A unified patient acquisition system, custom automated operational CRM, and synchronized clinical workflow - designed to scale clinical operations and deliver 25-35 hours back to your team every single week.
Review ProposalDear Dr. Adrian Mesa & Lily,
First and foremost, thank you both for your time and open collaboration during our discovery sessions. When speaking with thriving practices like AMP Mental Health, we often find that clinical excellence naturally outpaces the legacy administrative tools built around it. Your dedicated team delivers extraordinary clinical outcomes, yet your daily operations have become constrained by manual data entry across disconnected spreadsheets, fragmented intake channels, and repetitive phone follow-ups.
This proposal is built specifically to liberate your team from those bottlenecks. By replacing multi-tab tracking with a synchronized AZL Flow CRM, deeply integrating your intake with RingCentral and AdvancedMD, and deploying an elite high-converting web presence, we are not just upgrading your technology - we are restoring focus, patient connection, and operational clarity across your entire organization.
We look forward to partnering closely with you both to build an enduring digital foundation for AMP Mental Health's continued growth.
A detailed breakdown of current administrative time drains and the exact hours recovered weekly through unified AZL Flow automation.
| Operational Bottleneck | Current Manual Reality | Hours With AZL Flow | Weekly Hours Saved |
|---|---|---|---|
| 1. Lead Intake & 3-Contact Cadence | Manually monitoring form emails, copying contact details into spreadsheets, assigning staff, manual texting/dialing, and logging contact attempts across separate sheets. | Instant auto-reply via SMS/Email within 60 seconds; unified inbox with automated 3-attempt cadence and 1-click outcome logging. | 8 - 10 hrs / wk |
| 2. Multi-Tab Patient Duplication | Typing identical patient demographics across Cancellations, Follow-up Due, Prior Authorizations, and Billing sheets (same patient in 3-5 tabs). | One Unified Patient Profile in AZL Flow. Changing status or adding a note updates all views automatically without re-entry. | 5 - 7 hrs / wk |
| 3. Phone & Communication Cross-Checking | Switching between the RingCentral desktop app, cell phones, and spreadsheets to verify: "Did someone follow up with Mrs. Rodriguez?" | Integrated 2-way RingCentral sync. Every phone call, recording, voicemail, and SMS thread automatically logged to patient timeline. | 4 - 6 hrs / wk |
| 4. Cancellation Rescheduling & Recalls | Manually scanning the calendar at end-of-day for cancellations, writing names on paper or spreadsheets, and remembering to call days later. | Automated re-engagement workflows trigger immediately upon cancellation with 1-click self-rescheduling links and staff alerts. | 5 - 7 hrs / wk |
| 5. AdvancedMD Patient File Creation | Alt-tabbing back and forth copying name, DOB, insurance policy numbers, and address into AdvancedMD EHR fields one by one. | Automated demographic payload sync into AdvancedMD upon completed intake packet, eliminating manual transcriptions. | 3 - 5 hrs / wk |
Lily and the front desk team regain total clarity over their day. Instead of spending 5-7 hours manually re-typing patient data across multiple sheets and asking who made which call, every patient conversation, attempt, and appointment status lives in one clean dashboard.
Dr. Mesa receives uncompromised executive control over practice health without asking for status spreadsheets. Real-time dashboards report exact lead acquisition costs, cancellation recovery rates, intake conversion velocity, and provider schedule density.
A comprehensive architecture covering your patient-facing brand, operational CRM backbone, and deep EHR integration.
A bespoke, mobile-first web experience engineered for rapid load times, patient trust, and seamless friction-free scheduling.
A centralized operating system replacing disconnected Google Sheets with automated patient pipelines, smart tasks, and 2-way communications.
Secure, automated data handoffs between your acquisition engine and clinical EHR, eliminating manual dual-entry.
Mental health data requires uncompromising regulatory rigor. To protect practice liability and guarantee that Dr. Mesa's clinical records remain pristine, our architecture adheres to a strict dual-framework integration model:
Built on HL7 FHIR R4 payloads and ONC 170.315(g)(10) certified endpoints under the 21st Century Cures Act. Uses SMART-on-FHIR OAuth 2.0 to safely query schedule availability, provider rosters, and appointment status in real time.
Structured REST/JSON payloads utilizing AdvancedMD's developer partner framework to execute clean demographic creation (AddPatient) upon completed intake. Formatted to exact AdvancedMD field validation rules so no manual alt-tab transcription is required.
A clear, phased deployment timeline ensuring zero operational interruption to current patient care.
Complete redesign and deployment of the high-converting AMP Mental Health website. Instant lead ingestion from website forms and Zocdoc into AZL Flow, with automated 3-contact outreach sequences deployed immediately.
Retiring disconnected spreadsheet tabs. Consolidating cancellations, recalls, and prior authorization workflows into AZL Flow. Activating 2-way RingCentral telephony sync and setting up direct AdvancedMD EHR data push.
Delivering custom executive dashboards for Dr. Mesa and Lily. Deploying automated patient review generation, periodic recall sequences, and ongoing pipeline refinements during monthly strategy sessions.
Structured for long-term clinical velocity with complete transparency and zero hidden fees.
Covers all engineering, design, custom CRM buildout, AdvancedMD integration, data migration from current spreadsheets, RingCentral pairing, and dedicated staff training.
Project discovery, website rebuild, system architecture, CRM setup, intake configuration, and initial workflow development.
Migrating administrative workflows into AZL Flow, phone systems, 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.
Covers routine website updates, maintenance, and technical support.
Dedicated infrastructure to keep the website secure, accessible, and operational. Begins Month 7 and billed annually.
Encrypted vault, audit trails, and BAA support continues throughout the agreement.
Let's finalize the details and begin the system architecture setup.
Pick a convenient time for Dr. Mesa, Lily, and the AZL team to review questions and align on kickoff.
Confirm proposal details below. Onboarding and architecture begin immediately upon confirmation.