What Prospyr is for
Prospyr is a practice management system for med spas and other aesthetic practices, with the calendar and the charts on one patient record. All of it stays in Prospyr, and the growth system reads from it rather than into it. The reading is the first thing you see, and the plan is the second; the ten jobs come after both, and the page for Prospyr shows how they connect to the record. The calculators the reading feeds are at the tools page.
The reading on Prospyr comes first. Revenue by provider and by treatment comes from wherever you take payments. Each treatment is costed with the product, the supplies and the provider's minutes. The margin on a syringe and the margin on an IV are known to the dollar before either is promoted. Utilization by room and by hour comes out of the calendar, and the count of patients past their interval comes out of the chart dates. The plan for the next ninety days is written from those four numbers and names the job that comes first. Then the phone, the DM and the text are answered on your number and booked into the Prospyr calendar. The comeback is timed from the last treatment, and the dashboard reads the same record every week.
Four numbers from one record decide which job comes first
Margin by treatment, utilization by hour, the count of patients past their interval, and revenue by provider: those four come out of the Prospyr record first. They often disagree with the owner's instinct. A practice that believes it needs more new patients can find a comeback list longer than a quarter's worth of consults. A practice that believes tox is the money can find the margin sits in a treatment that costs less to deliver. The plan follows the numbers. If the comeback list is long, the comeback is job one and the phone is job two. When the rooms sit empty on Tuesday mornings, the party and the launch come first. Should the margin be wrong on the most-sold treatment, the price and the menu change first and the phone waits.
Job by job: where it lives and who does it
| Job | Where it lives | Who does it |
|---|---|---|
| The patient record and the charts | In Prospyr; the system writes nothing into a chart | Your providers |
| The calendar and the patient record | In Prospyr | Your front desk and your providers |
| Answering the call, the DM and the text in seconds | The growth system, booking into the Prospyr 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 Prospyr; the schedule of who is due in the system | The system, in the provider's voice |
| Segmenting for a party or a launch | The system, from visit dates in Prospyr | The system, with the offer and the eligibility set by you and your medical director |
| The dashboard: margin by treatment, utilization, who is due, revenue by provider | The system, reading the Prospyr record every week | Read weekly by you; the plan is rewritten every ninety days from it |
When staying on Prospyr is right
Stay on Prospyr. A practice with its calendar and its charts on one patient record gives a growth system one place to read. One place to read is what makes the plan quick to write. The chart in that record is the legal record of care, and moving it is a project with its own rules. What an owner wants from a switch is nearly always the plan and the work around the record, and that is built without moving anything. NorthCore builds around Prospyr and leaves the record alone.
What a switch would cost you in time
Leaving a platform that holds the calendar, the patient record and the charts together means three exports and three imports. Each has to be checked against the others once it lands. A chart that imports under the wrong patient is worse than one that fails to import, so a provider spot-checks records before anyone trusts them. The old record keeps its retention obligations after the switch; what must be kept, and for how long, is for counsel and your medical director. The booking link on your site and your profile is replaced, and the old one keeps taking bookings until it is turned off. Providers chart twice and the front desk books twice through the overlap. Counsel reads the term and notice clauses before any export starts.
How to do this on Monday
- Pull revenue by provider and by treatment for last quarter from wherever you take payments, and beside the top ten treatments write product, supplies and provider minutes. Divide.
- Export the Prospyr calendar for the last four weeks and count the open hours per room by weekday. The emptiest half-day is the party slot.
- Export last treatment by patient from the chart dates and count who is past the interval your practice plans around.
- Mark written consent to marketing texts on that list before any message goes out; what counts as consent is for counsel to confirm.
- Write the plan on one page from those four numbers, name the first job, and call your own number after close to find out whether it is the phone.
What to do next
NorthCore's Run the whole practice solution builds the growth system on top of Prospyr: the answering, the comeback timing, the segmentation and the dashboard, and Prospyr 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.
