The AI Systems Running Our 5 Clinics

The doctor was still seeing patients one day a week (Tuesdays). The problem: that one day "melts into Wednesday" of cleaning up everything that happened — staff questions, fires, patient notes. A month before recording, they pulled him out of patient care completely to fully own the CEO role across all five clinics.

The framing matters: this isn't "burn everything down." It's getting a capable CEO/COO seat in place so the owner can spend time on what only they can do — vision and building the back-end systems.

The method that started it: ask AI "Where am I overwhelmed as the owner, and what problem do I need solved?" His answer: with 30+ employees across clinics he's not physically in, he couldn't keep a pulse on whether everyone follows the SOPs. He used to manually scan the day's texts, catch a mis-answer, and chase down/retrain people one by one.

The unlock: he asked Claude how to solve it and fell down a rabbit hole — EHR/EMR systems have an audit log, required by law. Every button click by every staff member and doctor is recorded. You can download it as a TXT file and drop it into Claude ("Cowork"). Now: "What did my front desk click for the last month? What did my billers click?"

Pair the audit log with your communications data:

• Phone calls — modern phone systems give transcripts of every call.
• Texts — ~90% of offices text; most systems export.
• Google Voice / software systems — downloadable.
• Email — forward all incoming/outgoing to a workmate address; internal billing comms were a huge weight off his shoulders.

Once you have the data, hook it into a dashboard (he uses Notion). Click the "EHR/EMR" tab → a weekly brief of exactly what everyone's doing, correlated against your SOPs — how you want it to work vs. what the AI actually observes.

The aspiration: a report card that grades the team (A+ vs C-) against the SOP and expectations — genuinely useful at yearly reviews and renegotiations.

Reframe before you act on it: a low grade isn't "this person sucks, kick them out." Maybe they were never trained properly or never told. Some have been with you a long time.

He's a visionary who openly hates sitting down to type a 40-page SOP document. The point: you finally have a tool that builds the systems for you. "Look at the processes, then use AI to extract a better system that actually solves your problems — and quickly, within a day for a lot of these."

Critical caveat — check accuracy. It takes real back-and-forth dialogue ("this is right, this isn't"). Claude will sometimes make up data — they pulled a survey report once and it invented patient names that didn't exist. People think it's a one-hour project; it's not.

The payoff compounds: the more you hammer on it, the more it learns your organization (brand colors, systems, recurring issues). You can say "this is an ongoing issue — figure something out overnight" and review a draft in the morning. It becomes a relationship. And it kills tedious tasks: "grab me a list of patients who haven't been in in 20 days" instead of a CA manually working a reactivation spreadsheet.

Owners often don't understand their real-time overhead. Connect AI to QuickBooks / Stripe for live financial data to drive spending decisions.

The safety move: set it up read-only — it reads the data that's already there and can't change anything. Her Claude-built financial dashboards are attached to Stripe read-only; it surfaced failed payments they'd have missed without the right automation. Manage your own risk tolerance, but read-only removes most of the fear.

They built a coaching bot ("ChatBDQ") trained on years of the coach's material — clients say it sounds just like her. The internal version: an assistant that answers the repetitive "stupid questions" staff ask over and over. The rule: ask that thing before you ask me.

The lens for choosing what to automate: "How do I free up time for the smart people I care about in my org? Take their biggest frustration or most time-intense task off their plate." A good person, lifted up, lifts the whole organization — and freed capacity goes toward work that actually makes you more money. (Also referenced: clients building Replit apps for patient resources.)

If you feel behind, that's a choice. Everyone is on the same playing field right now — like when the internet started. Even the largest organizations are just building their base today.

Token budgets: citing the All-In podcast, big companies now budget tokens (Claude usage = energy/cost) on payroll as if it were another employee, and track the ROI of that spend against how much it streamlined operations.

Their actual spend: ~$300–400/month on Claude — he and his CEO both on Max plans (~$200/mo base each), plus a "Claude bot" that's the real workhorse. The other clinic's budget runs $500/month.

