Your staff didn't get into this work to fill out forms. We find where the hours go and build automations to recover them.
New patient onboarding averages 35 minutes of staff time before anyone sees a clinician. Insurance verification, consent forms, demographic entry across systems that don't talk to each other. Your program coordinator didn't get into this work to enter data.
Every rescheduled appointment that requires a human is a reminder not sent, a slot that sat empty, a patient who stopped trying. The front desk absorbs all of it. You absorb the gaps in your metrics.
Most missed follow-ups aren't a staff problem. They're a systems problem. No automated trigger. No workflow. Just a person scanning a list and hoping. With PHI involved, hope is not a protocol.
The data exists. It's spread across your EHR, intake forms, and a spreadsheet someone built in 2018. Pulling a grant deliverable takes four days and two staff members. That's not a data problem. That's an architecture problem.
We work with a specific set of HIPAA-regulated nonprofits. By the time we talk, we already know where your team is losing hours. The Capacity Review finds exactly how much.
Your patients share sensitive health information. Every tool we deploy meets HIPAA standards, and every engagement begins with a signed Business Associate Agreement. Not because we have to. Because it's the right starting point.
We only deploy tools certified for:
Every tool here meets HIPAA requirements. We verify compliance before connecting anything to your workflows.
The Capacity Review takes 12 minutes. Alex asks a few questions about how your team operates. Scheduling, intake, reporting, follow-ups, whatever your staff is actually carrying. We review the answers and write your Operations Assessment.
It arrives within 24 hours. It names your three biggest bottlenecks. It tells you which ones are ready to address now and which ones need more groundwork. It gives you a clear starting point.
Nothing in it is trying to sell you. It's a document. It belongs to you.
"Is this built for organizations like ours?"
We only work with HIPAA-regulated nonprofits. Free clinics, behavioral health orgs, substance use programs, FQHCs. By the time you call Alex, we already know the workflows most likely draining your team. The Capacity Review confirms the specifics.
"We've been burned by vendors who promised results."
Most implementations fail because someone sold a tool before diagnosing the problem. We diagnose first. The Operations Assessment shows exactly where your hours are going before any recommendation gets made. No prescription before the exam.
"This is probably just a sales pitch."
The Operations Assessment is yours whether you work with us or not. No follow-up call unless you request one. No invoice. Read it, share it with your board, or file it away. We're building nonprofit case studies. That's the honest reason it costs you nothing.
"Our board would have questions about data security."
So would ours, if we were in your seat. Every tool we recommend is HIPAA-compliant. We sign a Business Associate Agreement at the start of every engagement. Nothing in the Capacity Review touches patient data. Your name, your organization, and 12 minutes of your time. That's the ask.
Three questions to get started. Then a 12-minute call with Alex. Your Operations Assessment arrives within 24 hours.
If you are pre-launch or under 5 staff, the Capacity Review will not have much to surface yet. Come back when you are running.
Question 1 of 3
What type of organization are you?
Question 2 of 3
Where does your team lose the most time?
Question 3 of 3
What is your role in decisions like this?
Last step
Where should we send your Operations Assessment?
This form collects no patient data — your name, organization, email, and phone only. Handled under HIPAA-aligned data practices. Never sold or shared.
The Capacity Review is built to surface admin bottlenecks in active operations. With fewer than five staff, there's not much to surface yet. Come back when you have workflows, volume, and a team carrying them.
Questions in the meantime? solutions@proactivepixels.com
Call Alex. A few focused questions about how your team operates. Your Operations Assessment lands in your inbox within 24 hours.
(540) 600-0080We record calls for your report. Keep it to workflows and staff processes — no patient names, records, or case details. Alex won't ask for them.
You don't need to know what's wrong before you call. The Capacity Review is 12 minutes. A few questions about how your organization runs. Alex handles the conversation. Your Operations Assessment arrives the next day.
Questions first? solutions@proactivepixels.com
