Practice Intake — Hopkins Aesthetic Advisors

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Practice Overview & Current State

Understanding the baseline before identifying opportunities

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Revenue & Volume

What is your approximate annual gross revenue?

Under $1M $1M – $3M $3M – $7M $7M – $15M $15M+ Prefer not to say yet

How would you describe revenue trend over the past 2 years?

Growing significantly Growing slightly Flat / plateaued Declining slightly Declining significantly

What is your approximate monthly surgical case volume?

Non-surgical / aesthetic treatments/month:

What are your top 3 revenue-generating procedures?

1. 2. 3.

Practice Structure

How many full-time staff do you currently employ?

Clinical: Administrative / Front Office: Patient Care Coordinators: Management:

Do you have a dedicated Practice Administrator or Office Manager?

Yes — experienced Yes — but struggling No — physician manages operations Position recently vacant

Notes

Are you currently accredited? If so, by which body?

AAAASF AAAHC Joint Commission State Licensed ASC Not currently accredited Accreditation in process

Pain Points & Frustrations

What's not working — and where you feel the friction

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Current Challenges

What is the single biggest operational challenge you're facing right now?

Which of the following are active pain points in your practice? (Select all that apply)

Revenue has plateaued Staff turnover / retention Consult conversion is low Too much of my time on operations Pricing feels misaligned with market Patient experience is inconsistent No clear KPIs or financial visibility Expansion interest — don't know where to start Competing with PE-backed / corporate practices Accreditation due or overdue Team culture / morale issues Vendor contracts feel overpriced Marketing spend with no clear ROI Considering selling — need to understand value

On a scale of 1–10, how much of your time is spent on business operations vs. patient care?

All patient care

1 2 3 4 5 6 7 8 9 10

All operations

Have you worked with a consultant or practice management advisor before?

Yes — positive experience Yes — disappointing No — first time

If yes — what worked, what didn't?

Financial Health & Visibility

What you know about your own numbers — and what you don't

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Financial Awareness

Do you know your practice's profit margin?

Yes — closely tracked Roughly — not precisely My CPA handles it — I don't review it often No — I don't have visibility

Do you track revenue per procedure or revenue per patient?

Yes — both Revenue per procedure only Not formally tracked

When did you last review and update your fee schedule?

Within the last 6 months 6–12 months ago 1–3 years ago More than 3 years ago Never formally reviewed

Do you have a monthly financial dashboard or P&L you review?

Yes — monthly with my team Quarterly with my CPA Annually at tax time No formal review

Do you know your consult-to-surgery conversion rate?

Estimated conversion rate: Formally tracked?

Goals, Vision & Priorities

What success looks like — in your words

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Short & Long Term Vision

If we work together and it goes exactly as you'd hope — what does your practice look like in 12 months?

What is your 3–5 year vision for this practice?

Grow revenue significantly — stay independent Open a second location Add an ambulatory surgery center Add aesthetics / non-surgical services Build to sell — maximize valuation Transition to a partner or associate Reduce my personal involvement — run more passively Maintain current size — optimize profitability

Have you received acquisition interest from PE-backed groups or DSOs / consolidators?

Yes — actively received offers Yes — exploratory conversations only Not yet but aware of the landscape No interest — committed to independence

Notes on consolidation stance

What would "winning" look like for you personally in this engagement?

Expectations, Budget & Timeline

Aligning on what's realistic — before commitments are made

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Expected Outcomes

What specific outcomes are you expecting from a consulting engagement?

How will you measure whether this engagement was successful?

Are there any outcomes that are non-negotiable or deal-breakers for you?

Budget

Do you have a budget range in mind for advisory services?

Select a one-time or monthly range — whichever feels most relevant to what you have in mind.

One-Time / Project

Under $5,000 $5,000 – $10,000 $10,000 – $20,000 $20,000 – $50,000 $50,000+

Monthly Retainer / Ongoing

Under $5,000 / mo $5,000 – $10,000 / mo $10,000 – $20,000 / mo $20,000+ / mo No budget set — depends on proposal Prefer not to discuss yet

Budget context / notes

How does the practice typically make investment decisions — physician only, or does a practice manager / spouse / partner weigh in?

