Healthcare growth case studies

Before. A behavioral health network missed calls at night and on weekends. Staff returned voice messages the next morning. Many families had already called another provider.

How we advised. We reviewed call records and the admissions team's intake rules. The team then added an AI voice agent, with our guidance, for after-hours and overflow calls. It saved each call in the CRM, routed urgent needs to a clinician, and booked assessments.

What changed. Families got an answer when they called. The admissions team started each day with clear CRM records and next steps. More after-hours calls moved into care.

Before. A dental group used paid search, social ads, direct mail, and radio. Its patient system did not save the source of each new patient. Agencies gave different reports, and finance could not match them to the schedule.

How we advised. We reviewed the gap with marketing and finance. The team linked ad platforms, landing pages, call tracking, and forms to the patient system. The source stayed with each person through the treatment plan. They reviewed one shared report each week.

What changed. The group could see which channels brought in new patients. Leaders moved budget to the work that produced visits. Agencies and finance used the same source data.

Before. A hospital network used separate patient records, CRM, email, and call center systems. Referrals arrived by fax, and campaign leads came by email. Finance spent weeks joining reports by hand.

How we advised. We mapped each system and each patient handoff with the hospital team. The team then linked the electronic health record, CRM, email platform, and call center around one patient record. They also built a service-line revenue report.

What changed. Leaders found referrals that were never booked and care that was never billed. Teams could fix the missed handoffs. Finance gained a current view of each service line.

Before. A private equity firm was close to buying a specialty care company. The finance review looked clean. Billing and staff use were only reported for the whole company. The buyer could not test the growth plan by clinic.

How we advised. RVNOPS worked with operations, finance, intake, and clinical leaders. We traced insurance checks, approvals, claims, denials, and payments by clinic. We also compared schedules with billable clinical hours.

What changed. The review found missed revenue and gaps in the staff-use report. The buyer used the findings in the deal and funded a repair plan. The company fixed core issues before adding another site.

Before. Several senior living communities had too many empty units. Each site used a different marketing plan. Some relied on referrals, and one had an old website. The board needed a clear turnaround plan.

How we advised. We planned one intake and marketing hub with the site leaders. Their team built it. Paid search and Meta ads led to new landing pages. An AI phone agent booked after-hours tours. A CRM showed inquiries, tours, deposits, and move-ins.

What changed. The communities filled more open units. Site leaders could see and manage each step from inquiry to move-in. The company then used the same model at other communities.