Practice Health Quiz — Aaron Potratz

Operations

If you disappeared for two weeks, what would break?

This is the single most revealing question about a practice's operational health.

Very little. We have documented systems and my team can handle most things.Coverage is planned, not improvised A few things, but nothing catastrophic. We'd manage.Some gaps but mostly recoverable Quite a bit. Key processes depend on me personally.I'm a critical dependency Almost everything. I'm not sure it would survive.The practice runs on my memory

Documentation & SOPs

How well-documented are your core workflows?

Think about intake, scheduling, billing, onboarding new staff, and offboarding clients.

Very well. We have written SOPs that are actually used and updated regularly.Documentation is a living system Partially. Some things are written down, but it's inconsistent.Patchwork documentation Not very. Most knowledge lives in people's heads.Institutional memory risk Not at all. We don't really have written processes.Fully undocumented operation

Financial Health

Do you know your practice's real profit margin?

Not revenue — actual profit after paying yourself fairly for your time as owner and clinician.

Yes, clearly. I review financials monthly and know my numbers.Active financial visibility Roughly. I have a general sense but don't track it closely.Approximate awareness Not really. I know revenue but not actual profitability.Revenue ≠ profit visibility No. Financial tracking is a known gap I haven't addressed.Flying blind financially

Team & Culture

How would you describe your team's clarity about their roles?

Clear role definition is the difference between a team that functions and one that constantly needs direction.

Very clear. People know what they own and rarely need to be redirected.Autonomous, well-structured team Mostly clear, with some overlap and occasional confusion.Good but improvable Often unclear. People frequently ask what they should do or who owns what.Role ambiguity is common Consistently unclear. Role confusion is an ongoing problem.Structural team issue

Growth & Stage

Where are you in your practice journey?

This helps contextualize the rest of your results.

Starting out — solo or very small, building from scratch.0–2 clinicians Growing — adding clinicians and figuring out group practice operations.2–6 clinicians Established — running a group practice but struggling with scale.6–15 clinicians Scaling — multiple locations or significant complexity.15+ clinicians or multi-site

AI & Technology

How are you currently using AI in your practice?

Honest answer only — there's no wrong place to be here.

Intentionally. I've integrated AI into specific workflows and it's creating real leverage.Strategic adoption Experimentally. I'm trying things but haven't systematized anything.Exploring but not structured Minimally. I've heard about it but haven't really started.Early awareness Not at all. I'm skeptical or uncertain where to begin.Not yet engaged

Admin Burden

How much of your week is consumed by administrative work that feels like it shouldn't require you?

This is often the most direct signal of operational dysfunction.

Very little. Admin is mostly handled by systems or delegated staff.Well-leveraged operation Some, but manageable. I do more than I'd like but it's not crushing.Tolerable overhead A lot. Admin is eating into clinical time or personal time regularly.Admin overload Nearly all of it. I feel like a full-time administrator who does therapy on the side.Critical admin drag

Founder Sustainability

Honestly — is this practice sustainable for you personally?

Not financially only. Your energy, time, relationships, and clinical work included.

Yes. I've built something I can sustain long-term and it still feels worthwhile.Sustainable and meaningful Mostly. It's good but I can feel it wearing on me in certain areas.Durable with some friction Not sure. I've started to wonder how long I can keep this pace.Early sustainability concern No. I'm depleted and something needs to change significantly.Unsustainable — needs intervention

Client Intake & Systems

How consistent is your client intake process?

From first inquiry through first appointment — how reliably does it happen the same way every time?

Very consistent. We have a defined process that runs reliably regardless of who's handling it.Systematized intake Mostly consistent, with some variation depending on the person or situation.Good but not airtight Inconsistent. It varies a lot and we lose people in the gaps sometimes.Intake leakage There's no real defined process. It happens differently every time.Ad hoc intake

Clarity & Direction

Do you have a clear picture of what you're building toward?

Not a mission statement — a concrete sense of what you want the practice to look like in 3 years.

Very clear. I know what I'm building and my current decisions reflect that.Intentional direction Mostly clear, but I sometimes lose the thread in day-to-day demands.Clear vision, inconsistent execution Vague. I'm reactive more than intentional in how the practice is developing.Drifting without clear direction No clear picture. I'm mostly trying to survive the current demands.Fully reactive mode

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