Switching checklist
What to compare before switching med spa software
Short answer
Compare five things, in this order of how much they cost you when they go wrong: your data (what moves, who moves it, what does not), total monthly cost at your provider count, clinical tools for the treatments you actually do, what changes for patients, and the team and timing plan. Then ask every vendor the same questions in the demo, using the list at the bottom.
Clinical
What your providers touch every day. Test these in the demo with your own treatments, not the vendor's sample data.
- Charting: can providers chart your most common treatments quickly, with templates you can edit?
- Consents: are consent forms built in, signed on a tablet or phone, and stored in the patient record?
- Photos: are before and after photos captured in the chart, with consent recorded alongside them?
- Injectables: does it track product lot numbers and units used per patient and per visit?
- Prescriptions and labs: if you prescribe or order labs, is that inside the system or a separate tool?
- Mobile: can providers chart from a phone or tablet between rooms?
Money
List price is rarely the real price. Ask for the total at your provider count, in writing.
- Total monthly cost at your number of providers and locations, including every add-on you will actually use.
- Payment processing: the rates, whether you must use their processor, and what changes if you bring your own.
- Texting, email, and online booking: are they included, or billed by volume or by feature?
- Memberships and packages: do existing balances and remaining sessions move over, and who checks them?
- Contract term, auto-renewal, notice period, and any early-termination fee.
- Exit costs: what do you pay for a copy of your data if you leave later?
Patients and marketing
Patients notice a switch at the booking link, the text thread, and the review page.
- Booking link: what changes for patients, and can the old link forward to the new one?
- Texting: do messages come from your own number, and does the conversation history stay with the patient?
- Reminders and follow-ups: can you recreate the ones you rely on today?
- Reviews: does the system request them after visits, and do your existing reviews stay where they are?
- Website: does online booking embed on your site, and who updates it?
Data
The part that keeps owners on a system they have outgrown. Get the answers in writing.
- What moves: patient records, charts, photos, appointment history, memberships, packages, balances?
- Who does the move: your team, or the vendor's team? How much of your own time does it take?
- What does not move cleanly, and will they tell you before you sign rather than after?
- Can you review the migrated records before go-live, and what happens if something is wrong?
- Access to old records: keep read access to your old system for your retention period, and confirm how long that access lasts.
- Retention: know your state's record retention period for patient charts before you cancel anything.
Team and timing
A good system badly introduced still fails. Plan the people side as carefully as the data.
- Training: who trains your team, how long does it take, and is it included in the price?
- Support: do you reach a person, and how fast, in the first weeks after go-live?
- Go-live date: pick a quiet stretch, not your peak season or a promotion week.
- Parallel run: keep the old system available, read-only if possible, until your review is finished.
- Owner of the project: name one person on your team who signs off on the migrated records.
14 questions to ask every vendor in a demo
Ask all of them the same questions and write the answers down. Print this page or copy the list into a shared document.
- What is my total monthly cost at my provider count, including every add-on and processing fees?
- What is the contract term, the renewal terms, and the notice period to cancel?
- What does it cost to get a copy of my data if I leave?
- Which of my current data moves over, and which parts do not move cleanly?
- Who performs the migration, and how much of my own team's time does it take?
- Can I review the migrated records before go-live, and what happens if I find errors?
- Do my memberships, packages, and balances move over, and who verifies them?
- Do patient texts come from my own number, and does conversation history carry over?
- How does the system track injectable lot numbers and units?
- Where do consents and before and after photos live, and how is consent recorded?
- Is training included, and who trains my team?
- When is the earliest go-live date, and what is the plan for the first two weeks?
- Can I speak to a practice of my size that switched from my current system?
- What would make you tell me this product is not a fit for my practice?
How Prospyr handles migration
Prospyr does white-glove data migration from every other system. Our onboarding team moves your data, you do not export or import anything yourself, and you review everything before go-live. We are a vendor, so hold us to the same questions above. Prospyr was founded in 2021 and works with hundreds of practices.
Switching from a specific system?
Questions owners ask before switching
What should a med spa owner compare before switching software?
Compare five things: clinical tools (charting, consents, photos, injectable tracking), total monthly cost at your provider count including processing and add-ons, how patients are affected (booking link, texting, reviews), what happens to your data and who moves it, and the team and timing plan for go-live.
When is the best time to switch med spa software?
Pick a quiet stretch, not your peak season or a promotion week, and keep your old system available until you have reviewed the migrated records.
What data should move when I switch?
At minimum: patient records, charts and notes, before and after photos, appointment history and upcoming bookings, and memberships, packages, and balances. Ask every vendor what does not move cleanly, before you sign.
How long does switching take?
It depends on your current system and how much history you have, so a blanket number would be a guess. You'll get the honest answer for your practice, in writing, before you commit.
How long should I keep my old records?
Follow your state's retention period for patient charts, and keep read access to the old system, or a full copy of the records, for that whole period. Check the rule for your state and specialty.
Does Prospyr migrate from every system?
Yes. Prospyr's onboarding team does the migration for you from every system, and you review it before go-live.