For founder-led practices with 5–50 providers

Stop carrying
the practice
in your head.

Your meetings, SOPs, payer rules, compliance deadlines, and management follow-ups shouldn't live in your memory. PracticeOS turns them into a system your team can run on — so your practice keeps moving without everything routing through you.

Get my 90-day operations roadmap → Download the free diagnostic checklist
Source-linked operating memory Human-approved changes PHI-minimizing architecture
practicemind — live feed
🧠
Your practice is thinking... 6:47 AM
Risk surfaced: Prior-auth backlog exceeds 48h threshold Alert
Reminder: Dr. Martinez DEA renewal in 14 days — task created Assigned
Meeting processed: 4 decisions captured, 9 tasks assigned Done
Pattern: Cancellation spike concentrated in one provider template Investigate
Win: Meeting follow-up completion improved from 62% to 84% Improving
Not an EHRWorks above your existing stack
Not an AI scribeBuilt for operations, not charting
Not a chatbotMaintains institutional memory
Not autonomous judgmentFlags, drafts, escalates, tracks

Built inside a live multi-location behavioral health practice · Source-linked · Human-approved · PHI-minimizing by design

Configured around your existing stack — replaces nothing
EHR SystemsCRM PlatformsEmailCalendarTask ManagementMeeting TranscriptsPhone SystemsPayrollBillingDocument StorageSchedulingCompliance Tools EHR SystemsCRM PlatformsEmailCalendarTask ManagementMeeting TranscriptsPhone SystemsPayrollBillingDocument StorageSchedulingCompliance Tools
The core problem

Your EHR knows your patients.
It doesn't know how your practice runs.

Right now, the way your practice actually operates lives in your head, scattered docs, old meeting notes, and manager chats. That works until you grow. Then things start breaking.

🗣
01 — Knowledge leaks

When staff leave, workflows vanish

Your billing lead quits and takes half your payer knowledge with them. Old SOPs contradict new ones. Nobody knows which version is right.

🛡
02 — Execution drifts

Meetings happen. Follow-up doesn't.

You make a decision on Monday. By Friday, nobody remembers who owns it. Accountability depends on you chasing people, not on systems.

📈
03 — Risk stays reactive

You find problems after they cost you

A credential expires. A payer changes a rule. A compliance deadline passes. You find out when a claim gets rejected or an audit notice arrives.

How it works

Three layers. One operating mind.

Think of PracticeOS as three layers that build on each other.

Layer 1

Memory

One place for everything your practice knows: payer rules, policies, SOPs, workflows, past decisions, and open risks. Every fact links back to where it came from.

Layer 2

Execution

Meetings get processed automatically. Action items get assigned. Overdue tasks get escalated. You get a daily brief every morning. The practice keeps moving without you chasing everyone.

Layer 3

Governance

Nothing changes silently. Sensitive outputs are flagged for human review. There are clear boundaries around clinical, legal, and billing decisions. You stay in control.

Who it's for

Built for practices that have outgrown spreadsheets

The best initial fit is a founder-led practice with 5–50 providers, multiple managers, payer complexity, and operational knowledge scattered across meetings, documents, and people.

Psychiatrist in modern office
Primary fit

Psychiatry & behavioral health

Multi-provider groups, SPRAVATO/ketamine programs, interventional mental health

Professional in therapeutic setting
Primary fit

Therapy & counseling groups

Multi-disciplinary behavioral health teams, group practices with multiple managers

Specialty medical practice
Primary fit

Specialty medical groups

Pain management, dermatology, interventional specialties, multi-service practices

Modern dental practice

Dental practices

General, specialty, and multi-location dental groups with payer complexity

Physical therapy session

Physical therapy

Outpatient clinics, sports rehab, multi-site PT groups

Healthcare professional

NPs & PAs

Independent practices, collaborative agreements, growing clinics

Quick check

Is your practice ready for an operating mind?

Check any that sound familiar. If you hit 3 or more, PracticeOS was built for practices like yours.

Free resource

Not ready for a diagnostic? Start here.

The same 7-area operational checklist we use in our paid diagnostic. Score your practice in 15 minutes. Find the gaps before they find you.

The Practice Operations Diagnostic Checklist

42 questions across 7 operational domains · Scoring guide · Free PDF

No spam. We'll send the PDF and one follow-up. That's it.

Capabilities

Operating memory that keeps working between meetings

Every morning, your practice's operating mind has already reviewed yesterday, surfaced risks, and prepared today's priorities.

