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Operational Overhaul

  |  Operational Overhaul, CRM, Automation  |  Operational Overhaul

Operational Overhaul

The Project

This growing outpatient mental health practice was facing severe operational friction. Despite providing essential care to dozens of clients weekly, their internal systems were holding them back. Leadership was overwhelmed by manual processes, lack of team accountability, a disconnected billing structure, and no centralized project management system. With no clear way to track responsibilities or revenue, the business was operating in reactive mode, and team morale was suffering under the weight of burnout and bottlenecks.

The Process

We began with a comprehensive Operational & Leadership Audit, diving deep into how the practice functioned behind the scenes. We analyzed their billing delays, role misalignment, and communication gaps. From there, we developed a 90-Day Execution Roadmap, complete with a full ClickUp workspace, visual timelines, and clearly assigned responsibilities. We restructured team roles, implemented an automated client onboarding system, connected communication platforms, and integrated Airtable for custom CRM tracking. Leadership received coaching and strategy support to realign focus, restore accountability, and make more data-informed decisions.

The Outcome

Within three weeks, they had transitioned from chaos to clarity. Tasks were no longer forgotten, client onboarding time was cut in half, and revenue-tracking bottlenecks were eliminated. Their COO now leads a team that operates with shared visibility, a fully automated system, and clean internal processes. The CEO, previously unpaid for four months, was able to catch up on payments and start leading from a place of vision instead of crisis. The transformation sparked a renewed sense of calm, trust, and confidence in the clinic’s growth trajectory.

Created by

The OPTx

Completed on

June, 2025

Skills

Systems Audit| ClickUp Workspace Build| Custom CRM Setup| Automation| Workflow Mapping| Leadership Coaching| SOP Development| Billing Process Optimization

Client

Mental Health Clinic

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    LOCATION

    New York, New York 10002

    EMAIL

    support@theoptx.com

    PHONE

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