Write the operating model first
List what is centrally controlled: service definitions, reporting categories, access rules and membership terms, for example. Then list what each location may change, such as hours or local staffing. Have the responsible owners agree the boundaries before configuring a new platform.
PatientNow and Zenoti describe multi-location capabilities in their product materials. Use those statements to build a demonstration agenda. They do not establish that every arrangement your group uses is available in every plan or that a particular dashboard matches your finance definitions.
Test the patient journey across locations
Create a fictional patient at one location and book another visit at a second. Confirm how authorized staff find the existing profile and historical context. Check for duplicate creation and inappropriate access when location permissions differ.
Redeem a test benefit at a second location if your program allows it. Ask how the payment, benefit and reporting ledgers attribute the transaction. If cross-location use is prohibited, demonstrate that restriction instead. Keep the software test tied to the practice’s approved policy.
| Shared area | What to demonstrate | Decision owner |
|---|---|---|
| Patient records | Authorized retrieval and duplicate handling | Clinical and operations leads |
| Memberships | Cross-location redemption or restriction | Operations and finance |
| Staff | Provider works at two locations without conflicts | Scheduling lead |
| Inventory | Transfer and reconciliation between locations | Stock owner |
| Reporting | Local totals reconcile to group totals | Finance |
Check permissions through real roles
Test a local receptionist, location manager, clinical user and group administrator. Ask each to perform a normal task and attempt an action outside its intended scope. Record where the system needs a custom role or a manual control.
Confirm who can change shared settings and how the group knows a change occurred. A convenient central account can create excessive access if everyone uses it. Evaluate the actual role configuration rather than relying on a general security statement.
Reconcile reports before comparing location performance
Define completed service revenue, collections, refunds, package activity and active memberships with the finance owner. Check how location transfers and cross-location redemptions affect each measure. Different naming conventions can make an apparently complete report misleading.
Use a small synthetic ledger and calculate expected totals before asking the vendor to generate a group report. If the totals differ, trace the difference instead of assuming the dashboard is wrong or your spreadsheet is right. Save the accepted definition for future locations.
Plan a pilot rather than duplicating uncertainty
Choose a representative location and validate configuration, training, migration and reporting there. Record which settings are reusable and which depend on local services or staff. Resolve material issues before repeating the setup across the group.
Model the next location in the written quote. Check location fees, billable users, additional modules, payment arrangements and onboarding effort. The total-cost calculator can compare a fixed group scenario; changes in pricing tiers need a separate model.
Build a shortlist for the group you operate
Enter your current locations and providers in the matcher, along with clinical and workflow requirements. Then rerun the profile for a plausible expansion case. A change in shortlist is a prompt to investigate scale assumptions, not a forecast of which vendor will be best in the future.
Before signing, confirm that the proposed plan supports the permissions, ledger rules and rollout work demonstrated. Keep the accepted pilot evidence and operating definitions with the implementation plan so later locations do not need to repeat the same discovery.
Put your requirements to work
Compare candidates against your practice profile. Review evidence gaps, then verify the exact workflow and quoted plan in a demo.
Find my software fitSources & editorial approach
Reviewed October 19, 2026. Workflow examples and checklists are original editorial guidance. Vendor documentation describes vendor claims; verify the quoted plan and configuration. Examples are illustrative and do not establish outcomes.
Clinical content describes software evaluation, not treatment protocols. Have the appropriate professionals review clinical and legal requirements for your practice.
How the matcher and disclosures work