Proposed Workflow · Toolbox Intake
New Doctor Intake Process
One intake pipeline for onboarding a new doctor into marketing — from the HR hire
through Studio production of the standard welcome package to practice approval and
go-live. HR uses the existing Marketing Request form; the Growth Manager coordinates
the doctor's welcome step and triggers Studio production; every doctor gets the same
standard package.
Draft v3 — for team review
HR
Growth Manager
New Doctor
Studio
Office Manager
ROD
HR Kicks Off the Intake
HR
When the hire is signed, HR opens the existing Marketing Request form (app.sga3p.com/forms/public/sga-request), picks “New Doctor Intake (HR)” as the request type, and submits the details HR already has:
- Practice — picked from the SGA directory
- Doctor name — full legal name + preferred/display name
- Credentials & specialty
- Employment type — associate, specialty provider, lead doctor
- Start date — every downstream deadline works backward from this
- New addition or replacing a doctor? (and who is departing, if so)
- Doctor's personal email — they won't have an SGA address yet; used only so the Growth Manager can send the welcome link, never published
Automatic: practice address, Growth Manager, Office Manager, and ROD details
fill in from the SGA practice directory — HR is never asked for them. Licenses, DEA,
NPI, and other compliance items stay in HR's own systems and are not collected here.
→
On submit, a parent task lands in the practice's Growth Manager triage — not in Studio. The Growth Manager is the coordinator through the doctor step.
Growth Manager Sends the Welcome Link
Growth Manager
The Growth Manager opens the new task, copies the doctor welcome-form URL (exposed on the task detail with a one-click copy), and sends a welcome email to the doctor's personal email — from their own inbox, using our standard welcome copy.
- The email is a real message from the Growth Manager, not a system-generated notification — warm, personal, and easy for the doctor to reply to with questions
- The parent task stays in Growth Manager triage as “Waiting on doctor” so every in-flight onboarding is visible from day one
- If the doctor doesn't complete their portion, the Growth Manager nudges them by email in the same way — no automated reminders from the system
Why manual, not automated: the Task Manager doesn't send doctor-facing email. Every message
to the doctor comes from a person the doctor can reply to — cleaner inbox, real
relationship from day one, no orphaned automated replies.
Doctor Completes Their Portion
New Doctor
The link opens a short, welcoming form — the doctor answers only what the doctor would know:
- Headshot upload — a professional shot is great, but a phone photo works; the form includes quick photo tips
- Bio — already have one? Paste it in. If not, a short set of guided questions builds it: education & training, years in practice, memberships, hometown, family, hobbies, community involvement, philosophy of care
- Languages spoken with patients
- Services they want to focus on at this practice
Why it matters: this is the doctor's first marketing touchpoint with SGA —
the form is written as a welcome, not an internal request ticket. Credentials are
never re-asked (they prefill from HR's intake), and the doctor doesn't pick print
pieces — every doctor receives the same standard package (Stage 5).
Growth Manager Triages & Applies the Template
Growth Manager
On doctor submit, the ticket returns to Growth Manager triage — the doctor's answers now merged with HR's intake. The Growth Manager reviews the combined submission, then clicks “Apply New Doctor Template.”
- The template spawns the standard-package production subtasks with owners and due dates worked back from the doctor's start date
- The Growth Manager verifies the spawned tasks match the intake — right archetype items (replacement adds removal tasks; specialty adds referring-dentist outreach), no stray pieces
- Once verified, the subtasks route to Studio triage and production begins
•
Explicit trigger, not automatic: the template only spawns when the Growth Manager clicks Apply. Training wheels stay on until the process is proven — nothing lands in Studio's queue that a Growth Manager hasn't verified.
Studio Production
Studio
Studio picks up the spawned subtasks and produces the standard package.
- The standard package — same for every doctor: appointment card (with a leave-a-review QR code), business card, bio card, letterhead, flyer/desk signage, patient email header & messaging, social media graphics
- Bio — written from the doctor's material, web + print lengths
- Website — provider bio page + provider list placement
- Conditional items: replacement hires add departing-doctor removal (site/social/listings); specialty hires add referring-dentist outreach
Not in round one: custom practice forms — referral pads, post-op instructions,
medical-history forms, excuse pads. Practices already have their own; anything
name-personalized is requested after onboarding through the Marketing Request form.
↻
Missing something? Studio sends a request for info straight from the ticket —
it goes back to HR by email, the task flips to “Needs info,” and the clock is visible
to everyone until the answer comes back.
Practice Review — Doctor + Office Manager + ROD
Growth Manager
When Studio's items are ready, the Growth Manager emails the doctor, the Office Manager, and the ROD together:
- One Frame.io review link covering every item — print files, the website page mockup, and social mockups with captions
- Edits are left as comments directly on each item; Studio revises and the Growth Manager re-shares until it's right
- Approval is a simple email reply — no logins, no portals
✓
Approval gate: doctor + Office Manager + ROD sign-off, collected by the Growth Manager, is required before anything publishes or prints.
Execute — Go Live
Growth Manager
On approval, the Growth Manager gives the green light — timed to the doctor's start date:
- Website provider page published
- Google Business Profile & listings updated
- Social introduction posted
- Print-ready files delivered to the practice — they print anytime, through the vendor of their choice
- Patient announcement email sent by the practice through their own patient communication system, using our header & messaging
Who Provides What
No one is ever asked a question someone else owns the answer to.
| Party | Provides |
|---|
| HR |
Practice, doctor name & credentials, specialty, employment type, start date, addition vs. replacement, doctor's personal email (never published) — submitted through the existing Marketing Request form's New Doctor Intake (HR) branch |
| Growth Manager |
Sends the welcome email to the doctor (from their own inbox); triages the returned submission; clicks Apply New Doctor Template to spawn the Studio subtasks; runs the Frame.io review with the doctor + OM + ROD; collects approval; green-lights go-live |
| New Doctor |
Headshot, bio (or guided bio answers), languages spoken, service focus — nothing else |
| Studio |
Written bio, website provider page, the standard print package (appointment card with review QR, business card, bio card, letterhead, flyer/desk signage), patient email header, social graphics — plus completeness review and info requests back to HR |
| Office Manager |
Joint review & approval alongside the doctor and ROD, printing through the practice's chosen vendor, sending the patient announcement email |
| ROD |
Joint review & approval alongside the doctor and OM — regional-oversight sign-off on the announcement package before it goes live |