⊹ Hub ◈ Finance ⚙ Operations 📣 Marketing ◉ Leadership ◎ Stakeholders ✦ Admin & Billing
Operations Overview
Alleviate operates Mon–Fri 8am–8pm, Sat 8am–1pm. All allied health practitioners (massage, chiro, naturopath, acupuncture) are subcontractors — this is the confirmed business model from the original business plan.
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Business Model Context
Alleviate's model is physiotherapists employed + all allied health as subcontractors. This is why associate costs are high in the financial data — it's not inefficiency, it's the structure. The operational priority is automating the 7 remaining high-cost manual tasks and configuring Callture to ring all 4 locations simultaneously — both achievable within 30 days.
Confirmed Clinic Operations (Business Plan)
Automation StatusAdmin Workflow Progress
Callture AuditPhone & Comms Checklist
Admin Workflows
Automation progress per workflow — what's done, what's in progress, and what hasn't been started.
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Priority
Only 4 of 10 admin tasks are automated. The biggest wins remaining are new lead capture, email follow-up sequences, and billing reconciliation. Each of these directly impacts revenue and patient experience.
All WorkflowsAutomation Progress Tracker
Recommended Priority OrderNext Steps
⚠ Do First
New Lead Capture — phone ring-all + website auto-responder. Direct revenue impact, low tech lift.
⚠ Do Second
Email follow-up sequences for new patient inquiries. Templates exist — just need to be wired into Juvonno triggers.
↗ Do Third
Billing reconciliation automation. Reduces errors and speeds up MVA/WSIB claim submission cycle.
↗ Do Fourth
Staff scheduling automation. Reduces manual admin hours and improves therapist utilization visibility.
Lead Tracking
New vs returning patient lead sources, where leads are dropping, and how to fix each gap.
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Lead Funnel Gap
Phone calls drive 52% of new patient leads but the ring-not-reaching-all-desks issue is the top cause of missed opportunities. Website forms are the second channel but have no auto-response — patients often go elsewhere before a human replies.
Lead Source BreakdownNew vs Returning Patients by Channel
Issue per ChannelLead Gap Analysis
ChannelNew Pt %Ret Pt %Issue / Fix Needed
Competitor Analysis
What nearby competitors are doing well and where Alleviate can close the gap or differentiate.
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Competitive Landscape
The biggest competitive gaps are online booking UX, Google review volume, and bundled service offerings. None of these require major investment — they are process and positioning changes that can be made within 60–90 days.
GTA CompetitorsCompetitor Gap Table
CompetitorWhat They Do WellOur Gap
Phone & Comms
Best practice audit for phone routing, voicemail, and communication protocols across all locations.
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Priority Fix
Only 1 of 6 phone best practices is currently in place. The highest-impact fix is configuring the main clinic number to ring all locations simultaneously — this requires a VoIP system change (RingCentral or similar) and can be done in under a week.
Best Practice AuditPhone Routing Checklist
Operational Frameworks
Proven clinic management frameworks adapted for Alleviate — patient retention, seasonal planning, 6-stage experience, and crisis protocols.
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Taking Charge — 5 Core Principles for Alleviate
Every operational decision at Alleviate maps to one of five principles: Know your market. Create QQM results. Master communication. Be efficient in 7 systems. Ensure positive experience across 6 stages. These are not aspirational — they are the operating standard.
5 PrinciplesTaking Charge
Patient JourneyThe 6 Stages of Every Visit
Seasonal Planning4 Seasons — What to Expect & Prepare For
SeasonCommon ConditionsBarriersProactive Actions
Patient RetentionWhy Patients Drop Off & What To Do
Crisis PlanningWhat If Scenarios
Monthly ProcessBank Reconciliation — 6 Steps
StepAction