The practices we've built for.
See what happens when established practitioners stop duct-taping their operations and let a team build the intelligence layer underneath their practice.
Dr. Calley Asbill, ND
Founder, Elixir Clinic
"An established integrative practice growing past what one front desk could hold."
The Before
Elixir Clinic was growing — multiple practitioners, multiple modalities, mixed insurance and cash-pay models, an active waitlist, and patients trying to find their way in from three different directions.
The brand had momentum. The clinical work was excellent. The back-end was the bottleneck.
Every new patient inquiry was a 15-to-20-minute manual sequence: figure out which practitioner, which payment model, which waitlist, which intake form. Multiply that by inbound volume, and the front desk was absorbing hours a day on routing decisions that shouldn't have needed a human.
Dr. Asbill wasn't looking to learn how to fix it. She was looking for a team to take it.
What We Built
Impact Area 1 — Intelligent New Patient Routing (Operations Retainer)
We designed and built a fully automated new-patient intake system across all of Elixir's practitioners, modalities, and payment models. Patients self-qualify, self-route to the right practitioner, self-schedule into the right waitlist — without a human deciding which path they belong in.
Behind it: intelligent routing logic that reads practitioner availability in real time, tags patients by service and payment type, and places them on the right waitlist automatically.
Impact Area 2 — CRM ↔ EHR Automation + AI Front Desk (Operations Retainer)
We connected Lead Better HQ directly to Cerbo via the Lead Better Connector — Elixir's CRM and EHR now talk to each other automatically. Prospective patient records create themselves in Cerbo. Intake data syncs both directions. Patients route to the right booking paths without manual entry.
We layered in an AI-powered phone tree and virtual intake assistant that handles common new-patient questions, walks callers through intake, and reduces the inbound call load on staff.
Impact Area 3 — Brand & Digital Foundation (The Studio)
We rebuilt Elixir's visual identity, brand messaging, website, and funnel copy to match the clinical work happening underneath. We launched two new service lines — Regenerative Medicine and Ketamine-Assisted Therapy — with the digital infrastructure to support them.
What Her Week Looks Like Now
Dr. Asbill doesn't make routing decisions anymore. Her front desk team doesn't either. New patients move through Elixir's intake on their own, get to the right practitioner, and land in the right waitlist — while her team focuses on the part of the work that actually requires them.
The operations gap that was costing her hours a week is closed. The brand that used to feel one step behind the clinical work now sits in front of it.
If your practice is past what one front desk can hold —
Book a 30-Minute Call →
Dr. Regina Druz, MD
Founder, Holistic Heart Centers NYC
"A high-demand cash-pay cardiology practice scaling past what manual qualification could absorb."
The Before
Holistic Heart Centers wasn't short on inquiries. The opposite — the practice was in high demand, with a multi-clinic footprint and a clinical reputation that pulled in calls from across the region.
The problem was filtering them. A board-certified cardiologist running cash-pay clinics doesn't need more leads. She needs the right ones — patients who fit the geographic eligibility, the cash-pay readiness, and the clinical scope before they ever reach her coordinators.
Without an intelligent qualification layer, the phone system was a bottleneck. Coordinators spent hours on inquiries that were never going to convert. The practice's growth ceiling wasn't demand — it was the time tax of misaligned conversations.
What We Built
Intelligent AI Voice & Chat Qualification
We designed and deployed a custom AI voice assistant for the practice's phone system, and built conversational AI chatbots for the website — each programmed with intelligent qualification logic.
Before any prospect reaches a coordinator, the system identifies cash-pay readiness, confirms geographic eligibility and treatment area, and screens for appropriate clinical fit. Only qualified prospects route through to a human conversation.
Authority Marketing, Run as a System
We took over the operational layer of the practice's authority marketing — podcast promotion across social and email, social media content aligned with her clinical authority, and email marketing campaigns.
All of it feeds directly into Lead Better HQ pipelines, so content connects to patient acquisition and product sales without sitting in disconnected tools.
Product, Membership & Event Infrastructure
The practice runs more than just clinical care. There's a product line (HeartWell Toolkits), a membership (Holistic Heart University), and an event ecosystem — all of which used to live in disconnected tools.
We consolidated them into one platform, with automated promotions, purchase tracking, and tagging that follows patients across products, events, and education.
What Her Week Looks Like Now
Dr. Druz doesn't lose her week to misaligned inquiries anymore. Her coordinators don't either. The AI layer absorbs the volume, qualifies it intelligently, and only escalates the conversations that warrant a human. The marketing, the membership, the products, and the events all run inside one connected platform — visible, trackable, integrated.
She's running a high-demand cash-pay practice the way it should be run: with infrastructure underneath her that's as sophisticated as her clinical work.
If the wrong inquiries are eating your team's week —
Book a 30-Minute Call →
Karina Michaud, RHN
Body Mind Nutrition
"A solo Metabolic Balance® practitioner whose program was working — and whose business was running her."
The Before
Karina was doing everything herself. Marketing, sales, client follow-ups, payment chasing, program management — every operational layer of the business ran through her.
Her 12-week Metabolic Balance® program required frequent check-ins and structured follow-up. Done well, it transforms client outcomes. Done manually by the same person delivering the coaching, it creates an unsustainable load and the kind of feast-or-famine income cycle that pulls solo practitioners under.
The clinical work was excellent. The back-end was holding her hostage.
What We Built
Automated Lead Flow, Booking & Payments
We optimized her discovery call and lead qualification process using AI booking, website chat, and intelligent follow-up. We layered in automated reminders to reduce no-shows, seamless proposal delivery, and integrated payment processing — including Klarna for flexible client-friendly checkout.