☼

Morning brief

Start every day knowing what matters

Synthesized daily report: risks, wins, action items due, compliance status, patterns detected overnight.

🎤

Meeting memory

Never repeat a conversation again

Every meeting processed automatically. Decisions logged. Action items assigned with owners and deadlines. Searchable forever.

🛡

Compliance awareness

Warnings surface before deadlines

Training, payer rules, credentialing, employment policies — continuously monitored with automated alerts and task creation.

📈

Pattern recognition

See what no single system can show you

Denial trends, no-show patterns, utilization gaps, referral shifts — dots connected across all your systems.

💰

Revenue protection

Stop revenue from leaking silently

Payer denial intelligence, appeal tracking, AR aging alerts. Your mind watches every dollar so you don't have to.

👥

Team accountability

Manage by data, not by chasing

Director scorecards, action item tracking, overdue escalation. Accountability without micromanagement.

Market position

Different from AI staff, scribes, and EHR reports

Most healthcare AI products automate tasks. PracticeOS preserves and operationalizes the knowledge layer those tools don't see.

Category
What it does well
What it misses
AI scribe
Clinical documentation
Business operating memory, SOPs, leadership decisions
AI receptionist
Calls, scheduling, intake
Institutional knowledge, compliance context, team follow-up
EHR / PM reports
Charts, billing, schedules
Cross-system synthesis, meeting decisions, payer intelligence
PracticeOS
Operating memory + execution + governance
The intelligence layer above your entire stack
Sample output

What a Practice OS actually produces

Representative outputs based on a live multi-location practice. Exact workflows vary by implementation.

Morning brief

Daily intelligence synthesis

Meeting memory

Auto-extract decisions & tasks

Compliance scan

Regulatory awareness

Payer intelligence

Denial tracking & appeals

Director scorecard

Staff KPI tracking

Action tracker

Nothing falls through

practicemind
● Founder-practice case study
Proof

From solo practitioner to multi-location scale

PracticeOS was developed inside a founder-led behavioral health practice scaling from one provider to 20+ across 3 locations.

Directly attributable to PracticeOS

0%
Meeting decisions captured
Every decision logged + assigned
0
Compliance items monitored
Continuously, not manually
0hrs
Founder time saved/week
35 → 12 hrs on operations
0%
Meeting follow-up completion
Up from ~40%

Practice-level outcomes (combined operational factors)

0+
Providers
Solo → multi-location
0%
Clean claim rate
Above industry avg
0%
Provider utilization
Above 90% target
0%
Missed call reduction
60-70% → under 20%
These metrics are from a single multi-location behavioral health practice over a 7-year period. Results reflect the combined effect of PracticeOS tooling, operational changes, team execution, and leadership decisions. Individual results will vary based on practice size, specialty, starting point, and implementation scope.

The challenge

A board-certified psychiatrist was scaling a multi-location practice while holding every operational thread: clinician, CEO, compliance officer, HR manager, billing supervisor. The practice was growing, but so was the founder bottleneck.

With 20+ providers across 3 locations and 4 service lines, the practice needed operating memory that could scale without adding administrative headcount.

"I was spending more time holding my practice's operational knowledge in my head than seeing patients. I needed something that could remember the practice the way I do — but 24/7, without forgetting anything."

Before & after

Missed calls60-70%< 20%
Clean claim rate~90%96.1%
Patient collection~88%96.3%
ComplianceManual / ad hocAutomated daily
Meeting follow-ups~40% captured100% captured
Action itemsSpreadsheetsAuto-assigned
Payer denialsReactive68% appeal win rate
Compliance posture

Healthcare-conscious by design. Not AI theater.

Intentionally conservative. Trust is built through constraints, not claims.

🔒

PHI-minimizing workflows

Designed around de-identified operational data where possible. BAAs and approved workflows used when PHI exposure is unavoidable.

👤

Human approval gates

Clinical, legal, HR, payer, and compliance-sensitive outputs are flagged for review rather than silently changed by an AI agent.

🔗

Source-linked claims

Decisions, metrics, and recommendations point to the source: meeting note, policy document, report, payer rule, or human approval.

