Why This Physician Hired Two Full Time Virtual Assistants After Saying He Never Would

What does it really take to scale multiple healthcare businesses without burning out or compromising patient care?
 
In this episode, Nathan Bush sits down with Dr. Landen Green, founder of Caravel Health and three additional healthcare ventures, who went from being skeptical about virtual assistants to building a high-functioning remote team powering four businesses simultaneously.
 
Dr. Green breaks down how he structures his day, manages virtual assistants with minimal oversight, and builds operational systems that actually scale without adding unnecessary complexity.
 
About Snapscale
At Snapscale, we help healthcare practices scale their operations with HIPAA-compliant virtual assistants trained specifically for healthcare workflows.
 
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https://www.snapscale.com 
 
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In this episode, you’ll learn:
• Why hiring more (the right way) can actually simplify operations
• How to manage virtual assistants without micromanaging
• The daily systems that keep multiple businesses running smoothly
• What it takes to scale without losing control or quality of care

Connect with Dr. Landen Green:
https://calendly.com/meetwithdrgreen/30min?month=2026-04

Chapters:
00:00 - Introduction
02:46 - Building 4 Healthcare Businesses Simultaneously
07:35 - The Real Role of Virtual Assistants (Beyond Cost Savings)
15:50 - Daily Workflow: Running Lean Without Chaos
18:14 - How to Delegate Without Losing Control
29:02 - Scaling Without Burnout: Lessons for Practice Owners

#HealthcareBusiness #PracticeGrowth #VirtualAssistants

Transcript

Introduction

SPEAKER_02 0:01

You might be wondering why you would ever go from needing a part-time virtual assistant to two full-time virtual assistants. But today's guest, he's got the answer.

SPEAKER_01 0:13

Welcome to the SnapScale Show, hosted by Mike Jablanovich and Nathan Bush. In every episode, we explore the real challenges and breakthroughs happening in modern healthcare operations. Be free to subscribe to our YouTube channel.com. Let's find healthcare operations together.

SPEAKER_02 0:44

Dr. Landon Green is the owner of Carvel Health and also founder of three other healthcare-based organizations: Direct Fitness Collab, Stay Well Health, and Direct Therapy Directory. Three distinct healthcare businesses operating simultaneously with a small lean team. He's building the virtual infrastructure to scale all three without sacrificing the quality of care or operational control. Dr. Green, welcome to the show.

SPEAKER_00 1:16

Hey, thanks for having me. I'm excited to be here.

SPEAKER_02 1:18

Yeah. You run three separate healthcare businesses. Walk me through what that actually looks like on a regular Tuesday morning.

SPEAKER_00 1:29

Um, so it's four because Carivel Health. So the three that I run through with Snap Scale and then and then the DPC practice as well. So, but uh a typical morning. So I generally meet every morning with the virtual assistants around eight, and we meet for an hour about what the goals are for that day, what the plan is for that day or for that week, what we're sort of focused on, what the high priority tasks are, and um make sure that all their needs are met, that they have everything that they need to make um to do their jobs efficiently. And then I kind of don't touch base with them throughout the rest of the day. I trust them to do what they need to do. I go to Carivel Health and see my patients and then meet with them again the next morning and they sort of send me updates on how their day went and what the updates are for the week.

SPEAKER_02 2:14

So before we jump in to talking about the virtual assistants and what you're doing with all those, just kind of walk me through what you're building because it's a lot.

SPEAKER_00 2:23

Yeah. So to start with, Carivel Health uh is the direct permanent care practice that sort of started this entrepreneurial, entrepreneurial spirit in myself. Um and after about two years of growing that business, I was ready to start more because I really enjoy the process of growing and building something.