Physician decides independently Physician + practice manager Physician + business partner / spouse Group / partnership vote

Timeline & Urgency

What is driving your timeline — is there urgency here?

Accreditation deadline approaching Expansion or buildout already in motion Revenue declining — need to move fast Key staff vacancy / transition underway PE / acquisition offer on the table New partner or associate joining No specific urgency — proactive planning

When would you ideally like to begin?

Immediately / within 2 weeks Within 30 days Within 60–90 days After [specific milestone] No set date yet

Team, Culture & Staffing

The people side — often where the biggest problems hide

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Team Health

How would you rate overall staff performance and morale?

Very poor

1 2 3 4 5 6 7 8 9 10

Excellent

What has your staff turnover been like over the past 12 months?

Very stable — minimal turnover Some turnover — manageable High turnover — ongoing issue Recent significant loss of key staff

Do you have written job descriptions, compensation plans, and performance review processes?

Written job descriptions Formal compensation structure Incentive / bonus plans Annual performance reviews Written SOPs / training materials None of the above

Is there anyone on the team who is likely to resist operational changes?

Patient Experience & Conversion

From first inquiry to booked procedure — where patients are lost

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Patient Journey

How do most new patients find your practice?

Patient referral / word of mouth Physician referral Google / organic search Instagram / social media RealSelf Paid advertising (Google / Meta) Zocdoc / Healthgrades Hospital referral Don't track source

What happens when a new patient calls or submits an inquiry — walk me through your intake process.

How quickly does your team typically respond to a new patient inquiry?

Same business day Within 24 hours 2–3 business days Longer Not consistently tracked

Do you use a CRM to track leads and consults?

Yes — actively used Yes — but inconsistently No — tracking is informal No CRM at all

EMR / Practice software used:

After a consult where the patient doesn't book — what follow-up process exists?

Competition & Market Position

How you see your market and where you stand in it

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Competitive Landscape

Who do you consider your primary competition in your market?

Are PE-backed or corporate aesthetic practices active in your market?

Yes — significantly Yes — but limited presence Not yet — but growing Minimal / no presence

How would you describe your practice's competitive positioning?

Clear market leader in my specialty Strong — well known locally Solid but not differentiated Losing ground to competitors New / still building reputation

What do you believe your patients choose you over competitors for?

Expansion, Accreditation & Special Projects

Bigger initiatives — where significant investment and risk live

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Expansion Plans

Are you actively considering opening a second location or ASC?

Yes — actively planning Yes — in early exploration Thinking about it — no timeline Not currently

Target location / market

Estimated timeline

Have you started any site selection, lease negotiation, or design work?

Site identified Lease in negotiation Lease signed Architect / design engaged Construction underway Nothing started yet

Accreditation

Is accreditation (new, renewal, or upgrade) on your agenda?

New accreditation needed Renewal coming up Upgrading accreditation body Adding a new facility to existing accreditation Not applicable currently

Target accreditation body: Survey target date:

Working Relationship & Fit

How you work best — and whether this is the right fit

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Working Style

How involved do you want to be in the implementation of recommendations?

Highly involved — I want to be in every decision Collaborative — involved in major decisions only Delegator — give me the plan, I'll trust you to execute Hands off — just show me the results

How does your team typically respond to change?

Embraces it — we're an adaptable team Cautious — needs clear rationale Resistant — this is a known challenge Mixed — depends on the person

What is your preferred communication style during an engagement?

Weekly check-in calls Bi-weekly check-ins Monthly in-person sessions Async — text / email updates Available as-needed / on-call Written reports / dashboards

Effective advisory work often requires access to financial reports, practice management software, EMR data, and operational systems. How comfortable are you providing that level of access?

All information accessed is held in strict confidence under our mutual confidentiality agreement.

Fully open — you can have access to whatever you need Open — with some boundaries I'd want to discuss first Selective — I'd prefer to share reports rather than direct system access Cautious — I'd need to understand exactly what's needed before committing

Systems currently in use (EMR, practice management, scheduling, accounting)

Is there anything that would make this engagement not work — from your side?

Is there anything about your practice or situation that you think I should know, that we haven't covered?

🔒 Your responses are strictly confidential and sent directly to Danna@hopkinsaestheticadvisors.com