THE DOCTORS STUDIO ROADMAP TO FULL POTENTIAL

Next Steps

• Platform Determination: I identify specific necessary tools or platforms.
• Workflow Customization: Refine each workflow based on real-time team and client input.
• Technology Testing: Pilot each phase with selected clients to ensure smooth integration.
• Documentation: Develop SOPs for each workflow for consistent execution.
• Rollout Schedule: Launch workflows in phases, starting with sales and onboarding.
• Create detailed workflows for the other operational phases,
• Create platform specifications and integration strategies
• Please begin with the SOP creation
• Discuss platform selection and API development further.

The Vision

The vision represents a commitment to transforming Doctors Studio into a highly efficient, innovative, and client-centered organization through technology. It means creating a seamless, interconnected system that:

1. Optimizes Workflows: Automates repetitive tasks, reduces inefficiencies, and ensures consistency in operations across all departments (clinical, administrative, marketing, etc.).
2. Enhances User Experiences (UI/UX): Develops intuitive, user-friendly platforms for team members, service providers, and clients, ensuring accessibility, satisfaction, and engagement.
3. Supports Servant Leadership: Empowers the team to focus on meaningful work, build relationships, and prioritize client outcomes rather than being bogged down by operational barriers.
4. Drives Continuous Improvement: Builds systems that are not static but evolve based on data, feedback, and innovation to meet changing needs.
5. Reinforces Cultural Values: Embeds the "mission, team, self" culture by aligning technology and processes with the organization’s purpose, ensuring that every team member understands their role in contributing to the mission and feels supported.

Essentially, it’s about designing a system that allows the business to operate at its peak potential. It enables team members to lead purposefully and clients to feel confident they receive the best care. It’s not just about technology for technology's sake—it’s a tool for deeper connection, better outcomes, and sustainable growth.

ACHIEVING THE VISION:  Strategy, actionable plans, and tailored tools to align with your objectives.

1. Process Optimization
   • Analyze Current Systems: Assess your existing processes to identify inefficiencies and bottlenecks.
   • Redesign Workflows: Develop streamlined workflows for every department, ensuring they align with your mission, team, self, and culture.
   • Automate Tasks: Recommend and implement automation tools to reduce manual workload, increase consistency, and save time for high-value activities.
2. Technology Integration
   • Platform Selection: Research and recommend the best tools and platforms (CRM, EMR, communication systems, etc.) tailored to your needs.
   • Custom Development: Collaborate to design or customize technology solutions that enhance your team’s and clients’ experiences.
   • Data-Driven Insights: Implement systems that continuously collect and analyze data to improve decision-making and operational effectiveness.
3. User Experience (UI/UX) Design
   • Client Journey Mapping: Define the ideal experience for your clients, from first interaction to long-term engagement, and align your systems to support this journey.
   • Team Interface Design: Ensure that internal tools are intuitive and reduce friction for team members, enabling them to focus on their core tasks.
   • Feedback Loops: Create mechanisms for real-time feedback from clients and team members to refine systems continuously.
4. Training and Adoption
   • Onboarding Systems: Develop training programs for the team to ensure the smooth adoption of new technologies and workflows.
   • Culture Integration: Reinforce the mission, team, and self-culture through team workshops and leadership development programs.
5. Servant Leadership Enablement
   • Leadership Tools: Provide resources and strategies for leaders to act as facilitators and motivators, ensuring they can support their teams effectively.
   • Empowerment Strategies: Equip your team with the tools and autonomy to act in the best interest of clients and the organization.
6. Scalability and Future-Proofing
   • Scalable Solutions: Ensure that all systems and processes can grow with the organization and adapt to changing demands.
   • Innovative Thinking: Keep you informed about emerging technologies and industry trends to maintain a competitive edge.
7. Ongoing Support
   • Consultation: Be your partner in brainstorming and troubleshooting challenges as they arise.
   • Documentation: Create clear, accessible guides and SOPs for all workflows and technologies to ensure sustainability.

CLIENT OPERATIONAL JOURNEY

JOURNEY: Mapping interactions across sales, clinical processes, and program pathways. To align this journey with the DS technology-enabled system, we can break down the process and integrate operational components using automation, AI, and streamlined workflows. Here's an initial framework for how the DS technology-enabled system can support this journey:

1. Sales and Enrollmen
   • Technology Integration: Use a CRM platform to manage leads and client interactions, ensuring seamless enrollment, scheduling, and follow-ups.
   • Automation:
     • Automated payment processing (e.g., secure credit card systems linked to the client profile).
     • Triggers for welcome emails, form reminders, and follow-up tasks within 24/48/72 hours.
   • UI/UX Enhancements:
     • A user-friendly portal for clients to complete forms, track payment status, and access the next steps.

