A fixed-price look at where AI or software would save your practice or your storefront real hours. Two weeks, one document, three to five fixes ranked and priced. Built for owner-led businesses with no technical team on staff.
Mission Viejo is big enough that most of its businesses already bought software. Medical and dental practices, physical therapy and imaging, tutoring centers, family service companies and the retail around the mall each run on a system somebody chose three or four years ago. The systems work. They do not talk to each other, and the front desk is what fills the space between them.
That space has a price, and it is paid in people. A patient calls to reschedule, so a staff member opens the calendar, the billing system and the reminder tool in turn. A new client fills out a paper form that somebody retypes. A referral arrives by fax and sits until a person notices it. Reminder calls go out one at a time because nobody switched on the automatic ones. Each of those is a trained employee doing work a system was already paid to do.
We drive up from San Diego for this, about an hour and fifteen minutes, and we do it in person because this problem is invisible on a video call. We sit with the front desk for a morning and trace one patient from the first phone call to the paid claim, count the handoffs, then rank the fixes with build costs written next to each. Some of what we find is a setting in software you own, and that still counts.
A multi-provider medical or dental practice. Scheduling, charting and billing are three systems, and the front desk keeps all three in agreement by hand while the phone rings. The audit counts the reschedules in a normal week, prices what automatic confirmations would recover, and flags the parts of a patient record that no tool should be touching.
A tutoring or enrichment center. Enrollment, attendance and family billing live in a mix of one platform and one spreadsheet, and September costs two staff a full week of evenings. We measure that week in hours, count how many families call because a schedule went out wrong, and look at whether the platform you already pay for can carry most of it.
A home and family services company. Leads come from the website, an answering service and word of mouth, and the ones that arrive after five o'clock get a reply the next afternoon. The audit follows thirty of those leads, works out how many were gone by the time somebody called back, and puts a dollar figure on the delay before recommending that anyone build anything.
Our clients are established businesses, roughly five to fifty people, where the owner still has visibility into how the work moves. Companies large enough to have an IT department usually have someone in-house for this already. Smaller ones often do not need it yet.
One and two person businesses are the clearest case of that. At that size the fee will not pay itself back, and the useful answer is ChatGPT Plus, a scheduler and a good template. We would rather send you off with that than take $1,500 for a document you cannot act on.
The audit is fixed at $1,500. It produces one written document and a live walkthrough in plain language, and nobody is obligated to build anything after it. If a build does make sense, those run $6,000 to $15,000 and you can hire whoever you like to do the work.
This page was drafted from a structured outline and hand-reviewed before launch. The work itself is custom, owner-operated, never templated.
One paragraph about your business is enough. Or just email hola@xala.studio.