Building 4 Healthcare Businesses Simultaneously

SPEAKER_00 2:46

And so just ideas started floating around in my head around about what I could do. And one of the things that I thought was lacking from my practice was um consistent accountability for patients when it comes to lifestyle modification. So they meet with me, even if they meet with me once a month, a lot of times that's not enough for patients. And um, and I and you know, once your practice is full, it's hard to see every patient every month to talk about these things. And so that's where a direct fitness collab was built, where it's a collaboration between a wellness advisor who's trained in nutrition and exercise guidance, who meets with with patients and um you know, keeps the doctor updated on their plans and sort of um acts as an extension of the doctor's practice to help ease that, you know, that accountability process and help answer some questions for the patient. And then direct therapy directory sort of came as another um, you know, place where I thought that my practice was lacking, where I would have patients who really needed therapy but couldn't find a good therapist, they would email 50 different therapists and not really get good responses, or they would get connected with the therapist and then find out that that therapist wasn't a good fit for them or wasn't professional or whatever. And so that's where the direct therapy directory was was born, was just to make high-quality therapists more accessible to patients and in the direct primary care and concierge uh uh practice areas. And so, in order for a therapist to be on the directory, they have to meet with me and have like a 15-minute interview just to make sure that they're professional. And they are required to respond to patient emails within an appropriate amount of time, usually within two or three business days, just to make sure that the patient knows that they're that they're heard and listened to. And then the main, the the second level mission for the directory is to give back to the communities. And so 50% of the revenue that comes in through the the therapist uh membership goes directly back to nonprofit organizations who help pay for the mental health therapy services for adolescents and young adults. And so it's kind of like a 50-50 split. It's not a nonprofit, but it kind of works that way for me, where 50% of the the revenue that's generated goes in a marketing directory, marketing the therapist, letting letting people know that this platform exists. And then the other 50% goes directly back into these nonprofit organizations who help support the financially help support adolescent youths and young adults. And then stable health came from um when I was on vacation and I had or a family member of mine had a had a health, um, a health issue come up. And I'm a doctor, my wife is a doctor, so it was easy for us to say, yes, this is what's going on, I'll send a medication in the pharmacy will get it taken care of. But that kind of triggered, well, what do other people do? And they would have had to waste half a vacation day or maybe a full vacation day and an urgent care waiting to get this thing taken care of when it could have been taken care of over a simple, you know, phone call. And so Say Will Health is an organization where short-term rentals like Airbnbs and Verbos, those kind of things, those property managers or owners pay a monthly fee to include a telehealth service into their um into their stay for guests as an included amenity. And that way when when patients come there or when when their guests come there and have some health condition come up, they can easily connect to a clinician, um, not waste a vacation day, not leave their vacation early, and then that costs the the owner um um revenue. And also it creates this huge competitive advantage for these property owners to offer this amenity that not many other people are offering. So those are that's the baseline for those three companies and also Caravel Health.

SPEAKER_02 6:22

Yeah, that's incredible. Now, before you brought on virtual staff, though, obviously you're building three you know four different businesses at the same time. What specific thing was falling through the cracks most often? Or what was the original thought on what you needed support with?

SPEAKER_00 6:41

Oh, my first thought was everything. Everything, everything was falling through the cracks. Um, from a marketing standpoint and outreach to even following up with leads um and or people that were signing up for services, being sure that that was a smooth process for them. So there was there was a lot of things that I needed help with, and and that's sort of what stemmed my desire to to hire um a virtual assistant.

SPEAKER_02 7:12

Yeah. So you told me that you used the chat GBT to build a candidate list or a company list or hit list of companies to go talk to, and then interviewed a bunch of different people before you chose Snap Scale. What were you actually evaluating and what did you need to see that most companies weren't showing you?

SPEAKER_00 7:32

That's a great question. So, yeah, I kind of

The Real Role of Virtual Assistants (Beyond Cost Savings)

SPEAKER_00 7:35

nerded out a little bit on my search for a virtual assistant um company because you know, I didn't I didn't want to start with a company or start with a virtual assistant and things not work out. And then that not only be wasted time and money, but it also be what wasted opportunity, where those, you know, three or six months or however long it took that was was unsuccessful was not only three or six months of time and money, but also three or six months where something could have been growing and been successful. And so it was really, really important to me to do my due diligence and find the best company and the best virtual assistants to work with to make sure that that didn't happen. And so I created this Excel sheet of the companies, of all the different companies that offered virtual assistance, of the price point, sort of what they excelled in, maybe some of the weaknesses, what their reviews were, um, what they what they offered in terms of part-time or full-time. Um, and use Chat GPT and other, you know, AI to help create that sort of top 10 list of companies that fit my needs. And my needs, you know, I could I sort of narrowed it down to if I can have someone like a marketing specialist, that would be probably the biggest um biggest bonus because they could manage all the social media platforms, they could do email campaigns, they could do meta-ads, and they could be, you know, sort of revenue generating, right? Versus versus versus not. So that that I felt, you know, during the beginning stages of all three of these companies, that was where the biggest um value was. And so I was really looking for that. And no matter where I looked, Google, Chat GPT, grok, like all these things, Snap Scale was routinely at the top. I was hesitant at first because I really only wanted a part-time VA. All three of these companies were brand new, bootstrapped, capital is coming directly from me. And so, you know, I didn't really, I was hoping to find a part-time one just to see how it fit because I was um hesitant, I think, like anyone is at bringing on a VA, you know, when they're not used to it and they don't know it. So I was really looking for that. Um, and so out of that, out of that, that top 10 list, I emailed all 10 of them and then probably interviewed about eight um different representatives for each of those companies. And with those eight, I um met with virtual assistants from three of those companies. Two of those three also part-time virtual assistants, and I probably met with six or so virtual assistants between the two other companies um that were part-time. And Snap Scale, uh, what I was really not super interested in, again, because I was really wanting a part-time. Uh, but I met I met with Mr. Bush and he was like, look, just go through our there's no obligation, just go through our process, meet our VAs. If you like them, great. If not, and you still want to do part-time, that's fine too. But at least, you know, look look to see how we do things and the quality of candidates that we offer. So I said, okay, I guess it doesn't hurt. And I went from being hesitant about hiring one part-time VA to hiring full two full-time VAs and probably hiring a third full-time VA at some point in the near future. Um, and so because of that experience and meeting with several other companies, interviewing candidates from other VA companies, and you know, being a part of the snapscale team now for quite some time and and and working with these virtual assistants, I can confidently say that like I made the right decision and would encourage anyone to sort of take the leap and uh and do the same.

