Managing multiple private therapy practices means juggling countless moving parts - from onboarding new therapists to maintaining consistent operations across different organizations. Seamless Practice Solutions, led by virtual assistant and consultant Alana, was spending significant time on administrative tasks while trying to help practices scale efficiently. With onboarding taking 10+ hours per person and critical information spread across multiple systems, there was clear room for improvement. That's when Alana discovered Waybook.
Before Waybook, Seamless Practice Solutions and their client practices faced common operational challenges that were limiting their growth potential.
New therapists were getting wildly different training experiences. Some received thorough guidance, others were left to figure things out alone. Onboarding calls dragged on for 2+ hours, exhausting everyone involved. The result? Confused staff, frustrated managers, and a process that couldn't scale.
Important information lived across multiple platforms - Google Docs, emails, and various systems. Staff spent valuable time searching for basic procedures, and managers found themselves answering the same questions repeatedly.
Without standardized processes, critical details got lost in translation. Staff missed important policies, leading to those dreaded "nobody told me that" conversations. Trust eroded, accountability suffered, and compliance became a constant worry.
"Before Waybook, new people would start, and it would take the few of us to train them in all different areas in a haphazard way—not super streamlined. I would spend about 10 hours altogether in training and doing hands-on things with the staff member. The onboarding call would be almost 2 hours long, which was very exhausting both for myself and the employee."
Waybook transformed how Seamless Practice Solutions approached training and operations - turning chaos into clarity.
New hires could finally onboard themselves through clear, step-by-step learning paths. No more marathon training sessions or hand-holding. Staff worked at their own pace, revisited content when needed, and actually retained what they learned.
Staff could ask questions and get instant, accurate answers - no more waiting for busy managers. The AI pulled responses directly from practice procedures, ensuring consistency every time. This significantly reduced interruptions while improving response times.
Everything staff needed lived in one place - payroll links, procedures, contact info, you name it. No more hunting across multiple platforms. Start your day in Waybook, find what you need, get to work.
"What I love about Waybook is that it's integrated the training piece and the steps piece. We really utilize the AI piece where we're building out this giant playbook and using it as a reference where the employee can plug into Waybook, go on their learning path, and we've equipped them with all the tools and training videos that they need in order to be successful at their job."
Getting Waybook up and running was surprisingly painless. Alana spent a month organizing existing docs, then built out the entire system in just 2-3 weeks. The key? Don't wait for perfection. Launch with a solid foundation and improve based on real feedback. Staff picked up the system quickly, especially once they discovered the AI search feature - it became their go-to for instant answers.
"I think it's important to remember Waybook does not have to be perfect in order to roll out. You have to roll it out to make it perfect because the feedback is very critical, especially in the very first few months of having it active. It's a living, breathing thing."
Waybook delivered game-changing results across every metric that mattered.
From 10 hours of hand-holding down to just 45 minutes of actual face time. Onboarding calls that used to drag for 2+ hours? Now wrapped up in under an hour. The rest happens through self-guided learning.
Therapists who typically took 6 months to hit their stride? Now fully productive in just 2 months. Why? Because Alana could focus on what actually drives revenue - building caseloads - instead of managing repetitive training tasks.
No more investing heavily in repetitive training tasks or extensive one-on-one guidance. Those freed-up hours went straight back into practice growth and client care. The platform delivers strong ROI through time savings alone.
Every procedure documented, every training step tracked. No more "I wasn't told that" excuses. Clear paper trails for performance discussions and rock-solid compliance.
"Our last person we onboarded became full within two months compared to our typical 6 months to ramp up. I feels like Waybook pays for itself with all of the administrative time that it gives back."
Waybook didn't just save time - it changed how everyone worked. Staff became confident self-starters who could find answers without waiting around. Practice owners stopped fielding constant interruptions. New hires felt supported instead of lost. The transformation went beyond efficiency to create a culture where people actually knew what they were doing.
"What I love about Waybook is that the answer will always be consistent and it will always reflect where the data is pulled from. When your employee starts their day, they should start it in Waybook. If they have a question, they should start at Waybook first before going to you because chances are it's already answered in Waybook."
As Seamless Practice Solutions continues growing their consultancy, Waybook remains their secret weapon for scaling efficiently. Alana keeps building more sophisticated workflows, using Waybook's flexibility to create even better systems. Each new client benefits from increasingly refined processes that just keep getting better.
"Waybook is a living, breathing thing that's always growing. It's like taking your brain and putting it into Waybook, essentially. It's the internal company site, but it's more than that - it's a reference guide to everything that makes the company run."
Seamless Practice Solutions transformed their entire operation with Waybook - cutting onboarding time by 80%, accelerating staff productivity by 300%, and saving significant costs across multiple practices. More importantly, they've built systems that scale beautifully. Instead of recreating processes for each new hire, they now have consistent, efficient workflows that let everyone focus on what really matters: delivering excellent client care.
