Patient Funnel — This Week Playbook (Aug 12

Tasks created

Stage-3 rollout · in P4 today

Tasks closed (stale)

Old Paul/PBI-access tasks · superseded

Owners to brief

Amy, Dakota, Scott, Adam, Nathan/Brendan

Days to Sept 5 launch

First live report to ROD+GM pairs

Day 1

Tuesday · Aug 12 TODAY

Foundation — reconcile P4, set up tasks, prep the deck send

Goal: P4 project is clean and correctly populated by end of day. SLT deck is finalized and ready to send tomorrow morning.

1. Reconcile P4 project state Done by Claude

AM · Aug 12

Claude has closed 4 stale P4 tasks (all Paul/PBI-access from July), backfilled the rebrand-ramp task with a Sep 5 due date, and inserted 14 new Stage-3 rollout tasks into P4. Verify in the app.

Verify in appOpen https://app.sga3p.com/tasks-app/projects/patient-funnel-dashboard Filter: status = submitted, in_progress Expect: 3 in-progress + 14 submitted + 1 backfilled (rebrand ramp) = 18 open Closed: 4 (Paul-PBI series) + 1 (Mock Dashboard v1 already completed) = 5 closed

2. Finalize the SLT briefing deck

AM · Aug 12

Walk through the deck end-to-end once. Confirm: owner initials on Slide 17 match the sga3p tasks · timeline gantt on Slide 18 matches the deadlines · four asks on Slide 19 are the ones you want.

Any edits, hand back to Claude for a redeploy.

3. Draft the deck-send email to Sarah + Ron

AM · Aug 12 (send tomorrow AM)

Email templateSubject: Patient Funnel Reporting Project — SLT briefing for Sept 5 launch Sarah, Ron, The Patient Funnel report we've been building through Q3 is ready to move from wireframe to production. Deck attached (also live at sga-growth.dev/reports/patient-funnel-project/). Four asks on Slide 19 — most important is approval to launch Sept 5 with the full 20 Marketing Focus practices. Everything else is downstream. Reviewing this week; happy to walk it live if useful. — Amy

Day 2

Wednesday · Aug 13

Send the deck, fire the fast asks

Goal: SLT deck is in Sarah's + Ron's inboxes. The two fastest-cycle asks (PeerLogic vendor request, Scott ping on BELFSTGADD) are moving.

4. Send the SLT deck

AM · Aug 13 · P4 task ↗

Send the email from Day 1. Also share the deck link in your #patient-funnel Slack thread (if you're using one) so Dakota can pre-read before his kickoff call.

5. Fire the PeerLogic vendor request

AM · Aug 13 · due Aug 20

Email PeerLogic account rep with the scheduled-export ask. This is the highest-latency vendor ask (per memory, PeerLogic has been slow to respond post-exec-team-firing).

PeerLogic email templateSubject: Recurring monthly call-metrics export — expanded coverage request Hi [rep], We're standing up a monthly funnel report for 20 of our practices. Today's May 2026 call-metrics export only covers 9 of them. Need a recurring monthly delivery covering all 17 that are on PeerLogic: Inbound calls · missed calls · missed-call rate · scheduled from calls Cadence: delivered on the 3rd of each month Coverage: all 17 Focus-20 practices on PeerLogic Can this be set up as a scheduled delivery? First delivery would be Sept 3 for August data. Practice list attached. — Amy McNeill, VP Field Marketing

6. Ping Scott on BELFSTGADD crosswalk row

AM · Aug 13 (for Scott · SC due Aug 22)

Belfast River Dental still doesn't have a Master Crosswalk row. This one row unblocks 4 downstream metrics (promo spend, DentalIntel, Google Reviews, CAC). Send Scott a short Slack DM linking the P4 task.

Scott DM templateHey Scott — BELFSTGADD (Belfast River Dental, Richmond Hill GA) still doesn't have a crosswalk row. It's blocking 4 Patient Funnel metrics for the Sept 5 launch. Task with all the context in sga3p: [P4 task link]. Any chance you can add it by Aug 22?

Day 3

Thursday · Aug 14

Kickoff calls · Amy's execution starts

Goal: All 4 non-Amy owners have had their 15-min kickoff. Amy's Google Ads mapping pass and GA4 access requests are in flight.

