FAQ

Your Questions Answered

At Practice Maven, we understand the challenges of starting a clinic. Here, we provide answers to common queries related to establishing your healthcare practice efficiently and effectively.

How will Practice Maven actually save me time and money?

We eliminate the trial-and-error of setting up and running a practice. From negotiating vendor contracts to optimizing billing workflows, we ensure you don’t overpay for services or waste months figuring out processes. Every hour you’d spend troubleshooting operations is an hour you can spend seeing patients—or going home on time.

I already have an office manager. Why do I need Practice Maven?

Your office manager is essential for day-to-day tasks. We complement their role by bringing specialized expertise in practice setup, compliance, reimbursement, and revenue optimization that most managers don’t have. Think of us as the “air traffic control tower” that gives your team a playbook to run smoother and more profitably.

How can you help me increase revenue without seeing more patients?

We analyze your current services and identify gaps—like underutilized annual wellness visits, diagnostic testing, optimizing call workflows, or transitional care management. By refining workflows and coding practices, we help you capture revenue you’re already eligible for.

I’m worried about burnout—can you actually make my workload lighter?

What if I’m just starting my practice from scratch?

I already have a practice, but it’s not running as smoothly or profitably as I’d like. Can you still help?

How do you make sure my practice stays compliant?

Yes. We streamline everything from scheduling to patient intake to documentation. By creating efficient workflows and leveraging technology, we cut down on after-hours charting and administrative burden. You’ll feel like you’ve gained back hours every week.

That’s our specialty. We guide you through site selection, build-out, business formation, vendor negotiations, staffing models, and payer enrollment—so you avoid costly mistakes. You’ll open faster, with a clear plan for profitability from day one.

Absolutely. We perform a comprehensive practice audit that looks at scheduling, billing, coding, staffing, and patient flow. Then we implement proven fixes that reduce overhead, optimize staff time, and boost revenue.

We stay on top of regulatory updates, coding changes, HIPAA requirements, and payer rules so you don’t have to. We build compliance into your workflows—protecting you from denials, audits, and penalties.

Will Practice Maven just give me advice, or do you actually help implement changes?

We do both. We design the roadmap and roll up our sleeves to help you execute—whether that means training staff, building workflows in your EHR, or negotiating with vendors.

What makes Practice Maven different from other consultants?

Most consultants focus on theory or one small piece of your practice. We take a whole-practice approach—from operations to finance to patient experience. And unlike others, we’ve built and scaled healthcare practices ourselves, so our advice is grounded in real-world success.

How soon will I see results?

Many physicians see immediate improvements in billing accuracy, staff efficiency, and patient flow within the first 30–60 days. Larger structural changes (like payer contracts or service expansions) can take longer—but we set realistic timelines and measure progress every step of the way.

What if I don’t have the budget for consultants right now?

We structure engagements to pay for themselves quickly. By helping you capture missed revenue, negotiate better vendor contracts, and reduce waste, the savings often outweigh our fee. Many clients see a positive return within the first quarter.

To make budgeting easier, our fees are paid in three stages—a portion upfront, a portion at the midway point, and the remainder at project completion. This spreads out costs while ensuring you see value at every stage.

A. Information You Provide to Us

Name, email address, phone number, and mailing address, business details, including clinic name, location, and ownership structure, payment and billing information, any documents or data shared during the course of a consulting engagement

B. Information Collected Automatically

When you visit our website, we may collect: IP address and browser type, device information, pages visited and time spent on our site, cookies and similar tracking technologies.

C. Information from Third Parties

We may receive information from vendors, referral partners, or platforms we integrate with, solely for the purpose of delivering services to you.

How do you protect patient experience while focusing on revenue?

We believe profitability and patient satisfaction go hand-in-hand. Our workflow designs reduce wait times, improve communication, and keep staff focused on care. Happier patients lead to better retention, more referrals, and higher revenue.

I’m not very tech-savvy—will I be overwhelmed by changes?

No. We tailor solutions to your comfort level and your team’s capacity. Whether you want to fully automate processes or take smaller steps, we guide implementation at your pace. Our goal is simplicity, not complexity.

Can you help me hire and retain the right staff?

Yes. We assist with role design, recruiting strategies, training, and retention systems. A well-structured team reduces turnover, keeps morale high, and ensures you aren’t constantly stuck filling vacancies.

What about negotiating payer contracts?

We know the levers payers respond to and can help you renegotiate contracts for better reimbursement. Many practices leave money on the table simply by accepting the first offer—our expertise ensures you get paid fairly.

If you prefer, we can also bring in specialized third-party payer negotiators to work on your behalf, giving you the strongest possible position in contract discussions.

How flexible are your services? Do I need to commit long-term?

We typically partner for a short, agreed-upon timeframe to tackle specific projects—like launching a new practice, optimizing operations, or fixing revenue cycle issues. This gives you results quickly without requiring a long commitment.

That said, some practices choose to keep us on for ongoing consulting services for a variety of reasons. We offer both short-term engagements and long-term partnerships depending on your needs.

Can you help me hire and retain the right staff?

Yes. We assist with role design, recruiting strategies, training, and retention systems. A well-structured team reduces turnover, keeps morale high, and ensures you aren’t constantly stuck filling vacancies.

Can you help with adding new services or specialties?

Yes. From blood draws to APCM (see below) to behavioral health integration, and many more, we assess feasibility, ROI, staffing needs, and compliance requirements—then build the workflows to support growth.

How do you measure success?

We use clear, trackable metrics—like increased revenue per visit, reduced denials, improved patient satisfaction scores, and decreased staff turnover—so you can see tangible results, not just hear promises.

What if my practice is in a rural or underserved area?

We’re experienced in working with practices of all sizes and geographies. We can help you leverage telehealth, grant opportunities, rural clinic reimbursement models, remote patient monitoring and creative staffing models to deliver high-quality care and maintain financial sustainability.

Do you understand the unique challenges of specialists versus primary care?

Yes. We’ve worked with both. Whether it’s family medicine, pediatrics, ob/gyn, dermatology, podiatry, physical therapy, cardiology, dentistry, or another specialty, we tailor strategies to your specialty’s billing patterns, patient flow, diagnostic needs and regulatory requirements.

I’ve heard about CMS’s new Advanced Primary Care Management (APCM) program—how can Practice Maven help me decide if and when to add it to my services?

APCM is a major shift in how primary care can be delivered and reimbursed. Unlike Chronic Care Management (CCM) or Principal Care Management (PCM), APCM removes time-based documentation requirements and introduces new bundled HCPCS G-codes. This means you can enroll more Medicare patients, simplify billing, and reduce administrative workload—while still being reimbursed for comprehensive care.

Practice Maven can help your clinic by:

Evaluating patient eligibility so you know how many of your Medicare patients could qualify under APCM.
Building workflows that align with APCM’s bundled billing structure, reducing duplicate work.
Integrating APCM with existing programs like RPM, BHI, or CCM (where appropriate), so you maximize revenue without creating compliance risks.
Training your staff to document and bill correctly under the new rules.
Planning for sustainability—including how to transition patients from CCM/PCM into APCM if it proves more advantageous.

By partnering with us, you’ll be ready to adopt APCM as soon as CMS finalizes the rule in November, positioning your clinic at the front of the curve in value-based primary care.