Just because parts of your role can get replaced with AI and should get replaced with AI, that doesn't mean you're replaceable. It means that you just created more leverage for me as the business owner because you're now going to be focused on $50 an hour tasks instead of $20 an hour tasks. And I think sometimes it's important to remind ourselves as the owner that our team needs to be reminded of that, too. Like, they see us being, you know, talking with your spouse, getting all excited, we want to build all these AI infrastructures. And then we come back to them Monday morning and we're like, "Okay, so we're doing this, this, and this." And it triggers their scarcity. It triggers their feeling of "Oh my gosh, this isn't good. This is going to replace me." And it's like, "No, you're just going to actually become more valuable for me as the owner." Welcome back. I have the best surprise today. So, we are just recording podcasts today in HQ, and my snack daddy came by because I've had a day full of coaching, and he brought me lunch, and he brought me a change of clothes for tennis, and thought we were going to go play tennis. And I was like, "That's so cute." But the podcast team is here, and so guess what? This is a perfect opportunity for you to pop on the podcast again. Let's talk about something new. Last time we talked about our marriage, let's talk about AI. He has really stepped into his AI era. I am trying to persuade you and convince you to abandon everything and only do AI for the wealthy practitioner. >> It's It's not taking much convincing at this point. [laughter] Yeah. >> Yeah, right. You're fighting me on it. You're like, "No, we still need other things in place." But I really did want to have you on so that we could talk about AI. I mean, we were just in Miami like a week ago with Calvin talking all AI, you know, how we're applying it to our practices, the ideas that we have for our clients, you know, we're even toying around with the idea of like releasing a new little program for practitioners to do more AI in their offices because even though we've been talking about it inside of the wealthy practitioner for the last 3 years, so many new clients that come in aren't using AI at all. So many other practitioners, any business model with a brick and mortar is not really using AI to the extent that they could be. I feel like there are so many places that just use AI for content, just use AI for marketing, write an email, write a piece of social media content. It's like that's barely the scratching the surface. That's not doing anything and so it's like let's have this conversation about how much time you could be saving with AI, how your processes could be dialed in with AI and so maybe chat a little bit just about how you've been using it inside of our practices. >> Yeah. Um I mean, like first of all, what an exciting time to be alive, right? Like I mean, we get to experience this. It's kind of like a gold rush, you know what I mean? Like just a gold rush of knowledge and technology all happening at the same time. We're all busy, right? Like do as a as a doctor owning, you know, five clinics, having multiple staff members, how do you juggle all that? And then at the same time try to build out like all these systems and processes using AI. Most people just get over overwhelmed. I mean, I was getting overwhelmed until, you know, you basically sat me down. You were like, "Listen, if this is what you're passionate about and this is what you love, you should be doing it." And what does that actually look like? It doesn't look like burn everything down. It looks like let's get a capable CEO in place so you can really dive in and really spend a lot of your time doing what you love and kind of building out the back end. >> That's true. I mean, like that's a recent shift that you had because you were still taking care of patients 1 day a week on Tuesdays. Um and we just made that shift like uh a month ago where we pulled you out completely so that you could fully own the CEO role for all the clinics. >> Yeah, and it's made the biggest difference like you know, the CEO I mean it's you know, yeah, you see patients one day a week on a Tuesday, but that Tuesday melts into a Wednesday of taking care of all the issues that happened on Tuesday and then X, Y, and Z persons hitting you up for this and that. So >> And all the patient notes that you have to do for me. >> The patient notes. I mean yeah, I mean you understand. I mean most of your listeners probably understand too. So I mean if you're in that situation currently, there is other options obviously in order to try to you know, cleave back even one or two CEO days. You don't need to take that away from your family. You don't need to take that you know, away from your staff. There is other options available. But yeah, I mean AI I mean it's for me it's it's crazy. I mean it's moving at such a fast pace. Every day I feel like something new pops up on my feed and then I look into that and I get obsessed with that and you're you're kind of just like a kid in a candy shop, you know. >> listen to like three podcasts a day about AI. >> Well, yeah, I mean I am. I'm truly I'm truly addicted to it currently, but what I've really tried