7. Schedule + hold 4 kickoff calls (15 min each)

AM · Aug 14

Fire calendar invites. For each: share the SLT deck link, walk their specific slide, confirm Definition of Done in sga3p.

Dakota DK — Slides 8 + 9 (GA4 API build + GHL mirror). Confirm both fit in his current sprint. Ask about convergence with his sga3p Reporting section per his 7/21 directive.
Scott SC — Slide 16 gap #4 (BELFSTGADD row). Confirm the practice code has been issued or ETA.
Adam AD — Slide 9 (MTZ-NC GHL sub-account). Confirm he has GHL admin to provision.
Nathan + Brendan NM/BP — Slide 11 (Neurality expansion decision). Not blocking Sept 5; deadline is Sept 15 for v2.

8. Update Slide 17 owner assignments IF anyone pushed back

AM · Aug 14 (evening)

If Dakota can't take both GA4 + GHL in the same 3-week window, that's the moment to re-split BEFORE the SLT deck goes into a formal review. Playbook + sga3p tasks + deck all get updated together.

Day 4

Friday · Aug 15

Amy's solo execution day + provisioning kickoffs

Goal: Google Ads mapping and GA4 access requests are OUT. Adam has confirmed the MTZ-NC provision path. Deck approvals from Sarah are in flight.

9. Draft the GA4 access request emails (11 practices)

AM · Aug 15 · due Aug 22

One email per practice, sent to the website owner (varies by MSP/direct). Use a common template with the property name swapped in. Coordination note: Dakota's GA4 API build (Slide 8) is upstream of these — even if access lands late, the extract works for whichever properties are in.

GA4 access email templateSubject: GA4 property access request — [Practice Name] Hi [MSP/Owner], We're standing up a monthly reporting pipeline that reads website sessions from GA4 for our 20 Marketing Focus practices — [Practice Name] is one of them. Need viewer access to the GA4 property for one shared admin email: ga4-reader@sgadental.com (read-only) Property URL if you have it handy: [GA4 URL] Thanks — the practice benefits (monthly report goes to the ROD + Growth Manager). — Amy McNeill, VP Field Marketing

10. Confirm Adam's MTZ-NC provisioning path

AM · Aug 15 (for Adam AD due Aug 29)

Quick Slack DM to Adam: does he need any info from you to spin up the MTZ-NC GHL sub-account, or is he unblocked. Confirm within 24hr per the P4 SLA.

11. Check for Sarah's deck response

AM · Aug 15 (soft nudge if silent 48hr)

Deck went Wed; if no reply by Fri EOD, soft nudge on Monday. The 4 approvals aren't blocking task execution but they ARE blocking budget conversations if any owner needs to bring in outside help.

Day 5

Monday · Aug 18

Week 1 gate check

Goal: Written progress update to Sarah with green/yellow/red on each task. Any real blockers surfaced and escalated. Week 2 plan locked.

12. Pull weekly status from P4

AM · Aug 18 · due Aug 18

Open the P4 saved view; check status + last-updated on all 14 new tasks + the 3 in-progress (paid-media mapping, GHL investigation, rebrand ramp report). Green if on track, yellow if silent >48hr past kickoff, red if owner has pushed back on scope or deadline.

13. Write the Sarah brief

AM · Aug 18 · due Aug 18

Structure: 1 sentence status of the whole project, then the 3 things you want her to know (top blocker, top win, top escalation ask). Keep it under 200 words.

Sarah brief templateSubject: Patient Funnel · Week 1 status Sarah — 24 days to Sept 5. Status = [green/yellow/red]. Top blocker: [e.g., PeerLogic hasn't responded; if silent by Aug 22 I'll route through Nathan] Top win: [e.g., Dakota confirmed GA4 API by Aug 26; his GHL mirror is already at 80%] Escalation ask: [e.g., need your push to Scott on BELFSTGADD by Aug 22, or Sept 5 moves] Full playbook: sga-growth.dev/reports/patient-funnel-project/this-week/ — Amy

14. If red on any task — decide: escalate, re-scope, or slip Sept 5

AM · Aug 18 (if applicable)

Aug 18 is the earliest honest slip-vs-ship decision point. If GA4 API is at risk OR GHL mirror slips OR PeerLogic is unresponsive — v1 launches Oct 5 with partial coverage disclosed, OR launches Sept 5 with a "sessions/forms data begins Oct" footer on the affected pages. Sarah decides.

What happens after Aug 18