69% less staff time for every appointment.

A clear model of the workflow across booking, intake, check-in, notes, billing, and follow-up.

Patient time cut per visit

44%

9.6 min saved

before 21.7 min → 12.2 min

Staff time cut across the week

69%

46.6 h saved each week

before 65.2 h → 20.5 h

Staff workload cut across the year

69%

2266.5 h saved a year

1.18 FTE

Modeled for

A practice running 21 appointments a day per location across 1 location. 48% of bookings come by phone, and 22% are first-time patients.

Each plan runs 6 sessions. 1 new location launch a year, with 5 pricing updates a month, working 5 days a week for 48 weeks a year.

Where time goes

The overhead sits between the tools.

Repeated entry, daily reconciliation, manual price updates, and setup work redone for every new location.

Intake formsAnswers collected in one place, then re-entered somewhere else.
SchedulingPhone calls, slot hunting, and booking changes spread across separate tools.
Records & billingNotes, invoices, payments, and visit context split across different surfaces.
Website pricingPublic service and price updates repeated manually instead of flowing from one source.
ReportingDaily checks, reconciliations, and spreadsheet cleanup required to reconcile the stack.

Where staff time goes

69% less staff time per appointment.

That moves the workload from 35.7 min to 11.2 min. Time saved ranges from 7.9 min to 42.6 min.

Booking

staff

Phone calls, scheduling decisions, and cross-system handoffs.

Before

5.9 min

circleOS

2.5 min

57%

3.4 min saved

57% faster

Step	Unit	Before low	Before high	Mid before	Saved
Pickup, greet, hear request	per phone booking	ms	ms	48s	+14s
Find slot in scheduling tool + agree time	per phone booking	ms	ms	2m 6s	+1m 2s
Capture demographics in parallel with conversation	per phone booking	ms	ms	1m 8s	+47s
Send intake form link	per phone booking	ms	ms	41s	+30s
End call	per phone booking	ms	ms	22s	+6s
Daily reconciliation across systems	per appt	ms	ms	49s	+42s

Intake

staff

Review answers, chase missing forms, and re-enter patient details.

Before

9.3 min

circleOS

2.4 min

74%

6.9 min saved

74% faster

Step	Unit	Before low	Before high	Mid before	Saved
Day-before chase for incomplete forms	per new patient	ms	ms	2m 58s	+2m 15s
Day-of review of intake answers	per new patient	ms	ms	2m 23s	+1m 1s
Transcribe key info into PMS	per new patient	ms	ms	3m 57s	+3m 38s

Check-in

staff

Greeting, verification, consents, payment handling, and room handoff.

Before

6.0 min

circleOS

2.4 min

61%

3.7 min saved

61% faster

Step	Unit	Before low	Before high	Mid before	Saved
Greet patient	per appt	ms	ms	23s	+4s
Look up in PMS + cross-check intake	per appt	ms	ms	1m 11s	+39s
Paper consent signature handling	per appt	ms	ms	1m 36s	+1m 12s
Handle payment or note for later	per appt	ms	ms	2m 13s	+1m 42s
Walk patient in	per appt	ms	ms	39s	+4s

Notes & documentation

staff

Recalling the visit, finding the record, and turning it into usable notes.

Before

11.9 min

circleOS

3.3 min

72%

8.6 min saved

72% faster

Step	Unit	Before low	Before high	Mid before	Saved
Recall the visit	per appt	ms	ms	2m 19s	+1m 48s
Open PMS, find patient	per appt	ms	ms	58s	+40s
Type up notes vs voice + AI cleanup	per appt	ms	ms	7m 3s	+4m 41s
Transcribe paper notes	per appt	ms	ms	1m 36s	+1m 29s

Treatment plans

staff

Build the plan, price it, share it, and schedule what comes next.

Before

34.5 min

circleOS

10.8 min

69%

24.2 min saved

69% faster

Step	Unit	Before low	Before high	Mid before	Saved
Decide on plan structure	per plan	ms	ms	4m 31s	+18s
Type plan into product	per plan	ms	ms	8m 32s	+6m 4s
Format with header and logo	per plan	ms	ms	2m 56s	+2m 42s
Look up service prices and calculate totals	per plan	ms	ms	3m 31s	+2m 54s
Export to PDF and email	per plan	ms	ms	1m 37s	+1m 15s
Create each session booking	per plan session	ms	ms	2m 14s	+1m 45s

Billing

staff

Invoice assembly, verification, sending, and payment reconciliation.

Before

8.9 min

circleOS

2.8 min

69%

6.1 min saved

69% faster

Step	Unit	Before low	Before high	Mid before	Saved
Find patient + appointment in PMS	per invoice	ms	ms	1m 12s	+46s
Add services + products	per invoice	ms	ms	2m 27s	+1m 45s
Verify totals + tax	per invoice	ms	ms	1m 28s	+50s
Generate + send invoice	per invoice	ms	ms	1m 19s	+55s
Mark paid / flag follow-up	per invoice	ms	ms	1m 4s	+49s
Daily payment reconciliation	per invoice	ms	ms	1m 23s	+1m 2s

Reminders & follow-ups

staff

Reminder runs, adherence nudges, and response tracking each week.

