For US therapy & mental-health practices

Your practice runs on you.It shouldn’t.

Most growing practices don’t have an operations problem they can name — they have a founder who is the operations. Intake, scheduling, billing handoffs and a remote or hybrid team all route back through one person. oLab becomes the operations layer around your clinical work, so the practice keeps running when you step away from it.

See how it works

Starts with a complimentary 90-minute operations review — normally $970. We’re offering it to a limited group of practice founders while we shape the therapy-management software we’re building.

What we see inside growing practices

None of these are clinical problems. They’re operational ones — and they compound quietly as the practice and the team grow.

Intake that leaks

Enquiries arrive by phone, email, web form and referral. With no single owned intake path, follow-up depends on whoever happens to see it first — and some never get followed up at all.

Scheduling that eats the week

Cancellations, reschedules and clinician availability get handled ad hoc. The calendar becomes a daily negotiation instead of a system that holds without you.

Billing handoffs with no owner

Notes, claims, invoicing and chasing sit between clinical and admin. Work stalls in the gap where nobody is clearly accountable, and it surfaces weeks later as a revenue problem.

A remote team running on memory

Hybrid and remote clinicians, VAs and admin need written process, a communication cadence and clear ownership. Without it, coordination quietly falls back on the founder.

Reporting blindness

You can feel how the practice is going but you can’t see it. No standing view of intake volume, utilisation, no-shows, or where your team’s hours actually go.

The founder is the bottleneck

Every exception routes to you. Growth adds decisions instead of capacity, and time away from the practice becomes something you plan around rather than take.

What oLab does for your practice

We don’t hand over a document and wish you luck. We take operational ownership — as your fractional COO, or as the fully managed operations team behind the practice.

What we take over

  • Intake process design — one path from first contact to booked client, with follow-up that has an owner
  • Scheduling and calendar operations, including cancellation, reschedule and waitlist policy
  • Billing and admin handoffs — who does what, by when, with nothing left sitting in the gap
  • Remote and hybrid team coordination — meeting cadence, communication norms, clear ownership
  • Written SOPs your team follows whether or not you are in the room
  • Hiring and onboarding process for admin, VA and support roles
  • Systems implementation and integration (Notion, ClickUp, CRM, automation tooling)
  • KPI tracking and a standing reporting view of how the practice is actually running
  • Ongoing management — we run the operations day to day, not just design them

Your clinicians keep doing clinical work. We own the layer around it — and we work alongside whatever clinical or practice-management system you already use.

Therapy-management software

In development

We’re building therapy-management software for practices with remote teams, shaped by conversations with practice founders. To be clear about where it stands: it is in development. It isn’t finished, it isn’t in use at practices, and it isn’t something we’re selling today. The operations service above is what we deliver right now — and the operations review is where founders get a say in what gets built.

How it works

Three steps. The first one costs you nothing but 90 minutes, and you keep what comes out of it either way.

01

90-minute operations review

We walk your practice end to end — intake, scheduling, billing handoffs, team structure, and what you can and can’t see in your reporting. You do most of the talking; we ask the operational questions nobody has asked you.

Normally $970. Complimentary right now for a limited group of practice founders, because your input shapes the software we’re building.

02

Your operations plan

You get a written read on what’s actually breaking, what to fix first, and what fixing it takes. It’s specific to your practice, and it’s yours to keep and act on — with us or without us.

03

We run it with you

If it’s a fit, we implement and then operate it — as your fractional COO or as your fully managed operations team. Scope, ownership and cadence are agreed up front, and reporting shows you what’s running.

Who this is for

We’d rather you rule yourself out on this page than on a call.

This is built for

  • US therapy, psychology and mental-health practices, roughly 5–15 people
  • Remote or hybrid teams — clinicians, VAs or admin working outside one office
  • A founder or clinical director still personally holding the operations together
  • Practices growing fast enough that the operational strain is already showing
  • Teams open to written process and clear ownership, not just another tool

This isn’t for

  • Solo practitioners shopping for an EHR or practice-management app — that’s software, and it isn’t what we sell
  • Anyone who wants a one-off strategy document with no implementation behind it
  • Practices looking for clinical supervision, licensing or compliance advice — we do operations, not clinical work
  • Teams that want the founder to stay the single point of approval for everything

Questions practice founders actually ask

A structured walk through how your practice runs today — how enquiries come in and get followed up, how the calendar is managed, where billing and admin hand off, how your remote or hybrid team coordinates, and what you can see in reporting. You leave with our read on where the practice is losing time and what we would fix first. There is no obligation to continue afterwards.

Start with the operations review

Ninety minutes on your practice, at no cost — normally $970. You’ll get our read on what’s breaking and what to fix first, whether or not we end up working together.

Opens a direct WhatsApp line to our founder — send a message or a voice note and we’ll find a time.