Patient Funnel Dashboard
One trusted view of demand, marketing investment, lead handling, and new-patient outcomes — phased by what we can access today vs. what we build over the next 6 months.
Project Plan · Scope, Build Stages & IT Dependencies · Prepared for Sarah Alofs · Amy McNeill, VP of Field Marketing · July 14, 2026
What We're Building
A single dashboard that follows the patient journey end to end — so we can see exactly where the funnel is working and where it breaks, location by location.
How It Fits Our Reporting Stack
Each surface keeps a distinct job. The dashboard becomes the data engine the others draw from.
Start Focused: Wave 1 & 2 — 20 Locations
| Wave 1 · launched May 2026 | Wave 2 · August 2026 |
|---|---|
| Benner Townsend — Winder GA | Ways Station — Richmond Hill GA |
| Lake Mary — Lake Mary FL | Belfast River — Richmond Hill GA blocker |
| Lake Shore — Saint Cloud FL | Main Street — Lexington SC |
| Moskowitz — Concord NC | ACD Westport — Topeka KS |
| Oakwood — Oakwood GA | KCC Clay Center KS |
| Peach Family — Fort Valley GA | GDG Gage Center — Topeka KS |
| Pryor — Lebanon TN GHL | HDA Heritage — Syracuse UT |
| Smile Center Orlando FL GHL | Liberty Family — Hinesville GA |
| Smiles Gulf Coast — Gulfport MS | Rock Hotel — Farmington UT |
| Southern Oak — Conway SC | WYD Wyoming — Wyoming MI |
Nine Data Sources — Where Each Stands Today
| Source | What it provides | Status |
|---|---|---|
| SGA governed data layer (Power BI + Dental Intel) | New patients, production, collections by location-month | LIVE TODAY |
| Master Crosswalk API | Location identity for all 248 active practices | LIVE TODAY |
| PeerLogic (Gen4 SQL export) | Call opportunities & conversion — covers only 6 of 20 Wave 1–2 locations | MANUAL / PARTIAL |
| Promotional spend workbook | Jan–May 2026 by location; no prior-year history yet | MANUAL |
| GA4 website analytics | 64 domains mapped; wave locations need verification | MANUAL / PARTIAL |
| Neurality (voice AI + online scheduling) | Location-month Excel promised — Amy meets them July 15 | INCOMING |
| Go High Level (forms & funnels) | API key in hand; rollout starts this month with 2 pilot locations | INCOMING |
| Google Ads (Content Engine Postgres) | Daily campaign metrics for 44 accounts — incl. Pryor, Smile Center Orlando & Oakwood — syncing through yesterday | LIVE / PARTIAL |
| Workday provider FTE | Monthly report must be requested — 12-field spec is ready | NEEDS IT HELP |
Manual files are acceptable to launch — every manual feed carries a documented upgrade path to a live connection.
The Size of This Project
Six Stages, Two Hard Review Gates
Define & Inventory
Coverage grid for all 20 locations. Metric definitions locked. Workday + Neurality requests out.
Design Recommendation
Multi-agent design study: architecture, data model, metric dictionary, wireframes.
Data Foundation
Normalized location-month data store. Loaders for every source, manual-first.
Shell Dashboard (MVP)
Exec summary, sortable 20-location table, location detail, data-quality tab.
Feeds & Expansion
Briefing + Quarterly Workbook feeds. New waves added. Manual feeds upgraded to live.
Power BI Handoff
Documented mapping package to the BI team, then alerts & intelligence.
Nothing gets built until the Stage 1 design is approved — the first two stages are definition and design only.
Where We Need IT & Partner Help
| # | What we need | Owner | When | Detail |
|---|---|---|---|---|
| 1 | Workday monthly provider report | HRIS / IT | Now (Stage 0) | Scheduled monthly FTE extract — dentists, specialists, hygienists — with a location code that maps to Paylocity. 12-field spec is written and ready to submit. |
| 2 | Crosswalk vendor-ID columns | Scott | Now (Stage 0) | Add PeerLogic, Neurality, GHL, Google Ads, GA4 and Dental Intel IDs to the master crosswalk; create the missing Belfast row. |
| 3 | PeerLogic coverage confirmation | Gen4 IT / PeerLogic | Stage 0–2 | SQL export covers only 6 of 20 wave locations. Confirm which practices are actually on PeerLogic vs. missing from the export. |
| 4 | SSO + hosting for the shell app | IT | Stage 3 | Host the dashboard behind Microsoft SSO on our existing app platform — same pattern as current internal tools. |
| 5 | Google Ads coverage expansion | Dakota + IT | Stage 2–4 | The feed is live — daily metrics for 44 accounts in the Content Engine Postgres. Remaining: map the ~50 unmapped accounts, add practices missing from the MCC sync, and harden sync reliability. |
| 6 | Power BI / Fabric handoff | BI team (Ron) | Stage 5 | We deliver a documented mapping package — semantic model, definitions, crosswalk — so BI inherits a clean system, not a mystery. |
Green = needed now. The first three unblock Stage 0; the rest are staged so IT effort arrives exactly when the build needs it.
Risks We're Managing Openly
Next Steps
| When | Step | Detail |
|---|---|---|
| Jul 15 | Neurality meeting | Amy collects the location-month Excel plus metric definitions, history depth, and a recurring monthly delivery commitment. |
| This week | Submit the Workday request | 12-field monthly provider FTE report — the spec is written; needs an HRIS/IT owner to schedule it. |
| This week | Crosswalk handoff to Scott | Vendor-ID columns and the Belfast row — unblocks all downstream ID mapping. |
| On approval | Kick off Stage 0 | Inventory agent builds the 20-location coverage grid; definitions locked; then the design study Sarah reviews before any build. |
Thank you
Amy McNeill · VP of Field Marketing · amcneill@gen4dental.com