happened. Practitioners chart twice through the overlap. The term and notice clauses in the agreement go to counsel before the clinic gives notice.
How to do this on Monday
- Pull every course sold in the last year from the Pabau client records and, beside each, the sessions delivered from the calendar. The difference is the first list.
- Write the planned gap between sessions for each course type with your medical director, as the range you plan around and not a rule.
- Count the patients on that list with sessions owed and no future appointment on the calendar. They come before any single-visit patient.
- Confirm written consent to marketing texts for each patient on the list before a message goes out; what counts as consent is for counsel to confirm.
- Text ten patients with a stalled course by hand, in Dana's voice, naming the session number and offering two times, and count who books.
What to do next
NorthCore's Run the whole practice solution builds the growth system on top of Pabau: the answering, the comeback timing, the segmentation and the dashboard, and Pabau 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.
