For independent practices in Australia and the USA
We build the operating system behind your practice so it grows without everything running through you. Dental, veterinary, aesthetics, and beyond.
Audit to full handoff
8 wks
Audit to handoff
200+
Lapsed clients reachable, on average
AU+USA
Markets served
100%
Documented on handoff
The real problem
Most practice owners are exceptional at what they do. 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 clients or 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 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 provider 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 for independent, appointment-based practices. In 8 weeks, we audit, design, build, and hand off a complete operating system for your business. 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 client trust before we design or build a single thing.
02
Process engineering
Your core clinical and business workflows become documented, repeatable SOPs your whole team can follow without checking with you.
03
Metrics integration
A live KPI dashboard built into your practice software so you can see exactly what is happening every Monday morning in 10 minutes.
04
Marketing launch
Client reactivation campaigns, automated review requests, and a content system that brings new clients through the door consistently.
Who we work with
The industry changes. The underlying problem does not. A great practice with no system behind it eventually hits the same ceiling, regardless of what is on the sign out front.
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 audit your practice, research your local market, and deliver a gap analysis report with a concrete 90-day roadmap. One quick win is already live before we finish.
02
Design
Weeks 2-3 · blueprint phase
Every system is designed and signed off before anything is built. SOPs, CRM pipeline, KPI structure, and content plan are all mapped and approved by you first.
03
Build and launch
Weeks 4-7 · execution phase
We build every system inside your practice software, including automations, KPI dashboard, and client reactivation campaign. Everything live and tested before handoff.
04
Handoff
Week 8 · ongoing option available
Every system is handed off with full documentation and team training. You own everything outright. An ongoing retainer is available and entirely optional.
Is this a fit
We work best with independent practices that are already seeing clients, generating revenue, and ready to build the infrastructure that matches their ambition.
You own an independent practice. Not a corporate chain or franchise.
Your practice has been operating for 2 or more years and has an established client 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 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 client 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 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.
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.
Licensed dental practitionerBefore you go
Do you only work with dental practices?
No. We started in dental and that is still where we have the deepest experience, but the same underlying problem shows up in veterinary practices, aesthetics clinics, and other appointment-based businesses. The system we build adapts to your industry, not the other way around.
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, client flow, SOPs, operational reporting, and then your marketing launch on top of all of it.
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.
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.
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 the systems can move to a retainer. 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 of our work before you commit to anything. There is no pitch and no pressure.
Two client 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.