Billing automation and preparing the collaboration model for scaling at Atmaia clinic
A holistic therapy clinic collaborating with independent therapists needed a system supporting an atypical business model. Theraplo delivered split payment mechanics, full billing automation, and flexible tools prepared for further growth.
Organization profile
Atmaia is a holistic therapy clinic operating in several cities, collaborating with independent therapists running their own businesses.
In addition to therapy sessions, the clinic also organizes training, workshops, and development events – both in-person and online.
This business model required a non-standard approach to payments, billing, and operational support that standard systems available on the market did not offer.
- Monthly sessions
- 1000+
- Cities
- 5+
- Collaboration model
- B2B
Starting point: a business model that systems couldn't handle
Atmaia's biggest challenge wasn't booking appointments, but the way of settling collaboration with therapists.
In the previous model:
- payments from patients went to the center,
- therapists received funds only after manual, batch settlements,
- administration was burdened with monthly counting of appointments, commissions, and transfers.
This way of operating:
- slowed down the flow of funds to therapists,
- generated a large number of administrative operations,
- made further scaling of the business difficult.
Additionally, off-the-shelf systems:
- didn't allow for flexible customization of the booking widget,
- didn't support handling events such as training and workshops,
- didn't meet the clinic's specific operational needs.
Key challenges
The collaboration model with independent therapists generated specific operational and financial problems.
- Delayed payments for therapists
Payments from patients went to the center, and therapists received funds only after manual, batch settlements. This slowed down the flow of funds.
- Administrative burden
Monthly counting of appointments, commissions, and transfers generated a large number of administrative operations, making further scaling difficult.
- Limitations of off-the-shelf systems
Standard solutions did not allow for flexible customization of the booking widget or support for events such as training and workshops.
- Business model without system support
Collaboration with independent therapists running their own businesses required a non-standard approach that off-the-shelf systems did not offer.
Implementation goal
The goal of working with Theraplo was to create a solution supporting Atmaia's actual business model.
Support for the real business model
A system tailored to the actual collaboration model, instead of forcing organizational compromises.
Full billing automation
Complete automation of settlements between therapists and the center, without manual operations.
Simplified payments
A simple and convenient payment process for patients and instant settlements for therapists.
Prepared for growth
A system ready for further scaling of the clinic's operations and new business initiatives.
Implemented solutions
Theraplo implemented a range of dedicated solutions tailored to the specifics of Atmaia's operations.
Split payment mechanics
Automatic payment splitting at the point of receiving payment from the patient. The payment is divided between the therapist and the center, the therapist receives their portion instantly, and the center automatically collects the commission.
Achieved results:
- Instant flow of funds to therapists
- Elimination of batch appointment settlements
- Changed dynamics of collaboration with therapists
Billing and invoicing automation
Full automation of billing processes complementing split payment mechanics. The system handles invoicing without manual intervention and ensures data consistency.
Achieved results:
- Appointment invoicing without manual intervention
- Data consistency between appointments and documents
- Elimination of errors from manual operations
Full booking widget customization
Widget designed according to the clinic's visual identity, considering the specifics of working with multiple therapists and different types of services.
Achieved results:
- Consistency with visual identity
- Support for multiple therapists
- Various booking scenarios
Training and Workshops module
Proactively implemented solution enabling publication of educational events, participant registration, and consistent management of workshop offerings.
Achieved results:
- Publication of educational events
- Registration through dedicated widget
- Consistent offer management in one system
Proactivity and feature development ahead of needs
Throughout the collaboration, the Theraplo team repeatedly demonstrated proactivity in identifying potential improvements.
Example: Training and Workshops module
Dedicated solution enabling publication of educational events, participant registration through a dedicated widget, and consistent management of workshop offerings in one system.
Result: This feature was implemented at the initiative of the Theraplo team, before the need formally arose from the client, which was a pleasant surprise for Atmaia and real support for further development of their offerings.
Implementation results
Thanks to the implementation of Theraplo, Atmaia gained a solid operational foundation supporting further growth.
- Automated financial processes
- Key financial and billing processes operate automatically, without the need for manual intervention.
- Simplified therapist collaboration
- Collaboration model based on instant settlements and automatic payment splitting.
- Relieved administration
- Administrative team freed from time-consuming, manual billing operations.
- System ready for growth
- Flexible platform supporting both current operations and new business initiatives.
The system became the operational foundation that enables further development without the need to rebuild processes at each subsequent stage of growth.
Summary
The Atmaia case shows that in organizations with an atypical business model, what matters most is:
- Technological flexibility
- Understanding of real processes
- Proactive approach to system development
Theraplo not only adapted to Atmaia's existing model, but helped organize it and prepare it for further scaling of operations.
This is an example of an implementation for organizations that need a technology partner who understands the specifics of their business model and is ready to build dedicated solutions instead of forcing adaptation to rigid patterns.
Do you have an atypical business model?
Theraplo can create a dedicated solution tailored to your collaboration model. There's no problem that can't be solved - from payment systems, through billing automation, to customized operational tools.