SPEAKER_02 11:11

Appreciate that. When we started working together, you gave me a very specific picture of what you wanted day 30 to look like or what you wanted to look like after 30 days. I know because I asked you that. What was that? What did you want to accomplish after 30 days?

SPEAKER_00 11:28

Yeah, that was actually um a recommendation from the Snap Scale team too, to sort of formulate a virtual assistant onboarding package that sets that set clear expectation and clear goals at the 30, 60, and 90 day mark. And um, so I took that to heart because, like I said, I didn't want to waste the waste any opportunity or time or money doing this and not do it the right way. And so I created this onboarding packet. And at 30 days, I wanted the virtual assistants to feel invested, to, to get to to feel some ownership over the projects that they were working with and sort of instill some passion about these projects within them. And then also make sure that they had all the resources that they needed. So they had, you know, the logins to all the the websites and the social media accounts and were able to manage them, that they had um access to the the Canva account and like all those things. So I wanted everything to be set up as far as they were on board, they were invested, and they the the they were able to implement any plan that that we needed to do. And they it it was incredibly successful.

SPEAKER_02 12:37

Yeah, you said the word plan, and that reminded me when we talked, you used the word entrepreneurial, which I thought was strange for talking about virtual assistance. That's not a word that most people use when they're hiring ahead and staff. What does that actually mean to you in practice? And what do you think that looks like when a VA is doing that versus when they're not entrepreneurial?

SPEAKER_00 13:00

Um that's that's another thing that I really liked about Snap Scale is that because they're full-time, I think they're a little bit more invested in the projects that they're working on. And they're they're not only just and and I encourage them too. So it all comes down from the personality of you and and you know their boss, right? But I encourage them to think outside the box and and encourage them to bring me ideas and things. And because they're so good and because they have such great experience, they're able to do that. And it's it's so it's less me just obviously like I have goals and plans and items that I want them to focus on, I prioritize, but it's not just me telling them what to do and them doing it, which would be fine. And I think that's you know what a lot of VAs do, and that's fine, it can be successful. But I think where snapscale VAs really take it the step up is they'll also bring ideas of themselves to the table. You know, one good example of that is you know, I was they the the virtual assistants taught me about you know SEO and GEO and how important that is. And I I had heard about SEO, and one of the virtual assistants that I have is like an expert at that. And then he was telling me about GEO, which is basically now people like I was doing, searching for snaps, searching for snap scale and and chat GPT and all these AI. So that's so GEO, when someone asks Chat GPT a question, what's the best XYZ business near me? Um if you're if that part of the part of the system is not optimized, then your company's not going to show up. And so they're bringing these suggestions to me, or they're bringing suggestions like, what do you think about doing a meta at meta campaign addressing this angle? Or what do you think about um one of the things for for stable health that they that was their idea was what do you think about reaching out to uh cleaning companies and saying, hey, if you refer us um like an air, a short-term rental that you're routinely cleaning, it's gonna increase your revenue because you're gonna be cleaning their property more often because they're gonna get more people. And we'll also like incentivize you with a $200 you know bonus or something like that for referral or something like that. And so they're bringing these marketing ideas to me rather than just me saying, hey, I want you to do this, and this is what you're gonna focus on. And I think that's you know, being an entrepreneur and having and having different businesses, when you can have people that are invested in your in your business and have people bringing ideas to the table too, it just make things so much more exciting.

SPEAKER_02 15:30

Yeah, when we started working together, you also built some. I tell people to do this, but they don't often do it. You built a daily reporting structure. So you have activity counts every day, outcome summaries every week. Walk me through in actuality what's on that report and what it what it looks like for you.

Daily Workflow: Running Lean Without Chaos

SPEAKER_00 15:50

So it's changed a bit. We've edited a lot to make it as as sort of high yield as possible. Right now, what's on it is how many people they've added to through through all three companies is just how many people they've added to um our CRMs. So just how many contacts we've added, how many direct messages they've sent that day on any sort of platform, um, and how many positive responses that they got back. So how many people responded with, hey, um, yeah, send me more information or anything like that. And then how many um new people have signed up for these for these businesses? And then I also have incentivized them and and sort of invested more. So there are bonuses tied to all of these different these different goals. And so if they exceed a certain number in each one of these things at the end of the month, they get an X amount of dollar bonus, which obviously is encouraging, encouraging them to work harder.

SPEAKER_02 16:51

Yeah, and that bonus structure passes directly to the VA, not through this not to the staffing company. Why is that important to you?

