Fitting records for wig and hair loss studios
StrandRestore holds the whole appointment in one record: circumference, front to nape, ear to ear, the base and density she chose, the order date and the reimbursement letter printed on your letterhead. Your client walks out with a document she can submit that afternoon instead of a receipt and a promise.
What the day actually costs
You can measure a head and read a scalp in your sleep. What eats the week is the second job nobody trained you for: retyping the same letter, chasing a supplier on an order you promised for Thursday, and answering a client whose claim came back denied for a wording problem you did not create.
Every reimbursement letter gets rebuilt from the last one in a word processor, with the old client name still sitting in paragraph two. Forty minutes each, and the mistakes are the ones carriers bounce.
About 11 hours a monthThe cap notes from the first fitting live on an index card, and when she calls in March for a second unit nobody can find it. A remeasure appointment costs a chair hour you had already sold.
$140 per repeated fittingThree units are in transit, one is on backorder, and the only place that lives is your head and a supplier email thread. A missed handoff before treatment starts is the appointment you never get back.
1 in 9 orders slips a weekShe submits, you hear nothing, and six weeks later she is standing at your counter asking what happened. Without a status log you are guessing in front of someone who is already exhausted.
Roughly 30 percent unfollowedHow it works
Nothing here asks you to change how you fit. It asks you to write it down once, in the place where the letter and the order will look for it later.
Name, referral source, diagnosis reference if she brings one, and the seven cap measurements on one screen: circumference, front to nape, ear to ear over the top, ear to ear across the back, temple to temple, nape width and crown position. Photos of the hairline attach to the same record.
Choose the base construction, cap size, density, length and color code, then record the supplier, the purchase order and the promised date. The order line changes status as it moves, and anyone on your team can see where a unit sits without opening an email thread.
The letter pulls the itemized cost, the date of service, the prescribing physician and your studio credentials from the record and prints on your letterhead. You read it, adjust a line if you want to, and hand her a PDF or email it with a secure link before she leaves.
Log the submission date, the carrier and the plan, then update the entry as responses come in. When a carrier asks for more, you record what it asked, and the next letter to that carrier carries it from the start.
Inside the studio account
No general purpose customer manager pretending to understand cap construction. These are the parts of the job that go wrong, handled properly.
The full set of head measurements in the order you take them, with the previous fitting shown alongside so a change in circumference after treatment is obvious. Values save in inches or centimeters, whichever your suppliers want.
Every unit on order sits on one board with its supplier, purchase order number, promised date and current status. Late arrivals raise themselves a week before the appointment, so you can call the client before she calls you.
A letter template written with the vocabulary carriers respond to, filled from the record and printed on your letterhead with your license or certification line. You can keep more than one version, for example a hospital referral variant and a direct pay variant.
Each submission carries the carrier, plan, date sent, amount claimed and every response, so you always know what stage a client is at. The log remembers what a given carrier asked for last time and prompts you for it up front.
Consultation, first fitting, cut and style, refit and maintenance each carry their own length and their own checklist. Reminders go out with the wording you would use yourself, quiet and plain, never chirpy.
Pull a month of sales, orders and claim outcomes to CSV, or a single client file to PDF, in two clicks. Access to every record is logged, which makes your annual compliance review a download rather than a search.
What owners report after a quarter
These come from the 318 studios running fittings on StrandRestore, measured against the quarter before they moved over. We publish the method behind each one on request.
Letters that took forty minutes take four, because the measurements, the itemized cost and the physician reference are already in the record. That is most of a working day returned to the chair.
Carriers reject on missing wording and missing detail far more often than on the claim itself. A template that always carries the diagnosis reference, the date of service and your credentials removes most of that traffic.
Claims that used to stall now get followed to a decision, and second unit sales stop leaking because the cap file is still there when she comes back. Median figure across studios in their second quarter with us.
When last year's measurements, base type and color code open in one click, a returning client can be quoted on the phone. The refit gets booked in that call instead of in a follow up that never happens.
