Diagnose It. Fix It. Help It Stay Fixed.
Practice Operations Improvement Sprint, $4,500
Your team isn’t the problem. Three steps nobody owns and a spreadsheet holding it together is the problem. We follow the work from the moment it arrives to the moment it’s finished, rebuild the step that keeps stalling inside the systems you already pay for, and leave your staff a tracker and instructions they’ll still be using in six months.
The Problem This Solves
You Already Solved This Once. It Didn’t Hold.
Here’s the version we see most. A referral arrives by fax. Someone retypes it into a spreadsheet. Someone else checks benefits. The one person who knows where it stands is out today, and the patient is calling to ask why nobody has phoned them back.
Nothing here is broken enough to schedule a project around, so it never gets fixed. It gets absorbed, usually by whoever on your staff is most conscientious.
We don’t hand you a report about that. We follow one real referral from the fax to a booked appointment, find the step where it stalls, and rebuild that step in Tebra, SimplePractice, TherapyNotes, or whatever you already run. Your staff tests it with real cases before it goes live. Then it belongs to them.
Who Actually Does This
You’re Hiring The Operator, Not A Coordinator
Ryan Berg has spent sixteen years inside behavioral health revenue cycle and credentialing, in all fifty states, and he leads this work himself. You won’t be handed to a project coordinator reading from a checklist.
Most firms here do one or the other. They run the billing and credentialing operation, or they write the software. We do both, and that’s the whole reason the tracker you get at the end isn’t a template. It’s what we already run.
The price on this page is the price. No monthly minimum, no percentage of your collections, and no discovery call before you’re allowed to find out what it costs. If what you need turns out to be bigger than what’s published here, you get a written scope and a number before anyone starts working.
Tangible Deliverables
What Will Be In Your Hands When We Finish
Your team leaves with three corrected workflows, clear ownership, a working operational tracker, practical instructions, and a tested way to handle exceptions.
A Visual Workflow Map
We map the improved process: what happens, who does each step, which system they use, when it is due, and what to do when something goes wrong. It includes the trigger, handoffs, exceptions, and completion point.
A Working Tracker Or System View
A work list showing each active item, its status, assigned staff member, next action, due date, missing information, and last update. It is configured for the included workflow; it is not a generic blank spreadsheet.
Operating Instructions Your Team Can Use
A plain-language, step-by-step operating guide with screenshots, decision points, exceptions, and escalation instructions. You also receive a one-page guide showing who performs each task, who approves it, who needs an update, and who steps in when it becomes overdue.
A Tested And Supported Process
Your staff tests realistic examples before launch and confirms that the corrected process works as expected. For 30 days after launch, AdvanceAPractice monitors the included work, corrects defects in what AdvanceAPractice built, and completes one stabilization review. New features or expanded workflows are separate scope.
Custom workflows may live inside your supported EHR, Microsoft 365 and Azure environment, Google Workspace or Google Cloud environment, or another customer-controlled system named in the Order Form. The Command Suite is AdvanceAPractice’s hosted application and is identified separately.
A Concrete Example
Example: Referral To First Appointment
This is what an improved workflow means: each step names the owner, system, timing, what happens when it fails, and evidence that the work is complete.
Referrals arrive through several channels. Staff keep separate lists, ownership changes by memory, and managers cannot see why an appointment is delayed.
One visible process assigns every referral, records what is missing, routes the next task, and escalates overdue work before it disappears.
-
Referral Received
- Owner
- Front desk
- System
- Practice system
- Timing
- Same business day
- If Something Goes Wrong
- If the source or contact information is incomplete, assign a correction task.
-
Required Information Checked
- Owner
- Intake coordinator
- System
- Document checklist
- Timing
- Within 1 business day
- If Something Goes Wrong
- Missing forms stay visible with an owner and next follow-up date.
-
Insurance Verification Completed
- Owner
- Benefits team
- System
- Insurance portal and tracker
- Timing
- Before scheduling
- If Something Goes Wrong
- Failed or uncertain eligibility moves to manual review; it does not silently pass.
-
Ready For Scheduling
- Owner
- Scheduler
- System
- Scheduling queue
- Timing
- Within the agreed response window
- If Something Goes Wrong
- Unreachable prospects receive the documented follow-up sequence.
-
First Appointment Confirmed
- Owner
- Scheduler
- System
- EHR or PM system
- Timing
- Completion point
- If Something Goes Wrong
- Managers see aging, incomplete items, and escalations in the dashboard.
Example only: This public illustration uses synthetic information. Your version is configured around the systems, roles, and included workflows named in your Order Form.
Example Finished Tool
Referral-To-First-Appointment Tracker
The tracker shows each item, who is handling it, what happens next, and when it is due. Staff can filter the list, flag problems, and review totals.