SPEAKER_00 17:02

Um just as a general philosophy, I really believe in paying people what they're worth. And so if someone is going above and above and beyond what they're doing and and or they're just doing a good job and they're exceeding expectations, then they deserve to be compensated appropriately for it. And then I also think that it helps them, you know, buy in and be more invested in the success of this of these companies. And that to me is really is incredibly powerful. If you have a team that is, you know, as a business owner, I don't think we can ever expect someone to work as hard as we do or to care more about the success of a business than we do. And and so I don't think that's a fair expectation. But if we can get our team as close to that as possible, that's what really matters. A lot of times the success of a company, in my opinion, comes down to your team. Um, your team and your resilience. How long are you willing to struggle um with a good team? And I really wanted a team that was invested, and that was another thing about virtual assistants that I wasn't quite sure about how it was going to go. Um, but I know that I have invested um virtual assistants now who, again, are bringing their own ideas to the table.

How to Delegate Without Losing Control

SPEAKER_02 18:14

Yeah. It brings leadership to thought pro to my mind, to my thought process. And what was the mindset shift that you have to make or a practice owner will have to make to go from managing somebody in the room right next to them to managing somebody maybe across the world in a different time zone?

SPEAKER_00 18:36

I think um so one, it was just a shift in general because I have a hard time delegating and letting go. I'm a firm believer if you want to do something right, then you have to do it yourself. Um, and so in general, I struggle with that. Even with my staff here, um, it it took me a while to start delegating. Um and so I can't really say though that it was much different. It was a lot easier transition than I thought. With technology now and the ability to to have these morning meetings with them, and so I generally meet with them every morning between eight and nine, um, depending on how things are going. But but sometimes I'll you know only do two days a week or three days a week, depending on how things are going. So it's it really just depends on what the needs are. But with those meetings, I feel very well connected with them, both like uh like I see them every day, just like I would, just like I would any other, you know, employee. So um it really hasn't been a struggle at all.

SPEAKER_02 19:40

It's you know, it really takes strong leaders to build great companies, and you're building four of them soon to be more, all at the same time. And that leadership is what allows you to achieve the goals that you have set out. But a lot of people they struggle in this area of building vision, of seeing holes and gaps. And you seem to have a craft or a knack for that, Dr. Green. How did you uh where did that skill come from, or how did you develop that skill? Was it innate? Were you born with it? Or I mean share with the viewers maybe a little bit about how you came how you're coming up with such great visions and such great business ideas. Um what's your process?

SPEAKER_00 20:31

I have no clue. What a great question. I think it really comes from the success of my first business, or not even the success, just the process and just realizing how much I thoroughly enjoyed and was energized by the process of building something, by building Carivel Health. It was just just it was like just so different than what I was used to, just working for someone else, right? And that that really, really sparked the that entrepreneurs that entrepreneurial spirit. So now I'm just constantly looking at what new things I could I could build. Um and I I love starting businesses so much that I told I joke with my wife, our next dogs are gonna be named LLC and S Corp, because that's and I think she's scared that every time I come home from work, I'm gonna have I'm gonna want to open another business. Um, but that's it, it really does give me give me energy and it gives me so much happiness and joy that I'm constantly thinking about or looking for new ideas to create. Whereas before, I didn't really know how enjoyable it was. And I think, you know, it's not for everyone. So I don't want to, I don't want to say that. But at the same time, I think if someone's someone out there is like, hey, I think, you know, I do want to start this business. I've always wanted to do this, but you're scared. Um, I I always ask myself, would I regret doing doing this and it failing more, or would I regret not doing it and always wondering what if more? So for the direct permanent care practice, I, you know, coming out of training, I asked myself, would I regret starting a direct trying to start my own practice and it failing? And then two or three years from now, having to, you know, tuck my 12 tail between my legs and accept that I tried and just go work for the system and and and and deal with all the negatives that come from working in the healthcare system. Would I regret that more? Or would I regret just going right into working in the system, being miserable, always asking myself, oh, what if I would have tried this? What if, what if, what if? And for me, the answer was I can't go the rest of my life wondering what if. And so I would rather just try it. And if it fails, it fails. And so I tried it, it didn't fail, it became successful. And now I'm I'm kind of doing that, you know, on repeat. Um, with would I rather try it and it fail and you know, whatever? Or would I always, hey, I wonder what if I would have started that, you know, virtual fitness company. I wonder what if I would have started that directory. Um, and I I couldn't, I can't live in that what if field. So I just I just had to had to go for it.

SPEAKER_02 23:16

So every episode I like to ask my guests this question, especially when I'm speaking with a practice owner, and and we're just getting back from the Hint Health Summit. And so I have this question on my mind for you, and that is what do you think is fundamentally broken that nobody's talking about fixing in DPC? I just I I know it's a size curveball question, it's not really in line with the virtual assistance, but we're just getting back from that, and you're a perfect person to ask that question, Dave.

