so your practice doesn't run on you.
You built something good.
Now you can’t get out of the way of it.
Operations consulting for medical, therapy and wellness practice owners who are ready to stop running everything personally. I assess how your practice actually functions, the way an OT assesses a client, then build what it needs to run without you.
Licensed OT · MBA · former healthcare COO · Cincinnati and remote
who i work with
Who this is for
You're three, four, maybe five years in. You built something real — clients who trust you, a team that's growing, work that genuinely matters. And somewhere along the way, you became the thing the whole practice runs on.
You're answering emails at 10pm. You're the only one who knows how to do half the things that need doing. You can't take a day off without something breaking. You're paying yourself less than you should for work that deserves more.
You didn't build this to be trapped inside it.
The practices I work with (home and outpatient therapy, behavioral health, and wellness services) aren't failing. They're succeeding, and the success has outgrown the systems. What used to work when it was just you doesn't work anymore. And the time to stop and fix it never seems to come.
That's where I come in.
The problem
Most practice owners I work with are running into one of two walls.
The first is that everything runs through them. Scheduling, intake, billing, follow-up, decisions — all of it depends on the owner being present and paying attention. The practice can only grow as far as they can personally carry it. And they're already at their limit.
The second is that they have no clear picture of what success actually looks like in numbers. No dashboard, no shared goals, no way to tell whether what they're doing is working. They're making major decisions about pricing, staffing, and growth on gut feel rather than data.
In both cases the fix isn't working harder. It's building the infrastructure that lets the practice run — and lets you breathe.
What this looks like
Three situations I see all the time
01
Every New Client Goes Through You
Inquiries land in your inbox, and you answer each one by hand between sessions. Families wait days to hear back, and some book somewhere else. What changes: a new-client path that responds, collects the right information and gets people scheduled without you touching it.
02
Only You Know How Things Work
Billing, onboarding and scheduling rules live in your head. Your team asks you, because there's nowhere else to look. What changes: the processes written down, a person trained to own each one, and your name off the list.
03
Big Decisions Run on Gut Feel
You're deciding whether to hire, raise rates or add a location without a clear view of the numbers. What changes: a short set of numbers you check monthly, so the next decision is based on data.
Take the free check
About Tracy
I'm Tracy — a licensed occupational therapist with an MBA and a background running healthcare operations at the COO level.
I started The Quiet Work because I kept watching health and wellness practice owners do exceptional clinical work while drowning in the operational weight of the business around it. Answering their own phones. Doing their own billing. Running every process personally because there was no other way. Building something they loved and then finding themselves trapped inside it.
Occupational therapists don't start with a solution and go looking for a problem. We start with the person — their goals, their environment, their actual capacity — and we figure out how to close the gap between where they are and where they want to be. Whatever it takes. Whatever fits. Built around how they actually function, not how we wish they did.
That's exactly how I work with practices.
I'm not coming in with software to sell you or a framework that worked somewhere else. I'm coming in to understand how your practice actually runs — the good, the broken, and the things you've stopped noticing because you've been managing around them for so long. Then I build something that fits.
The goal is simple: by the end of our time together, you should be able to take a day off without your phone blowing up. That's it. Everything else follows from that.
Based in Cincinnati, Ohio. Working with health and wellness practices remotely and in person.
How it works
The process
01
Diagnostic
A focused two-hour session where I map out exactly how your practice runs right now — where your time is going, where things are slipping, and what's keeping you stuck in the middle of everything. You walk away with a written findings report and a clear recommendation for what to address first.
02
Consulting Engagement
A defined period of active work — typically 30, 60, or 90 days — where I build the systems the diagnostic revealed you need. Not advice. Not a framework to implement yourself. I do the work, train your team, and stay until it actually holds. Then I leave. On purpose.
03
Handoff
Your team runs what we built. You own all of it: the documentation, the logins, and the know-how. If you'd like a monthly check-in afterward, that's available, but nothing depends on it.
Services
Ways to work together
Ops Diagnostic
$500
Something isn't working the way it used to — or you can feel that it won't hold much longer.
The Ops Diagnostic is a focused two-hour session where I take an outside-in look at how your practice actually runs. Where your time is going. Where things are falling through the cracks. What's keeping you stuck in the middle of everything when you shouldn't be.
You walk away with a written findings report and a prioritized action plan. Specific, honest, and built around your practice — not a generic checklist. Worth the $500 regardless of what you decide to do next.
If you move forward with a consulting engagement, the $500 applies directly toward that investment.
$500 · one-time · credited toward engagement if you continue
Consulting Engagement
From $3,000
A defined period of active work together — 30, 60, or 90 days — to solve what the diagnostic revealed.
I build what needs to be built. That might mean automating your new client intake so it stops living in your Gmail drafts. It might mean a financial dashboard so you can finally see what's moving the needle. It might mean documenting the processes that only live in your head so your team can actually run things without you.
Whatever it is, I do the work. I train your team on what we build. And then I leave — before you become dependent on me being there. By the end of the engagement, your practice should run better without me than it ran with you holding everything together.
If what we build includes software with an ongoing licensing fee, you'll see that cost in your proposal before anything is built. You can always choose to keep the tools you already use.
From $3,000 · 30 / 60 / 90 day engagements · scoped after diagnostic · optional monthly check-in afterward
New Practice Launch
$1,500
For clinicians who are serious about starting a practice and want to think through the business model before they build anything they'll have to undo later.
Part business canvas, part operational planning — all specific to health and wellness practice realities. You leave with a business model that makes sense, a launch checklist built for your situation, and a clear picture of what to do first.
$1,500 · one-time engagement
Before we begin
Is this only for practices that are struggling?
I already use an EHR and scheduling software. Will you tell me to switch everything?
Will I have to pay for new software?
What does the consulting engagement actually look like day to day?
I’m not very tech-savvy — is this going to be over my head?
What if I just want the diagnostic and don’t want to move forward with anything else?
How is this different from hiring a fractional COO?
How quickly can we get started?
The next step
If you've been nodding along, you're probably ready.
Start with a free 20-minute call. We'll talk through what's happening in your practice and whether the Ops Diagnostic makes sense. If it does, that's two hours and $500, and you walk away with a clear picture of what's breaking and what it would take to fix it. No obligation to go further.
Not sure yet? Start with the free 5-minute check →
Earlier in your journey? I work with a small number of clinicians who are serious about starting a practice and want to pressure-test the business model before they build anything. If that's you, email me.
Get in touch →
The systems behind a practice that runs without you.
thequietworkconsulting.com