# Prospyr

> Prospyr is a HIPAA-compliant, cloud-based practice management platform built exclusively for aesthetic and wellness clinics. It replaces seven or more disconnected tools — CRM, EMR, scheduling, marketing automation, payments, social media, telehealth, inventory, and reporting — with one unified system covering the full patient lifecycle from first marketing touchpoint through charting, payment, and retention.

## Who Prospyr Is For

Prospyr serves the full spectrum of aesthetic and wellness practices:

- **Growth-stage med spas**: owner-operators running one to three locations with two to ten staff, typically generating $500K to $3M annually, replacing disconnected tools like Jane App, Mailchimp, and Square.
- **Multi-location and enterprise practices**: groups operating up to 25+ locations, including private-equity-backed rollups and DSO-style aggregators. Prospyr scales across the full portfolio with multi-location inventory, shared catalogs, location-level reporting, role-based access, SSO, and centralized marketing and payments.
- **Cosmetic surgeons** in private or boutique practices who want to reduce administrative overhead without adding headcount.
- **Wellness, IV therapy, hormone, weight-loss, and longevity clinics** that need clinical documentation alongside retail-style commerce.

## How Prospyr Is Different

Most practice management tools fall into two camps: deep clinical EMR platforms (Nextech, PatientNow, Symplast) or scheduling and consumer-experience platforms (Boulevard, Meevo). No single competitor credibly owns the full patient lifecycle from first marketing touchpoint through charting, payment, and retention. Prospyr fills that gap — and now scales upmarket to multi-site groups and PE rollups.

- PatientNow: closest competitor, but lighter on top-of-funnel lead capture and marketing automation
- Nextech: enterprise-grade complexity, pricing not accessible for growth-stage practices
- Aesthetic Record: affordable entry point, but thin on marketing automation and lifecycle management
- Boulevard: not HIPAA-native, limited clinical documentation
- Meevo: originally built for salons, lacks clinical workflows and HIPAA compliance

## Pricing

Pricing is available through a demo consultation only. No public pricing tiers are listed. Multi-location and enterprise pricing is negotiated based on practice count, location count, and module scope.

## Primary Call to Action

Book a free demo: https://calendly.com/d/cp5x-7ts-4mh/prospyr-software-consultation

## Key Pages

- Homepage: https://prospyrmed.com
- Demo booking: https://calendly.com/d/cp5x-7ts-4mh/prospyr-software-consultation
- Product changelog: https://prospyrmed.com/changelog

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## Complete Feature Inventory

### Patient CRM and Patient Management
- Unified patient profile combining CRM and EMR (demographics, medical history, contact preferences, lead source)
- Quick patient create from anywhere in the app
- Patient merging with conversation and history preservation
- Patient tagging, including automatic tag management via workflows
- Patient wallet with stored credit balances and refund-to-wallet
- Patient portal with profile photos and simplified navigation
- Purchase history with filtering by service type, amount, or date
- Media consent tracking with automatic tagging (no media, anonymous media)
- Patient pharmacy preferences
- Good Faith Estimate (GFE) status tracking via Qualiphy integration
- Lead management with automatic marketing opt-in
- Patient address capture with Google autocomplete
- Birth date and demographic field management
- Communication preference management per patient

### Scheduling and Calendar
- Multi-provider calendar with day, week, and provider-column views
- Sticky headers and weekend toggle
- Configurable "open to today" vs. "remember last date" preference
- Google Calendar two-way sync with multiple calendars per staff member
- Daylight saving time and timezone handling
- Color-coded appointments by service
- Per-service appointment duration with new vs. returning patient variants
- Appointment types with hide-from-portal option
- Provider availability windows and override schedules
- Custom availability periods
- Stale appointment management
- Schedule board view with live status
- Incomplete appointment tracking
- Recurring appointments
- Telehealth appointments with automatic meeting room creation and pre-appointment video link delivery
- Waitlist with manual and automatic open-slot notifications

### EMR, Charting, and Clinical Documentation
- Clinical notes with provider name, credentials, and signature on print
- Clinical vs. office notes separation
- Note titles, requirement settings, audit trail, and deletion recovery
- AI voice-to-text note transcription with structured formatting (bullet points, sections)
- Rich-text note editor with tables, @ mentions, and slash commands
- Side-by-side note version comparison with diff highlighting
- Flowsheets with vital signs and measurements
- Automatic BMI calculation
- Input validation for blood pressure and fraction-based measurements
- Photo consultation with image stacking, rotation, and bulk tagging
- Before-and-after photo galleries
- Custom intake and consent forms with multi-language auto-translation
- Required-signature validation on digital consents
- Consent recurrence rules (first appointment, every appointment, never)
- Consent PDF generation with readable labels
- Form responses stored as patient documents
- Care instructions: pre-appointment and post-appointment delivery
- Service history within appointments
- Fullscript supplement ordering integration
- Lab result integration
- E-prescribing and preferred pharmacy field
- Telehealth virtual visits with secure video

### Payments and Point of Sale
- Credit card processing: Visa, Mastercard, Amex, Discover
- Apple Pay and Google Pay
- Split payments across multiple cards and methods
- Cash drawer calculator
- Tip collection with suggested percentages (15%, 18%, 20%)
- Deposit collection with enforcement in online booking
- Refunds to wallet, original method, or alternate method
- Bad debt write-off
- Payment terminal support: PAX A800, Finix, Payrix
- Dual payment processor support at checkout
- Per-storefront / per-location payment routing
- Payment dispute notifications and status tracking
- Surcharge handling
- Coupon codes (fixed, percentage, multiple per invoice, membership-duration)
- Coupon search and badges in invoice details
- Discount limit controls by staff role with PIN override
- Invoice receipts: print, email, PDF, gratuity-aware
- PatientFi financing with OTP verification, in-checkout teasers, and virtual payment links
- Virtual payment links for remote and telehealth transactions

