For practices with a front desk, a schedule, and a waiting list
You opened a practice to treat patients — not to run marketing, chase intake forms, work the call list, or find out how the month went after the month is over. We're the operations partner that takes that work off the practice, one cycle at a time. Whatever is holding you back this month is what we point the capacity at.
One monthly retainer · Set capacity each cycle · 30 days' notice to cancel
Patient history form captured online and delivered into the EHR, structuredMedical assistant · Providers
Seven intake links folded into one path that routes each patient automaticallyFront desk
Website rebuilt around booking, with one clear next step on every pagePractice manager
Baseline set: form completions, calls, bookings, and where staff hours go todayOwner
The problem
Nothing is broken, exactly. Patients get seen, the schedule fills, the month closes. But the whole operation is held together by staff memory and after-hours effort — and that is the ceiling.
You don't need another vendor with another login. You need the work to leave the building.
Why this is different
Practices don't usually lack a plan. They lack anyone to carry it out while the schedule is full and the phone is ringing.
Leaves you a plan and an invoice. The execution lands back on the team that was already at capacity.
Leaves you a login and a training video. Half of what you already pay for was never switched on, because somebody at the practice had to become the person who runs it.
Runs one channel well, has no view of what happens after the lead arrives, and won't touch the back office at all.
The people in the planning session are the people who do the work. We decide what matters this cycle, then go build it, write it, call it, or connect it — and we're there the cycle after that.
And if a change doesn't reduce someone's day, it won't survive the month. Most new systems arrive as homework — more training, more documentation, one more thing for the front desk to remember. That's why we judge a cycle by what it removed, not by what it added.
Your front desk knows your patients. Your MA knows your providers. None of that should be spent on work a system can do. We put the process underneath them so the people you already trust can spend their day on the parts that need a person — and so the practice stops depending on any one of them remembering everything.
The first cycles clear plates. The ones after that build on what's already running — content that's been indexed for a year, reviews that keep arriving, follow-up sequences that have been improving since month two. That's why this is a journey rather than a project, and why we'd rather be measured on cycle twelve than cycle one.
How we choose the work
The easiest way to decide what a month should focus on is to look at who is doing repetitive work that a system should be doing instead. Pick a role and see what changes.
What a cycle can actually produce
We're not a SaaS company and you're not buying a subscription to a product. You're buying capacity — and software is only one of the things a cycle can produce. Plenty of cycles produce none at all. But when the fastest way to take work off a plate is to build something, we build it, inside the same retainer, on top of the systems you already run. Two of these are running in practices right now. One reads Curve Dental. One reads NextGen. The approach doesn't care which EHR you use.
Built on Curve Dental · Multi-location dental group
Their office managers were starting every morning by asking what to work on first, then reconstructing the month after it closed. So we built an operations layer on top of their existing practice management system. It reads their live data and returns a prioritized plan for the day — what's booked against target, which chairs have room, which patients are worth calling for the openings, and what has to be handed to tomorrow.
Today's brief
Ready to fill
Do this first — in order
Every figure is labeled by what kind of number it is. A gap in the source data is shown as unknown, never as zero.
Built on NextGen · Functional medicine
This practice had patients in the EHR, leads in intake forms, referrals in a spreadsheet, and a marketing platform that couldn't tell any of them apart. So "send an email to everyone" was the only real option. We built a gateway that reads both sides, works out who's already a patient, and turns raw history into tags a human can act on — lapsed, reactivation candidate, referral-sourced, post-visit follow-up.
Normalized contacts — 4,812 total
Why suppressed: no permission source on file — held out of SMS until consent is captured.
Ready to send: post-visit sequence, email preferred.
We read from and write into what you already use — Curve, NextGen, or whatever your chart lives in. No migration, no retraining the clinical team.
We use health data to create intelligence, not to copy it into marketing software. The restrictive setting wins whenever consent signals conflict.
This works in any practice with treatment plans and chairs or tables — dental, functional medicine, med spa, PT, chiro, veterinary.
We can tailor one of these to your practice or build with you from scratch. Either way it comes out of the same retainer, not a second contract.
Free tool · No email required to use it
This is the same math we run in the first cycle of every engagement, before we change anything. Move the sliders to match your practice. It's a rough version of what Clarity does with your real data — and the fastest way to see whether the conversation is worth having.
Assumptions, stated plainly: reminders and a short-call list recover about 40% of missed slots; workflow automation removes about 55% of repetitive admin hours; a structured reactivation cadence brings back about 4% of a quiet list over a quarter. Staff time valued at $28/hour loaded. These are the ranges we see — your real numbers come from the baseline in cycle one.
Every month, at current settings
Over twelve months
$89,000Staff time
396 hrsBuilt by us, in an afternoon. That is roughly what happens inside a cycle — we build the thing that answers the question instead of writing a report about it.
How the retainer works
This isn't a fixed project with a scope document nobody reads twice. You engage a consistent level of effort each month — one work cycle — and that capacity gets pointed at whatever matters most right now. Practices that move faster meet with us every two weeks instead of once a month, so the aim gets corrected mid-cycle rather than at the end of it.
We meet at the start of the cycle, review how the last one performed, and choose the outcomes for this one. Monthly, or every two weeks if that suits your pace.
You approve the plan for the month. Nothing patient-facing publishes without your sign-off.
We build it. Not a deck about it — the form, the workflow, the page, the schedule template, live in your practice.
We measure against the baseline, then plan the next cycle from what actually happened.
