A comprehensive proposal prepared for Dr. Adrian Mesa and Lily by Adam Lakowitz at AZL Marketing.
Review ProposalDear Dr. Mesa and Lily,
Thank you both again for your time and for walking me through how AMP Mental Health is currently operating.
You've already built a strong practice. The opportunity now is to simplify the systems behind it, reduce some of the manual work, and create a better experience for both your team and your patients.
This proposal outlines how we can rebuild the website, connect inquiries and internal communications through AZL Flow (powered by GoHighLevel), and bring the administrative workflows in Lily's current spreadsheet into one organized system.
Our plan includes all 16 workflow categories in Lily's spreadsheet over the first six months. We'll introduce them in stages, with automated steps wherever practical and clear staff task tracking where a system connection is not yet available.
Based on Lily's research and our discussions, we believe AdvancedMD is the best fit for AMP's new EHR. Its integration capabilities will provide the foundation for connecting these systems as we move forward.
I appreciate the opportunity to continue working with you both and look forward to what we can accomplish together.
Building the Right Foundation for AMP Mental Health
Based on Lily's research and our discussions, we believe AdvancedMD is the best fit for AMP's needs.
One of its biggest advantages is the ability to connect with other platforms. AdvancedMD provides developer APIs that allow us to explore custom integrations with GoHighLevel and automate processes that currently require manual work.
Here's how we envision the two systems working together:
By connecting these systems where possible, we can reduce duplicate data entry, make information easier to access, and simplify daily operations. AdvancedMD would serve as the foundation for our proposed integration strategy, with specific connections depending on API access and technical requirements.
Bringing Everything Together With AZL Flow (powered by GoHighLevel)
AZL Flow, powered by GoHighLevel, will bring AMP's patient inquiries, communications, and administrative requests into one centralized system. Our focus is on reducing manual work, improving communication, and making daily operations easier for the entire team.
Keep contact information, communication history, staff notes, and outstanding administrative requests organized in one place.
Automatically capture website and Google Ads inquiries, assign staff, and manage timely follow-ups.
Organize rescheduling requests and automate reminders for staff to follow up consistently.
Track insurance, billing, prescription-related requests, and other tasks with clear assignments and statuses.
Give employees organized work queues showing what's pending, assigned, or completed.
Improve visibility into patient inquiries and appointment conversions while working toward connecting AdvancedMD and other platforms.
The six-month scope covers all 16 existing spreadsheet workflows, including inquiries, scheduling and cancellations, follow-ups, provider moves, insurance and billing, forms, authorizations, prescriptions, referrals, complaints, special cases, surveys, preceptorship, and daily staff tasks.
Each workflow will be incorporated into AZL Flow as an organized request or task process. Some steps can be automated immediately; integrations with AdvancedMD, phone systems, or other vendors will be added where access and testing allow.
Less time searching through spreadsheets, fewer repetitive tasks, and a clearer picture of what needs attention.
Better visibility into patient inquiries, staff activity, outstanding requests, and how marketing campaigns translate into appointments.
The goal is simple: Less time managing information and more time helping patients.
A Better Foundation for a More Connected Practice
As part of this project, we'll rebuild AMP's existing website while maintaining its current design, content, and overall appearance.
The goal is to improve website performance and make it easier to connect forms, chat, and other communication tools directly with AZL Flow.
By rebuilding the website alongside AZL Flow, we can make sure both systems work together from the beginning.
The goal is to keep the website AMP already knows while improving its performance, functionality, and connection to the new CRM.
Preserving existing brand familiarity, trust, and search rankings while engineering deep backend CRM sync.
Phased Deployment Across Lily's 16 Workflow Categories
Our first-six-month commitment is to move all 16 categories from Lily's tracking spreadsheet into the new CRM workflow, in manageable stages. This does not mean every external system will be fully synchronized by Month 6. We'll focus on building the website and core CRM system during the first 3–6 months, followed by continued improvements and support throughout the year.
Timeline estimates depend on AdvancedMD implementation, integration access, and third-party technical requirements.
A Collaborative Partnership for Long-Term Practice Velocity
Our team will work closely with Lily and the staff throughout the implementation to make the transition as smooth as possible.