to do recently is be like, okay, let's stick in one lane, one avenue, you know, and like let's really write down and really hone in on what what do we actually do at our clinic? And then after looking at that being like, okay, now what can we automate? And a lot of people get triggered by this, right? They're like, oh, you're just going to automate people's jobs away and like all this stuff. It has nothing to do with that. My team that's in place is awesome. But if I can free up tasks that like a 2-year-old can do, then like yeah, I'm obviously going to do that and I'm going to that's going to drive my organization forward. I can put them into different places and different roles that's going to drive the organization forward. >> Well, and that just is too like something that I talk about often inside of the wealthy practitioner is just because and I tell my team this too like just because parts of your role can get replaced with AI and should get replaced with AI, that doesn't mean you're replaceable. It means that you just created more leverage for me as the business owner because you're now going to be focused on $50 an hour tasks instead of $20 an hour tasks. And I think sometimes it's important to remind ourselves as the owner that our team needs to be reminded of that, too. Like they see us being, you know, talking with your spouse, getting all excited, we want to build all these AI infrastructures, and then we come back to them Monday morning and we're like, "Okay, so we're doing this, this, and this." And it triggers their scarcity. It triggers their feeling of "Oh my gosh, this isn't good. This is going to replace me." And it's like, "No, you're just going to actually become more valuable for me as the owner." >> Yeah, it's I mean, that's that's the ultimate point, right? Like And like even taking that same concept and putting it onto you as the owner is it's super important. Like for instance, like um for me, a lot of my time was I, you know, having, you know, over 30 employees is like everybody doing the right things. Is everybody following the SOPs the way I want them to follow them? And I would go run and like look at the texts that went through for the day and be like, "Ah, they're not answering this correctly." Then follow up with that person the next day. Or like um you know, why is the insurance getting inputted wrong? Like who did that? And then go chase that down and then go retrain that person, you know? That's actually one of the automations that we're currently working on in the clinic. Um is we I didn't even know you could do this. So, I fell down a rabbit hole with with Claude and I was talking to him and I'm like, "You know, as a doctor or practitioner, like what is what is one way? Like what what does my staff really do? All the communication, all the EHR EMR stuff, and then all the internal talk, not outgoing communication, in internal communication. I would say that's probably 70-80% of like the daily things that go on in my clinic, right? EHR EMRs, they have um an audit log. By law, they have to have an audit log. Every button that gets clicked by your staff member, by the doctor, every portion of a note, it's all gets recorded into an audit log. And guess what? We can download that. So, I mean that was a huge unlock for me. I mean, yes, it's a huge file, but you can download it as a TXT file, and you can drop that right into Co-work. What did my front desk staff click for the last month? What did my um billers uh click for the last month? >> Okay, so this is so important, so let's stop here for a minute because one, if you have no idea what your team is working on, this is going to tell you what they're working on. They're like, "Oh, I spent hours catching up and looking at the schedule." You can go in and audit their log and be like, "Well, that's not necessarily true." But, is that true? >> where a lot of people quit because they go, "Oh, sh- They look at it and they go, "Oh, crap." Like, this seems awesome. It looks awesome, but I'm so overwhelmed currently that like, how do I even button that up? Like, I have a manual that I made 3 years ago that like is well written. The owners, yeah, yeah. They're all off script, so like they can go in, sit down, take a CEO day, take two CEO days, and be like, "Okay, this is my manual. Is this really how I want it to work?" And if it isn't, Okay, this is my manual. Is this really how I want it to work? And if it isn't, change what you need to change, drop that into Co-work, and be like, "Okay, this is how I want everything to work." You could put it in a project file, you can uh you know, make make it into a skill, and then download it Get those audit logs downloaded. And then, all outgoing comms. We We have a We're lucky we have a phone system that now um you know, gives us transcripts of every single phone call. So, I we can download those. But, if you're using a text system, like 90% of offices are texting nowadays, you know? Um you can download those. If you're using Google Voice, you can download all that and and kind of pop that in. If you're using software-based system, same thing. You can download that in. And then emails are obviously easy. You can just forward all emails that are incoming to any