This is a fractional operations team, priced like one line item. Strategy, build, web, workflows, and the vendors underneath — the group you'd hire if a practice your size could justify five salaries. Three tiers set how much moves in a single cycle; the roadmap underneath is the same at every tier. Kickstart $1,500 · Growth $3,000 · Scale $6,000 per month — most start at Growth. See what each tier covers → Priorities are set fresh each cycle, so if the practice changes, the plan changes with it. Thirty days' notice, no long-term commitment — the work has to keep earning the retainer.
One number
Most agencies sell you a category. You sign up for marketing, and marketing is what you get every month whether or not it's what the practice needs. We don't work that way, because the thing holding a practice back in March usually isn't the thing holding it back in July.
One cycle might be content, local search, and reviews. The next might be back-office cleanup that no patient ever sees — intake, follow-up workflows, the schedule template, documentation for a new hire. A website rebuild is a cycle, not a separate project with its own contract. It all draws from the same capacity, and it all costs the same number.
If the website needs rebuilding, that's this cycle's work. There's no second invoice, because there's no second agreement.
When a scope is bigger than one cycle
Most of the time it simply spans two or three cycles. Nothing changes about what you pay — it just lands in stages, and you see each stage go live.
If the practice consistently needs more moving at once, you change tiers in writing and the capacity goes up from the next cycle.
If it's a one-time push you want done now rather than spread out, you can buy a block of capacity for that cycle and continue the retainer unchanged after it.
All three get decided with you in planning, before any work starts. Nothing is ever added to an invoice you didn't choose.
Same roadmap, three speeds
Nothing gets removed at a lower tier. The same roadmap simply stretches across more months, because each cycle carries one focused workstream instead of two or three. A cycle is one month, so what follows is your first quarter at each level — read each row across to see how far that tier gets by month three.
Website layout rebuild
History form into the EHR
Site cleanup, local search, tracking
History form into the EHR + website rebuild
Front desk workflows, reviews, local search, content
Scheduling, capacity, goals, daily rhythm
Everything in Growth cycle 1, across locations
Workflows, content, and reviews live everywhere at once
Capacity and goals by location, plus reporting on top
These are examples of the level of effort at each tier — not a fixed or guaranteed scope. What actually lands in each cycle gets decided with you at the kickoff meeting and re-confirmed at every planning session, based on what the practice needs most at that moment. The tier sets the capacity. You set the priorities.
The part that’s easy to miss: the items that compound — content, reviews, reactivation, follow-up — get stronger the longer they run. On Kickstart they start about three months later. You’re not three months behind on completion. You’re three months behind on compounding. Kickstart is still the right call if the monthly number needs to be $1,500 — the roadmap and the quality are identical, and you can move up a tier in writing at any time.
What "one partner" actually means
Not just the technology. Campaigns, phone calls, hiring documentation, the vendor who never returns your emails — if it's operational work sitting on someone at the practice, it's work we can take. When something falls outside what we do in-house, we bring in our team or a vetted partner and manage them. You still have one point of contact, one invoice, and one plan.
Campaigns, paid ads, content, local search, events and community presence, and a referral motion with providers around you.
Reactivation and recall calls, unscheduled treatment follow-up, and working the list — run by our team when yours doesn't have the hours for it.
Scheduling design, capacity and goal tracking, front-desk scripts, the daily huddle, and onboarding documentation so a new hire can be brought up to speed from a document.
Reminders, form completion, no-show recovery, review requests, and reorder prompts — so following up stops depending on who remembers.
Site structure, service pages, and the path a patient takes from search to booked appointment.
Intake, scheduling, the pipeline into your EHR, and connecting the tools you already pay for.
When nothing on the market fits, we build it — like Clarity — on top of your existing systems, inside the same retainer.
Photography, video, print, and specialists — sourced and managed by us. We'll also take over managing the vendors you already have.
Before you post the job
When a practice is underwater, the instinct is to add a person. Sometimes that's right. But often you'd be hiring someone to do work that shouldn't exist — then recruiting them, training them, managing them, and absorbing it yourself when they leave eight months later. The other instinct is worse: absorb it personally and call it dedication.
Campaigns, ads, content, local search, reviews, and the outreach calls behind them — run by a team that does this every day across practices, not one person learning it alone in your office.
Schedule design, capacity and goals, documentation, vendor management, and the systems work underneath — the function without the salary, the benefits, or the turnover risk.
The work that quietly migrated to after hours and weekends goes back into a system, or onto us. That's the whole point of the arrangement.
Most owners we meet are already working the second shift — catching up on the business after the patients go home, on a laptop at the kitchen table. You shouldn't have to choose between the practice you want and the evenings you already lost. The goal isn't a smaller practice or a lower standard of care. It's the same ambition, carried by something other than your own hours.
What we measure
Baselines are set in the first cycle, before anything changes, so every review compares against something real instead of a feeling. Alongside the growth numbers, we track the time the practice gets back — because that is the point.
In their words
They took the time to learn my business and my goals instead of handing me a list of services. The site is live and bookings are up.
Keith · Practice ownerMy go-to for custom applications and automation. Frank and his team know the work, and they're right here in the DC area.
Brian Loebig · ClientWe had tried other scheduling and CRM tools. They were cookie-cutter. This was built around how we actually run.
Theo Powers · OwnerStart here
We'll walk your practice one role at a time — front desk, clinical, billing, you — and show you what the first cycle would take off each plate, whether that turns out to be marketing, the back office, or the phone. If we can't point at something worth removing, we'll tell you that too.
30 minutes · No deck · You'll leave with the first cycle sketched out, whether or not you hire us