Olympus Cosmetic Surgery Group

Cosmetic surgery has longer lead times than many other healthcare services. A patient who inquires today may not reach the OR for another 60 or 90 days. Between the first lead, the consult, the surgery booking and the completed procedure, visibility can break down at any step.

At Olympus, that journey crossed four practices, eleven facilities, three AesthetixCRM instances, two ModMed environments, Salesforce and multiple marketing platforms, each reporting independently. A practice could see its own numbers. Nobody could see the portfolio.

The questions leadership needed answered were concrete. Which practices converted leads into consults most efficiently? Where did patient opportunities stall before reaching the OR? Which surgeons had open hours while leads sat in the pipeline? What did the 90-day revenue forecast look like across the organization?

The underlying data existed, but assembling it into one operational view took an entire month, and by the time a report was finished, the picture had already changed. Even basic plumbing was manual: moving collected revenue back into the CRM required a practice manager at each location to download and upload a CSV every week.

What Olympus needed from a platform:

1. One HIPAA-compliant warehouse across every CRM instance, EMR environment, and ad platform.
2. Funnel stages and metric definitions standardized so practices could be compared on the same terms.
3. Surgeon-level capacity visibility, matched against the leads already in the pipeline.
4. A 90-day revenue forecast built from the surgical schedule, not from month-old exports.

CorralData brought the group's six core patient management systems (three AesthetixCRM instances, two ModMed environments and Salesforce) into one HIPAA-compliant warehouse, alongside Google Ads, Meta Ads and GA4. One early milestone was unifying revenue reporting across the two ModMed environments and validating it against the figures Olympus's finance team had been assembling by hand.

From there, CorralData applied the same funnel stages, procedure categories and forecasting logic to every practice, regardless of the systems each one uses.

One funnel, same definitions everywhere

The Funnel Conversions dashboard tracks a lead's full path to procedure the same way at every practice, from first inquiry through consult, booking, and completion. Because it works both by cohort and by event date, leadership can catch a slowdown in this month's leads while there's still time to fix it, and compare conversion across practices on equal footing.

Surgeon capacity, finally visible

The Surgeon Utilization board shows how booked each surgeon is against their available OR time, week by week, alongside a scorecard covering their cases, conversion, and revenue. Leadership can see who's near capacity and who has open hours, then match that open time to the leads already waiting in the pipeline, turning unused OR time directly into booked revenue.

A 90-day forward look

Revenue and Financial reporting adds a piece most surgical groups run without: a 90-day forecast built from procedures already on the schedule across every facility, weighted by how often each facility's bookings actually convert. Finance can see where next quarter is falling short while there's still time to close the gap, instead of finding out after the month closes.

A team that builds its own reporting

When someone at Olympus needs a number that is not yet on a dashboard, they can ask their data a question in plain English through AskCorral, CorralData's AI agent, and receive an answer with a supporting data visualization.

The finance and operations teams also build and modify dashboards themselves, from monthly operations boards to reactivation lists for front desk teams. In weekly sessions with CorralData, they work through prompts to develop what they need instead of submitting report requests and waiting for someone else to build them.

Olympus now has a portfolio-wide view of practices that previously reported separately. As of August 2026, patient opportunities from every original CRM instance flow through a standardized funnel, with lead sources across the portfolio visible in one attribution view. Leadership can compare lead-to-procedure conversion across practices using the same definitions, while the operational picture that once took a month to assemble now refreshes continuously.

That visibility has changed how the group manages conversion. Consult-to-surgery conversion is tracked monthly for every practice using consistent definitions. With stalls visible in the funnel, the team can identify where opportunities slow down and follow up while they are still in the pipeline. Cohort conversion improved steadily through 2026.

The infrastructure has also kept pace with the group's acquisitions. Olympus's public roster has grown from four practices to eight, with each new practice's CRM and EMR brought into the same warehouse and data models. New practices connect to the existing funnel, surgeon scorecard and forecast instead of requiring the reporting system to be rebuilt.