Practice Audit & Diagnostics · Confidential

Month 1Identity Shift & Business Audit

Phase 1: Foundation · Designed for Freedom™
Michael Stefanescu

THE $1M OPTOMETRY BUSINESS ACCELERATOR Establish the CEO identity · Audit the practice · Find the profit

Practice name

Owner name

Date completed

Answers save automatically

Module Purpose

Month 1 · Identity Shift & Business Audit

Establish the CEO identity, conduct a complete practice health audit, and identify $30,000–$100,000 in recoverable profit hiding in plain sight.

Mindset Shift This Month

“I am my practice” → “I own my practice”

The Four Weeks

Week	Theme	Primary Tool	Session Goal
Week 1	The Numbers Don't Lie	Practice Health Audit (A–D)	Surface the financial reality of the practice
Week 2	The Vision That Pulls You Forward	Operator vs Owner Assessment + Vision Builder	Build a vivid 12-month vision & CEO commitment
Week 3	Reclaim Your Time	CEO Time Audit (7-Day Log)	Calculate true cost of low-leverage work
Week 4	Your 12-Month Battle Plan	12-Month Battle Plan Grid	Produce a clear, signed, sequenced action plan

Estimated Value Created This Month

$30,000 – $100,000 in recoverable profit identified

Month-End Milestones — All Must Be Complete Before Month 2

Completed Practice Health Audit (Sections A–D) — all KPIs filled in Operator vs Owner Score documented — stage identified and shared 12-Month Vision Statement signed by client and coach 12-Month Battle Plan locked — first 3 months confirmed with dollar targets $30,000+ in profit leakage identified, quantified and acknowledged CEO Calendar rebuilt and operated from for at least 1 week At least 1 delegation conversation completed

Milestones complete

—

Out of 7 required before Month 2 opens

Week 01

Practice Health Audit

Enter your current number in each row. The Gap column fills itself the moment you type, comparing you to the benchmark.

Practice Information

Practice Name

Owner Name

Date Completed

Number of Locations

Annual Revenue (last FY)

Number of Chairs

Section A — Revenue & Consult Metrics

Metric	Industry Benchmark	Gap
Revenue Per Consult ($)The average revenue generated by a single consultation visit, including any optical or contact lens sale attached to that visit.	$180 – $220	—
Total Consults Per Week	60 – 80	—
Optical Capture Rate (%)	65% – 80%	—
Average Frame Sale ($)	$380 – $500	—
Second Pair Rate (%)	20% – 30%	—
Sunglasses Conversion (%)	15% – 25%	—

Section B — Cost & Margin Metrics

Metric	Industry Benchmark	Gap
Optical Cost of Goods (%)	30% – 35%	—
Overhead % of Revenue	< 65%	—
Staff Cost % of Revenue	35% – 42%	—
Rent % of Revenue	< 8%	—
Net Profit Margin (%)	25% – 40%	—
Owner's Draw vs Market Salary	Benchmark $180K+	—

Section C — Patient & Capacity Metrics

Metric	Industry Benchmark	Gap
Chair Utilisation Rate (%)	75% – 85%	—
Available Consult Hours/Week	—	—
Booked Consult Hours/Week	—	—
Staff Productivity (Revenue ÷ FTE)	> $220K per FTE	—
New Patients Per Month	40–60 per chair	—
Patient Recall Rate (%)	> 70%	—
Recall Success Rate (%)The percentage of recalled patients who actually return and book, as distinct from the percentage you successfully contact.	75% – 85%	—

Metrics entered

—

Out of 19 benchmarked metrics

At or above benchmark

—

Where your practice is already strong

Below benchmark

—

Where the recoverable money is sitting

Section D — Debrief: Top 3 Profit Leakage Zones

#	Current Loss Estimate ($)	Quick Win Action
1
2
3
Total identified annual leakage	—	Every dollar here is recoverable

Homework · Before Week 2

Complete all input cells above

Be honest — the numbers don't lie. Bring this to the Week 2 session.

Week 02

Operator vs Owner Self-Assessment
+ Vision Builder

Rate yourself honestly on each dimension. Score 1 (Full Operator) to 5 (Full Owner). Your total and your stage calculate as you go.

Part 1 — Operator vs Owner Self-Assessment (10-Question Diagnostic)

Click the description in each row that is most honestly true of you today.

Dimension & Question	1 Full Operator	2 Mostly Operator	3 In Transition	4 Mostly Owner	5 Full Owner	Your Score
DECISIONSWho makes the day-to-day decisions in your practice?						—
TIMEHow do you spend the majority of your working hours?						—
REVENUEIs revenue dependent on your personal presence?						—
SYSTEMSDoes the business run on documented systems?						—
EXIT READINESSCould you sell this business tomorrow?						—
TEAM LEADERSHIPHow does your team perform without your direct involvement?						—
FINANCIAL CLARITYHow clearly do you understand your practice finances?						—
MARKETINGWho drives new patient acquisition?						—
MINDSETHow do you see your practice?						—
GROWTH VISIONDo you have a written, specific growth plan?						—

Your Operator vs Owner Score

— / 50

Answer all ten to see your stage

Each dimension you complete sharpens the picture. All ten give you your owner stage.

