How a clinic CEO kept treating patients while making room to expand

The Challenge: A clinic business that kept coming back to its CEO

Dane still sees patients while running Revo. Too much daily work depended on him, and the patient scheduling system lacked useful reporting. Long hours left little room for lunch or getting home for dinner on time.

The Solution: Ken, an Athena Executive Assistant

Ken handles reporting and work behind the scenes, with some inbox and calendar support. Dane valued Athena’s ongoing coaching. They built the partnership through detailed onboarding and frequent calls, with weekly planning and end-of-week reviews.

Partnership Highlights: Better reporting and support across the clinics

• Numbers ready to review: Hector, Dane’s first EA, built much of the custom reporting setup. Ken has refined it and prepares weekly, monthly, and quarterly reports.
• Systems that keep improving: Ken optimizes the scheduling platform without waiting for Dane to chase each change. They are now turning some manual processes into automated ones.
• A connection to clinic staff: Ken checks in with providers and front desk staff across locations. He also attends some meetings for Dane, bringing operational context to clinic managers.
• Meeting actions in one place: Meeting recordings and AI help put action items into Notion. Detailed meeting templates make it easier to find the work that needs doing.
• Hiring and daily operations: Ken handles first-round interviews, email campaigns, and written procedures. These responsibilities extend his role well beyond traditional inbox and calendar support.

Beyond Time Savings: Capacity for the next stage of Revo

• Space to plan expansion: Dane has more bandwidth for finding locations and training people as the business expands.
• Patient time stays protected: His calendar keeps other commitments out of the time he spends seeing patients.
• Meals back in the day: Dane now makes time for lunch and gets home for dinner on time.