A connected path from first inquiry to enrollment

Purpose: Establish a validated picture of how referrals actually move today, and the architecture and guardrails that will hold as LAJH scales.

• Validate current-state workflows and ownership across Marketing, Intake, Admissions, Clinical, Finance, and IT
• Confirm service-line priorities, locations, SLAs, and KPIs
• Confirm permissions, sensitive-data boundaries, retention, SSO/MFA, and audit requirements
• Produce the solution architecture, data dictionary, and migration plan
• Produce the integration map and a prioritized delivery backlog

Vendor and API confirmation for the clinical system of record is a discovery item in this workstream.

Purpose: Model people, families, referral sources, locations, and intake records so every relationship in the journey is represented accurately.

• Configure people, households and family relationships, organizations and referral sources, facilities and locations, and enrollment/intake records
• Use association labels for participant, guardian/DPOA, family member, physician/referrer, and internal staff
• Create service-line and location segmentation, ownership rules, required fields, duplicate controls, and record views
• Preserve each intake as a discrete record associated to the correct person and submitter

Purpose: Make a long, complex intake completable by families, physicians, and staff — without losing history on repeat submissions.

• External responsive HubSpot intake form with progressive and dependent questions for self, family/guardian, and physician referral paths
• Internal guided playbook/form for phone-assisted intake
• Workflow that creates a separate intake/enrollment record for every submission, so repeat submissions never overwrite history
• Required-field validation, save/continuation approach to be validated, document and checklist tracking, acknowledgement, routing, and source capture
• AI-assisted intake feasibility spike to test text-based and PDF extraction

Production OCR and image ingestion are treated as an option pending accuracy, privacy, and workflow validation.

Purpose: Give the PACE team an accountable pipeline where nothing ages quietly and every stage has a clear owner and a clear next action.

• Stages: Inquiry, Initial Screen, Intake/Questionnaire, Eligibility & Assessment, Review & Approval, Enrollment Documentation, Enrolled, Not Qualified/Withdrawn
• Required fields and stage gates, lead aging, and owner assignment
• Task and reminder automation, stalled-record alerts, and escalation rules
• Denial and delay reasons, re-engagement paths, and post-enrollment handoff
• Long-cycle nurture plus appointment and tour coordination

The architecture is designed to support a future rapid-admissions workflow targeting one-hour decisions. That target is not included in the PACE build.

Purpose: Connect every inquiry back to the campaign, partner, or community effort that produced it, and support the outreach that follows.

• WordPress tracking and forms plus GA4 connection
• Campaign and referral-source attribution across web, phone, events, social, partners, and community outreach
• Segmentation by service line, location, demographics, service need, source, guardian/referrer relationship, and engagement
• Outlook and Microsoft 365 activity sync, one-to-one email, marketing nurture, and task/meeting coordination

Transactional email and SMS reminders proceed only after clinical event data, consent, add-on licensing, and system integration are validated.

Purpose: Define a governed exchange between HubSpot and the clinical system of record, with clear field ownership and PHI boundaries.

• Discovery and technical design for governed data exchange with the clinical system of record
• Recommended initial pattern: HubSpot manages prospects through enrollment; an enrolled participant is pushed to the clinical system; only approved clinical and status fields needed for reporting or communication return to HubSpot
• Confirm one-way versus bidirectional sync, field ownership, and API/webhook or SFTP/FHIR availability
• Confirm middleware and hosting, error handling, monitoring, retries, reconciliation, and audit logging
• Confirm vendor agreements, BAAs, and PHI boundaries
• DocuSign workflow and Microsoft 365 integration to be validated and configured

This scope does not promise clinical scheduling, eligibility adjudication, insurance authorization, or every field syncing.

Purpose: Turn the system into visibility teams trust, then move the right data in and get people confidently using it.

• Role-specific dashboards for PACE, admissions, marketing, locations, executives, and board/view-only audiences
• Reports for source attribution, conversion by stage, enrollment timeline, lead aging, staff activity, and drop-off/denial reasons
• Census and enrollment trends, campaign reporting, and scheduled weekly/monthly distribution
• Migrate approved Maximizer and spreadsheet data after audit, mapping, deduplication rules, and test loads
• Admin training, role-based user training, documentation, UAT, launch support, and an optimization backlog