Engagement format
A customized 6-month mentorship — partnership, not a quick fix.
Cadence: Weekly 60-min leadership call · Monthly half-day deep dive (on-site or Zoom) · Direct PM coaching from Month 5 · Unlimited async support (Voxer / email).
Deliverables: 30+ SOPs, treatment-plan library, KPI scorecard, hiring playbook, year-2 financial roadmap.
Outcome: Owners operating at honest 20% time, a Practice Manager running daily operations, and a clinic on pace for the $700/hr/room target.
Month 1 — Discovery, SWOT & Stabilize (90-Day Scale Program · Month 1 of 3)
Preliminary SWOT of every area of the business + one-day on-site visit to evaluate performance, team duties, current workflows, and the full patient journey. Lock the numbers, see the truth, fix the leaks.
- Preliminary SWOT analysis across every business area (clinical, sales, marketing, ops, finance, team, patient experience)
- One-day on-site visit: performance evaluation, team duties audit, workflow mapping, patient-journey walkthrough
- Full ops & financial audit (P&L, deferred revenue, COGS, utilization)
- KPI baseline locked into live scorecard
- Pricing & menu audit (identify discounting and à-la-carte leaks)
- Consult-call shadowing and recording review
- Quick-win action list (top 5 fixes implementable in 30 days)
- Audit the 62 low-conversion / dormant prospects (Patient E list) — segment by interest (MOXI, BBL, Ultherapy, Filler, Botox) for Month 3 reactivation
Intensive — weekly 60-min leadership call + one-day on-site visit + async support
- Owners block 20% protected time on calendar
- Pull last 12 months of patient-level revenue + visits
- Record 10 consult calls for DAC review
- SWOT delivered & signed
- Baseline KPI report locked
- Top-5 quick-win SOPs drafted
Month 2 — Retraining & Convert More Consults System (90-Day Scale Program · Month 2 of 3)
Full team retraining on the Convert More Consults System, workflows, phone skills, patient qualification, and overcoming objections. Replace per-treatment selling with multi-session, multi-modality treatment plans.
- Convert More Consults System rollout: C.O.N.V.E.R.T training + Patient Sheet + provider certification
- Workflow redesign: intake → warm-up → consult → plan present → close → deposit → rebook
- Phone-skills bootcamp (inbound, DM, follow-up) with mystery-shop scoring
- Patient qualification framework + objection-handling playbook
- 5 master treatment-plan templates incl. Full Glow Up ($3,220), Foundation, Signature, Elite
- Deposit & financing policy (Cherry/CareCredit) + membership wrap on every plan
- Staff retraining, roleplay, and certification
Intensive — weekly call + weekly training/roleplay session + on-site or Zoom workshop
- Provider roleplay 3x/week
- Front desk script certification
- Treatment-plan close rate ≥ 40%
- First $5K+ plan sold
Month 3 — Sales, Marketing & Funnel Excellence (90-Day Scale Program · Month 3 of 3)
Close out the 90-day intensive scale program. Tighten the funnel end-to-end, ignite the marketing engine, and lock accountability across every lead, consult, and rebook.
- Inbound phone & DM script library
- Lead-to-consult SLA (<2 hr response, booked within 7 days)
- No-show / late / cancellation SOP with credit-card-on-file policy
- Rebooking standard: every patient leaves with next 2 appointments
- Retail attach SOP (target: 25% of services)
- Live KPI scorecard rolled out to entire team
- Reactivation campaign to lapsed patients + Derma PRP launch + content engine kickoff
- Targeted reactivation of the 62-lead Low-Conversion Prospect pool — segmented call-down + email/SMS sequence run through Convert More Consults framework (target: 25% booked in 30 days)
- Monthly marketing scorecard (CPA, ROAS, lead source)
Intensive — weekly call + biweekly front-desk huddle + monthly marketing review
- Daily KPI standup (10 min)
- Weekly mystery-shop call
- Lead conv ≥ 60%
- Rebook rate ≥ 80%
- 90-day scale program graduation review
Month 4 — Owner Delegation & Management Training
Transition from intensive scale to ongoing mentorship. Owners step back, management steps up.
- Owner delegation matrix + decision-rights map (owners → 20% time)
- Quarterly Business Review (QBR) cadence and template launched
- Continuity plan: documented SOPs, escalation paths, coverage model
- Management training: lead injector / front-desk lead / emerging PM coached on cadence, accountability, KPI ownership
- Weekly management huddle structure + monthly scorecard review
Ongoing mentorship — weekly owners call + weekly management coaching call
- Owners execute delegation matrix
- Management team runs first QBR draft
- Owners off the floor 1+ day/week
- First QBR delivered
- Continuity plan signed
Month 5 — Leadership Development & Sales Reinforcement
Deepen management capability, reinforce Convert More Consults discipline, and prepare for full handoff.
- Org chart + role scorecards (PM, lead injector, front desk, MA)
- PM / management JD, comp model, bonus structure, hiring rubric
- Ongoing sales training: C.O.N.V.E.R.T refreshers, recorded-call review, objection drills
- Direct DAC ↔ management coaching call (weekly)
- Owner leadership coaching: delegation, meeting cadence, decision rights
Ongoing mentorship — weekly owners call + weekly management coaching + biweekly sales drill
- Management owns daily standups
- Sales team submits 5 recorded consults/wk
- Management running daily ops
- Treatment-plan close rate ≥ 50%
Month 6 — Leadership Handoff + Continued Coaching & Sales Training (through Day 120)
Full leadership handoff. Clinic runs operationally without ownership in the day-to-day. Continued coaching and sales training extend through the 120-day mark, with the clinic hitting higher KPI and revenue targets on the path to doubling current revenue.
- Full leadership handoff: management owns ops, KPIs, hiring, and patient experience
- Live KPI dashboard handed to management; owners review monthly only
- Continued sales training cadence (C.O.N.V.E.R.T tune-ups, roleplay, recorded-call review) through Day 120
- Year-2 strategic roadmap + financial model on path to 2× current revenue
- Expansion readiness assessment (2nd location / additional rooms / providers)
- Continuity advisory plan (monthly retainer option post-program)
Ongoing mentorship through Day 120 — biweekly owners call + weekly management/sales coaching + final 2-day on-site retreat
- Management presents QBR to DAC
- Management owns next quarter's plan
- Clinic operating without owner day-to-day involvement
- Revenue/hour ≥ $400 and trending to $700
- Monthly run-rate on glide path to 2× current revenue
- Management fully operational; ongoing coaching retainer in place