Your clinicians should spend less time dealing with administrative bottlenecks.
Practical workflow automation for growing group therapy practices. Identify the repetitive administrative tasks slowing down your team and create a clear plan to improve them.
A short questionnaire comes first, then scheduling. Free 30-minute call. Please don't include patient information.
The administrative work grows faster than the practice.
Adding clinicians multiplies the handoffs between them, your front desk, and your systems. Much of that work is the same steps repeated by hand, and it is often the part of the week nobody has time to fix.
- Intake and referral handoffs that stall between inbox, phone, and practice management system
- Repetitive administrative follow-ups that depend on someone remembering
- Scheduling-related workflows handled one message at a time
- Manual reporting pulled together from exports and spreadsheets
- Practice management, billing, and communication tools that don't share information
- Staff coordination gaps and duplicated work across the team
Who the Automation Audit is for.
A good fit
- Group psychotherapy practices in California with roughly 5 to 25 clinicians
- Practice owners, executive directors, and operations managers who can act on a recommendation
- Practices where administrative work is growing faster than the admin team
- Teams using a practice management system alongside email, phone, spreadsheets, or other tools
Not the right fit
- Solo practitioners or very small practices with little administrative staff
- Anyone looking for AI to make clinical decisions, diagnose, or replace clinical judgment
- Practices that want to replace their EHR or practice management system outright
- Practices that need implementation started this week, without an assessment first
Find out what your practice should automate first.
In one week, receive a prioritized roadmap showing which administrative workflows are worth improving, the likely implementation requirements, and where to start.
- Current workflow assessmentHow intake, follow-ups, scheduling-related tasks, and reporting actually get done today.
- Prioritized automation opportunitiesRanked, so you know which to tackle first and which to leave alone.
- Feasibility, effort, impact, and risk for eachIncluding privacy considerations and where a person must stay in the loop.
- Estimated time savings, with the assumptions shownEvery estimate states how it was calculated, so you can check it against your own numbers.
- Recommended implementation roadmapThe order to tackle things and what each step depends on.
- Implementation scope, timeline, and cost estimateA clear quote for the first project, if you decide to go further.
From first call to a clear plan.
Fit Call
30 minutes, free. You describe the workflow that costs the most time. You'll hear plainly whether an audit is worth doing.
Kickoff
A written scope and fixed price. We schedule walkthroughs with the people who do the work and list the systems involved.
Assessment
Each workflow is mapped step by step and scored for impact, effort, risk, and privacy. No patient records are needed.
Roadmap review
You receive the written roadmap and a call to walk through it. Then you decide what, if anything, comes next.
What the work behind the audit looks like.
To be clear about the evidence: 521 Solutions has not yet published a workflow automation case study for a therapy practice. These projects show the relevant skills, and each is labeled by type.
EmpowerMend Wellness
A website redesign for a California therapy practice, benchmarked against 13 top practice sites. This was a website project, not workflow automation.
Read the case study →
Mesh House Ledger
Logged every change, gave staff exceptions that expire on their own, and routed problems to a phone. About 84% fewer after-hours HVAC hours.
Read the case study →
The AI morning brief
A daily operations brief with an independent quality check and an automatic scan that holds back anything resembling health information.
Read the case study →Answer a few questions, then pick a time.
About two minutes. Your answers make the 30-minute call useful from the first minute.
Thanks. Pick a time for your Fit Call.
Choose any open 30-minute slot below. You'll get a calendar invitation by email.
If the scheduler doesn't load, email [email protected] and I'll send times directly.
Thanks, your answers are in.
Based on what you shared, a paid audit may not be the right next step yet. I'll read your answers and reply by email within two business days with an honest recommendation, even if that is a tool you can set up yourself.
What happens next.
Pick a time
If the practice looks like a fit, scheduling opens immediately. Otherwise you'll get a personal reply by email within two business days.
30-minute Fit Call
We talk through the workflow you named. You'll hear whether an audit is worth it and what it would cover. No obligation.
Written scope, then one week
You get a fixed price within the $750 to $1,500 range before any work starts. The roadmap follows in about a week.
Frequently asked questions.
Do you need access to patient records?
No. The audit looks at how administrative work moves through your practice: who does what, in which system, and how often. Walkthroughs use general descriptions, and screens can be shown with test or blank data. If a later implementation would touch protected health information, privacy requirements, including a Business Associate Agreement where required, are part of that separate scope.
Will AI make clinical decisions?
No. The focus is administrative work such as handoffs, follow-ups, scheduling-related tasks, and reporting. Clinical judgment stays with your clinicians, and any recommendation keeps a person in the loop wherever a decision affects care.
What does the audit cost?
$750 to $1,500, depending on how many workflows and systems are in scope. You get the exact price in writing before the audit starts.
Do we have to buy implementation afterward?
No. The audit is a standalone paid deliverable. The roadmap is yours to use with 521 Solutions, your own staff, or another provider. If you want help implementing it, that work is scoped and quoted separately.
How long does it take?
About one week from kickoff to roadmap, depending mostly on how quickly walkthroughs can be scheduled with your team.
Which practice management systems do you work with?
The audit reviews whatever your practice uses today. Part of the assessment is confirming what each system allows, such as exports, integrations, or automation features, so recommendations stay realistic.
Is this only for California practices?
This offer is designed for California group practices. If you are elsewhere or in a different industry, 521 Solutions works with businesses nationwide. Send a general inquiry instead.
Who will we be working with?
Founder Tabari Brannon leads the Fit Call and the audit directly. Read more about 521 Solutions.