Dr. Joshua Flatow — Founder of PracticeOS
Built by a psychiatrist who runs what he sells
"I built PracticeOS because my practice was scaling faster than our operating memory. Meetings, payer rules, SOPs, compliance tasks, and management decisions were scattered across people and tools. I needed a system that could preserve context, surface risk, and keep follow-up moving — without everything routing through me."
Dr. Joshua Flatow, MD Board-certified psychiatrist · Founder & CEO, Pacific Mind Health
3 locations · 20+ providers · 4 service lines · ~200 patient visits/day
Built PracticeOS inside his own practice — now making it available to others
Choose your path

DIY, guided, or fully managed. Your call.

Start with a $349 self-serve kit or jump straight to a hands-on diagnostic. An in-house operations consultant runs $150–200K/year — every tier here is a fraction of that.

Simple math: If we recover just 1 missed appointment per provider per month at $200 average revenue, a 10-provider practice recovers $24,000/year. The Kit pays for itself in 6 days.

PracticeOS Starter Kit

Build it yourself with our proven templates

$349 one-time
  • 39 pre-built Obsidian vault templates
  • 7 complete healthcare SOPs
  • CLAUDE.md AI configuration file
  • 15+ KPI frameworks and trackers
  • Getting Started guide (PDF)
  • Lifetime access to this version
Get the PracticeOS Kit →
Best for: DIY operators & small practices

PracticeOS Diagnostic

Map where your operations break down

$5K–$7.5K one-time
  • Everything in the Starter Kit
  • Operational fragmentation audit
  • SOP and meeting workflow map
  • Compliance and payer-risk inventory
  • 90-day implementation roadmap
Get my 90-day operations roadmap →
Currently accepting 4 diagnostic clients per quarter
Q2 2026: 2 slots remaining

Managed Buildout

We build the operating system with your team

$20K–$35K implementation
  • Everything in the Diagnostic
  • Custom vault and command center
  • Meeting and action-item pipeline
  • Policy, payer, and KPI architecture
  • Leadership training and launch support
Start with a diagnostic first
Best for: growing multi-provider practices

Operating Intelligence

Ongoing strategic intelligence retainer

$2.5K–$7.5K/month
After managed buildout
  • Weekly intelligence review and QA
  • Vault optimization and expansion
  • New workflows and automations
  • Quarterly operating reviews
  • Founder-led strategic review
Start with a diagnostic first
Best for: multi-location practices
Questions

Frequently asked

Is PracticeOS HIPAA compliant?+

We provide a documented PHI-minimization architecture, BAAs where PHI exposure is unavoidable, and a compliance package your attorney can review. The recommended deployment minimizes PHI exposure by design and documents every data flow. Your compliance team gets concrete answers, not "it depends."

Do I need to switch my EHR or other tools?+

No. PracticeOS is configured around your existing stack. Depending on your tools and permissions, implementation may use approved APIs, secure exports, shared document repositories, meeting transcripts, CRM/task data, or manual review workflows. It reads from your systems — it doesn't replace them.

What specialties does this work for?+

The best initial fit is founder-led behavioral health, psychiatry, therapy groups, and specialty medical practices with 5–50 providers. After diagnostic review, the system adapts to dental, PT, primary care, and other outpatient groups with payer and operational complexity.

How is this different from my EHR's reporting?+

Your EHR shows clinical and billing data. PracticeOS thinks about how your business runs. It synthesizes across all your systems — EHR, CRM, phones, meetings, email, project management — and surfaces operational intelligence no single system can see.

How long does setup take?+

The PracticeOS Diagnostic takes 1–2 weeks. A full managed buildout runs 4–6 weeks, including vault architecture, integrations, training, and initial deployment. Intelligence starts flowing from week one.

Why was this built by a psychiatrist?+

Because the problem is cognitive, not technical. Practice owners are overwhelmed not by lack of tools, but by lack of synthesis. Dr. Flatow built PracticeOS while scaling his own multi-location behavioral health practice — it solves the exact founder bottleneck he lived through.

What is PracticeOS not?+

PracticeOS is not an EHR, billing system, clinical decision support tool, AI scribe, or chatbot. It does not diagnose, treat, or provide clinical recommendations. It is the operating memory and leadership execution layer above your tools — source-linked, reviewable, and designed for founder-led practices.

Request diagnostic

Show me where my practice is bleeding money and time

Best fit: founder-led practices with 5–50 providers, multiple managers, payer complexity, and scattered SOPs/meetings/workflows.

Short form. No clinical information. No patient identifiers. Operational inquiries only.

No spam. No PHI. Operational inquiries only.

Thank you! We'll be in touch within 48 hours.

PracticeOS — AI operating memory for founder-led practices

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