Case Study: How a Medical Clinic Doubled Their Revenue and Team Size — While Building the Operations Infrastructure to Keep Growing
Growing fast, with no systems to grow into
We worked with a medical clinic in Tampa, Florida focused on performance and longevity.
When they first reached out to us, the clinic was expanding: more patients, more programs, more hires. But the operations hadn't kept pace.
With the clinic growing quickly, there were too many moving parts with no structure holding them together.
Operations were scattered with no single source of truth. The systems existed in practice, but hadn't yet been formally built out or documented.
Without documented standards, there was no consistent reference point for how each role should operate.
The growth made it urgent. Without documented processes to hand off, onboarding new hires required significant hands-on time from the existing team directly.
They came to us to build the systems from scratch and get everything documented.
A complete operations manual built across 20+ knowledge extraction sessions
We built their operations manual from scratch in Notion.
Over more than 20 knowledge extraction sessions, we identified, built, and documented the systems for every role across both the operations team and the office team.
The manual includes a dedicated SOPs hub for each role:
The manual also covers the full company foundation, including the business overview, culture and values, org chart and job descriptions, all-employee SOPs, and individual hubs for each team in the company.
In each knowledge extraction session, we didn't just extract what they were already doing — we also consulted on which systems needed to be built, and built them accordingly before documenting them in the manual.
The result: every single role in the clinic has their workflows and guidelines documented and accessible. They can now rely on the systems to maintain standards across the team, rather than relying on individual staff members to be the keeper of that knowledge.
A full operating system for the entire clinic — built in Notion
After the operations manual was complete, we built the full clinic's operating system in Notion.
This became the central hub where the whole team manages day-to-day work — all in one place.
It includes:
Nothing was templated. Every system was built specifically for how the clinic operates — extracted from their knowledge of the business and shaped into something the whole team can work from consistently.
Bi-weekly consulting calls and a live operations manual that grows with the business
Their COO found the work so useful that she moved to bi-weekly consulting calls with us.
These calls cover anything under the operations management umbrella — HR, finance, team management, task and priority management, crisis management, website conversion rate optimization, lead generation, program management, and more.
We function as an embedded operations consultant for the clinic, available whenever a challenge comes up that needs thinking through.
The clinic is also on our OM and OS maintenance service. Whenever a process changes or needs updating, the COO contacts her Business Process Consultant and we update the operations manual and operating system immediately — she doesn't have to wait.
The maintenance service also covers growth. Whenever they are about to hire for a new role, they come to us first. We run a knowledge extraction session, build that role's full SOPs hub in the operations manual, and they start onboarding the new hire from day one with everything documented and ready.
Two years in, they are still a client. The operations manual and operating system are living documents, maintained and expanded as the business grows.
Revenue doubled, team doubled, and the operations scaled with them
When they first reached out, the clinic was generating around $3 million a year.
Today they're at $6 million — double the revenue, with double the team, a new and significantly larger clinic space, and more programs running than ever before.
The systems we built didn't just document how the clinic operates — they gave it the infrastructure to scale.
Service quality, is no longer left to chance. Every role has documented standards to work from.
Their COO went from managing everything through personal oversight to running a clinic where the systems do that work for her — and where adding a new team member no longer means starting from scratch.
The clinic has also moved into a significantly larger space, taken on more programs, and grown its team substantially — all while maintaining the operational consistency that comes from having every process documented and maintained.
Ready to build the infrastructure to grow?
We'll build the systems that let your team deliver consistently — without you having to be across everything.