Steps:

• Lead Generation:
  • The client enters the CRM via website form, call, or referral.
  • Auto-tag leads based on source (e.g., social media, referral).
• Client Educator Call Scheduling:
  • CRM triggers an email/SMS with a calendar link (GHL)
  • Automated reminders are sent 24/48/72 hours before the call.
• Consultation:
  • The client educator conducts an empathetic consultation (virtually).
  • Notes are entered into CRM with key client details.
• Payment Collection:
  • CRM integrates with authorize.net for deposit collection.
  • Payment confirmation triggers an automated Congratulations email with a “forms” link and “next steps.”
• Forms Submission:
  • The client accesses forms via a link.
  • Auto-reminders ensure completion within 72 hours.

2. Patient Advocate Onboarding
   • Technology Integration: CRM. DialPad, Google Meet, and JotForm
   • Automation:
     • Triggers for welcome emails, form reminders, and follow-up tasks within 24/48/72 hours.
   • UI/UX Enhancements:
     • A user-friendly portal for clients to complete forms, track payment status, and access the next steps.

Steps:

• Lead Generation:
  • The client enters the CRM via website form, call, or referral.
  • Auto-tag leads based on source (e.g., social media, referral).
• Client Educator Call Scheduling:
  • CRM triggers an email/SMS with a calendar link (GHL)
  • Automated reminders are sent 24/48/72 hours before the call.
• Consultation:
  • The client educator conducts an empathetic consultation (virtually).
  • Notes are entered into CRM with key client details.
• Payment Collection:
  • CRM integrates with authorize.net for deposit collection.
  • Payment confirmation triggers an automated Congratulations email with a “forms” link and “next steps.”
• Forms Submission:
  • The client accesses forms via a link.
  • Auto-reminders ensure completion within 72 hours.

3. Program Coordinator Onboarding
   • Technology Integration: CRM. DialPad, Google Meet, and JotForm
   • Automation:
     • Triggers for welcome emails, form reminders, and follow-up tasks within 24/48/72 hours. And the need to “confirm”.
   • Introduction to the Program
     • The team, tools, process, and expectations.
   • Consultation:
     • The program coordinator conducts an empathetic consultation (virtually).
     • Notes are entered into CRM with key client details.

4. Virtual Case Assessment (VCA)
   • Calendar Integration: Synchronize virtual case assessment schedules with automated reminders and confirmations.
   • AI Applications:
     • Pre-fill charts using AI based on client-provided data.
     • Generate initial insights or questions for the virtual encounter.
   • Team Tools:
     • Collaboration features (e.g., Slack notifications) to alert specialists of scheduled tasks.

Steps:

• Chart Preparation:
  • AI pre-fills charts using intake form data.
  • The dashboard highlights key insights for provider review.
• Scheduling:
  • Calendar invites are sent via CRM with automated reminders.
  • The client confirms the appointment.
• VCA Session:
  • The provider conducts the session, with AI assisting with note-taking.
  • Recommendations are outlined (labs, supplements, or further diagnostics).
• Post-Session Follow-Up:
  • CRM triggers the following steps:
    • Schedule clinical assessment.
    • Order labs or imaging.
    • Send a thank-you email with a summary.

5. Clinical Assessment (CA)
   • Workflow Automation:
     • Triggers for reminders (24/48/72 hours) to confirm appointments.
     • Scheduling labs, diagnostics, and treatment procedures via integrated platforms.
   • Diagnostics Support:
     • AI-driven preparation of charts with lab and imaging results.
     • Use of dashboards to visualize patient data for clinicians.
   • In-Office Processes:
     • Digital check-in via tablets or kiosks.
     • Mobile phlebotomy coordination via app-based services.

Steps:

1. Pre-Assessment Preparation:
   • AI collects lab and imaging data and updates the dashboard.
   • CRM triggers reminders to clients (24/48/72 hours).
2. In-Office Visit:
   • The front desk handles check-in using tablets for a seamless process.
   • Clinical staff conducts diagnostics (Accudraw, imaging).
3. Provider Encounter:
   • AI-assisted charting during the session.
   • AI generates treatment plan drafts (medications, supplements).
4. Post-Visit Actions:
   • CRM updates client records and sends follow-ups.
   • Next steps scheduled:
   • Health Coach Intake.
   • Review of Findings (ROF).
5. Health Coach Intake
   • Tracking Tools:
     • Integrate intake discussions into the client dashboard.
     • Auto-generate summaries for chart completion.
   • Communication Enhancements:
     • Use secure messaging for follow-up questions or additional support.

