A-to-Z lead workflow

Goal

Trace one clearly synthetic appointment from the complete public screening through Needs Response, simulated successful contact, Confirmed, Checked In, and a $500 service-value signal.

Audience

• Front-desk staff
• Practice managers
• Healthcare organization and practice owners
• Marketing managers
• Doctors and clinical staff

Before you begin

The tutorial uses one synthetic record created specifically for training:

• Patient: Franz Kafka
• Appointment date: July 16, 2026
• Appointment time: 10:30 AM
• Service requested: Spravato
• Insurance: Aetna PPO
• Preferred contact method: Phone
• Service value entered at check-in: $500

Franz Kafka is a recognizable twentieth-century author name used only as synthetic demonstration data. The email uses the reserved example.com domain, and the phone uses the reserved 202-555 demonstration range. No real insurance card is uploaded.

What you will complete

By the end of this tutorial, you will understand how to:

1. Complete all ten public screening stages without using Continue after auto-advancing answer groups.
2. Enter synthetic contact and appointment information for today.
3. Skip the optional insurance-card upload and submit one appointment request.
4. Expand Needs Response before using its lead cards.
5. Match the exact patient, service, insurance, date, time, preferred contact method, and intake context.
6. Simulate successful front-desk contact while keeping clinical questions separate.
7. Save Confirmed as the administrative contact outcome.
8. Prove the same record moved from Needs Response to Confirmed.
9. Open the confirmed appointment on its scheduled day and choose Checked In.
10. Enter and submit a synthetic $500 service value.
11. Prove the same Franz Kafka record appears in Checked in.

Chapters

1. 00:00 Black pre-roll and Tutorial 10 goal
2. 00:06 Public Screening
3. 00:14 Treatment goal and safety check
4. 00:27 Eligibility history
5. 00:48 Medication and medical history
6. 01:02 Insurance and treatment readiness
7. 01:20 Synthetic contact information
8. 01:49 Today at 10:30 AM
9. 02:04 Skip optional insurance-card upload
10. 02:11 Submit one appointment request
11. 02:20 Staff Handoff
12. 02:29 Expand Needs Response
13. 02:38 Match Franz Kafka
14. 02:47 Verify lead and intake context
15. 02:58 Simulated successful contact
16. 03:00 Record Confirmed
17. 03:08 Front-Desk Follow-Up
18. 03:15 Prove the Confirmed record
19. 03:25 Appointment-day update
20. 03:34 Choose Checked In
21. 03:42 Enter the $500 service value
22. 03:51 Final Checked in proof
23. 04:04 Fade and pure-black ending

What the video shows

1. Complete Public Screening

The video begins on pure black, fades into the branded Tutorial 10 goal card, and then reveals the patient-facing screening with a persistent FRONT-END UI indicator.

The synthetic visitor selects Spravato as the treatment goal, reports no immediate danger, and completes the remaining structured screening questions. Answer groups advance automatically after their last required response. The recorder never uses Continue as a forward action after those auto-advancing groups.

Screening captures structured context. It does not make a final diagnosis or clinical eligibility decision.

2. Enter contact and appointment details

The tutorial enters Franz Kafka, a reserved synthetic phone and email, January 1, 1990 as the demonstration birth date, Phone as the preferred contact method, English as the preferred language, and July 16, 2026 at 10:30 AM as the requested appointment.

The insurance-card upload is explicitly optional and is skipped. No real document is shown.

3. Submit exactly one request

The final public Continue control receives a visible pointer dwell and focus before activation. The request is submitted once. A resumable manifest records the unique email and submission time so a failed staff recording cannot create a duplicate appointment.

The clinical-fit recommendation region on the public completion screen is covered by a neutral Appointment request received card. This tutorial teaches the operational handoff, not automated treatment-fit interpretation. The card states that front-desk staff verify logistics while a clinician reviews treatment fit.

4. Find the lead in Needs Response

A black chapter boundary and branded Staff Handoff card separate the public and authenticated surfaces. The BACK-END UI indicator then identifies the practice-team workspace.

The Needs Response board is expanded before any card interaction. Franz Kafka appears as a fresh incoming Spravato lead. Staff should work this queue as soon as possible, prioritizing freshness and Warm or Hot temperature signals according to practice policy.

Delayed follow-up reduces the likelihood of reaching an interested patient and delays the optimization signals used by connected campaigns.

5. Verify before contact

The lead card is opened only after its explanation is complete. Dialog explanations are rendered in a sharp browser top layer so neither the text nor the back-end identity treatment is blurred.

The tutorial matches the synthetic name, two contact identifiers, Spravato request, Aetna PPO, July 16 at 10:30 AM, preferred contact method, and submitted context. Front-desk staff verify administrative information. Clinicians interpret symptoms, history, contraindications, diagnosis, and treatment appropriateness.

6. Simulate successful contact and save Confirmed

The video clearly labels the interaction as a simulated successful contact. The imagined front-desk call verifies identity and appointment logistics, explains administrative next steps, and routes clinical questions to a clinician.

Confirmed is selected and Save resolution is activated. Confirmed means the practice reached the patient by phone, text, or email and confirmed the appointment and time. It is not a clinical eligibility decision.

The resulting queue counts prove that Franz Kafka left Needs Response and entered Confirmed.

7. Record appointment-day check-in

A separate Front-Desk Follow-Up chapter begins from the saved Confirmed record. Because the appointment is scheduled for today at 10:30 AM, Checked In is available.

The video opens Franz Kafka, activates Resolve, chooses Checked In, and advances to the real Record service value form. The front desk should choose Checked In only after verifying that the patient actually arrived.

8. Enter the $500 value

The Service value field visibly receives 500, and the real Check in patient submit control is activated. This demonstration value is synthetic.

Outcome and value signals should be entered as they occur. Timely data lets Frontdesk and connected advertising campaigns optimize using current operational results. Delayed signals mean delayed learning, wasted opportunities, and wasted acquisition spend.

9. Prove the final state

The final proof opens the Checked in queue and focuses the same Franz Kafka record. The queue count increases from four to five, while Confirmed returns from three to two. The final state is left in Checked in as the auditable training result.

Expected result

One synthetic Franz Kafka request for July 16, 2026 at 10:30 AM is traceable from public screening to Needs Response, Confirmed, and Checked in. The record remains in Checked in with a submitted $500 service value.

Responsibilities by role

• Front-desk staff work Needs Response promptly, verify identity and logistics, record contact outcomes, check patients in, and enter approved service values as events occur.
• Practice managers define response-time, identity-verification, consent, retry, cancellation, check-in, and value-entry procedures.
• Owners review operational timeliness, access, auditability, and whether campaign signals are being sent consistently.
• Marketing managers use aggregated conversion signals and do not interpret individual medical answers.
• Clinicians answer clinical questions and determine diagnosis, contraindications, eligibility, and treatment appropriateness.