of your work addresses to a workmate email. I mean, I'm using Claude Bot for that, but >> Yeah, let's not go off on that tangent. >> Okay. >> [laughter] >> Okay. Yeah. But, um >> But, you can still scan your emails and get downloadable files. >> Yeah. >> I think though, the point that I wanted to make was that business owners want to keep a pulse on their employees without micromanaging. AI has made that doable. That's really important to know cuz I think when people hear AI, a lot of things get lost in translation. They don't know where to implement and it's like what you pointed out that I want to make sure people don't miss is that you were like, "Where am I overwhelmed as the business owner and what problem do I need to be solved?" And you were like, "I have all these employees. I can't be everywhere at once. I'm not even actually in the clinics, but I need to keep a pulse on everything." Okay, you asked AI, "How do I solve this problem?" Right? You were like, "What should I do?" And it's like, "Oh, you should go into audit logs and see if the people who are operating your front desk are doing the system and the process that you installed. Are they actually executing on it?" And so, that's how you even went down the rabbit hole of finding the audit logs, getting those uploaded, and then really went down this path of being like, "Okay, are we communicating the way that I would expect us to? Are we executing on emails, times that it's taking us to execute?" You know, when I know for us, often team are like, "I'm so overwhelmed. There's not enough time to do things." It's really easy to see where they're spending all of their time also. >> Yeah, and then, you know, once you have that data, you can hook it right into your Notion dashboard. So, now I don't need to think. I can go in and I can say, "Okay, um click the, you know, EHR EMR tab in my Notion dashboard and go to the weekly brief of exactly what everybody's doing. It'll condense that information into however you want it condensed. The communications, it's that's correlating between my SOPs, how I want it to work, and what the system and what what the um the um AI is actually seeing. So, it's saying like it's it's almost What I want it to do is give a report card, but I haven't made it that far yet. Um but you know >> Also, like grading your team is what you're saying. Like, are they doing a good job based on the SOP, based on the expectation, would you give them an A+ or are you giving them a C-? >> Yeah, and then also like how important is that at a yearly review or like a, you know, renegotiation type talk? Like, that stuff's pretty important, you know? And it's not something to be like, "Okay, this staff member sucks. Like, we need to kick them out." It's like, maybe that person wasn't trained properly or or wasn't told, you know? These Some of these people, they've been with you for a long time. And then more importantly, internal communications, right? Like, what the heck is going on between all my billers? What are they communicating about? What aren't they telling me? So, simple forwarding every single email outgoing and incoming from uh my main biller who catches issues to the people who are actually making the phone calls and taking care of those issues. So, capturing those internal emails, I mean, that that's taken just a boatload off my shoulders. So, rather than sitting around and acting 50% of the time, thinking about it 30% of the time, I'm clicking on a dashboard and spending 20% of my time. If I need to reach out to somebody, I'll reach out to reach out to them at at that point, but running around in all these different directions is no good for anybody. >> Well, I think too um because I shared with them on a recent podcast that you don't love systems. >> [laughter] >> And you're more the visionary. Um but like this AI is helping you create the systems in addition to your COO because now you have the idea and AI is doing some of the implementation for you and like executing on the tasks that you're telling it to, which is really important because there's so many people, no matter how much I talk about SOPs. I mean, my own husband is like resistant to it cuz you don't love it. It's like not something you love. You don't want to sit down and create systems. >> who like what you guys out there like that? Like I mean [laughter] like who likes sitting down and coming up? I mean I like I good ideas for my business >> Yeah, cuz you're a visionary. >> But I don't want to sit down and type on a computer a 40-page document, you know what I'm saying? >> But like for people who are always hearing you need to create systems, you need to create systems. It's like well, you finally have a tool that can do that, you know? >> It's like look at the processes and then use AI to extract a better system that actually solves the problems that you have. >> And quickly. And quickly. And within a day for a for a lot of these different things. But yeah, I mean that that was the big one for me and once we once we figured all that out, I mean that did take a lot off of my shoulders and then ultimately, you know, free up a lot of brain space to, you know, >> And realistically though, this hasn't been something that you figured out