Your key focus—

Score Interpretation

Score Range	Owner Stage	What It Means	Your Key Focus
10–15	Deep Operator	The business cannot survive without you in it daily. Revenue stops if you stop.	Identity shift is urgent. Delegation and systems are your first priority.
16–25	Emerging Owner	Awareness is building. You see the problem but habits pull you back into operations.	Systems and delegation training. Block CEO time immediately.
26–35	Transitioning Owner	Solid progress. You are moving in the right direction but inconsistently.	Protect CEO time. Keep delegating. Document one process per week.
36–45	Strategic Owner	You are leading the business rather than running it. Real leverage is building.	Scale what works. Move toward exit-readiness.
46–50	Freedom Owner	You are operating as a true business owner. The practice is an asset.	Focus on growth, acquisition, or exit strategy.

Part 2 — Vision Builder Worksheet

Complete all three parts below. Be specific with numbers — especially in Part A. Sign the commitment statement in Part C.

Part A — The Numbers (12-Month Targets)

Target Annual Revenue in 12 Months

Target Net Profit in 12 Months

Owner's Personal Take-Home Target

Owner's Clinical Days Per Week

days

Holiday Weeks Per Year (fully off)

weeks

Target Team Size (FTE)

staff

Target Number of Locations

Implied net profit margin at target

—

Target net profit divided by target revenue

Revenue growth on last FY

—

Against the annual revenue you entered in Week 1

Part B — The Feeling

What does your daily life look and feel like when the vision is achieved?

What does a typical Tuesday look like in 12 months? (Where are you, what are you doing, who are you with?)

How do you feel walking into your practice — or choosing not to?

What has changed most dramatically about how you spend your time?

What have you stopped doing that you currently hate doing?

Part C — CEO Commitment Statement

Sign and date this declaration

I, , commit to showing up as the Owner — not the Operator — of my practice.

I will protect my CEO time, make decisions from strategy not urgency, and build a business that can run and grow without me.

My 12-month vision is real, specific, and achievable. I am accountable to it from this day forward.

Signature

Date

Witnessed by Michael Stefanescu

Date

Homework

Read your vision statement aloud each morning for 30 days

Share it with a trusted person this week.

Week 03

CEO Time Audit
— 7-Day Task Tracking Log

For 7 consecutive working days, log every task you perform. The summary at the bottom totals itself and prices your time for you.

How to Use This Audit

For 7 consecutive working days, log EVERY task you perform. Categorise each task as: C = CEO-Only (only you can do this, high strategic value) | D = Delegate Now | E = Eliminate (adds no value)

Effective Hourly Rate Calculator (Complete before starting the audit)

Annual Practice Revenue

Your Available Working Hours Per YearFor example, 48 weeks × 40 hours = 1,920

Effective Hourly Rate = Revenue ÷ Hours

—

7-Day Task Log — Log every task for each working day

Day	Start Time	Task Description	Duration (hrs)	Category	Delegate To / Notes
Monday





Tuesday





Wednesday





Thursday





Friday





Saturday





Sunday

7-Day Audit Summary

This totals automatically from your log above. Nothing to add up by hand.

Category	Total Hours This Week	% of Your Week	Cost at CEO Rate	Insight / Action
C — CEO Only Tasks	—	—	—	Hours you SHOULD be spending
D — Delegate Now	—	—	—	Cost of doing this yourself vs CEO rate
E — Eliminate	—	—	—	Pure waste — stop immediately
Total	—	—	—

Key Insight

—

Misallocated every week

Hours lost to D and E tasks this week, multiplied by your effective hourly rate. This is what low-leverage work is costing you, priced at what your own time is actually worth.

Across a 48 week working year—

Homework · Week 3

Track every task using C, D and E

Bring the completed log to Week 4. Block 2 × 2-hour CEO blocks per week in your calendar.

Week 04

12-Month Battle Plan
— Month-by-Month Priority Grid

Build this plan together with Michael, month by month. Lock your Month 1 non-negotiables before the session ends.

Month 1 Non-Negotiables (Must be complete before Month 2 begins)

#	Non-Negotiable Action	Due Date	Status
1	Practice Health Audit (Sections A–D) fully completed and reviewed with Michael
2	Operator vs Owner score documented — stage identified
3	Vision Builder Worksheet completed — CEO commitment statement signed
4	CEO Time Audit — 7-day log completed and cost of D+E tasks calculated
5	12-Month Battle Plan locked — first 3 months confirmed with dollar targets

12-Month Battle Plan Grid

Month	Phase	Target $ Outcome
Month 1	Phase 1 Foundation
Month 2	Phase 1 Foundation
Month 3	Phase 2 Revenue Engine
Month 4	Phase 2 Revenue Engine
Month 5	Phase 2 Revenue Engine
Month 6	Phase 3 Team & Systems
Month 7	Phase 3 Team & Systems
Month 8	Phase 3 Team & Systems
Month 9	Phase 4 Scale & Exit
Month 10	Phase 4 Scale & Exit
Month 11	Phase 4 Scale & Exit
Month 12	Phase 4 Scale & Exit
Total 12-month target outcome		—

Owner Lever Key

Revenue	Optical, recall, pricing, specialty services
Time	Delegation, CEO calendar, time extraction
Team	Hiring, onboarding, culture, performance KPIs
Systems	SOPs, automation, operations manual
Exit	Valuation, VDD, legal readiness, deal preparation

Week 4 Session

Build this plan together with Michael — month by month. Lock your Month 1 non negotiables before the session ends.

Month 1 Complete

You now have the numbers, the stage, the true cost of your time, and a sequenced plan. Everything in the next eleven months is built on this.

Onwards · Month 02