For dental practices in Australia and the USA
We build the operating system behind your dental practice so it grows without everything running through you.
Client slots this month
We keep our client list deliberately small. Every engagement gets our full attention from day one. Two slots remaining this month.
8 wks
From the first audit call to a fully documented operating system live in your practice
200+
Lapsed patients sitting untouched in the average practice database with no follow-up system
1 of 2
Co-founders is a licensed, practicing dentist. We understand your practice from the inside
AU+USA
Serving independent dental practices across Australia and the United States
The real problem
Most dental practice owners are exceptional clinicians. The problem is not skill or commitment. It is the invisible weight of running a growing business with no systems underneath it.
You are the last one to leave every day. Not because you love it, but because nothing moves without your direct involvement.
You have hundreds of patients in your database who have not returned in over a year. No recall system is reaching out to them.
Every team member handles situations differently because nothing is written down. The patient experience depends entirely on who is rostered on that day.
You find out it has been a slow month at the end of the month. By then there is nothing left to do about it.
When someone searches for a dentist near you, the practice with 400 reviews gets chosen first. Yours has 14. The gap widens every week without a review strategy in place.
I could see exactly what was wrong with my practice. I just had no time, no system, and no one in my corner to help me build it.
The conversation we have at the start of every single engagement.
The way out
Ops and Scale Co. is a Virtual Business Integration agency built specifically for dental practices. In 8 weeks, we audit, design, build, and hand off a complete operating system for your practice. One that runs without you having to be the manual for everything.
01
Business audit
We map every area where the practice is leaking time, revenue, or patient trust before we design or build a single thing. You see the full picture first.
02
Process engineering
Your core clinical and business workflows become documented, repeatable SOPs that your whole team follows consistently, without needing to check with you every time.
03
Metrics integration
A live KPI dashboard built into your practice software so you can see exactly what is happening in the business every Monday morning in 10 minutes.
04
Marketing launch
Patient reactivation campaigns, automated review requests, and a content system that builds your online presence and brings new patients through the door consistently.
The process
No open-ended retainers. No scope creep. A structured engagement with defined milestones, clear deliverables, and a handoff that actually sticks.
01
Clarity Sprint
2 weeks · entry engagement
We conduct a full audit of your practice, research your local market, and deliver a gap analysis report with a concrete 90-day roadmap. One quick win is already built and running before we finish. The Sprint fee is credited toward the full build if you continue.
02
Design
Weeks 2-3 · blueprint phase
Every system is designed and signed off before anything is built. SOPs, CRM pipeline, KPI structure, patient recall flows, and content plan are all mapped and approved by you first. Nothing proceeds without your confirmation.
03
Build and launch
Weeks 4-7 · execution phase
We build every system inside your practice software, including automations, KPI dashboard, patient reactivation campaign, and marketing launch. Everything is live, tested, and running before we move to handoff.
04
Handoff
Week 8 · ongoing option available
Every system is handed off with full documentation and team training. You own everything outright. Practices that want ongoing management and optimisation can continue on a monthly retainer. It is entirely optional.
Who we work with
We work best with independent dental practices that are already seeing patients, generating revenue, and ready to build the infrastructure that matches their ambition.
You own an independent dental practice. Not a corporate chain or franchise.
Your practice has been operating for 2 or more years and has an established patient base.
You are personally spending time on admin, marketing, or operations that should be handled by systems.
You have tried to improve things before but lacked the time, tools, or the right people around you to follow through.
You want a complete system built and handed back. Not advice, not a template, and not a VA to manage.
Not the right fit right now
Corporate groups or franchise networks. We work directly with practice owners, not head offices.
Practices in their first year. The systems layer works best once you have an established patient base to build on.
Practices already engaged with a full-time marketing agency or dedicated ops consultant covering similar ground.
Anyone looking for a quick fix, a single campaign, or a one-off project. What we build takes eight weeks and is designed to last.
Who we are
We started Ops and Scale Co. after watching the same pattern repeat across practice after practice. Talented, dedicated owners working at full capacity inside businesses that had grown faster than the systems supporting them. Great clinical reputations. Overwhelming operations.
We are not a marketing agency. We are not a VA service. We are a Virtual Business Integration agency, and that distinction matters. We sit at the intersection of strategy, systems, and execution. We build the infrastructure that makes everything else work, then hand it back to you fully owned and documented.
What makes us different from every other agency in this space is that one of us is a licensed, practicing dentist. We are not consultants who have studied dentistry from the outside. We understand the clinical workflow, the patient relationships, and the real pressures of a busy practice day in a way that no other operations agency can claim.
Pricing and engagement details are shared on the discovery call. The right scope always depends on what we actually find inside your practice.
Co-Founder
Dana
Revenue Growth Integrator
Dana leads client strategy and all marketing systems across every engagement. With a background in growth marketing and business development, she bridges the gap between how a practice is perceived online and how it actually converts.
Co-Founder
Thea
Operations Integrator
Thea designs and builds the operational backbone of every engagement. She architects the SOPs, automations, KPI dashboards, and practice systems that keep running long after we hand off. As a licensed dental practitioner, Thea brings firsthand understanding of clinical workflow, patient dynamics, and the real pressures of a busy practice day that no external consultant can replicate.
Doctor of Dental Medicine, PhilippinesBefore you go
How is this different from hiring a marketing agency?
A marketing agency manages your ads and produces your content. We build the system underneath your entire practice. Your CRM, patient flow, SOPs, operational reporting, and then your marketing launch on top of all of it. Most agencies send you leads with nowhere good to land them. We make the whole practice ready to receive and retain patients before we ever run a campaign.
We are already stretched. How much time will this take from us?
We are specifically designed to reduce what is on your plate, not add to it. The biggest time commitment is Week 1, where we need access to your systems and about two to three hours of your time for interviews. After that we work almost entirely independently. The main ongoing ask is 48-hour turnarounds on deliverable reviews. That is genuinely it.
What if we are not ready for the full build yet?
The Clarity Sprint is exactly what you need. It is a focused two-week engagement that delivers a complete gap analysis, a concrete 90-day roadmap, and one quick win already built and running before we finish. It gives you full clarity on what needs to happen and when. The Sprint investment is credited toward the full build if you choose to continue.
Will our team be able to use and maintain this after handoff?
That is the whole point. Everything we build is documented in plain language and we include full team training in the handoff. Your staff do not need any technical background to run the systems we set up. The entire engagement is designed to end with the practice operating independently, without needing us in the picture.
What happens after the 8 weeks?
You receive a complete handoff package including all documentation, training, and system access. Everything is yours outright. Practices that want us to continue managing and optimising the systems month to month can move to a retainer arrangement. That is entirely optional. The system is designed to run without us in it.
How do we know if we are a good fit before committing?
Book a free 20-minute discovery call. Before we speak, we will send you a short audit of your practice's current online presence so you can see the quality and depth of our work before you commit to anything. There is no pitch and no pressure. If it is not the right fit, we will tell you honestly and point you toward what would actually help.
Two slots remaining this month
We will send you a free 5-minute video audit of your practice before our first call. No obligation. No pitch. Just a clear picture of what we found and what it means for your practice.
Pricing and engagement details are shared on the discovery call.