A focused operations proposal prepared for Adrian Mesa & Lily by Adam Lakowitz at AZL Marketing.
Review ProposalDear Adrian,
Thank you for your feedback on the proposal. I agree that our first priority should be simplifying the team's daily processes without making major changes that aren't necessary right now.
We can keep Practice Fusion in place and work with your existing website. By connecting your website forms and incoming inquiries to AZL Flow, powered by GoHighLevel, we can begin organizing and automating many of the tasks Lily and her team currently manage manually.
Our focus will be on the 16 workflow categories in Lily's spreadsheet, starting with the most important ones and gradually incorporating the remaining processes over the next six months.
We'll introduce the automations in stages, work closely with Lily and the team, and make adjustments as we go. Some processes can be automated right away, while others may still require staff involvement depending on the available integrations.
The website rebuild and a potential EHR change can remain separate projects for the future if we determine they're worthwhile.
Our goal is simple: Make the team's daily work easier, reduce repetitive tasks, and build a system that continues to improve as AMP grows.
I appreciate the opportunity to continue working together.
Start With What Matters Most
Our first priority is simplifying the administrative work Lily and her team currently manage through Google Sheets.
We'll use AZL Flow, powered by GoHighLevel, to bring these processes into one organized system, with automated reminders, staff assignments, and better visibility into outstanding requests.
We'll begin with patient inquiries, cancellations, appointment follow-ups, and daily staff tasks, then gradually incorporate all 16 spreadsheet workflow categories over the six-month implementation. Some processes can be automated right away, while others will initially require staff involvement.
We'll work with AMP's current website and connect its forms, incoming inquiries, and supported communication tools directly to AZL Flow. There's no need to rebuild the website to get started. We can revisit that separately in the future.
AMP can continue using Practice Fusion for patient records, scheduling, billing, and clinical operations. Once the CRM and initial automations are running smoothly, we can explore additional integrations with Practice Fusion or other platforms if there's a clear benefit.
Get the most important automations working first, demonstrate the improvements, and continue building from there. This approach allows us to make meaningful progress without disrupting the practice's existing operations.
Bringing Everything Together With AZL Flow
AZL Flow will provide one central place for the team to manage patient inquiries, administrative requests, communications, and follow-ups.
View contact information, communication history, staff notes, and outstanding administrative requests in one place.
Capture website and Google Ads inquiries directly in AZL Flow, assign staff, and organize follow-ups.
Manage cancellations, insurance questions, billing inquiries, prescription-related requests, and other daily responsibilities.
Automatically create tasks, assign responsibilities, and notify employees when follow-ups are due.
Track separate requests under one patient profile without repeatedly entering the same information.
Give Lily and the team a clear view of what's pending, assigned, overdue, or completed.
Our goal is to replace manual spreadsheet tracking with a more organized system that makes everyone's daily responsibilities easier to manage.
Less time searching through spreadsheets, fewer repetitive tasks, and a clearer picture of what needs attention.
Better visibility into patient inquiries, administrative activity, outstanding requests, and how our existing marketing efforts translate into appointments.
The goal is simple: Less time managing information and more time helping patients.
Making Better Use of the Systems Already in Place
We will connect the existing website and landing pages directly to AZL Flow without rebuilding the website. This will allow us to improve how incoming patient inquiries are collected, organized, and assigned to the team.
We'll work with the current website, making only the technical adjustments needed to establish reliable connections.
We'll test the forms and integrations as they're implemented to ensure inquiries are being received and routed correctly.
Get the automations working first. Any future website improvements can be considered separately.
Phased Deployment Across Lily's 16 Workflow Categories
We'll introduce AZL Flow in stages, starting with the most important administrative workflows and gradually incorporating all 16 categories from Lily's spreadsheet over the first six months.
Practice Fusion will remain in place throughout the implementation. We'll focus on improving administrative operations without disrupting clinical workflows.
Some processes can be fully automated, while others may continue requiring staff involvement until additional integrations become available.
Our goal is to have all 16 spreadsheet workflow categories incorporated into AZL Flow within six months, with a simpler, more organized system for the entire team.
