PRAXIO.IO | Case Study • behavioral health practice
How Brennon Benefits Group Tripled Revenue and Cut Admin Overhead by 40%, Without Changing a Single System
300% Revenue Increase
40% Admin Headcount Reduction
65% → 98% Claim Approval Rate
150% Back Office Capacity Increase
90% Tribal Knowledge Risk Reduction
Provider count growing but admin burden growing faster.
Hiring staff for manual processes rather than growth activities.
Claim rejection rates consuming hours in rework.
Critical knowledge trapped in individual employees' heads.
Considered new platforms but disruption feels too risky.
Leadership time consumed by operational firefighting.
Staff spending most time on data entry vs. problem-solving.
If 3+ items resonate, you're an ideal candidate for our approach.
THE challenge
The Staffing Treadmill That Traps Growing Clinics
Growing clinics are trapped in an operational loop that wastes budget and blocks growth:
- Constant hiring to keep up with administrative burden.
- High turnover drains training budgets and erodes institutional knowledge.
- Leadership time is consumed by firefighting, not strategic growth.
You want to evaluate new platforms, but your team is too overwhelmed to handle a major transition. So you research, demo, compare... and do nothing. Analysis paralysis wins again.
Leadership faces a false choice: remain stuck with fragile processes or endure disruptive, risky system overhauls. Neither option scales with the business.
the solution (Without Changing Her Systems)
We threaded her existing processes together.
Completed in 6 months with minimal day-to-day disruption.
Overview of the solution, process, and services delivered while preserving existing systems.
Claims Processing
Replaced existing claims processor for our new inhouse digital worker. It applies our own tribal knowledge and cost a fraction of what we were paying.
Tracks all appointments and submits the claims each night after session notes are updated in Hi Rasmus.
Tracks claims being processed and alerts team with any denials.
Reconciles all remittance from the payor with our bank transactions.
Applies out complex commission structure and remits payment to our providers
Payroll and Commissions
Syncs all data from our session notes platform (Hi Rasmus) with our CRM and runs payroll for us.
Synchronize all notes from Hi Rasmus each night with our CRM.
Flags the session as complete and adds it to the claims submittal batch.
tracks all successful claims and updates the CRM that the claim was paid, then marks the session to be paid.
Calculates the commissions to be paid and add to the payroll batch.
remits all payments via our account software at the end of each payroll period.
System Integration
Pulls data from all our individual platforms and updates our master record in our CRM. This provides on source of truth and a central repository for us to better understand our business.
Hi Rasmus
CRM
EHR
Intake/session scheduler
Payroll/accounting
Banks
Excel
"Prior to incorporating Smoothscale into my practice, I struggled with staffing issues that hindered my ability to grow in the way that I wanted to. Rather than focusing on business development and growth, I was bogged down by high staff turnover and the need to bring in more and more staff to keep up. Training new staff continually pulled hours away from administrative work. Since integrating Smoothscale, my practice has tripled, going from 20 providers to over 60 with the same number of administrative employees. In addition, our employee turnover has reduced greatly. My staff is no longer feeling uninspired by engaging in mundane data entry tasks day after day, instead they spend their time and efforts on business growth and problem solving. Smoothscale allows me to automate the burdensome but necessary tasks and instead lets me focus on growth."
- Addrianne, Owner of Bennon Benefits Group
THE result
True Operational Leverage
This wasn't just about saving a few hours a week. It was about fundamentally changing how the business operates at scale.
With workflows connected, Hancock Development achieved a 70% faster month-end close, providing immediate financial clarity. Draw packages are now fully standardized and completed 90% faster, turning a dreaded monthly chore into a seamless operation.
Bill processing reached 100% accuracy, eliminating costly misallocations between owner and builder responsibilities. Most importantly, all of this was achieved while requiring zero overtime from the finance team.
Ready to Identify What's Constraining Your Growth?
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