Operational Excellence Built For Women Who Care For A Living
Fractional practice management support for licensed therapists, handling billing, credentialing, systems, and capacity design so solo practice owners can run their business without running themselves into the ground.
Meet the Founder
I'm Ebony — operations professional, fractional COO, and the founder of Cozy Business Blueprint.
Before CBB, I spent years as the sole operations hire for mission-driven organizations, building the systems and infrastructure that let other people focus on the work that actually mattered to them. I was good at it. I also burned out doing it — so bad that I booked a one-way ticket across the world, leaving everything behind, and came back with a very different idea of what "self-care" actually means.
That experience — plus living with PMDD — taught me that the modern workplace was never designed with women in mind. So I'm building something different: operations designed by a woman, for women in the business of caring for others.
OPERATIONS FOR WOMEN WHO CARE FOR A LIVING
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MINDFUL OPERATIONS TO STEADY YOUR PRACTICE
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BUILT ON PURPOSE FOR HUMANS, NOT MACHINES
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YOU DO THE CARING, WE HANDLE THE REST
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OPTIMIZE FOR WELLBEING AND PROFIT
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OPERATIONS FOR WOMEN WHO CARE FOR A LIVING • MINDFUL OPERATIONS TO STEADY YOUR PRACTICE • BUILT ON PURPOSE FOR HUMANS, NOT MACHINES • YOU DO THE CARING, WE HANDLE THE REST • OPTIMIZE FOR WELLBEING AND PROFIT •
A fractional practice manager is an outsourced operations lead who runs the business side of a practice — billing, systems, staffing infrastructure, growth planning — on a part-time or contract basis, without the cost of a full-time hire. For solo practice owners, that means someone else finally owns the operational load: insurance claims, credentialing, inbox management, SOPs, and growth strategy.
What is a fractional practice manager for a therapy or wellness practice?
How is a fractional practice manager different from a virtual assistant?
A virtual assistant executes individual tasks. A fractional practice manager owns the operational strategy — designing systems, managing growth infrastructure like group practice expansion, and making operational decisions — in addition to overseeing execution.
Our Services
The Steady Practice
A flat-fee billing and revenue cycle package for solo therapists who want the financial side of their practice handled, without taking on a full operations retainer. We take care of the billing and behind-the-scenes admin, so your revenue cycle runs steadily in the background and you can stay focused on your clients.
Pricing Tiers
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Claims. We submit your claims every week, in your EHR or the payer portal. You get a claims submission log and a call documentation tracker, so you always know what went out and who we talked to.
Denials. We resolve denied and rejected claims. You get a denial log showing the claim, the cause, what we did, and when we resubmitted.
Balances. We follow up on open client balances with warm, professional messages on your behalf. You get a weekly outstanding balance report, and we flag anything unresolved for your review.
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Everything in Tier 1, plus your virtual front-desk
Inbox. We check your inbox daily and reply using pre-written templates you've approved. Clinical questions come to you. Scheduling and insurance questions are ours.
Calendar and scheduling. We manage your calendar and book your sessions.
New clients. We handle intake and verify each new client's benefits before their first session. You get a verification log, and we flag EAP coverage up front.
EHR management. We keep client information current and organized your EHR, including contact details, insurance information, and non-clinical notes.
A strategic partnership for solo therapists who are ready to expand into a group practice and are at capacity. In addition to everything included in The Steady Practice, we step in as your operations partner, designing the operational strategy, building the systems, SOPs, and workflows that enable expansion. Everything is designed around your rhythm and capacity, so that it is sustainable for you.
Fractional Practice Manager
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Everything in Steady Practice Tier 2, plus:
SOP library. We document the day-to-day workflows that keep your practice running, in clear step-by-step guides, and keep them organized in your shared drive. Anyone you bring on later can pick them up and go.
Email template library. We write and organize the messages your practice sends most often, in your voice, so replies go out faster.
Insurance contract reference sheet. Filing deadlines, reimbursement rates by session length, accepted billing codes, and payer contact numbers in one place. We update it whenever a contract changes.
Waitlist and referral workflow. We handle your waitlist from first inquiry to booked session, documenting your current flow or building one if you don't have it, with a follow-up plan that keeps people warm until a spot opens. We also track referrals coming in from peers and going out to other providers.
Renewals. We track your and liability insurance contract renewals, remind you well in advance, and handle them on time.