SPEAKER_00 23:49

Yeah. Um, what's broken about DPC? Um I think there's still a level of uh awareness that needs to take place. Um, it's definitely growing, but I still don't think that enough people know about it or understand it enough. Um, but it's it's coming. And I think that the current system intentionally is so confusing that it's hard to go to another system when you don't even understand the system that you're in and you feel like that's your only option. And so I think just you know, awareness around how direct primary care fits in with the traditional insurance system and is is one thing that's not necessarily broken, but there's definitely like room for improvement. Because in my opinion, there's something obviously I'm biased, right? I'm a direct primary care doctor. But in my opinion, there's something in direct primary care for everyone. If you want a more affordable health care, it's there. If you want a more personalized relationship with your doctor, it's there. If you want access, if you need same-day, next day visits, if you you want to, you know, when you're sick, you want to be seen, it's there. If you want convenience, you know, if you want to be able to text, call, and email your doctor and get get a text message the the same day, it's there. If you if you don't want to wait two hours in the waiting room to see your doctor for five minutes, it's there. Whatever you're looking for, from convenience to affordability to access, direct permanent care has it. So there's something in it for everyone. So it's not, to me, it's not a is this for you type of thing. It's do you understand it? And it's hard, you can't jump into something that you don't understand. So I think that's probably like the biggest area of improvement for direct primary care and in the movement, is just to continue to um to spread awareness about what is direct primary care and how it can sort of work for pretty much anyone and being and give them better care for less money, which is sort of the best of both worlds.

SPEAKER_02 25:53

I love that so much. So then what does the practice look like that's figured out how to work around that lack of awareness? What are they doing differently?

SPEAKER_00 26:04

I think really embedding themselves into their communities because once people start trusting you as a person, they start trusting you as a doctor, and then they can start trusting your practice. And so I that, you know, I I moved across the country to a brand new city and didn't know anyone in my in the town that I was in. Um and so getting involved with the Chamber of Commerce and the different types of you know, social clubs like rotaries and going to different events and trying to show people like, hey, I care about this community. I'm I'm gonna be here, I'm gonna support and you know, you know, um sponsoring things like basketball teams and high school events and going to these different and putting up tents at health fairs and all these things, um, and supporting local businesses too, and highlighting that and sort of connecting with the other business owners in town through whatever it is, however you're gonna do it. I think that sort of really what separates people is once people, once communities know that you're invested and that and then they can start trusting you, that's when they buy in or they're more willing to listen to to what you have to offer. And then once once that happens, word of mouth just sort of takes over and expands. And so that's that's the only reason why um I haven't really used Snap Scale, the marketing specialist that I have for Caravel, is because I'm full. I don't need to bring people, I don't need to lead people to water when I can't really give them anything to drink because we're not accepting new patients. So we did just hire someone. So I'm probably gonna you know hire another virtual assistant to help me out with marketing for that for Caravel Health and some other companies that are coming down the down the pipeline for us. Um but word of mouth sort of really takes over. Once once a doctor and once a practice is able to provide a great patient experience, patients will talk about it. When they go right back to the exam room, they spend an hour with their doctor, they get all they feel listened to, they get their labs in the same place, they get their medications in the same place, they call at 7 p.m. for stitches and you get them in and get them out, and they don't pay anything for it. They tell everyone because no one does that. And then you tell them, oh, it's $100 a month or $115 a month or whatever it is the rate is. People are like, are you kidding me? You got that for that amount, and then so so that really like just snowballs things.

SPEAKER_02 28:27

Yeah, so that really ties into the whole point that I wanted to get to, which is a doctor's listening to this right now, they're running their practice, and they need to bring awareness, they need to get out in the community, they need to do all this other stuff in order to get the marketing engine of their business really going, and they haven't pulled the trigger yet on virtual support. What's the story in their mind that they're really telling themselves it isn't true?

