Another login nobody opens.
- Best for
- Agencies with more logins than people
- Looks at
- Whether the tools you own already talk to each other
- Measure of success
- Someone opens it on a Tuesday without being told to
- What it costs
- Free discovery, then a fixed fee in writing before you decide
The tool was supposed to fix intake. It sits beside the EMR instead of inside it, so somebody re-types the referral, and within a month the team has quietly gone back to the spreadsheet.
That is not a software failure. It is an integration failure, and it is the most common way a small agency wastes money on technology.
What gets assessed
- Everything you currently run, including the spreadsheets and the shared inbox — those count as systems whether or not anyone calls them that
- Where the same information is entered more than once, and how many staff hours that costs a month
- What genuinely connects to your EMR, verified rather than taken from a feature list
- Where your referral and conversion data actually lives, and whether anyone can get a straight number out of it
- What to fix before adding anything, and what to stop paying for
The number you cannot get
Most owners at this size cannot answer a simple question — how many referrals came in last month and how many became admissions — without someone spending an afternoon on it.
That is an integration problem wearing a reporting costume, and it is worth fixing before any growth work, because you cannot measure what you cannot see.
This is usually the cheapest high-value engagement on the site. It rarely requires buying anything.
What you get
A written assessment you own: what you run, what connects, what does not, what it is costing in hours, and the order to fix it in. Plain language, no vendor names required to read it.
Written so your administrator can act on it without me in the room.
How it runs
Five steps, in this order.
- 01
Count the logins
Every system you pay for, and who actually signs into it.
- 02
Follow one referral
From the phone call to the admission, through every screen it touches.
- 03
Find the re-typing
Wherever a human is the integration, there is a cost you are already paying.
- 04
Decide what connects
What is worth wiring together, what to retire, what to leave alone.
- 05
Hand over the map
A written picture of your stack your team can act on.
Where you probably are
If one of these is true, this is the right page.
- Your intake team re-types the same referral into three systems.
- You pay for a tool nobody has opened since the training.
- Two systems disagree and nobody knows which one is right.
- The vendor said it integrates. It exports a spreadsheet.
- Reporting takes a person a full day every month.
- You cannot get a straight answer about where your data lives.
Where this stops
- Building the integrations. I identify and sequence them; an implementer or your vendor builds them.
- IT infrastructure, security, or HIPAA audit. Adjacent, and not mine.
What you walk away with
A written assessment of every system you run, what connects, what does not, what it costs you in hours, and the order to fix it in. Plain language, no vendor required to read it.
Every engagement. Yours to keep.
Also under AI Roadmap Architect
Free discovery. Then a number.
Tell me every system your team touches in a week. That list is usually the whole diagnosis.
If there is work worth doing you get a written scope and a fixed fee before you decide — not a range, and not an hourly rate that grows.
Book a conversationYou are not in this alone. I see you. I am in this with ya.
Founder & CEO