in 24 hours. Like you've been working on this. I think sometimes people are like oh, AI's so quick. And it is once you nail down exactly what you want to happen, but there's a lot of dialogue of you going back and forth with Claude of like this is right, this isn't right. Actually, you pulled the wrong patient cuz sometimes Claude will not tell you um the right data. Like sometimes it will make something up, so it's really important. I know recently inside of TWP, we pulled a report from like surveys and it gave us names that didn't exist and we were like what are you doing? Where are you getting this information from? So I think that's really important too to check the accuracy of numbers and whatever you're looking for, but um it took you time tweaking it. I think people think this is like an hour project and it's not. >> Yeah, well I mean the new stuff is is kind of learning with you. So I mean that's, you know, it's learning the same time you're learning, you know? But I feel like if you do mess with it enough and it does learn your organization enough and you figure out the setup and and, you know, you get through all that and then you hammer on it hour after hour, day after day, it starts to learn at a rapid pace because it learns your organization. It knows your brand colors. It knows your uh web like how you like all your systems and processes in the background. And now it's starting to know, okay, well, damn, like this is an ongoing issue for you. So, I can literally go in and be like, this is an ongoing issue. Can you figure something out overnight that was going to help me in the morning? I read it and then I'm like, well, actually that would help I actually that's complete crap. And then you tell it that it's complete. So, now it knows. So, you're bit It's a relationship, you know? >> Well, and even some of the tasks that were taking a long time, you know, I think of like the CAs going through like a reactivation spreadsheet. Like, okay, this person left without scheduling, so we add them to the no future appointment list. But then it's like, okay, well, Claude can just do that for you now. It can look through and you can say, grab me a list of patients that haven't been in in the last 20 days, you know, the last 2 weeks, whatever it is. And I think it's things like that where I just want people to start thinking there's so many better ways to use it. I also know, you know, like inside of TWP, obviously we've been talking about AI for 3 years, but Nikki recently recorded a training for people to integrate it with their QuickBooks because people are always like not understanding what their overhead is. And it's like, you need real-time data to make different decisions about your finances and the way that you're spending money inside of your business. And you know, I'm not here to talk about like do you feel safe connecting it to QuickBooks? That's your own decision to make, but the truth of the matter is AI is not going anywhere, so you just have to understand your personal risk tolerance with it. Um, I also think there's ways to set it up to where it doesn't have access to change anything. It just reads the data that's already there. And I know even with some of the automations and integrations we've set up on the TWP side, and a lot of my financial dashboards that I recently built through Claude to Cowork are attached to Stripe, but it's read-only. They can't go in there, they can't change anything. And it's like, it's basically just extracting the Stripe report that Stripe would already give me. And it showed me like failed payments that we would have missed because we didn't have the right automation set up. >> Yeah, very cool. >> and so it's just like there's so much that you can do with it and I think of all the ways in the practice, of course, but now I'm implementing stuff for TWP and even just this week the Gold Mine Challenge that we did, we gave them all access to ChatBDQ and they are like mind-blown with how accurate it is. They're mind-blown with like how much it sounds like me and it's like, yeah, because we all of like years of my coaching and uploaded it to the back end so that it coaches and thinks just like me and we gave it rules and we gave it regulations and you know, that's one of the resources that we have for our clients, but you can do the same thing with your patients. And even recently on a Expander's call, Brandy, which is hilarious that you have on an Expander's sweatshirt today. Uh even recently Brandy taught them how to create a Replit app for their patient resources. And it's just like, how can you elevate your experience with all of the things that you're able to create in real time, but apply that to your business. I think there's just no cap to what we can do. >> Yeah, I mean, your chat your ChatBDQ, um for instance, my COO is like, man, how did you deal with your staff asking you the same questions over and over again? Then they forget it. I'm like, ding ding ding, we can make an internal ChatBDQ that answers stupid questions. And now the rule is ask that thing before you ask me. You know, and shoutout to Callan, too, because she's said that in the past as well, but uh I mean, even just that it's for me, it's coming from a place of