Working Closely With Lily and the Team
Our team will work directly with Lily and AMP's staff throughout the implementation to make the transition from spreadsheets to AZL Flow as smooth as possible.
Rather than introducing everything at once, we'll implement workflows in stages, provide hands-on training, and make adjustments based on how the team uses the system.
Our involvement doesn't end after the first six months.
We'll continue supporting AZL Flow, maintaining existing automations, and working with Lily to improve the system over time.
Our goal is to give the team a reliable, organized system they feel comfortable using every day, with ongoing support as AMP continues to grow.
An Investment in More Efficient Operations
Our revised approach focuses on implementing AZL Flow, connecting AMP's existing website, and transitioning 16 administrative workflow categories into one organized system. Practice Fusion will remain in place, and the existing website will continue operating without a rebuild.
One-time setup fee covering project planning, AZL Flow configuration, staff access, integration of existing website forms, and development of the first administrative workflows.
Incorporating all 16 spreadsheet workflow categories into AZL Flow, staff assignments, notifications, follow-up automations, dashboards, testing, and training.
Following the initial 6-month development, ongoing platform operations transition to the following service retainers:
Includes staff user access, maintenance and monitoring of existing automations, monthly optimization meetings, and up to three hours per month of workflow maintenance and technical support. Additional custom development is quoted separately.
The $397 monthly HIPAA infrastructure charge continues throughout the agreement.
| Period | Services & Structure | Investment |
|---|---|---|
| Month 1: Setup + HIPAA | Initial Setup ($4,500) + HIPAA Infrastructure ($397) | $4,897 |
| Months 2–6: Development + HIPAA | Development ($3,000/mo) + HIPAA Infrastructure ($397/mo) | $3,397 / month |
| Total First 6 Months | Complete 16-Workflow Implementation & Training | $21,882 |
| Month 7 Onward: AZL Flow + HIPAA | CRM Platform Support ($600/mo) + HIPAA Infrastructure ($397/mo) | $997 / month |
| Total First-Year Investment | All Core Services, Development, Automation & Platform Support | $27,864 |
The existing website and Practice Fusion will remain in place. Website rebuilding, EHR migration, and ongoing website hosting or maintenance are not included. Third-party communication usage, API licensing, external subscriptions, and development outside the agreed scope may incur additional charges, subject to review and approval.
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 CRM, automation, integration of existing website forms, training, maintenance, and support services outlined in this proposal. Practice Fusion will remain in place, and the existing website will continue operating without a rebuild.
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, EHR migration, custom website rebuilding, additional integrations, or expanded development projects, 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 $4,500 setup fee and first month's $397 HIPAA infrastructure fee are due at project kickoff ($4,897 total).
Months 2 through 6 are billed at $3,000 per month for continued development and implementation plus the $397 monthly HIPAA infrastructure fee ($3,397/month total).
Beginning in Month 7, ongoing services are billed at $600 per month for AZL Flow CRM & Automation support plus the continuing $397 monthly HIPAA infrastructure fee ($997/month total).
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 ($397/month dedicated infrastructure).
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 (Practice Fusion) unless otherwise specifically authorized and technically approved.
Practice Fusion is intended to remain in place as AMP Mental Health's primary clinical and EHR environment for patient records, scheduling, billing, and clinical operations.
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 future connection or integration between AZL Flow and Practice Fusion will depend on available API access, vendor approval, licensing, security requirements, and technical feasibility.
This project may involve Practice Fusion, 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, and technical feasibility.
HIPAA infrastructure ($397/month), API licensing, communication usage, carrier registration, middleware, software subscriptions, vendor fees, 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.
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, and confirm procedures.
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 provides direction, but specific timelines may change based on vendor access, API approval, third-party requirements, testing, and staff feedback.
AZL Marketing will provide hands-on 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.
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 or major workflow changes beyond the included support allowance may be quoted separately.
The existing website and Practice Fusion will remain in place. Website rebuilding, EHR migration, and ongoing website hosting or maintenance are not included in this agreement and may be addressed as separate projects in the future if determined worthwhile.
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 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.