### Memberships, Packages, and Gift Cards
- Memberships with digital agreement signing
- Perpetual member discounts (fixed or percentage), category-based discounts
- Membership validity duration management
- Secure payment-method update links for members
- Membership display ordering and pricing on storefronts
- Service and product packages with credit tracking
- Instant credit redemption at purchase
- Redesigned Packages and Credits pages
- Package credit refunds
- Gift cards with digital delivery and customizable notifications
- Gift card transfer tracking with full transaction history
- Recipient information protection

### Marketing Automation
- HIPAA-compliant email and SMS marketing campaigns
- Rich-text email editor with merge tags
- SMS templates with role-based permissions
- MMS image campaigns with file-type and size validation
- SMS frequency limiting
- Appointment confirmation, reminder, reschedule, pre-care, and post-care messaging
- Reminder timing customizable per service category
- Marketing asset library
- Bulk audience import via CSV
- Appointment-based and birthday-based audiences
- Lead follow-up workflows with delays, exit conditions, and action chains
- Automated workflows that update tags, send messages, and create tasks
- Patient portal invitation flows
- Fax inbox and outbox with notification preferences
- Reward reminder notifications

### Booking Pages and Lead Capture
- Branded online booking storefronts with logo customization
- Service, package, membership, and product browsing
- Availability calendar with slot-density indicators
- Location selector and per-location product display
- Pre-selected appointment time deep links
- Optimal time slot recommendations
- Next-available-appointment button
- Custom success-page and post-purchase messaging
- Member-only pricing display
- Lead source tracking and referral code collection
- Referral codes with 30-day persistence and pre-applied booking links
- Lead forms with custom styling
- Patient waitlist sign-up directly from booking page
- Google Site Verification support
- Phone-number requirement toggle
- Storefront configuration duplication across locations
- Auto-translation of consent forms in booking flow

### Communications (Conversations, SMS, Email, Voice, Fax)
- Unified patient conversation inbox (SMS, email, voice, fax)
- Conversation threading, archiving, and full-text search
- Attachments: files, images, documents
- Message scheduling and delivery status
- Inbound SMS routed to correct patient
- Conversation popout window for multitasking
- Call center and phone-system integration
- Call recording with configurable settings
- Call transcription with AI insights
- Voicemail transcription
- Per-number routing to team members
- Fax send/receive directly inside Prospyr

### Inventory and Catalog
- Service and product catalog with categories
- Service consent requirements and duration variants
- Multi-location inventory with location-level transactions
- Consumables auto-pulled during service appointments
- Out-of-stock alerts at invoice time
- CSV inventory import with vendor associations
- Inventory filtering and export
- Purchase orders with quantity adjustments
- Vendor tracking

### Invoicing and Billing
- Invoice line-item management with discounts (including 100%-off display)
- Multiple coupons per invoice
- Package credit application to invoices
- No-show fees
- Shipping fields and addresses
- Activity log linking invoices to appointments
- Invoice PDF generation, email delivery, and consistent receipt formatting
- Invoice search, filter, and bulk operations
- Closure validation
- Location address merge tag

### Reporting and Analytics
- Dashboard with key practice metrics
- Reports library across patients, revenue, appointments, and inventory
- Rewards program analytics and redemption tracking
- Patient activity logs and audit trail
- Staff activity attribution (including for deactivated users)
- Online reputation tab with Google Reviews
- Location-level rollups for multi-site groups

### Staff, Roles, Permissions, and Multi-Location
- Role-based access control (Owner, Admin, Provider, Front Desk, Marketer, custom)
- Granular permissions: SMS templates, discount limits, photo deletion, forms and consents, inventory, fax, rewards
- Staff deactivation vs. deletion (preserves history)
- Provider service assignment and schedule management
- Custom availability periods and override schedules
- Multi-location and multi-workspace support with workspace switching
- Room management
- Inactive-location filtering
- Single Sign-On (SSO)
- Team member login lifecycle management

### Rewards and Referrals
- Points-based patient rewards program
- Action-based, consumption-based, first-visit, and media-consent rewards
- Reward approval workflow
- Redemption tracking
- Referral program with automatic point distribution
- Native device share for referral links, with copy-link fallback
- Referral default booking page selection

### Integrations
- Google Calendar (multi-calendar per user, title sharing)
- Google Pay, Apple Pay
- Payrix, Finix, PAX A800 payment processing
- PatientFi financing (OTP, in-flow teasers, virtual payment links)
- Fullscript supplements
- Qualiphy Good Faith Estimates
- Lab result feeds
- Google Reviews
- Webhooks for appointment lifecycle events

### Platform and Workspace
- iPad-optimized responsive layouts
- Workspace-level defaults and filter presets
- Notification preferences across in-app, email, and SMS
- Unsaved-changes protection in forms
- Timesheet management and approval
- Homepage task widget
- Document archiving (separate from deletion) with retention

## Company Notes

- HIPAA compliance is a baseline requirement, not a differentiator
- Built specifically for aesthetic and wellness clinics — not adapted from generic medical or salon software
- Scales from single-location growth-stage practices up to multi-location private-equity portfolios (25+ practices)
- Designed so the solution speaks for itself; Prospyr does not oversell