Attestations. We complete your portal and directory attestations on schedule.
The full À La Carte Blueprint Package.
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Everything in PM Tier 1, plus a plan for growing into a group practice.
Expansion planning. A blueprint for the move from solo to group practice.
Credentialing new clinicians. We start and track and monitor credentialing for each new clinician under your group NPI.
Legal and HR coordination. We prepare draft hiring documents and work with your attorney to review and finalize them. We also set up your HR and payroll platform.
The full À La Carte Blueprint Package.
Pricing Tiers
À la Carte Blueprint
Our à la carte blueprints are one-time strategic projects that build a sustainable foundation for your practice. Add them to The Steady Practice or purchase them on their own.
Blueprints
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We plan your workload around how much you can realistically take on, including time for family, rest, friends, and the things that keep you well. You get a schedule that fits your life.
Ideal for when you're feeling stretched thin and want a schedule that fits your life
You receive:
Capacity Conversation: one 90-minute session where we talk through your current commitments, your energy, and the things that are non-negotiable, like family, rest, friends, and wellness.
Weekly Schedule: one one-page schedule showing when client work, admin, and rest happen, built around your real bandwidth, with one round of revisions.
Workload Limits: one sheet with the most clients, sessions, or projects you can hold at once, and why.
Calendar and Booking Setup: one calendar and up to two booking links updated with protected time blocks (family, rest, and personal commitments) so what clients see matches your real availability.
90-day Check-In: one 60-minute session, about three months after delivery, to look at how your schedule is working and adjust it as your life changes.
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Your energy and availability change, whether monthly with PMDD, endometriosis, or PCOS, or through the year as a mother. We plan for that. We set your slower periods ahead of time, so your clients know what to expect and what we handle while you rest.Ideal for when your energy shifts monthly or through the seasons of motherhood.
You receive:
Season Mapping Session: one 90-minute session where we work out your natural rhythms together, whether monthly (PMDD, endometriosis, PCOS), through the year as a mother, or both.
Working Seasons Calendar: one 12-month view of your fuller and slower periods, set ahead of time.
Reduced Capacity Plan: one written plan stating what pauses, what continues, and what gets handled for you during slower periods.
"Urgent" Defined: one written agreement on the criteria for what reaches you during a rest period and what waits.
Client Message Templates: up to five ready-to-send notes, including slower-period announcements and out-of-office replies that set response-time expectations.
Client-Facing Availability Language: short wording for up to three places (for example, your website, onboarding packet, or contract) so clients know what to expect from the start.
Coverage Plan: one plan for who or what handles inquiries, billing, and follow-up while you rest.
Seasonal Planning Checklist: one reusable short list to run through before each season so you're never caught off guard.
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We create the checklists and step-by-step guides that let you pass admin work to someone else. Everything is written down, so a new person can pick it up without you explaining it all.
Ideal for when you want to be ready to hand work to a practice manager, administrator, or new clinician without explaining it all.
You receive:
Task Inventory: one list of up to 25 recurring admin tasks, sorted into what you keep, what you're ready to hand off, and what can be automated.
Step-by-Step Guides: written instructions for up to eight tasks, detailed enough that a future practice manager, administrator, or new clinician can follow them without asking you.
Checklists: one quick version of each guide (up to eight) for daily, weekly, and monthly routines.
Trackers: up to three simple spreadsheets for the recurring work in your practice, with instructions for using them.
Tools and Access List: one list of every platform your practice uses, what it's for, and who would need access at what level when you bring someone on.
What to Handle vs. What to Bring to You: one guide that spells out which tasks a new person takes care of alone, what comes to you, and how to reach you.
New Hire Welcome Guide: one starter document you can hand to a new administrator or clinician on day one, covering how your practice runs and where everything lives.
Organized Shared Folder: one labeled folder with everything in it, ready for whenever you're ready to hand it off.
What To Expect
Step 1. Clarify what truly matters
We get specific: what do you actually want this practice to feel like for you, not just your clients?
Step 2. Uncover what's holding you back
We look at what's working, what's falling apart, and what you've just been white-knuckling through between sessions.
Step 3. Build the plan and stay in it with you.
We build an operational plan with built-in capacity and boundary architecture to keep your practice running. When you're ready to grow, I stay on as your fractional practice manager.
