Growing and managing multiple healthcare practices can be overwhelming, but with the right mindset, processes, and technology, scaling is possible without sacrificing quality of care.
Stacey Molle, NP, an experienced practice owner who has built and scaled several psychiatric mental health and weight loss clinics—even selling one—while using OptiMantra, knows firsthand what it takes to build a successful business. Her journey highlights the importance of adaptability, strong foundations, and choosing tools that grow alongside your practice.
Stacey’s Story: Taking the Leap
In 2021, at the height of the pandemic, Stacey found herself balancing the demands of an office job, single parenthood, and raising two young children in daycare. Like many, she felt the pressures of uncertainty—but instead of waiting for circumstances to change, she decided to bet on herself… and, left her job, and set out to build her own practice.
She not only launched a successful clinic but also embraced a bold lifestyle change—relocating to Mexico while running her business remotely. What started as a solo venture soon evolved into multiple thriving practices, all built on purpose, structure, and the right systems.
Step 1: There’s No Perfect Time—Jump In with Both Feet
One of the biggest lessons Stacey learned early on is that there’s never a perfect time to start. Waiting for everything to fall into place only delays your momentum. The truth is, successful practice owners don’t wait until they feel ready—they commit fully and then figure things out along the way, knowing it won’t always be easy.
Stacey emphasizes the importance of starting with the end in mind. When you have a clear vision, mission, and purpose, every decision becomes easier.
“If you know your destination, you can map the path to get there,” she says.
Your goals act as the GPS for your practice—they keep you focused when things get messy and remind you why you started in the first place. Before the logo, website, or location—ask yourself: What’s my ‘why’?
Understanding your “why” fuels resilience when challenges arise. Whether it’s to gain freedom, serve your community, or create balance for your family, defining your purpose gives you the clarity and drive to build something that lasts.
Step 2: Build the Right Foundation—Systems, Protocols, and Tools
Once Stacey defined her vision and mission, the next step was figuring out how to bring it to life. Scaling a business takes more than passion—it takes a lot of process and structure. From the beginning, Stacey knew she needed the right systems that could grow with her and support her team as she expanded.
That’s when Stacey turned to OptiMantra as her EMR and practice management platform. For her, the right tools weren’t just about short-term convenience—they were also about building a foundation for sustainable growth.
She developed a protocol for every aspect of her clinic operations - from scheduling to charting to check-out and payments - and made thorough training a core part of her operations. This consistency allowed her team to deliver exceptional care even as her patient volume grew and practice multiplied.
“With the right systems and structure, you create freedom—not chaos,” she explains.
OptiMantra’s adaptability and customizability made it a perfect fit. Stacey describes it as a platform that has been able to successfully and repeatedly grow alongside her and her business needs:
“The sky really is the limit—there’s no practice size OptiMantra doesn’t work for.”
And when it came to scaling, one feature stood out above all: customer service.
“Customer service is the biggest way Opti helped me scale. No other EMR has help as readily available as OptiMantra.”
With responsive support and a system she could tailor to her rigorous workflow, Stacey was able to expand without hesitation. The right technology and processes freed her to focus on leadership, strategy, and impact.
What It Means For Others: Tackling the Most Common Obstacles
Common Roadblocks in Practice Growth
Even with the right mindset and systems, growth didn’t come without challenges. Stacey’s journey reflects three common roadblocks most practice owners face.
Mindset
Even seasoned practice owners face self-doubt. Feelings of imposter syndrome—wondering if they’re truly capable of leading a larger organization—can hold back growth. Stacey explains that success often comes from embracing mistakes as part of the process:
“It's being willing to mess up. Being willing to know I'm not always going to get it right. Sometimes I might get it really wrong, but every single mistake, every single setback, has done nothing but propel me further.”
Technology
Beyond mindset, technology plays a major role. Stacey initially chose an EMR that was affordable and simple but lacked the flexibility to support her growing needs.
“Ultimately, I had to make the switch. And switching wasn't the end of the world. OptiMantra made it pretty painless.”
Standardized Processes
Without clear workflows, practices risk inconsistency in documentation, billing, and staff performance. Stacey notes that setting up templates and protocols early on made it easier for providers to stay efficient and accurate:
“Just having it set up from the get-go—being like, ‘this is how we do things’—it makes everyone’s lives so much easier.”
Why OptiMantra? How the Right Tool Brought Everything Together
To overcome these challenges, Stacey leaned into OptiMantra’s flexibility, structure, and adaptability to support growth at every stage.
Streamlined Documentation and Billing
Billing and documentation are the backbone of operational success. With OptiMantra, Stacey’s teams streamlined insurance claims, managed payments, and minimized errors using structured templates—reducing administrative burden and improving cash flow.
Empowering Staff and Standardized Training
By creating training videos, walkthroughs, and shadowing opportunities, Stacey standardized onboarding and helped staff quickly gain confidence.
“Engaging people from the very beginning—giving them some ownership—really does make the difference,” she says.
A Comprehensive, Adaptable Platform
What ultimately set OptiMantra apart was its ability to grow with her. Unlike other EMRs, it offered everything—scheduling, documentation, billing, clinical tools, reporting, and patient engagement—within one cohesive system.
“In my experience, no other EMR is as adaptable. No other EMR has absolutely everything you could need. I think other big names would be hard-pressed to match what OptiMantra offers under one program.”
Results: Efficiency, Growth, and Freedom
With OptiMantra, Stacey scaled multiple practices while maintaining high-quality care and achieving measurable results:
- Streamlined documentation and billing reduced administrative workload and minimized errors.
- Standardized templates and training improved efficiency and onboarding.
- Empowered providers, boosted morale, and patient satisfaction.
Perhaps most importantly, Stacey was able to maintain flexibility and run her business from anywhere:
“I’ve been to a number of places over the years since I started using OptiMantra… I’ve really lived a whole life while doing all this. I’ve had the time of my life!”
Her experience proves that scaling successfully requires a combination of mindset, structured processes, and the right technology foundation—and OptiMantra delivered the tools her practices needed to thrive.
The Next Chapter: Scaling with Confidence
Scaling multiple healthcare practices doesn’t have to mean added stress or compromised care. Stacey’s story shows that with the right mindset, standardized processes, and technology built to grow with you, it’s possible to expand efficiently while keeping your team empowered and your patients happy.
OptiMantra provides an all-in-one EMR and practice management platform that streamlines documentation, billing, scheduling, and staff training—giving you the flexibility and control needed to scale successfully.
Ready to grow your practice with confidence?
Schedule a demo or try OptiMantra for free today and see how our comprehensive platform can help you scale smoothly, empower your team, and maintain high-quality care at every location.