From studios like yours
I have fitted oncology clients for nineteen years and the letter was always the part I dreaded. Now I print it while she is still trying on the second cap, and she leaves with it in her folder. Two of my regulars cried at the desk, in the good way.
The order board is what sold my team. We had three units late in one week last spring and I found out from the clients. That has not happened since June, because the board tells us on the Monday, not on the Friday.
I run two boutiques and I could never see both at once. The claim log ended that. I open it on a Tuesday morning, see the four submissions with no answer, and my assistant calls them before lunch. Our reimbursement rate went up without us selling a single extra unit.
Who this is built for
Oncology fittings, alopecia areata and totalis, trichotillomania, scarring alopecia, and the long slow thinning that brings a woman in at fifty three. The room is quiet, the appointment is long, and the paperwork has to be right the first time.
Tell us which of these is yours and we will show you that part first.
Pricing
We do not take a percentage of anything your client is reimbursed, and we do not charge per letter. Pick the plan that matches how many fitters and rooms you run.
$45 per month
One location, up to two fitters. For the owner operator who does the consult, the fitting and the paperwork herself.
$95 per month
One location, up to six staff accounts. The plan most studios settle on once a second fitter and a front desk are involved.
$189 per month
Two rooms or two storefronts under one owner, with staff who move between them and one set of numbers at the end of the month.
Every plan is billed monthly in US dollars and can be cancelled at any time from your account. No setup fee, no annual contract, no charge per letter or per claim.
Questions owners ask us first
Plans are $45, $95 or $189 per month depending on how many fitters and locations you run. There is no setup fee, no per letter charge and no percentage taken from a reimbursed claim. Every plan is billed monthly and you can cancel at any time from inside your account. If you outgrow a plan mid year you move up on the next invoice and nothing is re keyed.
Most owners are running live fittings on StrandRestore the same week they sign up. You import your active client list from a spreadsheet, pick the three or four cap templates you actually use, and paste your studio letterhead once. The average setup we log is two hours and twenty minutes of real work, usually split across two quiet afternoons. We do the first template pass with you on a screen share if you want it.
Records are stored encrypted at rest in United States data centers, and every transfer runs over TLS. Only the accounts you create in your studio can open a fitting record, and each one carries a role, so a front desk assistant can book and take measurements without seeing diagnosis notes. We keep an access log you can export for your own compliance file. We never sell data, and we never use client records to train anything.
StrandRestore exports fitting records, order lines and claim status as CSV or PDF, so your bookkeeper can pull a month into QuickBooks or Xero without retyping. Calendar invitations for fittings send to Google Calendar and Outlook. Letters download as PDF and can be emailed straight from the record with a secure link. If you use a booking tool at the front desk, we accept a client import from it rather than fighting it for control of the schedule.
You cancel yourself in the billing screen and the plan stops at the end of the paid month, with no exit call and no cancellation fee. Before the account closes you export everything: fitting records, measurements, order history, letters and the claim log, as PDF files plus a CSV index. We hold the archive for thirty days in case you change your mind, then delete it. Your client records belong to your studio, not to us.
The letter is not a claim decision, and no vendor can promise one. What it does is remove the reasons claims come back: it carries the cranial prosthesis wording carriers look for, the prescribing physician and diagnosis reference your client supplies, the itemized cost, the date of service and your studio credentials in one clean document. Studios on StrandRestore report far fewer requests for additional information, because the packet is complete the first time. When a carrier does write back, you log the response against the claim and the next letter for that carrier already knows what it asked for.
The Fitting Room
We write for owners who take the measurements themselves. Three recent pieces from The Fitting Room are below.
Talk to us
Thirty minutes, no slide deck. Tell us how you fit and how you bill, and we will show you the record, the order board and the claim log with your own case in them.
We reply within one business day, from a person who has sat through these fittings. Prefer email? Write to jimenezjulien42@gmail.com and say what your studio needs.