Steps:

• Pre-Session Communication:
  • Reminders sent via email/SMS.
  • The health coach receives client notes for review.
• Intake Session:
  • Conducted in-person or virtually.
  • AI updates client charts with insights and action items.
• Follow-Up:
  • Client portal updated with lifestyle recommendations.
  • CRM triggers reminders for implementation and accountability.

Optional:

• Start Studio Detox Program
  • Enroll in the program
  • Choose Wellness Shake Flavor
  • Order supplements needed.
  • Provide “Get-Started” Introduction
  • Schedule program visit #1

7. Review of Findings (ROF)
   • AI for Insights:
     • Prepare personalized reports and treatment plans based on lab and diagnostic results.
     • Create professional-grade presentations for clients to review.
   • Streamlined Enrollment:
     • Digitize enrollment in programs with secure document signing and payment processing.

Steps:

• Data Collection and Report Preparation:
  • AI compiles lab and imaging results into a summary report.
  • Personalized treatment plan drafted for provider review.
• Scheduling:
  • ROF scheduled with automated reminders (24/48/72 hours).
• ROF Session:
  • The specialist reviews the findings with the client.
  • The treatment plan is presented, and the client is enrolled in the program.
• Post-ROF Follow-Up:
  • CRM triggers the following steps:
    • Program onboarding.
    • Payment processing.
    • Scheduling for the first detox session.

NOTE: When scheduling the ROF, the client is asked to consider starting the personalized treatment program on the same day as the ROF so we can reserve time for him. 

He is under no obligation; we want him to understand that the time is limited and that men are excited to get started and appreciate having that option.  This option is only available if we plan.

8. Program Enrollment and Initiation (e.g., Virtual Detox Visits)
   • Task Management:
     • Assign tasks to team members with deadlines, automated reminders, and progress tracking.
   • Inventory and Prescriptions:
     • Automate ordering and tracking of medications, supplements, and lab kits.
     • Use AI to monitor adherence and send reminders for refills.

Steps:

• Session Preparation:
  • AI updates the dashboard with client progress.
  • Medications, supplements, and labs are prepared for review.
• Virtual Detox Visit #1:
  • The provider conducts sessions to refine the detox plan.
  • AI generates prescriptions and supplement orders.
• Follow-Up Actions:
  • CRM triggers:
    • Supplement shipment tracking.
    • Scheduling of Detox Visit #2 and Clinic Visit #1.
  • The client portal has been updated with detox resources and guides.
• Program Monitoring:
  • The dashboard tracks client adherence to the program.
  • CRM triggers reminders for medications and lifestyle recommendations.

9. Ongoing Communication and Follow-Up
   • Client Portals:
     • Provide real-time updates on progress, upcoming appointments, and recommendations.
   • Data-Driven Feedback:
     • Collect satisfaction data to refine processes.
   • Educational Resources:
     • Offer digital courses and guides aligned with each clinical pathway.

Steps:

1. Periodic Check-Ins:
   • Automated reminders for follow-up sessions or program milestones.
   • AI generates summary reports of client progress.
2. Client Feedback:
   • Surveys were sent at key milestones to gather insights.
   • CRM tags feedback for analysis and process improvement.
3. Education and Resources:
   • Digital courses and guides have been added to the client portal.
   • Reminders were sent for module completion.
4. Retention Strategies:
   • CRM triggers personalized offers for future services.
   • Rewards program integrated into the client portal.

10. Payment and Financial Workflow

Steps:

1. Invoice Generation:
   • Trigger: Service or product selection by the client.
   • Automated invoice generated in CRM/EHR (e.g., GoHighLevel, Stripe).
2. Payment Processing:
   • The client receives a secure payment link via SMS/email.
   • Payment processed and recorded in CRM.
   • Confirmation email sent with payment receipt.
3. Subscription or Payment Plans:
   • CRM schedules recurring payments if applicable.
   • Notifications sent to clients about upcoming charges.
4. Transaction Completion:
   • Sync payment status with client profile in CRM.
   • Update dashboards to reflect program enrollment or product shipment.
5. Follow-Up:
   • Automate reminders for incomplete payments.
   • The client support team was alerted for any discrepancies.

