At Lotus Consulting, our journey with PracticeVital started with a simple yet pressing need: efficient, meaningful data insights. Although we could extract data from our EMR, the process was tedious and increasingly unsustainable. We spent hours trying to uncover specifics like client retention, intake numbers, and other metrics that directly impact our practice. The old adage rang true: "What gets measured, improves. What gets measured, gets done." Yet, measuring these metrics consistently felt out of reach until we found PracticeVital.

When we met with the team at PracticeVital, it was immediately clear that it was precisely what we had been looking for. It was so impactful that I may have even screamed, "This is it!" It was like Christmas—the functionality, ease of use, and aesthetically pleasing interface brought a level of excitement to our entire team.

Pre-Implementation Challenges: Where We Needed Change

While we had a rough sense of our metrics, like how many open spots our clinicians had, we wanted precise, actionable insights. Operating from estimates rather than hard data wasn’t enough for us; we value accountability and maintaining mutual trust with our clinicians. PracticeVital presented a way to ensure clinicians meet their commitments, such as seeing 25 clients per week, and for us to uphold our end by making sure we’re providing an adequate flow of intakes, tracking average ramp-up periods and more. 

Discoveries in PracticeVital: Data Insights that Surprised Us

Using PracticeVital has given us valuable insights we hadn't anticipated. For example, we could finally see the exact number of intakes scheduled across the practice and per clinician. One standout revelation was our provider retention metrics—highlighting certain retention challenges we had only sensed before. It became clear how easy it is for small but crucial details, like tracking cancellation rates or the time it takes to develop a full caseload, to slip through the cracks as we move through busy weeks.

These insights have empowered us to have honest, productive conversations with our clinicians about their capacity, commitment, and support needs. We can now catch potential issues early, such as delays in notes or an uptick in cancellations, which gives us an opportunity to address them before they impact client care. Our goal is not only excellence in client care but also excellence in clinician support, and PracticeVital has become integral to that mission.

New Processes and Future Plans

PracticeVital has enabled us to fine-tune processes that help clinicians manage their caseloads and plan ahead, including scheduling new spots when clinicians are aware of planned absences or terminations. This proactive approach helps us better serve clients on our waitlist and keep everyone on schedule.

Looking forward, we aim to continue enhancing our quality of care, job satisfaction, and compensation by leveraging data. PracticeVital is a key part of our growth strategy, helping us remain transparent, intentional, and responsive as we set future goals.

Positive Results: How PracticeVital Has Improved Our Practice

Since implementing PracticeVital, we’ve noticed substantial improvements in our practice operations. Our budget goals and strategies are now aligned with real-time data, which helps us accurately plan and predict hiring needs. We’ve also been able to set clear expectations with clinicians, foster clarity in leadership, and demonstrate our company’s direction with confidence.

PracticeVital has become essential for us at Lotus Consulting. Its metrics are invaluable in tracking the success of our services and ensuring that we’re continually optimizing both client outcomes and clinician satisfaction.

About Lotus Consulting
Ilona Phillips is the founder of Lotus Consulting, PLLC, a practice dedicated to providing compassionate, quality care for individuals in need. We are grateful for PracticeVital’s role in helping us make our work more intentional, transparent, and easier for our team to thrive.

For more about Lotus Consulting and the services we offer, please visit our website at lotusconsultingpllc.com.