The Playbook For Longevity Medicine Practice Management In Your First 12 Months
Launching or scaling a longevity or hormone practice can feel like running two jobs at once. You want to be with patients, yet your calendar fills with billing, scheduling, HR, and marketing. This playbook gives you a clearfirst year roadmap so you cut admin time, build durable systems, and create a growth engine that compounds.
Below you will find a month by month guide, core pillars for your operations, a simple KPI dashboard, and a weekly leadership meeting agenda you can adopt today. You will also see where outsourcing creates leverage soyou can reclaim time for patient care.
What is medical practice management, and how does it work?
Medical practice management is the operating system of your clinic. It covers finance, scheduling and access, intake and clinical protocols, compliance, HR, marketing, and the tech stack that ties everything together.Effective medical practice management turns chaos into repeatable workflows so your team can deliver consistent care and you can forecast growth with confidence.
How it works in practice
Map every patient facing workflow, from first click to follow up care.
Assign owners, define inputs and outputs, and set SLAs for response times.
Automate where possible using your EHR and PM tools.
Review weekly against KPIs and fix bottlenecks quickly.
The four A’s in healthcare, tailored to longevity and hormone care
Access: same week new patient slots, telehealth availability, and clear digital front door.
Affordability: transparent pricing, membership options, and financing where appropriate.
Adherence: structured protocols, reminders, and care navigation to drive plan adherence.
Accountability: KPIs, chart audits, and team scorecards that link actions to results.
The four levels of medical practice
Think of your practice on a maturity ladder that guides your focus:
Foundational: legal entity, bank accounts, compliance basics, EHR selection, first hire.
Structured: documented SOPs, KPI dashboard, cash flow cadence, consistent scheduling.
Scaled: multi clinician coverage, channel based marketing, optimized operations cost.
Enterprise: multi site or hybrid virtual care, leadership layers, exit planning readiness.
First 12 months: a practical roadmap
Month 1 to 2: set the foundation
Finance cadence: open operating and tax accounts; select a bookkeeping system; establish weekly cash review and monthly close by day 10. Create budget versus actuals and a 13 week cash forecast.
EHR and PM stack: choose a system that supports telehealth, e prescribing, labs, and membership billing. Add HIPAA compliant messaging, eFax, eSign, and a phone system that logs to charts.
Compliance setup: HIPAA policies, BAAs, role based access, workforce training, breach protocol, and an incident log. Create a minimum necessary data policy.
Scheduling and access: publish clinician hours, define new patient blocks, set a 24 hour response SLA, and configure online booking with intake packets.
Month 3 to 4: streamline intake and protocols
Clinical pathways: standardize longevity baselines, hormone optimization flows, lab panels, and supplement guidance. Turn protocols into order sets and templates in your EHR.
Intake flow: pre visit questionnaires, medication list import, consent forms, and payment on file. Use automated reminders at booking, 72 hours, and day of appointment.
KPI dashboard v1: new patients per week, show rate, average response time, AR days, collections by payer or plan, and patient LTV assumptions.
Month 5 to 6: build the marketing flywheel
SEM: launch a small budget test for brand plus top two service keywords in your city. Track call and form conversions.
Referrals: create a referring provider one pager, simple feedback loop, and a thank you touchpoint. Host a quarterly case review lunch.
Events: monthly patient education workshops on hormones, healthy aging, or metabolic health. Capture emails and offer a new patient discount.
Content: publish one helpful article per week and two short videos. Repurpose to your newsletter.
Month 7 to 9: tighten revenue cycle and patient experience
Revenue cycle: verify benefits or membership status at booking, collect deposits, code visits consistently, submit claims or invoices within 48 hours, and work denials weekly. Consider specialized support formedical billing services if you want expert RCM coverage without adding internal headcount.
Experience upgrades: reduce friction with text to pay, post visit summaries by end of day, and a 48 hour follow up check in. Implement patient retention strategies that include proactive milestone visits, labrechecks on cadence, and a membership touchpoint calendar.
Month 10 to 12: scale, measure, and plan
Hiring and coverage: define ideal provider week, add a part time clinician or health coach, and extend hours for early morning or evening access.
