Automation Consulting for Mental Health Leaders
We help mental health leaders automate their operations to reclaim time and grow impact.
Created by a mental health practice owner who scaled successfully and can help you do the same.
Imagine spending your time leading, innovating, and serving…not buried in admin work.
We help changemakers automate and streamline their operations so they can reclaim hours, reduce stress, and grow sustainably.
Do any of these sound familiar?
Here are the most common challenges we solve for practice owners and leaders like you.
-
Spending hours on admin tasks instead of leading your team or serving clients.
Feeling overwhelmed by onboarding and training new team members.
Running a growing practice without clear, standardized processes.
No clear way to delegate tasks with confidence.
Spending hours building or maintaining your own systems with no roadmap.
Trying to manage events, speaking engagements, or workshops manually.
Being stuck in the day-to-day instead of focusing on growth and impact.
-
Juggling multiple platforms that don’t talk to each other.
Overwhelmed by the endless choices and complexity of technology.
Unsure of which tools to choose, how to connect them, or where to start.
Tech fatigue from constantly switching between tools.
Difficulty turning intellectual property (talks, trainings, resources) into automated funnels.
Losing track of leads from speaking engagements, workshops, or trainings.
Feeling like your vision is bigger than your current systems can handle.
-
Low conversion rates from inquiries to booked sessions, speaking engagements, or program enrollments.
Losing revenue from missed follow-ups, incomplete billing, or client drop-off.
Limited capacity to innovate because operational fires keep taking over.
Struggling to scale your practice or business without burning out.
Fear of losing autonomy to private equity or corporate control.
Lack of real-time data to guide decisions and measure success.
All things operationally that create headaches, growth bottlenecks, and much more…
-
Staff burnout due to inefficient or unclear workflows.
Inconsistent client communication and follow-up.
Costly human errors caused by manual processes, miscommunication, or inconsistent workflows.
Compliance and documentation risks from manual or inconsistent processes.
About TheraMation™
Who We Are
TheraMation™ was founded by Dr. Vic Doster, LCSW, a therapist, veteran, and operations strategist who has built and scaled innovative systems for mental health practices.
Vic’s background in both clinical work and business operations brings a rare combination of empathy, strategy, and technical expertise.
What We Do
We help practice owners, leaders, and changemakers automate and streamline operations, reduce administrative burdens, and create sustainable, values-driven systems.
Our approach is always ethical, human-centered, and designed to align with your mission and client care standards.
Why We Do It
The mental health landscape is rapidly changing. Large, venture-backed companies are leveraging advanced automation to dominate the market, leaving smaller practices vulnerable.
We aim to level the playing field by giving independent mental health professionals access to powerful systems without sacrificing their values or client care.
Our Values
Our approach is always ethical, human-centered, and designed to align with your mission and client care standards.
Why Us?
At TheraMation™, we’re not a generic consulting firm or a faceless tech vendor. We are built by a mental health practice owner, speaker, and innovator who’s been in your shoes. We understand the unique challenges of leading a practice, managing a team, and trying to grow sustainably without sacrificing your values.
Our approach blends deep operational expertise, human-centered automation, and hands-on collaboration so you’re never left with “black box” systems you don’t understand. We don’t just build workflows, we teach you and your team how to run them, refine them, and grow with them.
The result?
Less overwhelm, more time to lead, and systems that can scale with confidence.
What We Can Do For You…
Automate. Delegate. Elevate.
Choose the service that aligns with your needs. Each service package is designed to give you the right mix of clarity, hands-on support, and strategy to free your time and grow your impact.
Strategy & Clarity Session (60-minutes)
Clarify your systems. Pinpoint your opportunities. Build your roadmap.
This 60-minute session is designed for leaders who want direct access to my expertise without a long-term commitment. It’s your dedicated time to ask questions, pick my brain, or get clarity on your biggest operational or automation challenges.
Deliverables:
There are no formal deliverables, this is a consultation tailored to your needs. Together, we’ll troubleshoot your pain points, brainstorm solutions, and outline clear next steps so you leave with confidence and actionable insights.
Best For:
Practice owners or changemakers who need rapid feedback on a specific issue.
Leaders exploring whether automation or system upgrades are right for them.
Anyone seeking high-impact strategy advice in a short, focused time frame.
Investment Is: $275
Systems Audit & Automation Roadmap
Clarify your systems. Pinpoint your opportunities. Build your roadmap.
This service is designed to give you clarity and direction before you invest in larger-scale automation or operational upgrades. We start with a deep-dive systems and workflow audit to uncover bottlenecks, redundancies, and opportunities to streamline your operations. From there, we create a written Automation Roadmap that lays out priorities, recommended tools, and next steps—all customized to your practice’s needs. You’ll also receive a dedicated 60-minute review call to walk through your findings, ask questions, and ensure you’re confident about the path forward.
Goal: Identify Automation Opportunities and Identify Next Steps
Deliverables:
Current Systems and Workflow Audit
Written Automation Roadmap with priorities and tool recommendations
90- Minute Review Call
Best For: Small —> Medium Size Practices/Orgs or solo-preneuers needing clarity before investing in automations
Investment Starts At: $1,200
Design & Co-Build Support, “Done With You”
Turn your automation plan into a powerful, working reality, with expert support at every step.
This package builds on the Discovery Roadmap by guiding you and your team through the actual design and implementation of automated workflows. We’ll co-create customized systems, SOPs, and processes that fit your unique practice, and we’ll coach you through using them. You’ll get all the clarity of Tier 1 plus hands-on collaboration to ensure your systems are built right the first time.
Goal: Design custom automation workflows and guide your team or contractors to build them.
Deliverables:
Everything in “Systems Audit & Automation Roadmap” plus:
Work flow design sessions
Detailed SOPs, Trigger Maps, and Specifications
Platform/vender recommendations
Implementation coaching over several weeks/months
Best For: Practices or entrepreneurs who have a team, or are “DIY-ers”, but need expert design, guidance and support.
Investment Starts At: $3,450
This tier turns us into your fractional Automation Director, overseeing, optimizing, and quality-checking your systems long after they’re built. We’ll monitor, refine, and ensure your automation aligns with your ethics, values, and evolving goals so you can stay focused on growth and leadership.
Goal: Serve as your fractional Automation Director- overseeing, optimizing, and quality-checking systems while your team implements.
Deliverables:
Weekly, Monthly or Quarterly Strategy Calls
Ongoing workflow reviews & optimization
Quality Analysis alignment with ethics and human connection at the forefront
Priority access for questions
Best For: Established practices or entrepreneurs who want a trusted strategist on a call without hiring full-time.
Investment Starts At: Starts at $1,500 a month, 3-month contract minimum
Strategic Partner / Retainer
Your ongoing partner for optimizing, scaling, and safeguarding your systems
Custom Engagements
Tailored, one-off solutions for your most unique challenges.
Our Custom Engagements give you complete flexibility to address one-off or highly specialized needs without committing to a full-scale engagement. Whether you’re launching a new initiative, integrating a niche platform, or optimizing existing workflows to handle unexpected growth, we design a bespoke plan around your goals. From building custom dashboards and event funnels to automating unique processes, every project is personalized to fit your operational reality.
Goal: Provide flexible, tailored solutions for special projects, unique workflows, or one-time needs that fall outside your ongoing services.
Examples:
Designing specialized event funnels
Integrating new tech platforms
Building one-off automations for unique workflows