Our involvement doesn't end when the initial systems are launched. We'll continue working with Lily and the team to keep everything running smoothly and make improvements as new needs arise.
Our goal is to handle the technical side so your team can focus on running the practice and caring for patients.
Structured for Long-Term Operational Success with Complete Transparency
One-time setup fee covering project discovery, website rebuild, system architecture, CRM setup, intake configuration, and initial workflow development.
Migrating administrative workflows into AZL Flow, connecting phone systems, developing approved AdvancedMD integrations, staff permissions, and testing.
Following the initial 6-month development, ongoing platform operations transition to the following service retainers:
Includes staff user access, monthly optimization meetings, and up to three hours of workflow maintenance and support. Additional development is quoted separately.
Covers routine website updates, maintenance, and technical support.
Annual website hosting begins in Month 7 and is billed separately from AZL Flow.
The $297 monthly HIPAA infrastructure fee continues throughout the agreement.
| Period | Services & Structure | Investment |
|---|---|---|
| Month 1 | Setup ($5,000) + HIPAA Infrastructure ($297) | $5,297 |
| Months 2–6 | Development ($3,000/mo) + HIPAA Infrastructure ($297/mo) | $3,297 / month |
| Months 7–12 | CRM ($800/mo) + Maintenance ($250/mo) + HIPAA ($297/mo) | $1,347 / month |
| Website Hosting | Begins Month 7 (Billed Annually) | $250 / year |
| Total First-Year Investment | All Core Services, Development, Maintenance & Hosting | $30,114 |
Communication usage, carrier registration, third-party subscriptions, API licensing, and development outside the agreed scope may incur additional charges. Integrations are subject to vendor access and technical feasibility.
Clear, Fair Terms Protecting Both AMP Mental Health & AZL Marketing
The initial six-month scope includes mapping and incorporating all 16 administrative workflow categories currently tracked in AMP's spreadsheet into AZL Flow. Each category will have a defined method of intake, assignment, tracking, and follow-up. The level of automation will vary according to available data and approved third-party integrations.
AZL Marketing will provide the website, CRM, automation, integration, training, maintenance, and support services outlined in this proposal.
The project will be implemented in phases, with priorities adjusted as needed based on testing, staff feedback, vendor capabilities, technical requirements, and AMP Mental Health's operational needs.
Work outside the approved scope, including substantial new functionality, additional integrations, custom development, expanded automation projects, or major changes to the agreed implementation, may require a separate estimate and written approval.
This agreement operates on a rolling six-month term beginning on the project start date.
At the end of each six-month term, the agreement will automatically renew for an additional six-month term unless either party provides at least 30 days' written notice of its intent not to renew.
Fees and obligations for the active six-month term remain in effect through the end of that term.
The initial $5,000 setup fee is due at project kickoff.
Months 2 through 6 are billed at $3,000 per month for continued development and implementation.
Beginning in Month 7, ongoing services are billed according to the rates outlined in this proposal, including AZL Flow CRM & Automation, website maintenance, HIPAA infrastructure, and applicable annual hosting.
Recurring fees are billed in advance unless otherwise agreed in writing.
Third-party charges, communication usage, API fees, software licensing, carrier fees, and other outside costs are billed separately unless specifically stated as included.
AMP Mental Health and AZL Marketing will work together to maintain appropriate safeguards for systems that may handle protected health information.
AMP Mental Health remains responsible for its clinical operations, patient-care decisions, internal privacy policies, staff compliance, EHR usage, and compliance obligations related to its medical practice.
AZL Marketing will configure and manage the systems within its scope using available HIPAA-enabled infrastructure and appropriate administrative and technical safeguards.
Any third-party platform, middleware provider, integration, or service that may receive or process protected health information must be reviewed for appropriate security, HIPAA compatibility, and Business Associate Agreement requirements before implementation.
Clinical notes, prescribing, medical decision-making, treatment documentation, and other clinical records will remain within AMP Mental Health's approved clinical systems unless otherwise specifically authorized and technically approved.
AdvancedMD is intended to serve as AMP Mental Health's primary clinical and EHR environment.