Then we connected Lead Better HQ directly to Practice Better EHR via the Lead Better Connector, so the systems stopped operating in isolation.
Program Support & Client Follow-Up Automation
We automated the structured check-ins her Metabolic Balance® program requires across the full 12 weeks — every cadence, every touchpoint, every follow-up.
We implemented social media systems, email marketing campaigns, and SEO-focused blog publishing, all tracked and tagged inside one platform.
Brand & Messaging Refresh
We led a complete brand refresh — website, copy, logo — clarifying her positioning as a Metabolic Balance® health coach and building a conversion-focused website inside Lead Better HQ.
What Her Week Looks Like Now
Karina's business doesn't depend on Karina remembering to do things anymore. The lead flow runs. The follow-ups fire. The payments process. The marketing publishes. She shows up for the coaching — which is the work that should have been hers all along.
The feast-or-famine cycles are gone. What replaced them is consistency.
If your business is running you instead of the other way around —
Book a 30-Minute Call →
Dr. Arthi Kachru Khazanchi, MD
Founder, Orzu Kids
"An integrative pediatric practice that didn't exist yet — and a clinician who wanted to launch with infrastructure, not retrofit it later."
The Before
When Dr. Khazanchi came to us, Orzu Kids was an idea. No clinic name. No brand. No EHR setup. No digital presence. No systems. She had the clinical vision and the credentials — and she knew she didn't want to spend the first two years of practice building duct-taped infrastructure she'd have to tear down later.
She wanted to launch with the operations layer already underneath her.
What We Built
AI Front Desk, Lead Flow & Marketing Systems
We built her AI-powered front desk and new-patient intake system from the start — designed her discovery call and booking process, deployed her social media marketing systems, set up SEO-focused blog publishing, and built her email marketing infrastructure.
Every system runs inside Lead Better HQ as one unified platform, so nothing operates in isolation.
EHR Setup, Offer Design & Business Architecture
We built Practice Better from scratch — patient workflows, intake structures, internal processes.
We helped define her packages, pricing, and service offerings, and designed an operational model built specifically for a modern cash-pay pediatric practice.
Practice Naming, Brand & Website Creation
We developed the clinic name Orzu Kids, created the full visual brand identity, wrote all core copy and messaging aligned with integrative pediatrics, and designed and built the website inside Lead Better HQ.
What Her Week Looks Like Now
Dr. Khazanchi practices medicine. That's it. The operations layer that most new practices spend years building piecemeal was in place on day one. She's not duct-taping. She's not researching tools. She's not figuring out which form goes where.
She's seeing patients. The back-end is already handled.
If you're building something new and refusing to start with duct tape —
Book a 30-Minute Call →
Dr. Erin Appleton
Founder, Nurture Family Feeding Clinic
"A thriving breastfeeding clinic with more demand than the front desk could absorb — and families waiting too long for support."
The Before
Nurture Family Feeding Clinic wasn't struggling for patients. The clinic was thriving — which was exactly the problem. With a high-volume practice and long wait times, the front desk team was overwhelmed by inbound inquiries, and families who needed help were waiting longer than they should have to receive it.
The clinical care was excellent. The operations layer underneath it had hit its ceiling.
What We Built
AI-Powered Front Desk & Intake Automation
We built an AI-powered front desk system designed to support — not replace — her staff. The system handles common inquiries and intake questions in real time, reduces repetitive front-desk interactions, and streamlines patient routing and follow-up.
Digital Care Expansion Through Latching Logic
We created and launched Dr. Appleton's online program, Latching Logic — giving families access to education and support that doesn't depend on the clinic's appointment capacity.
Brand, Website & Content Systems
We redesigned the clinic's visual brand and website, and built out done-for-you social media content, SEO-focused blog publishing, and email marketing campaigns.
What Her Week Looks Like Now
Dr. Appleton's front desk isn't drowning in inquiries anymore. Families don't sit in radio silence while they wait. The clinical team focuses on clinical work — and the operations layer underneath the practice handles the volume that used to require everyone's attention.
If your clinical work is excellent and the back-end isn't keeping up —
Book a 30-Minute Call →
Dr. Lee Ann Lau, MD
Founder, Claritas Life
"A former surgeon building a solopreneur coaching practice — and refusing to start with duct tape."
The Before
When Dr. Lau transitioned from a surgical career into building Claritas Life, she knew exactly what she didn't want: a business held together by manual processes and a stack of tools that didn't talk to each other.
She came in knowing that the right move was to build the operations layer first — and then build the practice on top of it.
What We Built
Systems-First Practice Architecture
We implemented Lead Better HQ as the central hub for her CRM, marketing, and client communication. We designed workflows aligned with a solopreneur lifestyle practice and ensured every system was built to scale without adding complexity.
AI Communication & Automated Client Acquisition
We set up AI-powered systems across her phone calls, text messaging, and social media inquiries. We built an automated webinar funnel that educates prospective clients, routes qualified leads into a discovery call process, and feeds seamlessly into client intake.
Client Re-Engagement & EHR Integration
We connected Lead Better HQ directly to Practice Better via the Lead Better Connector and built automated re-engagement workflows for clients completing her 12-week program.
Intelligent follow-up sequences maintain long-term relationships beyond the initial engagement.
What Her Week Looks Like Now
Dr. Lau spends her time on the work that matters — coaching, building, leading. The operations layer that most solopreneurs spend years cobbling together is already running underneath her practice. She's growing the business she actually wants to grow, not the back-end version of it.
If you'd rather start with infrastructure than retrofit it later —
Book a 30-Minute Call →