Our approach
How It Works
You will know what your current workflow is costing you in hours, at your own rates, before anyone asks you to spend a thing on fixing it. Four steps, each small enough to judge on its own.
MaxPower Labs maps a workflow before designing anything. A platform build runs nine to twelve weeks across six milestone phases: discovery and configuration planning, data layer and first board, remaining boards and automation, client testing and sign-off, go-live and training, then post-launch support, and the client signs off on each phase before the next begins.
Where your week is actually going
Somebody sits with the person who actually runs the workflow and writes down what they really do, before a line of anything gets built.
Not what the org chart says. Not what the process document from 2019 says. What actually happens on a Tuesday, including the workaround nobody documented, and the fact that the only person who knows which supervisor signs off on that report type is on holiday.
We map every stage, every handoff, every approval, every workaround, and every point where the same information gets typed into another system. Then we cost it, in hours, at your loaded rate, using your numbers.
Two things tend to come out of this. The operational lead is usually the first person ever asked to explain the job end to end. And the money is rarely where the org chart suggests it would be.
What changes on a Tuesday
The point is not the software. It is that a handful of specific daily irritations stop happening. Each one below is what the system does by design, not a result we are reporting back from somewhere else.
The same referral stops being typed four times. It arrives once and lands in the board. The year-end count becomes a report somebody runs, not two days of tallying by hand.
A therapist opens their phone and sees their own caseload. Not a filtered view they could click their way out of, but record-level permission enforced on the record itself, identical on a desktop and on a phone.
Intake stops arriving through a tool nobody signed a BAA with. Same experience for the patient, same questions. The responses land inside your own Microsoft 365 account instead of a vendor’s.
Nobody has to remember to chase anything. Due dates, overdue escalation and a daily digest take over the nagging that is currently a person’s job.
And when your attorney asks whether the system holding clinical notes is covered by a Business Associate Agreement, the answer is yes, and you can produce it.
A platform build, end to end
You approve every phase before we move to the next
Nothing moves to the next phase until you have accepted the last one. It is not finished until you say it is.
Discovery & configuration planning
We agree exactly what information each case needs to hold, confirm which workflows are in scope, and agree what “done” means for each one before a line of anything is written.
The foundation, plus your first working board
The foundation, plus the flagship workflow that everything else inherits from. You see something real early, because an abstract plan is impossible to give useful feedback on.
Remaining boards & automation
The rest of the workflows, the per-clinician privacy rules, intake forms, notifications and reporting. Delivered module by module, tested as each one lands rather than all at the end.
Your team tests it
Your people use it against real scenarios and tell us what is wrong. We fix it. Silence is not acceptance. We need an actual yes.
Go-live & training
Your active records move across, staff are trained by role, and we train one person on your team to make routine changes so you are not dependent on us for routine changes.
Post-launch support
Two weeks of close attention while real work flows through the system for the first time. Then Platform Care begins.
Three things you can hold us to
Put these in the contract. We would rather be measured on them than describe them.
You see the map before you commit
Nobody is asked for a large decision until they have seen their own operation on paper. If a practice takes the map and fixes things itself, that is a fine outcome and it costs you nothing.
It stays in your own account
No MaxPower Labs cloud your patient data gets copied into. Your Microsoft 365, your BAA, your admin control, from the first day to well after the last invoice.
You never see a number you have not already seen
You will never receive a quote from us containing a number you have not already seen on this website. The negotiation is about scope, never about what we felt like charging.
Practical questions
Some of my clinicians will hate this. What then?
Assume some of them will, and plan for it rather than hoping. This is the reason we map before we build: the system is shaped around the workflow your team already has in their heads, so on day one it looks like the boards they already use rather than a new product to learn. Nobody is asked to change how they work in order to accommodate the software. Where resistance does come up, it is usually not about the tool at all. It is about a permission that used to be informal becoming explicit, and that is a conversation for you and your clinical lead rather than something we can configure away. Part of what the map produces is a list of exactly where those conversations are going to be, so you have them before we build rather than after.
What happens on the day we switch over?
You run both systems side by side, and nothing is switched off until you say so. Your active records move across first and are checked against the originals. The old boards stay readable, in place, for as long as you want them. There is no day on which a clinician cannot see their caseload, because the old system is still sitting there while the new one is being used. If something is wrong, you keep working in the old one while we fix it. A cutover that cannot be reversed is not a cutover, it is a gamble with your practice.
Who do we call when it breaks, and how fast do you answer?
One address and one number, both on this site, and they reach Paul and Jairo rather than a queue. Business hours are 9am to 5pm Pacific, Monday to Friday. On Platform Care Standard, which comes with every sprint and platform build at $1,500 a month, we respond within four business hours if work is stopped and by the end of the next business day otherwise. Priority moves that to one business hour and adds a weekly touchpoint. Neither is a 2am promise, because a three-person firm making one would be lying to you. If your practice genuinely needs overnight cover, say so on the call and we will tell you plainly that we are not the right fit.
How much of our time does this take?
The deep-dive is the heaviest part and it is roughly a day of your operational lead's time, plus short follow-ups. After that we work asynchronously and send a recorded update each week rather than booking a standing meeting. Your team's testing phase needs a few hours across a week. We deliberately design around the fact that nobody in a practice your size has spare hours.
Do we have to change how we work?
As little as possible, and that is a design principle rather than a courtesy. The reason we map before we build is so the new system matches the workflow your team already has in their heads. If we hand you something that requires retraining everyone, we have failed, no matter how good the software is.
What if the roadmap says we should do nothing?
Then it says that, and we will tell you so plainly. You keep the risk analysis, the inventory and the policy, which are worth having regardless, and we part on good terms. We would rather be the firm that told you the truth than the firm that sold you a platform you did not need.
Who actually does the work?
MaxPower Labs is your contracting party and your single point of accountability throughout. Discovery, architecture, requirements and quality verification are ours. Build work is sometimes performed by a subcontractor under a signed BAA, working against dummy data, which we tell you before you ask.
Start with the free half hour
Bring one workflow, the one that annoys you most. We’ll map it on the call and tell you plainly what we’d do, what it would cost, and whether it’s worth doing at all.
30 minutes with Paul Tran, who runs every one of these calls. Evening slots available. We know your day is patients. · paul@maxpowerlabs.ai