Before

1.3 h

circleOS

16.4 min

78%

59.4 min saved

78% faster

Step	Unit	Before low	Before high	Mid before	Saved
Daily reminder pass for the full week	per week / location	ms	ms	23m 32s	+20m 33s
Weekly plan adherence review + nudges	per week / location	ms	ms	32m 47s	+23m 3s
Track responses and update sheets	per week / location	ms	ms	19m 28s	+15m 47s

Where patient time goes

44% less patient time per visit.

That moves the workload from 21.7 min to 12.2 min. Time saved ranges from −55 s to 21.3 min.

Phone booking

patient

Dial, wait, and talk through scheduling with the practice.

Before

6.1 min

circleOS

3.4 min

45%

2.7 min saved

45% faster

Step	Unit	Before low	Before high	Mid before	Saved
Look up phone number and dial	per phone booking	ms	ms	38s	+4s
Wait on hold	per phone booking	ms	ms	1m 54s	+1m 5s
Talk to staff to schedule	per phone booking	ms	ms	3m 33s	+1m 34s

Self-booking

patient

Browse, choose a time, and prepay in one self-serve flow.

Before

0 s

circleOS

4.3 min

—

4.3 min added

— slower

Step	Unit	Before low	Before high	Mid before	Saved
Pick service in portal	per self booking	ms	ms	0s	−1m 36s
Pick time	per self booking	ms	ms	0s	−1m 13s
Prepay	per self booking	ms	ms	0s	−1m 31s

Intake

patient

Open the form, fill it out, and confirm details again when needed.

Before

13.6 min

circleOS

10.1 min

25%

3.4 min saved

25% faster

Step	Unit	Before low	Before high	Mid before	Saved
Open form link from email	per new patient	ms	ms	46s	+13s
Fill out questions	per new patient	ms	ms	10m 12s	+1m 18s
Re-confirm same info day-of	per new patient	ms	ms	2m 36s	+1m 55s

Check-in

patient

Waiting, identity checks, signatures, and payment arrangement.

Before

8.3 min

circleOS

3.0 min

64%

5.3 min saved

64% faster

Step	Unit	Before low	Before high	Mid before	Saved
Wait at desk	per appt	ms	ms	3m 17s	+1m 51s
Verify identity + details	per appt	ms	ms	58s	+24s
Sign forms	per appt	ms	ms	1m 44s	+1m 21s
Pay or arrange payment	per appt	ms	ms	2m 21s	+1m 44s

Treatment plan

patient

Read the plan, understand pricing, coordinate sessions, and settle payment.

Before

22.6 min

circleOS

8.5 min

62%

14.1 min saved

62% faster

Step	Unit	Before low	Before high	Mid before	Saved
Read plan and understand pricing	per plan	ms	ms	6m 22s	+2m 15s
Reply with scheduling questions	per plan	ms	ms	4m 44s	+3m 31s
Coordinate booking each session	per plan	ms	ms	8m 31s	+6m 5s
Pay invoice once sent	per plan	ms	ms	2m 56s	+2m 14s

Billing

patient

Receive the invoice, understand it, pay it, and fix mistakes if needed.

Before

5.9 min

circleOS

2.6 min

56%

3.3 min saved

56% faster

Step	Unit	Before low	Before high	Mid before	Saved
Receive invoice	per invoice	ms	ms	37s	+15s
Read invoice	per invoice	ms	ms	1m 31s	+39s
Pay by transfer, card, or cash	per invoice	ms	ms	3m 3s	+1m 55s
Error correction	per invoice	ms	ms	44s	+31s

Multi-location work

Work that never shows up inside a single appointment.

Pricing changes and location launches are separate from visit-by-visit work, but they still add up quickly.

Per pricing change

Updating one price across booking, records, website, and reporting.

Before

22.2 min

circleOS

1.4 min

Time cut

94%

20.8 min saved per change. At 5 changes a month, that adds up to 20.8 h a year.

Per new-location launch

Standing up scheduling, pricing, forms, and reporting for a fresh location.

Before

1.1 d

circleOS

2.7 h

Time cut

90%

23.1 h saved per launch. At 1 launches a year, that adds up to 23.1 h a year.

Adjust inputs

Use your own volumes.

Scale inputs live here. Before-side step inputs live inside each workflow breakdown above.

Appointments per day per location

Low

High

Mid

Working days per week

Low

High

Mid

Working weeks per year

Low

High

Mid

Number of locations

Low

High

Mid

Share of bookings made by phone (0-1)

Low

High

Mid

48%

Share of appointments that are new patients

Low

High

Mid

22%

Plans created per week per location

Low

High

Mid

Average sessions in a plan

Low

High

Mid

Price changes across the stack per month

Low

High

Mid

New locations launched per year

Low

High

Mid