11. Lab and Diagnostic Workflow

Steps:

1. Lab Order Creation:
   • Trigger: Client completes Virtual or Clinical Assessment.
   • AI generates lab requisitions based on provider input.
2. Order Processing:
   • Lab orders are sent electronically to LabCorp, MSS Clinical, Accudraw, or specialty labs.
   • Notification sent to the client with instructions (e.g., collection locations).
3. Sample Collection:
   • Options for in-office, mobile phlebotomy, or home kits.
   • CRM schedules collection appointments with automated reminders.
4. Tracking and Results:
   • Labs are tracked in the EHR for status updates.
   • AI integrates results into the client dashboard and preps summary for providers.
5. Post-Lab Follow-Up:
   • The client is notified of the results that are available on the portal.
   • Next steps scheduled (e.g., Review of Findings).

12. In-Office Diagnostics and Treatment Workflow

Steps:

1. Appointment Preparation:
   • Front office verifies client readiness (e.g., completed forms payments).
   • AI pre-fills charts with diagnostic and historical data.
2. Diagnostics Execution:
   • Staff conducts diagnostics (e.g., imaging, physical assessments).
   • Data is uploaded to EHR in real time.
3. Treatment Procedures:
   • Provider administers treatments supported by AI for note-taking and task management.
   • AI drafts treatment updates (e.g., prescriptions, supplements).
4. Post-Treatment Tasks:
   • CRM schedules follow-up visits.
   • The client is notified of post-treatment care instructions.

13. Personalized Program Development Workflow

Steps:

1. Data Consolidation:
   • AI integrates diagnostics, lab results, and assessment data.
   • The dashboard displays a comprehensive health summary for providers.
2. Plan Design:
   • Provider customizes treatment plans based on data insights.
   • AI assists with recommendations for medications, supplements, and lifestyle changes.
3. Plan Presentation:
   • The client attends a Review of Findings (ROF) session.
   • CRM sends summary reports and plans via the client portal.
4. Enrollment and Onboarding:
   • CRM tracks program enrollment and schedules initial sessions.
   • AI drafts a roadmap for the client’s journey.

14. Ongoing Client Monitoring Workflow

Steps:

1. Tracking Adherence:
   • The dashboard monitors medication, supplement, and program compliance.
   • Automated reminders are sent for missed milestones.
2. Progress Check-Ins:
   • Scheduled virtual or in-office reviews.
   • AI generates reports summarizing progress and recommendations.
3. Real-Time Alerts:
   • AI flags deviations in lab results or compliance for provider review.
   • Notifications are sent to clients for immediate action.
4. Feedback Collection:
   • Surveys and satisfaction scores are recorded in CRM.
   • Insights are used to refine the client experience.

15. Program Completion and Transition Workflow

Steps:

1. Program Evaluation:
   • AI generates a comprehensive report summarizing outcomes and next steps.
   • Provider reviews the report with the client.
2. Transition Planning:
   • Recommendations for maintenance plans or advanced programs.
   • Automated enrollment in maintenance services (if applicable).
3. Exit Communication:
   • Thank-you email with progress highlights.
   • Request for testimonials or referrals integrated into the CRM.
4. Retention Campaigns:
   • CRM schedules follow-up touchpoints (e.g., birthdays, anniversaries).
   • Automated re-engagement emails for new programs.

16. Education and Client Empowerment Workflow

Steps:

1. Content Distribution:
   • Digital courses are linked to the client portal.
   • Automated emails notify clients of new educational resources.
2. Engagement Tracking:
   • CRM tracks course progress and quiz completion.
   • AI recommends additional resources based on user activity.
3. Live Support:
   • Chatbots or live sessions are scheduled for real-time assistance.
   • Integration with support ticketing for unresolved queries.
4. Feedback Loops:
   • Post-course surveys linked to CRM for client satisfaction insights.
   • Use feedback to update and refine educational materials.

Next Steps

1. Build Detailed SOPs:
   • Document workflows for each phase for training and consistency.
2. Develop Automation:
   • Work with API developers or middleware solutions (e.g., Zapier, Make) to integrate systems.
3. Pilot and Optimize:
   • Test workflows with selected clients and staff to refine processes.
4. Train Staff:
   • Conduct role-specific training for technology and workflows.
5. Launch and Scale:
   • Roll out workflows in phases and monitor performance for continuous improvement.