Analytics: refine patient LTV using real visit and product data. Segment by channel and protocol type. Set next year targets.
Strategy: update your business plan for medical practice growth, revisit pricing, and explore partnerships or exit readiness steps if aligned with your goals.
Finance cadence and reporting that keeps you in control
Weekly: cash in and out review, upcoming payables, deposits reconciliation, AR aging spot check.
Monthly: close books by day 10, produce P and L, balance sheet, cash flow, and KPI rollup. Compare to budget; decide changes for staffing and marketing.
Quarterly: tax estimates, pricing updates, inventory turns, and compensation review.
If you prefer to stay out of spreadsheets, a partner can handle medical practice bookkeeping, payroll, and monthly healthcare financial reporting so you spend more time with patients.
Scheduling and access that boost utilization
Offer new patient slots within 7 to 10 days.
Hold two same day acute or time sensitive consults per provider.
Use telehealth for follow ups and lifestyle coaching.
Route calls, texts, and portal messages through one inbox with triage rules.
HIPAA first workflows you can trust
Role based permissions; audit logs reviewed monthly.
Encrypted communications; BAAs with every vendor.
Document retention policy; secure device configuration checklist.
Incident response runbook with owner and 24 hour steps.
The KPI dashboard you should review weekly
New patients: target by channel.
Show rate: 85 percent or higher.
AR days: under 35 for insurance; under 10 for memberships and self pay.
Patient LTV: visits per year times average revenue per visit plus ancillary revenue.
Tie these to actions. If show rate drops, adjust reminders or require deposits. If AR days rise, fix eligibility checks and submission timeliness.
EHR and PM stack decisions that pay off
Choose a system that supports your care model. Must haves include customizable templates for hormone and longevity protocols, embedded telehealth, lab integrations, patient portal with credit card on file, and robustreporting. Add-on tools should integrate cleanly so your team is not double documenting.
Marketing flywheel that compounds
Start small, measure, and reinvest. Use SEM to capture intent, referrals to build trust, and events to create community. Publish consistent content that answers questions patients are already asking. Close the loop withemail nurture and remarketing.
Sample weekly leadership meeting agenda
Time box to 45 minutes and hold it the same day each week.
Scorecard review: new patients, show rate, AR days, patient LTV trend.
Wins and issues: what worked; what is blocked.
Patient experience: feedback themes, NPS comments, cancellations.
Revenue cycle: denials, unbilled visits, aging over 60 days.
Marketing snapshot: leads by channel; cost per consult.
People: hiring pipeline; training needs; schedule coverage.
Decisions and owners: 3 to 5 commitments with due dates.
What to outsource vs keep in house
Outsource
Bookkeeping, payroll, and monthly close.
Revenue cycle and claims management.
Compliance program buildout and credentialing.
Performance marketing execution and analytics.
EHR optimization and integrations.
Keep in house
Clinical protocols and quality oversight.
Patient communication tone and service recovery.
Final hiring decisions and culture.
Community partnerships and events.
How to grow your medical practice with confidence
Focus on the system, not just the goal. Standardize workflows, invest in access and experience, build a simple dashboard, and review it weekly. Add capacity only after your processes hold under current volume. Protectcash flow and keep marketing consistent.
Where LHM Partners fits in
If you want an integrated partner to execute this roadmap end to end, LHM Partners provides medical practice management services that combine finance, HR, legal, and marketing with day to day operations support. Youcan also engage targeted help such as practice management solutions for strategy and execution, or specialized support like telemedicine implementation to modernize your tech stack. When you are ready to lean intogrowth, our team supports patient experience optimization and can advise on long term value creation and exit readiness.
Summary
Your first year sets habits that last. Build strong foundations in finance, scheduling, intake, compliance, and technology. Measure what matters, meet weekly, and keep improving small pieces every month. Use outsourcingwhere it saves time and improves quality, and keep clinical excellence and patient relationships close to home. With a clear playbook and the right support, you can reduce admin burden, spend more time with patients, andgrow a practice that lasts. LHM Partners is here to help you run the system so you can practice the medicine you love.
