Miami Wellness launched a large-scale transformation to digitize pain-management operations and accelerate patient service delivery. Virtual Champions supported this effort by designing and implementing a ClickUp-based operational framework that automated documentation, streamlined scheduling, and achieved 60% faster response times.
Business Challenge
When Miami Wellness and Canohealth began their pain-management partnership in April 2024, the operation lacked digital tools and structured workflows. Clinic documentation was paper-based, nurses managed administrative tasks manually, and response times often extended into the next day.
The absence of a centralized system created inefficiencies across scheduling, billing, and follow-ups, reducing productivity and limiting patient care quality. To build a scalable foundation, Dr. Peter Michael partnered with Virtual Champions to design and implement an end-to-end digital operation.
Comprehensive Solution
Under a Fractional Project Management Office (PMO) Model, VC created the full operational system, from workflow mapping to automation and training.
The rollout followed a structured, phased approach:
Phase 1 (Month 1–2)
- Digitized clinic documentation and standardized patient records.
- Deployed ClickUp for workflow and schedule management.
- Automated notifications and task assignments.
Phase 2 (Month 3–6)
- Introduced Virtual Assistants (VAs) for patient demographic entry and scheduling.
- Reduced turnaround time from one day to real-time updates.
Phase 3 (Month 7–9)
- Expanded the VA team to three members.
- Automated progress-note and coversheet generation using ClickUp + Make.com + Google Workspace.
- Ensured patient notes were completed the same evening, accelerating billing and scheduling.
Ongoing enhancements are driven by feedback from the virtual team, with a dedicated manager overseeing daily VA operations to maintain efficiency and scalability.
Business Impact
The partnership delivered measurable improvements across Miami Wellness’ operations:
- 60% Faster Response Time: Patient notes and schedules completed same-day instead of next-day delays.
- Accelerated Billing Cycle: Faster documentation enabled quicker insurance claims.
- Improved Nurse Productivity: Clinical staff refocused on patient care rather than administrative work.
- Scalable Operations: Framework designed to grow with new VAs and automations.
- Efficiency Gains: Patient demographic entry reduced from 30 minutes to a streamlined VA-led process.
- Enhanced Patient Experience: Real-time scheduling improved continuity of care.
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