Simple Systems, Proven Results
Case study #1
Before: Overwhelmed by admin & inconsistent bookings
After: Less admin, full calendar.
Client background
Mike is a private-practice mental health clinician who initially engaged TheraFlow to eliminate time-wasting administrative headaches that pulled focus away from client work.
What we did:
Implemented targeted admin automation to streamline scheduling, intake, reminders, and billing, removing repetitive manual steps.
Built semi-automated processes that not only saved time but also improved accuracy and consistency in client communications and payments.
Monitored the impact on daily workflows and began exploring how the same automation and optimization principles could scale beyond admin to client acquisition.
Case study #2
13 new private pay clients in less than 60 days
Gina, a solo practitioner, was skeptical about marketing after wasting money on ineffective marketing efforts and paid ads. She relied on referrals and word of mouth, with no clear strategy for a steady flow of long-term clients. Profit margins were tight because her services were underpriced. The goal was to create a repeatable client-acquisition system that could sustain growth and allow her to scale from a solo practice to a group practice.
What we did:
Implemented a 14-day client trust-building challenge designed to nurture potential clients and demonstrate value quickly..
Ran two launches to validate messaging and optimize the funnel:
• An organic launch to build authentic interest and credibility.
• A paid launch to accelerate reach and test paid channels.
Reinvest revenue from the organic launch into the paid launch to maximize momentum without extra external capital.
Structure the plan to support a transition from solo practitioner to a group practice by increasing capacity and leveraging scalable systems.
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