1. 🎯 Phase Summary
| Phase | Onboarding · 3-5 Group Clinics |
| Duration | 12 Nov - 23 Dec 2026 (6 weeks) |
| Goal | Onboard 3-5 group clinics · multi-tenant in production · M8 continuity network proves cross-clinic record handover · prep for MOH audit prep (7 Jan) |
| Capacity (run team) | 4 FTE (1 BE + 1 FE + 1 DevOps + 1 Onboarding Lead) + 0.5 Founder + 0.5 Doc Zam |
| Blocked by | Sprint 3.3 multi-tenant + pen-test passed |
| Blocks | Hi-End server upgrade (24 Dec) · MOH audit prep (7 Jan) |
| Onboarding rate | ~1 clinic per 10 working days · 3-5 clinics × ~10 days = 30-50 clinic-days |
2. 🏥 Clinic Shortlist (3-5 Targets)
| Cohort | Profile | Why prioritised |
|---|---|---|
| Cohort A · 12 Nov | Doc Zam network — 1 clinic in adjacent district | Personal trust · easy referral pattern · validates network effect quickly |
| Cohort B · 24 Nov | Group practice — 2 sister clinics same owner | Tests intra-group continuity · single decision maker |
| Cohort C · 8 Dec | Independent clinic — different ownership | Tests inter-group continuity + commercial onboarding |
| Cohort D · 16 Dec | Optional 5th clinic if capacity allows | Stretch goal · higher confidence pre-audit |
Selection criteria: 1) Doctor receptive to AI tooling · 2) Patient volume ≥ 30/day · 3) Internet stable ≥ 5 Mbps · 4) Receptionist available for training · 5) Willing to share consented patient data with the network.
3. 📘 7-Stage Onboarding Playbook (per clinic)
Each clinic goes through these 7 stages in ~10 working days. Staged so that bug discovery in earlier cohorts informs later cohorts.
01
Day 1-2 · Discovery + Site SurveyWalk-through · network · printer compatibility · room layouts · staff inventory · current workflow shadow.
02
Day 3 · Tenant ProvisioningTenant created · branding applied · feature flags set · admin user provisioned · WAHA gateway configured.
03
Day 4-5 · Hardware InstallTablets · doctor laptop · pharmacy printer · array mic · UPS · network failover · staging-to-production switch test.
04
Day 6 · Staff TrainingDoctor 4h · Pharmacist 3h · Receptionist 3h · admin 2h. Cheat-sheets distributed. Ride-along scheduled.
05
Day 7-8 · Soft Launch10 patients/day on MediEco · rest legacy · daily standup · bug triage in real time. Doc Zam clinical hot-line.
06
Day 9 · Network ActivationPatient consent flow · cross-clinic record fetch demonstrated with Doc Zam clinic · audit verified · FHIR bundle round-trip.
07
Day 10 · Steady-State Handover100% of non-acute walk-ins on MediEco · weekly check-in cadence set · escalation channel active · onboarding closed.
4. 📅 Cohort Schedule (6 weeks)
W112-18 Nov · Cohort A start
Stage 1-3 Cohort A · prep Cohort B documents.
Stage 1-3 Cohort A · prep Cohort B documents.
W219-25 Nov · Cohort A active + Cohort B start
Cohort A Stage 4-7 · Cohort B Stage 1-3 · first cross-clinic record handover live.
Cohort A Stage 4-7 · Cohort B Stage 1-3 · first cross-clinic record handover live.
W326 Nov-2 Dec · Cohort A steady · Cohort B active
Cohort A handed over · Cohort B Stage 4-7 (sister clinic 1 + 2) · prep Cohort C.
Cohort A handed over · Cohort B Stage 4-7 (sister clinic 1 + 2) · prep Cohort C.
W43-9 Dec · Cohort B steady · Cohort C start
Cohort B handed over · Cohort C Stage 1-4 · network now 4 active tenants.
Cohort B handed over · Cohort C Stage 1-4 · network now 4 active tenants.
W510-16 Dec · Cohort C active · Cohort D decision
Cohort C Stage 5-7 · go/no-go on Cohort D.
Cohort C Stage 5-7 · go/no-go on Cohort D.