Scaling Without Burnout: Lessons for Practice Owners

SPEAKER_00 29:02

So I would say like my biggest hesitation was um is it gonna work? And even if it doesn't work, what's the quality of the virtual assistant? Like that was those were my two biggest things. Like and interviewing eight or so different companies, interviewing 20 different virtual assistants, working with um with snapscale really, really closely, I was able to really, really build a lot of confidence that not only were was Snap Scale delivering the highest quality people, but that it was something that would work from a stance of it's it's less off my plate that I could trust these virtual assistants to do the job and to bring other ideas to the table too, which is sort of like an added bonus. And then that allowed me more time to focus on other areas that could help my practice grow too, and and sort of take away some of these tasks that I didn't necessarily need to be doing, especially um, you know, as a business owner or direct from care doctor, there's so many things that only you can do and that you have to make decisions about. So when you can delegate and trust someone else to do some of these tasks for you and free up your time to do more things, then it becomes sort of a no-brainer. And it was one of those things where back to my original sort of philosophy, is one of those things that would I regret hiring a virtual assistant and it not working out more, or would I regret not hiring a virtual assistant and for the next six months wondering, oh, you know, this this company, my this, this company XYZ or isn't growing like I thought it would because I'm not posting on social media like I should. I'm not doing email campaigns like I should. I'm not doing meta ads like I should. I'm not sending direct messages on Instagram to people like I'm not doing any of these things. I wonder what things would look would have looked like if for the last six months I had hired that VA, you know, and what what would that have looked like now? And so for me, it was it was it became sort of clear picture. I I need to hire a virtual assistant. And then through my nerding out Excel sheet and chat GPT and taking all these all these interviews and things, the clear winner to me became SnapScale. And uh it's been probably I don't know, several months, six months or so later, I have nothing but great things to say about the virtual assistants that I work with and about the support of SnapScale that I work with. Like so I meet I meet with my virtual assistants almost every morning from eight to nine. And every now and then a SnapScale representative will pop in and say, hey, just I'm not, there's no updates for me, just checking in to see if you need anything. I'm just gonna listen in to see if you know there's anything I can do for you. And so they're not just like, okay, here's your VA, uh, you know, have fun. They really do help guide and support you if um if you do need anything that comes up.

SPEAKER_02 32:03

It's such an important point that a lot of other VA companies, virtual assistant remote staffing companies are not doing, which is the managed aspect, the managed service, the active management piece. I'm glad that our team is doing the right things and taking care of you. What was the first sign, though, that this was working, that this was the right solution for you?

SPEAKER_00 32:27

That's such an interesting question because honest, honestly, the the that like feeling of like this is what needs to happen for me came when I interviewed some of the VAs. So it wasn't, it was, it was before it even actually like started working for me. Um, because I had interviewed other VAs and and just you know, reviewing some of the resumes from the VAs that Snap Scale sent, it was just sort of a night and day difference. And then I was like, okay, well, let me interview them. And the quality of candidate was just higher. And so that's that was the first, like, sort of like, okay, this is this is the right direction for me. I'm gonna hire a full-time VA, even though I didn't want to. And then of course, the other one that I hired ended up being within that same group of three, and I couldn't choose between the two. And so I ended up hiring both of them. But that was to me, that was sort of like the main uh the the first aha moment. The second aha moment came when um when they when they first started showing me that they had bought in, that they weren't just listening to me giving them task and putting a check mark beside it and asking me what the next task was. They were actively doing things that I that I wasn't asking them to do because they were invested in the company. Um, because you know, they were they were sort of going above and beyond and saying, like, oh, you know, like this this is what we should be doing. So I'm gonna go ahead and do this, and then I'll let Dr. Green know. Or um, or for example, like they were during those morning meetings, they're giving me ideas about things that maybe we should be doing or could be doing to help grow. And I don't obviously, like, this is the only VA company that I have worked with and and will probably ever work with. Um, but I I I I didn't really get that sense of that being the case with any other virtual assistant that I interviewed or any of the other virtual assistant companies that I interviewed, it didn't seem like their VAs were were going to be invested in the businesses. It seemed like their VAs were were task completers, which is fine. And I think that's that's great for a lot of companies. But to me, it was really important to have someone that I felt like was going to be passionate about it and wanted to help the business grow and sort of grow with the business. And Snap Scale to me is like the best at finding candidates who do that.

SPEAKER_02 34:47

Such a great answer, and it's so positive. And I want to balance this conversation out a little bit because I don't want everybody to think that everything is perfect all the time, and virtual assistants are just the greatest thing that ever happened. It's true that they're helpful and they're supportive and they help practices grow. But what's one thing you wish you had set up differently in the first week?

SPEAKER_00 35:27

That is such a great question. Because I was so invested in making this a smooth transition, and you know, I had that onboarding packet, there's not a lot I think that I would have done differently. Um yeah, I can't think of I think one thing that may have made the process a little bit smoother if I'd been more more organized with creating their own accounts for things and getting the emails and all set up for different things, um, because that took longer than anticipated to make sure they had access to everything they needed. Um but a lot of those things are hard to anticipate. So um I did the best that I could with that onboarding packet and and AI helped me, uh helped me a lot with that. And I also I met with them as a team. The other thing that I did that I thought was important too was I met with them as a team, and like I said, we meet most mornings, but I also take time, you know, once or twice a month to meet with both of them individually too, to just to check in and get a pulse and make sure that I'm not overworking them and they're not feeling overwhelmed because organization is such a huge thing when you have one VA or you know, two VAs, but they're both working on different projects for all three companies. And so organizing, and it's and I I have there's the the amount of tasks that I'm having them do is is pretty endless. And so we prioritize and try to stay organized and and all those things. But I think one of the other one of the things that maybe I could do more often is meet with them individually and just have like, how are you doing? You know, are you overwhelmed? I've every time I have that, they they they never say that they are. But I think that also from a leadership perspective, allow like just reassures them that I really do care about them. And by doing that, I think it it enables them to care more about the companies. Um when they when they feel like who they're working for, who they're working with, cares about them and their health and their will well-being and and all those things, you know, they they feel more um well, that they're more likely to work harder for you.

