Operations Partnership
Practice Operations Support For Medical And Behavioral Health Practices
Our Operations Partnership runs practice operations for medical and behavioral health practices with your team, from $3,500 a month. Someone besides the owner keeps scheduling, credentialing, medical billing and the EHR moving together, and you know what’s open, what’s stuck and what needs your decision.
Request A Written Scope Book A 20 Minute Fit Call
Practical Support Your Team Can Use
Your written scope sets the work: reviewing workflows, resolving agreed gaps, clarifying responsibilities and keeping priorities moving. Your team gets practical instructions and a clear record of what needs attention. Any new tool or build is scoped separately unless your Order Form already includes it.
- A workflow where every step has a name on it. Each step says what starts it, who does it, what they need to do it, who gets it next and how you can tell it’s done.
- A provider onboarding plan. Hiring, payer enrollment, EHR access, training and the first billing review happen in the right order, so a new provider isn’t seeing a payer’s patients before that payer has them on file.
- Policies staff can find and trust. There’s one current copy with a named owner, only the right people can edit it, and changes get reviewed.
- An owner update you can act on. It shows what got done, what’s still open, who’s doing what next and the decisions only you can make.
If work keeps landing back on the same person, start with the clinic handoff checklist, and if staff are working from different versions of the same document, read who should be able to edit policies and templates. Both walk through the practical checks we run before we’d recommend a system change.
Reporting And Follow-Through
Know What Needs Your Attention.
See which payer has not responded, which balance needs follow-up and which intake is waiting on paperwork. For the reports in your scope, we identify the source and reporting period so your team can distinguish an old import from a current result. When you have no visibility into your numbers, the Command Suite puts open tasks, blockers and who owns each one on one screen, so you can decide instead of chasing updates.
How It Works
Make Daily Work More Consistent
We learn how your practice runs through onboarding, starting with who does what and which systems carry the work. Your IT or security contact then grants us the access we need to your EHR, your Microsoft or Google workspace and, where the work calls for it, your secure server, under your own security rules. The access stays yours to manage, and you can adjust or remove it when you choose.
Identify What Needs Attention
We find where work gets dropped between people, what’s stuck, and which parts of the practice are working against each other.
Set A Review Schedule
We set the priorities with you, put a name on every task, and agree on a reporting rhythm the whole practice can keep.
Assign And Follow Up On The Work
We stay on the follow-through in medical billing, credentialing, intake and your systems, so a dropped task gets caught before it turns into a denied claim.
Who It’s For
Practices Past Startup, Not Yet Fully Staffed.
For medical and behavioral health practice owners still coordinating billing, credentialing, staffing and systems themselves. We review how your practice works, agree on priorities and take responsibility for the operational work in your written scope.
Growing beyond one provider or one specialty? We plan and manage the move with you, from adding new providers and specialties to taking a solo practice to a group or multi-specialty clinic, including setting up group contracts with your payers so new providers can start seeing insured patients sooner. It’s all part of the written scope we agree on together.
Past Startup And Adding More Structure
You’re past startup, but you don’t have a full admin staff yet.
Multi-Provider Groups
Medical and behavioral health groups that need clear responsibilities and consistent follow through across providers, locations and administrative work.
Tried Outside Help Without Clear Ownership
You’ve outsourced billing or credentialing, and you’re still the one holding every piece together.
From A Real Engagement
The Balances Patients Called About Were Never Billed
At one practice, patients were complaining about large balances. The billing wasn’t the problem. The front office had entered insurance plans without an effective date, so the EHR silently never sent those claims. We fixed the affected accounts first, then changed how the front office enters coverage so it stopped happening.
How We Fix A Repeated Staff Handoff
We follow one recurring task from the first request through completion, then correct the point where information is lost, retyped, or left without a next action.
Watch The Work Happen
We review the actual intake, scheduling, authorization, billing, or credentialing steps with the people who perform them.
Reduce Duplicate Entry
We identify where staff repeat the same information and update the forms, shared records, or instructions to reduce that work.
Assign The Next Action
Each recurring task has a person responsible, a due or review rule, and a clear route for exceptions.
Test With Staff And Document It
Staff use the revised steps on a real or safe test case. We correct gaps and leave instructions that reflect what they do.
FAQ
Practice Operations FAQ
What Does Practice Operations Support Include?
A regular check-in on what’s open, what’s stuck and what needs your decision, with a name on every task. Someone follows through between medical billing, credentialing, intake, scheduling and the EHR, so a problem in one doesn’t turn into a denial in another. If you need a provider onboarding plan or referral tracker, we confirm the work and acceptance checks in writing before building it. New builds are scoped separately unless your signed Order Form already includes them.
What Does The Operations Partnership Cost?
It starts at $3,500 a month. We scope it in writing, or on a short call if you’d rather talk it through, because a two-provider practice that needs credentialing and scheduling follow-through is a different job from a group that needs billing oversight, provider onboarding and owner reporting. The written scope lists the work, the monthly price and what stays with your staff.
In the first week of a recent engagement we executed the BAA, got Microsoft 365 access sorted with the practice’s IT provider, mapped an owner for billing, credentialing, onboarding and IT, and held the first standup.
What Are The Terms Of The Operations Partnership?
There’s no setup fee. It runs month to month with no minimum term, and we review the scope with you at 60 days. Messages are answered within one business day, and new requests are sized within two business days. Up to four small requests a month, each under an hour, are included.
What Happens After I Book The Fit Call?
We talk through how your practice runs and what you want off your plate. Then you get the written scope and a fixed monthly price. If you go ahead, you review and sign in the Command Suite, onboarding follows, and your IT or security contact grants the access the work needs. In-scope work begins within three business days after your onboarding information and access arrive.
Can You Help Us Scale Without Adding Chaos?
Yes. When you add a provider, a location or a service, we work out who owns each new task and what you need to see, so growth doesn’t outrun the way the practice runs.
How Does Operations Support Connect To Billing?
Most billing problems start upstream, in intake, scheduling, credentialing or documentation. A visit gets booked before the provider’s effective date with that payer, or a note doesn’t support the code, and the denial shows up later in billing. That’s why we treat operations and revenue as one system.
Do You Replace Our Staff Or Systems?
No. We work with your people and the systems you already run. What we add is follow-up. Someone tracks who’s doing what and chases it when something slips. If one workflow needs a real build, like a referral tracker, that’s an Automation Program.
Can You Help Us Choose Or Switch EHRs?
Thinking about a new EHR? We’ve worked in Epic, AdvancedMD, Tebra, SimplePractice and IntakeQ, among others, and know what most of the systems medical and behavioral health practices run on can and can’t do. Using what onboarding showed us about your workflows, billing, reports and integrations, we recommend the systems that fit and plan the move with you, from exporting and checking your data to setting the cutover date and giving notice to your current EHR company.
Along the way, we point out gaps in how work gets done today and where your team would benefit from training or coaching, so the new system starts clean. We don’t take referral fees from any EHR company.
What This Looks Like
A Spravato Program That Outgrew The EHR Calendar
One practice ran its Spravato program from an EHR calendar that only knew which room was open. It couldn’t show whether a patient had an authorization unit left, when that authorization ended or how the visit would be paid. We built a scheduler inside the Microsoft 365 the practice already pays for. It pulls the schedule from the EHR every 30 minutes, flags authorizations before they run out and keeps every visit that isn’t ready in one list, with the reason.
Get The Business Side Working Together
We help practices improve intake, scheduling, provider onboarding, staff handoffs, reporting, document control, billing, and payer work across the systems their team uses.