AZL Flow will primarily support patient inquiries, administrative workflows, communications, internal requests, staff assignments, follow-up processes, and approved automation.
AZL Marketing will not replace the responsibilities of AMP Mental Health's EHR provider, clinical staff, billing providers, prescribing systems, or other healthcare vendors.
Any connection between AZL Flow and AdvancedMD will depend on available API access, vendor approval, licensing, security requirements, and technical feasibility.
This project may involve AdvancedMD, GoHighLevel/AZL Flow, RingCentral, communications providers, middleware, APIs, hosting providers, and other third-party systems.
AZL Marketing cannot guarantee the functionality, availability, approval timelines, pricing, uptime, API access, or future capabilities of third-party platforms.
Integrations described in this proposal are subject to: vendor approval, available APIs, licensing requirements, security requirements, HIPAA requirements, technical feasibility, and third-party system changes.
If a proposed integration cannot be completed as originally anticipated, AZL Marketing will work with AMP Mental Health to identify a reasonable alternative approach.
HIPAA infrastructure, API licensing, communication usage, carrier registration, middleware, software subscriptions, vendor fees, hosting, and other third-party costs are separate from AZL Marketing's service fees unless specifically identified as included in this proposal.
Any material additional cost requiring AMP Mental Health's approval will be discussed before implementation.
Changes in third-party pricing are outside AZL Marketing's control and may be passed through to AMP Mental Health when applicable.
AMP Mental Health will provide timely access to required accounts, systems, staff, business information, workflows, vendor contacts, credentials, approvals, and testing resources.
AMP Mental Health will designate appropriate team members to: review workflows, participate in testing, provide operational feedback, attend training, approve major system changes, provide information required for integrations, and confirm clinical and administrative procedures.
Project timelines may be affected when required information, approvals, vendor access, or client participation is delayed.
Automations and integrations will be introduced in phases and tested before broader deployment whenever practical.
Because this project involves multiple systems and evolving operational workflows, adjustments may be required as real-world usage identifies new needs, technical limitations, or opportunities for improvement.
The implementation roadmap is intended to provide direction, but specific timelines may change based on vendor access, AdvancedMD implementation, API approval, third-party requirements, testing, and staff feedback.
Material changes to the approved scope may be quoted separately.
AZL Marketing will provide training and support to help AMP Mental Health staff adopt the agreed systems and workflows.
AMP Mental Health is responsible for ensuring that appropriate employees participate in training, follow internal procedures, maintain account security, and use the systems according to the practice's policies.
Additional training beyond the agreed project scope may be provided separately if needed.
Beginning in Month 7, the AZL Flow CRM & Automation service includes: staff user access, monthly optimization meetings, monitoring of existing workflows, troubleshooting, and up to three hours per month of workflow maintenance and support.
Unused support hours do not roll over.
Additional development, new integrations, major workflow changes, or work beyond the included support allowance may be quoted separately.
Website maintenance covers routine website updates, maintenance, and technical support as described in the proposal. Major redesigns, significant new functionality, extensive new pages, or custom development are not included unless approved separately.
Website hosting is billed annually at $250 beginning in Month 7. Hosting includes infrastructure required to keep the site secure, accessible, and operational.
AMP Mental Health will retain ownership of its business content, branding, patient information, domain, third-party business accounts, and practice-specific data.
Upon payment of applicable project fees, AMP Mental Health will retain access to the completed website and systems developed specifically for its account, subject to third-party platform licensing.
AZL Marketing retains ownership of its internal processes, reusable systems, templates, automation frameworks, development methods, and proprietary implementation tools.
AZL Marketing will use commercially reasonable efforts and professional best practices to implement and maintain the systems described in this proposal.
Either party may opt out of the next six-month renewal term by providing at least 30 days' written notice before the end of the current term.
By approving this proposal, AMP Mental Health acknowledges and accepts the project scope, investment, implementation approach, responsibilities, payment terms, renewal structure, and terms outlined in this proposal.
Accept the proposal below to finalize onboarding, or schedule a discovery call with Dr. Mesa, Lily, and the AZL team.
Pick a convenient time for Dr. Mesa, Lily, and the AZL team to review questions and align on kickoff.