how do I free up time for smart people within my organization. We all have smart people that we love and we care about in the organization. How do we take whatever the biggest frustration point is? Can we automate it? Can we figure something out with AI in order to take that off their plate? Because if they are truly a good person within your organization, it's going to lift them up, which in turn is going to lift your organization up, right? So, >> And it's not even the things that um frustrate them, definitely start with that, but also the time-intense things. >> Yeah. >> The time-intense things can be shortened, and then all of a sudden you've freed up capacity in somebody's day to go out and figure out how to make you more money. >> Yeah, I mean, this is why it's so exciting and it it's such an exciting time to be alive because I mean, everybody's like, "Oh, I'm so Like, if you're sitting at home right now thinking, I'm so behind." Right? Because that's what a lot of people think. It's like, "Bro, we are currently all in on the same playing field." It's like when the internet started and those people were learning whatever the hell coding techniques it was. It's like, probably all this stuff will be obsolete, but you will know how to talk to that how you you'll know the base. You can form the base and everybody, large organizations, big like, they're all building a base right now. So, you are currently on that playing field. You don't have to start behind. >> Totally. And I think of that um what's that podcast that you listen to that's all the billionaires? >> Oh, the All-In podcast. >> podcast. Like, one of the conversations they were having is that um they now have like a token budget, which if you don't know, a token is inside of Claude, and it's basically your usage. Is that what you would say? >> Well, yeah, tokens, that's it's it's the energy expenditure base behind your token. It costs money. Yeah. >> Those guys now have a budget for that on their payroll as if it was another employee, and some of them, because they have thousands and hundreds of thousands of employees probably in some of their companies, are now looking at the usage and then also the ROI from that usage of how much they've been able to streamline their processes. >> Yeah, I mean, these big companies are burning through tokens like nobody's business. I mean, that's not going to be you. Um >> How much are you spending right now on Claude a month? >> Uh probably like 3-400 bucks. But I mean, me and my CEO are hammering into it. We're on max plans on Claude. So I mean, that's just 200 bucks a month, you know, base fee. >> wanted to know because I wanted to >> But then my Claude bot is the killer. That thing is >> see if TWP was beating you and we are cuz our budget's 500 a month. >> Yeah, well you have Brandy, so I mean [laughter] that's that's seven uh >> I'm pretty sure I need to ask. I'm like, Brandy, what are you doing that's not in Claude anymore cuz I would be shocked. >> Well, yeah. Yeah, you keep yelling at me that I'm trying to steal Brandy based off of uh you know, all the conversations that we're having. >> talking about AI and I'm like, no, no, no, no. >> No, stay on task. We're in lunch. >> [laughter] >> I'm like, okay, okay. >> Um >> Yeah. >> Yeah, I think that it's such a good point that you made that you're not behind. And if you feel like that, that's a choice. You can dive in and start learning. You can watch YouTube videos about it. How to apply it. You can go in and just ask it like you said, how can I apply this to my business? How can I accelerate? What things can I automate that I'm not even considering? >> think you're behind, go talk to the next 20 people you meet on the street, wherever. Your friends, your mom, your co-worker, anybody. Just go talk to them. >> And ask them what they're doing with them. >> Yeah, and talk to them about like one or two things that even I said today. Like I mean, just go talk to them. I mean, that's really you're in the 1% if you're even having conversations about it, never what Like dive in, you know, just dive in and and start exploring it because it really truly is fascinating and it really isn't a scary thing that's going to outsource um I think it's going to make everything a lot better. But I mean >> I think I love the way Callan explains it where she's like, you need AI in your life so you can live more of your life. >> For sure. >> Like AI's here to give us margin and what a gift that is, you know? >> What a gift, yeah. Mhm. >> Um okay, fun. I'm so excited that you were able to stop by and we were able to do this. If you guys think that we should make this a little series of how we're using it in our clinics, let me know. Um like I said, we might be playing around with the idea of releasing something. If you were like, "Hey, I don't even know where to start with my team." Go back and watch the team episode I did. You're going to find that the strategists and the pioneers on your team are going to be excited about using AI. I said before that the builders are going to be the ones who are replaced with AI. That is true, unless they ascend and become a strategist. So, listen to that podcast episode if you haven't, and I'll see you next week.