you cannot scale a clinic on chaos
Your patient count is growing, but the back-office is breaking. We rebuild your financial systems and practice management workflows so you can stop acting like a clinic manager and start acting like an owner.
signs your cilnic has outgrown its current systems
Software disconnect
You have mutltiple software applications, but none of them are connect. Jane doesn’t integrate, but your team doesn’t know how to move the right information into QBO
Commisison & payroll nightmare
You built your splits, but are they sustainable? You have multiple rates, different for each practitioner, but only our office manager knows how to calculate it.
Revenue is up, but margins are flat
Your treatment rooms are full, but your cash flow doesn't reflect the volume. Profit is leaking through unoptimized merchant fees, poor room utilization, or outdated pricing models.
The founder trap
If you step away from the front desk or the back office, the financial rhythm breaks down. Your clinic relies on your memory, not a documented system.
How does your profit compare to an optimized business?
Clinic Profit Calculator
Gross Monthly Revenue: $65,000
Total Therapist Pay: $42,250
Total Clinic Overhead: $13,000
Enter your email to unlock complete profit metrics:
The NG Scalability
Framework
Phase 1: Discovery & Alignment
In a focused 30-minute call, we learn the realities of your clinic. We discuss your current tech stack, practitioner models, and growth goals to determine exactly where your systems are breaking.
Phase 2: Strategic Implementation
Before we can analyze your numbers, we have to rebuild the engine. We properly configure your integrations, automate where we can & streamline your operational data Once built, we train your front-desk and admin staff on standard operating procedures so the financial system runs without you.
Phase 3: The VantaScan™ & Continuous Advisory
Once your data is flowing cleanly, we run our proprietary VantaScan™ diagnostic. We do a deep dive into your numbers to expose exactly where your cash is leaking—analyzing treatment room utilization, bloated admin hours, rent overhead, and practitioner margins. From there, we provide ongoing, board-level advisory so you can manage your clinic by the numbers, not by intuition.
Our Services
-
True Margin VantaScan™: A fast data scan analyzing your practice exports to identify operational capacity gaps in treatment rooms, practitioner splits, and unbilled admin time.
Monthly Performance Intelligence: Regular 30-minute review sessions with “what if” scenarios so you can drive profitability.
-
Front-Desk Workflow Training: Training your administrative team on the new tech implementation
Custom Operating Procedures (SOPs): Providing step-by-step guides so your in-house staff knows exactly how to manage daily billings, log invoices, and handle patient billing queries.
Workflow Efficiency Audits: Eliminating double data entry and manual spreadsheet work.
-
Jane App to QBO Integration: We know, they don’t sync, but we build out a recurring entry for your team to copy and complete.
Healthcare Chart of Accounts: Restructuring your financial categories specifically for clinic models to clearly distinguish practitioner splits, facility costs, and admin expense. This is a must before running the Vantascan™ or perform any advisory services.
Revenue & Merchant Settlement: Streamlining Stripe, Square, and Jane Payments tracking.
-
Automated Accounts Payable (AP): Implementing dedicated AP platforms (such as Plooto/RBC Express/Dext) to streamline bill approvals, digital vendor payments, and paperless receipt capture.
Streamlined Clinic Payroll: Setting up specialized payroll systems designed for complex healthcare environments to minimize the administrative burden.
Expense Management & Control: Establishing clear spending rules and recurring software audits
The VantaScan™ is our proprietary deep-dive diagnostic built specifically for the operational realities of a growing clinic.
We don't just look at a standard Profit & Loss statement; we analyze the gritty mechanics of your practice management software to expose hidden leaks. By cross-referencing your actual collected session rates against your standard fees, auditing your practitioner splits, and calculating the exact cost of uncollected late-cancellation fees and unused room hours, we pinpoint exactly where your cash is trapped.
You receive a customized, data-backed report showing the exact dollar amount of profit leaking from your daily operations—and the precise system upgrades required to recover it.