SPEAKER_02 37:41

Yeah. I personally care tremendously about each and every snap scale client that brings on virtual assistants with us. And I was watching your account and noticed that after three months, your initial virtual assistant ended up going on and going back to school and working towards getting their MBA. And so that left you without a virtual assistant. Can you tell the audience a little bit, uh, Dr. Green, about that process and what happened?

SPEAKER_00 38:08

Yeah, that hurt. Um, because at the three-month mark, we were really rolling, like we had finally gotten past some of those growth goes, and I felt like we were finally, you know, coming together as a team and had some had some systems built. And um, so that hurt. But at the same time, I absolutely love the fact that the virtual assistant was was further gonna further her education and and you know grow. And so I completely supported that move, but that definitely came as a shock to both myself and Snap Scale. But Snap Scale really, really stepped up and made that transition to another virtual assistant super smooth. They actually gave me, um, or you guys, you know, actually gave me one of um one of your own virtual assistants who you were using to use to that were that was doing some of the marketing for SnapScale. And obviously, you guys kind of get first choice, right? Like if you have this candidate that you can't pass up and you need to hire, then you're just gonna hire them. And so they basically just said, hey, you know, we obviously we didn't expect it, she didn't really expect it, but we have this great candidate who's gonna fit seamlessly right in. And there wasn't a misstep. I mean, that the first week was okay, let's make sure that you have your logins. I already had the onboarding package already, you know, ready to go. So I just sent him that. He read through it, and boom. So after the first week, there really wasn't even a delay that first week, but fit right in was a very smooth process, and I think it really highlights you know just what SnapScale is willing to do for their clients because the the the VA that I have is really, really good. Uh so the fact that they were willing to say, hey, we need to make sure that this that this client is happy with the VA because this is a situation that you know they couldn't anticipate it. I didn't anticipate it, but we need to make sure that we do what's best for our client. Um, really, I think says a lot about the company.

SPEAKER_02 40:06

Yeah, and now I'm training the new marketing person on my team.

SPEAKER_00 40:11

Sorry, not sorry. I love the person.

SPEAKER_02 40:13

No, no, that's we we we absolutely want to make sure that our clients are happy. And I think it's important for people to know that it doesn't always work out perfectly. These are people, right? They have life, they have different situations that come up. And I appreciate the way that we are client-centric and we're focused on making sure our clients are taken care of. Now, last question on the operational side for you. If a clinic owner is listening right now and wants to take one concrete step towards building a virtual team in the next 30 days, not hiring a virtual assistant, but prior to what's that one step that they should take?

SPEAKER_00 40:45

Oh, just reach out, reach out to SnapScale, get set up. Like, um again, I looking at my Excel sheet, right? Snap scale was not number one for me because they didn't have part-time, and that was like priority number one for me. But I still went through their process and was just so impressed by them and their and their virtual assistants that the other experiences like were just so subpar. It made the decision so clear. So I would say, like, if you're even thinking about it, if you're then just do it because because why not? And would you regret, would you regret, what would you regret more, right? Would you regret doing it and it not working out or scheduling a you know a quick meeting and saying, okay, this isn't for me? Or six months from now, are you gonna be thinking, oh, I wonder what my practice or what my business would look like had I hired that virtual assistant. So um I would just say do it. And and then the other thing too, which is uh which is an important note as a business owner, and why to go the virtual the virtual assistant route, you know, we always think about cost effectiveness. And when you look at you know the rates and all those things, obviously they're good, but from a business owner perspective and and and people management perspective, not having to manage um vacation time and not having to manage benefits and not having to do payroll, not having to pay payroll tax, which I'm in California, so so like taxes really upset me. But not having to do or think about those things is is also such a stress release and and a something off my plate to where if I were to hire another medical assistant or if I were to hire someone um that were in person and having to do all those things, it would it would just be a headache. So that's another great thing I love about virtual assistants and snapscale, is that all that stuff is kind of handled for me and billing is super transparent, super easy. Um, and and so that's another huge benefit of going this route.

SPEAKER_02 42:50

I love all your answers, and I'm sure that all of the audience has the same question I do, because I know our audience. You're building four companies going on more right now. What do you do to balance that out? How do you decompress? Or are you always like 100 miles an hour dealing with business stuff?

