Case Study: How Spectra Wellness Doubled Their Revenue and Team Size — While Building the Operations Infrastructure to Keep Growing
Growing fast, with no systems to grow into
Spectra Wellness is a medical clinic in Tampa, Florida focused on performance and longevity.
When Victoria first reached out to us, she was the operations manager — a role she has since grown into COO.
The clinic was expanding: more patients, more programs, more hires. But the operations hadn't kept pace.
Everything was overwhelming. There were too many moving parts with no structure holding them together.
Operations were scattered with no single source of truth, and there were no documented systems — in many cases, no built systems at all.
Everyone on the team was doing things their own way, which meant service quality varied from person to person even within the same role.
As the clinic brought on more staff across more positions, Victoria had no documented processes to train them from. Onboarding and training were consuming an enormous amount of her time.
She 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 the Spectra Wellness operations manual from scratch in Notion.
Over more than 20 knowledge extraction sessions with Victoria, 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: introduction, business overview, culture and values, org chart and job descriptions, all-employee SOPs, and additional hubs for the rest of the team.
In each knowledge extraction session, we didn't just extract what they were already doing — we also consulted Victoria 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.
Victoria no longer has to enforce consistency through personal oversight — the manual does that for her.
A full operating system for the entire clinic — built in Notion
After the operations manual was complete, we built the full Spectra Wellness 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 Spectra Wellness operates — extracted from Victoria's knowledge of the business and shaped into something the whole team can work from consistently.
Weekly consulting calls and a live operations manual that grows with the business
Victoria found the work so useful that she moved to 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 Spectra Wellness, available whenever a challenge comes up that needs thinking through.
Spectra Wellness is also on our OM and OS maintenance service. Whenever a process changes or needs updating, Victoria 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 Victoria is about to hire for a new role, she comes to us first. We run a knowledge extraction session, build that role's full SOPs hub in the operations manual, and she starts onboarding the new hire from day one with everything documented and ready.
New hire onboarding and training time has been cut by 80% as a result.
Two years in, Spectra Wellness is still a client — and will likely remain one for years to come. 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 Victoria first reached out, Spectra Wellness 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, which had been one of the clinic's biggest operational problems, is no longer left to chance. Every role has documented standards to work from.
Victoria 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.