- 18 active referrals
- 4 need documents
- 2 due today
- 1 escalated
| Reference | Verification | Owner | Next action | Due | Status |
|---|---|---|---|---|---|
| REF-1047 | Verified | M. Chen | Offer appointment times | Today | Ready |
| REF-1052 | Needs subscriber ID | A. Rivera | Request missing information | Jul 28 | Waiting |
| REF-1058 | Manual review | M. Chen | Confirm network product | Overdue | Escalated |
Illustrative preview: References and values are fictional. Client versions are configured in the approved customer environment or system named in the Order Form.
Scope And Limits
What This Package Includes
Review the included work, exclusions, responsibilities, timing, and fixed price below.
What Fits Inside This Package
- One practice and one location
- Up to three connected administrative workflows
- Up to three existing systems
- Up to 12 supported process or system changes
- One configured operational tracker
- One team training session and one validation review
What AdvanceAPractice Will Fix Or Build
- Trace where tasks stall, duplicate, lose ownership, or lack an escalation path.
- Redesign and implement the three included workflows.
- Configure practical statuses, assignments, reminders, reports, checklists, or queues in supported existing tools.
- Deliver workflow maps, illustrated operating instructions, checklists, and a clear ownership guide.
- Test realistic scenarios with the team and correct included defects during the 30-day stabilization period.
What Is Not Included
- Hiring, supervising, or managing employees
- EHR replacement or historical data migration
- Custom software development
- Legal advice or an organization-wide compliance review
- Additional locations, unrelated workflows, or ongoing managed operations
What We Need From Your Team
- Provide timely access to the people, current procedures, and supported systems involved.
- Name one decision-maker and one day-to-day workflow owner.
- Have the affected team attend testing and training.
When work starts: Work begins within three business days after your selected month starts, once we have the required information, documents, and access. Payment alone does not start the clock.
Thirty-day warranty: AdvanceAPractice corrects defects in the included work and completes one stabilization review. New requests, additional workflows, expanded volume, customer-made changes, and payer or vendor changes are separate scope.
From Purchase To A Working Improvement
You Receive More Than A Report
AdvanceAPractice identifies why the problem repeats, implements the corrections included in your package, tests them with your team, and leaves practical tools and instructions behind.
Choose And Pay
Select the package that matches one defined problem and complete secure checkout.
Complete Secure Onboarding
Provide the requested business information, documents, system details, and authorized access through AdvanceAPractice’s secure onboarding process.
Receive Confirmation That Work Can Begin
AdvanceAPractice confirms that the required intake is complete. The three-business-day work-start clock begins with this confirmation, not when payment is made.
Trace The Recurring Problem
An experienced healthcare operations Expert follows the work from its trigger through handoffs, systems, delays, exceptions, and completion to find why the current workaround has not held.
Review The Correction Plan
You see the proposed steps, owners, system changes, testing method, and any work that falls outside the purchased limits before implementation proceeds.
AdvanceAPractice Implements The Included Fixes
AdvanceAPractice configures or builds the agreed changes, tracker, workflow, instructions, and safeguards that fit the package.
Your Team Tests Realistic Examples
The people who perform the work confirm that the corrected process behaves as expected. AdvanceAPractice completes the included correction rounds and training.
Launch And Stabilize
AdvanceAPractice confirms launch, provides the finished operating materials, and supports included defects through the 30-day stabilization period.
Plain-Language Answers
What The Package Terms Actually Mean
What Is An Improved Or “future-State” Workflow?
It is a step-by-step visual map of how the work will run after the fixes. It shows what starts the process, who owns each step, which system they use, when the step is due, what happens when information is missing, who receives an alert, and what confirms completion.
Do You Only Tell Us What Is Wrong?
No. The initial review identifies the cause, and AdvanceAPractice then performs the process, configuration, tracker, documentation, testing, and training work included in the published package limits.
What Happens If The Problem Is Larger Than The Package?
We complete the corrections that fit inside the purchased limits and show you the additional need separately. Nothing outside the package begins and no added charge occurs unless you approve a written expansion scope.
What Does The 30-Day Warranty Cover?
For 30 days after launch, AdvanceAPractice corrects defects in the configuration, automation, documentation, or workflow AdvanceAPractice implemented and completes one stabilization review. New features, new workflows, vendor changes, payer changes, and customer-made changes are separate scope.
Is The Delivery Time Guaranteed?
The delivery window begins after onboarding and required access are complete. It pauses when customer information, testing, vendor access, payer responses, or third-party approvals are unavailable. AdvanceAPractice does not guarantee payer, vendor, financial, or clinical outcomes.
Ready To Fix The Recurring Problem?
Start The Practice Operations Improvement Sprint.
A healthcare operations expert leads the work. Software keeps the tasks, evidence, and next actions organized and visible.