Case studyEvery question used to go through one person. Now anyone working at the front desk finds the answer in seconds.
"Which doctor can see this patient?" "Do we collect for this or bill it?" Whoever was on the phone, first week or tenth year, ended up at the office manager's desk. We put the whole front desk playbook into one searchable app that the managers keep current themselves, so anyone at the desk can look it up. New hires learn the job in weeks, and experienced staff stop guessing at the rare cases.
About 200 hours
a year back at the front desk
About $4,500
a year in front desk pay
$8,000 to $12,000
a year more from shorter training
Live in productionEstimated from the clinic's own numbers. How we got them is below.
35 pages, 41 prices
Written from the clinic's own files, in 7 sections.
Edited by the office manager
Every change saved, with one-click restore.
What changed at the front desk.
Same clinic, same staff, same rules, and one place to look.
Before
ScatteredAfter
One placeA front desk playbook the clinic owns.
Built from their own documents, not a template.
35 protocol pages
Rewritten from the clinic's own files: scheduling, insurance, charges, recall, triage and the daily checklist. We read every tab, pulled the rules out of side notes and stale copies, and checked each one with the front office manager before it went in.
4 decision tools
For the questions anyone at the desk can get wrong, new or experienced: which doctor can see this patient, this year's price, collect or bill, and how urgent the call is. Each one asks the questions in order and cannot skip the exception.
Edited by the managers
Two named people can change any page in the app, with history and restore, and an edit can never break a page. No developer needed.
Locked to clinic accounts
Staff sign in with their clinic email, and there is no patient information inside, by design.
Report a gap from any page
Staff tell us what is missing or wrong, and we fix it, usually by the next business morning.
Theirs to keep
The clinic owns the app and every page in it. Support and updates run on a monthly plan, which is how it stays current.
The clinic's part
Their existing documents, shared as they were, and a few short calls with the office manager to check the rules. Nothing to install.
Our part
A few weeks of work between the clinic's files and a live app: reading all of it, sorting what is current from what is stale, writing pages someone can follow on a live call, and choosing which four questions deserve a tool.
How we got the numbers. About four questions a day that used to take ten minutes of digging, or someone else's time, now take one search. That is about 200 hours a year, or about $4,500 in pay. The clinic said a new hire takes about six months to learn the job, and cutting that in half for two or three new hires a year adds another $8,000 to $12,000. Both are estimates from the clinic's own numbers, kept on the low side.
This is highly valuable, both in the short term and long term. It's already saving a lot of time.
The front desk uses it every day and reports the gaps it finds, and we fix them, usually by the next business morning.
30 minutes. You keep the map.
If your front desk has one person everyone interrupts, we can build this for your practice from your own documents. Get started with a free discovery call and we'll send you an Opportunity Map with the fix for each thing we find, yours to keep whether you hire us or not.