Work
A solo practice's back office as agents: contracts, deadlines, bookkeeping, payroll, ads, and a supervisor that checks they ran
Big groups have contracting, finance and HR staff; a solo practice has you, after clinic.
What hurt
Dr. Andrew Yang (@HandSurgeonMD), a hand surgeon in solo practice, built his back office from Grok Bot agents, one per job, and wrote up what each one does, with the honest limits. Not affiliated with xAI.
What to install or create
An office-manager agent drafts rate-increase letters he reviews and sends, and tracks payer renewal dates. A compliance agent tracks malpractice certificates for each facility. A bookkeeping agent pulls receipts from email into QuickBooks twice a day and reports month-to-date profit. A payroll agent builds pay reports that he approves before payment. A marketing agent pruned years of wasted ad search terms. An executive assistant triages inboxes and checks twice a day that every other agent's routines actually ran.
Bots
Executive assistant
Triages inboxes, routes work, checks twice a day that every routine ran.
Bookkeeping agent
Receipts into QuickBooks, matched to bank lines; nightly month-to-date profit.
Plugins
Gmail
Required
Browser
Optional
Routines
Routine check. Twice a day. Confirm every agent's routines ran; flag any that didn't.
The prompt
This is a tip, not a pasteable system prompt. The author did not publish one. Follow the first-run steps.
First run
- 1Read https://x.com/HandSurgeonMD/status/2108912479539523840 (credit @HandSurgeonMD).
- 2Pick one painful job (receipts, timesheets or ad waste) and give it to one agent.
- 3Make compliance rule one: check what each tool can access before you turn it on.
- 4Keep approvals on for money and letters, and track one number weekly (overhead %).
- 5Add agents one at a time, then add a supervisor that checks the others ran.
Approval fence
No money or letters go out without his yes. Check HIPAA compliance and BAAs before connecting any tool to patient data. Not medical, legal or tax advice.
What to tweak
Add agents one at a time, then give them a supervisor whose only job is checking that the others ran.
Source
Andrew Yang, MD | Hand Surgeon @HandSurgeonMD · Original post
Not affiliated with xAI. We did not write this prompt. Third-party template terms still apply.
Pro pack
Solo-founder ops desk: one morning note, four gates
Three bots run the back office of a one-person company or side business: a morning note of what changed, a Friday keep/fix/cut review, and wake-ups only for money, publishing, sending as you, or anything irreversible.