SPEAKER_00 43:07

Yeah, no, I kind of am. Um, it's like I said, this growing something and growing businesses, I've I've found, and this is kind of a new thing for me over the last year, year and a half, two, you know, maybe two years, but starting the the practice, careful health, really sparked this spirit that where growing businesses is something that I enjoy, and it gives me energy. So, like working on businesses and growing this these companies gives me energy. So, like some people have everybody has their hobbies, right? You know, some people like to golf or to play pickleball or um knit or draw or paint or whatever. My hobby is sort of like working in all these other businesses. You know, my job is being a doctor and taking care of patients, and but my hobbies are starting all these other businesses, and so um, you know, the challenge. that I have is is um balancing that more with with family time than anything you know because because working working is kind of like fun for me at this point on these on these businesses and so just prioritizing family and and personal health too is another thing you know getting making sure I I sleep and eat healthy and exercise it's kind of takes the back seat because family comes first and that comes second so um but that's that's sort of and I struggle I struggle with it I and I I that's something that I definitely need to do better. And that just sort of brings me back to why having a VA is so valuable because they if I didn't have them I wouldn't get any sleep or any time in my family having to manage all these social media accounts and doing all the all the things that they do there's no way I could do what they do and still have an ounce of time with my family. So anything and I'm able to give them quite a lot of stuff and everything that I give them is one less thing that I have to do and I trust them which is like another thing where I like I said just to start very very difficult time delegating if I if something needs to be done right I have to do it. So now that you know I've been with them for six months and I'm starting to trust them more and more and more I'm having to give them more and more and more that's allowing me more time to spend with my family.

SPEAKER_02 45:11

And that's a huge really you can't put a price on that right now you can't put a price on how much time you spend with your family and the more that we can take off your plate so that your wonderful family has more time with you that's what makes me feel better. Yeah yeah just another benefit of of going this route yeah last question and I like to ask this of guests because I think it's helpful and that is one book that changed how you think about leadership or business and it doesn't have to be a recent book um the last book I read was The Subtle Art of Not Giving an F or something like that.

SPEAKER_00 45:54

And I thoroughly I so I I I listened to a the audio book and I really really enjoyed that book. It is um it's I would I mean I think that there is something to say about business um because you know one thing one way that I look at it from a business perspective is like you really have to think about what you're actually caring about, right? And so as business owners we have to make so many decisions and sometimes a decision now a good decision now is better than a perfect decision you know three months from now like sometimes you just got to make a decision. And so thinking about what decisions that you're gonna that need you to to sit down and take time about versus what decisions just make a decision and move with it. It says like really evaluate what you're giving an F about you know really evaluate that really really think about what you're caring about. But also talks about that on a personal level too you know um so that would be the one that I would say just read it because it helps in all different areas of life a reader or listen to it. It's and it's it's a it's a good sort of entertaining book with I think a good philosophy.

SPEAKER_02 47:06

Yeah I agree I've I've read that book myself and Dr. Green it has been such a pleasure having you on our show on the snap scale show you are an inspiration to a lot of DPC clinics across the country and if you haven't been yet you will be after they listen to this show because they they they are going to take away so much value from everything that you're able to share everything from you know understanding the right mindset of going into practice for yourself, looking at problems and opportunities as opportunities in the industry, finding ways to solve your own challenges with virtual assistants or through remote staff and giving yourself more time with your family. Those things will live with people for a very long time.

SPEAKER_00 47:52

Any final words I really appreciate you spending time with us on the show um not really just to the audience like I said if if you're even thinking about it just take a meeting you know and and to to learn more and um I have a ton of confidence in in Snap scale and the and the quality of candidates that they offer and the reason that I have a ton of confidence is because of the the amount of you know work and effort I put into researching all the different virtual assistant companies and having worked with them for over the last six months. And so I've sort of tested the product as well. So I have a lot of confidence in them and what they offer and so just just meet with them or meet a couple of virtual assistants and um and again always think about you know what would you regret more doing it and it not working out and being like oh well it didn't work out let me move on and take a deep breath or would you regret six months from now a year from now wondering oh what if I would have hired a VA how would my business be different or how would my life be different would I would have have spent more time with my family and would my business be more successful. So that would be my sort of my key key takeaway.

SPEAKER_02 49:03

Well awesome thank you very much Dr. Green for being a part of the show I will include the links to your different businesses in the show notes for anybody that's interested in those different businesses or that would need to get in contact with you. Again I hope you have a great week and and thank you for taking the time with the audience.

SPEAKER_00 49:20

Thanks of course it was uh great talking to you and it's an honored honor to be uh invited on the show. Thanks.

SPEAKER_02 49:25

Awesome. Well there you have it guys if you're running a private practice direct primary care, physical therapy, audiology, whatever your clinic is, you can hear directly from Dr. Green about his passion for building businesses and how those businesses only are growing because he's able to offload the support that he needs with very competent, very talented staff members that go above and beyond and do the hard work that quite frankly would be too expensive to have somebody stateside do. And it's incredible when you start working with the right organization, a HIPAA compliant remote staffing organization like SnapScale who finds quality talent it's amazing how much it can lift off you and give you back your family time. I'll close out by just letting you guys know if you like this show and you want this information, subscribe to the podcast. Go to snapscale snapscale com slash podcast again that's snapscale com slash podcast and register to receive upcoming shows. If you like this show you're gonna love some of the other future shows that we have for you as well. Again that's snapscale com slash podcast until next time guys see ya