Healthcare, Med Spas & Senior Care — Capacity, Cash, and Compliance-Aware Workflows

Clinics and care facilities thrive on a steady rhythm. At Take Flight Business Solutions, we help medical and aesthetic practices—and senior care providers—make decisions with timely books, clear dashboards, and a cadence that supports patient care and profitable operations. Led by Brian Dela Cruz, CPA (MA), we understand the mix of provider capacity, rooms, memberships, retail sales tax, payer rules, and staffing that separates thriving organizations from stressed ones.

Who we serve (local + nationwide)

We support organizations across the U.S. from our Florida base—especially around Pensacola, Cantonment, Pace, Gulf Breeze, Milton, Navarre, Perdido, Fort Walton Beach, Niceville, and Gulf Shores/Orange Beach, AL. Typical fits include:

• Small medical practices (family medicine, pediatrics, urgent care, specialists) needing clean books tied to their EHR/PM and a simple cash plan.
• Med spas & aesthetic clinics balancing room/provider capacity, memberships/packages, retail products, and sales tax.
• Assisted Living Facilities (ALFs) optimizing occupancy, tracking deposits/care-level fees, and coordinating payroll across shifts.
• Nursing homes / skilled nursing that need dependable census/occupancy reporting, clean GL mapping for payroll and supplies, and lender-ready statements.
• Home healthcare agencies managing visit volumes, caregiver payroll, mileage/expenses, and multistate considerations as they expand.

What we do (in plain English)

• Capacity & scheduling clarity: Simple math for providers/rooms (or caregivers/visits) so schedules support margin, not just volume.
• Collections visibility (RCM-aware): We summarize collections trend, write-offs, and days in AR in plain English so bottlenecks get attention. (We coordinate with your EHR/PM exports but don’t replace clinical systems.)
• Retail & sales tax where it applies: Correct mapping for product sales (e.g., skincare in med spas) and local sales-tax filing discipline.
• Memberships & packages (med spas): Recognition aligned with delivery; gift card and breakage handled cleanly for trustworthy margin.
• Occupancy & census reporting (ALFs/Nursing homes): Side-by-side views of census, payer mix, and per-resident metrics that reveal true performance.
• Visit-based ops (Home healthcare): Tie caregiver payroll and mileage to service lines and locations so contribution margin is real.
• Payroll tie-outs: Compensation models (hourly, commission, provider/caregiver pay) reconciled to the general ledger so reports agree.
• Cash planning: Short, rolling forecasts for payroll, rent, supplies, taxes, and debt—so staffing decisions and expansions stay controlled.

The healthcare cadence (how it actually works)

1. Baseline & targets — We map visit/room capacity, payer/retail mix, census or membership levels, AR days, and cash needs; then set a handful of practical targets (labor %, contribution margin, occupancy, days cash on hand).
2. Cleanup & setup (if needed) — We rebuild charts, bank rules, locations/classes, and mapping from EHR/PM/POS/processor exports so accounting reflects operations.
3. Monthly review — Reconciliations plus a one-page summary: capacity/occupancy, collections, margin, inventory/supplies, and the 1–3 actions for the next month (pricing, staffing, scheduling, vendor).
4. Quarterly planning — Staffing plans, membership price reviews, capex, payer/fee changes, and tax estimates—reviewed early enough to act.

Segment-specific focus

• Small medical practices: Appointment mix, provider utilization, payroll tie-outs, supply costs, simple KPIs (per-provider revenue, AR days, cash runway).
• Med spas: Room/provider capacity, membership/package recognition, retail sales-tax mapping, inventory for injectables/consumables, campaign ROI.
• ALFs: Occupancy trends, deposit/care-level fee tracking, staffing ratios by shift, vendor controls, and clean reporting for lenders/owners.
• Nursing homes: Census and payer-mix reporting, supply and labor variance views, and documentation that supports bank diligence.
• Home healthcare: Visit volumes, caregiver payroll/mileage mapping, route/territory views, and location-level contribution margin.

Common pains we fix (and our fix)

• “We’re busy but cash is tight.” → Collections focus (summarized), labor controls, and clear cash-flow forecasts.
• “Memberships and retail are messy.” → Clean revenue recognition and sales-tax mapping; inventory discipline without over-engineering.
• “Occupancy looks fine, profit doesn’t.” (ALFs/Nursing) → Side-by-side census, payer mix, labor %, and supplies that explain the gap.
• “Payroll and reports don’t match.” → Monthly tie-outs so compensation models and your P&L agree.
• “Multi-location growth is chaotic.” → Location/department classes and practical dashboards so expansion doesn’t break the books.

Why healthcare teams choose Take Flight

• CPA (MA) oversight in plain English—what changed and what to do next
• On-time books that reflect how your operation actually runs
• Bank- & tax-agency–ready support files maintained during the year
• Transparent pricing—monthly cadence, with one-off cleanups or rebuilds scoped separately

Local access. National consistency.

If you’re near Pensacola/Cantonment, we’re available for milestone meetings (pricing updates, budget reviews, year-end planning). Prefer fully virtual? You’ll get the same cadence via secure portals and short screen-recorded walkthroughs you can share with partners and managers.

Your next step

Book a 30-minute fit call. We’ll review your goals, confirm the handful of metrics that matter for your model (practice, med spa, ALF, nursing home, or home health), and give you a written scope with fixed monthly pricing. If cleanup is needed first, we’ll quote it as a defined project so your next quarter starts on clean, decision-ready numbers.