W617-23 Dec · Stretch Cohort D + Phase Closeout
Cohort D 1-7 condensed if go · phase retro · prep for Hi-End upgrade.
Cohort D 1-7 condensed if go · phase retro · prep for Hi-End upgrade.
5. 👥 Team Capacity
| Role | Allocation | Focus |
|---|---|---|
| Onboarding Lead | 1.0 FTE | Cohort coordination · staff training · escalation |
| BE Dev | 1.0 FTE | Tenant provisioning · bug triage · network bridge |
| FE Dev | 1.0 FTE | UX iterations from cohort feedback |
| DevOps | 1.0 FTE | Hardware install · network · failover · printer |
| Founder | 0.5 FTE | Stakeholder relations · cohort retros · BD |
| Doc Zam | 0.5 FTE | Clinical hot-line · doctor-to-doctor onboarding · advice line |
6. 📚 Staff Training Material
- Doctor (4h): Pre-consult · ambient SOAP · CPG · Rx draft · sign-off · clinical override
- Pharmacist (3h): Dispense flow · DDI · halal · dose-by-weight · substitution · NPRA
- Receptionist (3h): Queue · registration · photo · insurance · billing · MyInvois
- Clinic Admin (2h): Daily ops dashboard · staff scheduling · audit access · settings · feature flags
- Cheat sheets: A4 laminated · BM/EN · "What to do when" troubleshooting
- Video walkthroughs: 5-min per role · embedded in admin panel
- Ride-along: Days 7-8 onboarding lead shadows actual clinic · live correction
7. 🔗 Network Effect Activation
Every new clinic strengthens M8 continuity for existing ones. Track this directly.
- First cross-clinic record fetch (Cohort A → Doc Zam) — Week 2
- Inter-group handover (Cohort B sister clinic 1 → 2) — Week 3
- Independent clinic to network (Cohort C → existing tenants) — Week 4
- 10+ cross-clinic fetches/week target by Week 6
- Patient consent log audit · zero unconsented access
- Network directory page surfacing all tenants by Cohort A onboarding
- Cross-clinic referral letter delivery via M3 to network · audit on both ends
8. 📈 Success Metrics
| Metric | Target by 23 Dec | Source |
|---|---|---|
| Active tenants | ≥ 4 | tenants table |
| Onboarding cycle time | ≤ 10 working days/clinic | Cohort log |
| Cross-clinic record fetches | ≥ 50 total | M8 audit log |
| Patient consent rate | ≥ 80% opt-in | Consent table |
| Tenant uptime | ≥ 99.5% per tenant | Monitoring |
| Cross-tenant data leak incidents | 0 | Security audit |
| Staff acceptance score | ≥ 7/10 average across cohorts | Weekly survey |
| Network NPS (clinic-side) | ≥ 50 | Cohort exit survey |
9. 🛡️ Risks + Mitigation
| Risk | Trigger | Response |
|---|---|---|
| Cohort signs LOI but slow to start | Stage 1 not reached by week-end | Hold cohort slot · activate next clinic · don't compromise quality |
| Onboarding bottleneck on hardware | Tablet/printer procurement slow | Pool spare inventory · vendor expedite · negotiate priority delivery |
| Cross-tenant performance issue | p95 latency > 300ms | Index optimisation · partial denormalisation · scale-up storage |
| Patient consent rates low | < 50% opt-in week 2 | Refine consent UI · clinical explanation training · simplify language |
| Onboarding lead burnout | Pace unsustainable | Add second onboarding lead · spread cohorts |
| Capacity spike | 4 cohorts active simultaneously | Defer Cohort D · double down quality on existing |
10. ✅ Exit Criteria (23 Dec)
- 3-5 group clinics active in production multi-tenant
- Each cohort completed 7-stage playbook + 7-day handover review
- Zero cross-tenant data incidents
- Cross-clinic record fetch ≥ 50 total · network effect proven
- Network directory + tenant admin Filament panel polished
- Phase retro complete · lessons learned documented
- Hi-End server procurement initiated (capacity for 10+ tenants)
- MOH audit prep timeline confirmed (7 Jan kickoff)