When it comes to building a private practice that offers both financial and personal freedom, few stories illustrate the possibilities better than Stacey Molle’s. Stacey, a psychiatric nurse practitioner and FNP, has navigated multiple practices, scaled them, and even sold one—all while creating the lifestyle she wanted for herself and her family. Here’s what she shared in our live webinar about her journey and the systems she uses to make freedom possible.
The Path to Freedom
Stacey’s journey began in 2021, after graduating from her PMHNP program. Feeling burned out and constrained by traditional work structures, she launched her first private practice and then relocated with her children to Merida, Mexico. She quickly realized that freedom isn’t just about working fewer hours—it’s about creating sustainable systems, building financial independence, and having the emotional freedom to enjoy life on your own terms.
Over the next few years, Stacey scaled multiple practices, including two psychiatric practices and two weight management businesses, with a mix of in-person and remote services. She emphasizes that freedom comes not from luck but from intention, structure, and the willingness to take risks and embrace messy beginnings.
What Real Freedom Looks Like
Stacey defines freedom across three main areas:
- Time Freedom: Being able to control your schedule instead of being controlled by it. For Stacey, this has meant building practices that allow her to travel with her children and live internationally while still running thriving businesses.
- Financial Freedom: Generating sustainable revenue that isn’t tied directly to hours worked. Stacey highlights that creating systems and protocols enables her to earn based on expertise rather than constant labor.
- Emotional Freedom: Cultivating confidence, trust, and belief in yourself and your business. For Stacey, this was crucial—moving beyond the scarcity mindset and trusting that her efforts would yield results.
Building the Framework for Freedom
Stacey outlined the framework she uses to scale practices while maintaining freedom, which includes three pillars:
1. Systems
- Protocols: Develop protocols for everything from insurance verification to charting. Stacey stresses that protocols don’t have to be perfect from the start—they should be adaptable and updated over time.
- Templates in OptiMantra streamline charting, emails, letters, and patient handouts, ensuring consistent, high-quality care across the practice.
- Reporting: Track staff performance and practice outcomes using built-in reports. Stacey emphasizes that tangible metrics reduce micromanagement and provide clarity on what’s working and what needs adjustment.
- Using a Virtual Assistant? Stacey recommends using employee monitoring software to ensure productivity.
2. Automation:
- Use tools to handle repetitive tasks such as appointment reminders, invoicing, recurring billing, and follow-ups. Stacey points out that automation allows practices to scale without burning out the owner.
3. People
- Hire slowly, but fire fast. Getting the right team in place is critical for scaling. Stacey shares that empowering staff with clear protocols and defined roles creates ownership and reduces bottlenecks.
- P.S. Fired someone recently? OptiMantra recommends the following steps as best practice:
- Immediately deactivate them within Opti which will automatically remove them from the system
- Make sure to also remove their access to their business email and your clinic! This is sometimes overlooked
- If there are concerns around unlawful access, audit trails track activity and can be reviewed
- P.S. Fired someone recently? OptiMantra recommends the following steps as best practice:
- Staff training should combine video tutorials, written protocols, and hands-on guidance to ensure everyone is confident using the EMR and internal workflows.
- Stacey notes that culture and boundaries are essential. She encourages:
- Celebrating individual strengths and ensuring the right fit for each role.
- Giving staff autonomy while maintaining accountability.
- Setting personal and professional boundaries to prevent burnout.
OptiMantra’s Role
OptiMantra serves as the central hub for Stacey’s practices, supporting automation, templates, protocols, and training resources.
She states, “It's customizable for any practice of any size…It entails anything I can imagine…anything I need has been there. The templates, protocols, and stuff have really made my life exponentially easier and everyone else's too.” She also highlights OptiMantra’s:
- Customizability: Works for solo practices as well as large group practices.
- Templates and Protocols: Over 1,400 templates and extensive onboarding resources make training efficient.
- Customer Support: Stacey values OptiMantra’s consistent support and responsiveness, which she finds superior to other EMRs she’s used.
Importantly, Stacey emphasizes the owner’s involvement in setup. Understanding the ins and outs of your EMR allows you to maintain continuity even if staff turnover occurs.
What Does Stacey Recommend As Next Steps?
- Write down your “Why”
- Identify one process to systemize this week
- Choose one area to delegate or automate
- Evaluate your EMR: Does it help or hinder growth?
As Stacey states, “You are allowed to define what freedom looks like for you, and there’s people and there are tools that are going to help you do that.”
If you missed the live session, you can watch the full recording here:
Ready to create more freedom in your practice?
Join the OptiMantra Official Users Facebook Group to connect with other practitioners, share wins, and discover tools that simplify your day.
Not yet on OptiMantra? Start a free trial or schedule a demo to see how it can transform your operations and your work-life balance.
