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Healthcare Operations System in Monday.com /Real Project

A 90-day physician onboarding run on automated Monday.com boards

Architected a scalable Monday.com workspace for NovaNav, a US-based digital care navigation company onboarding physicians and hospital leadership. The system translates a complex 90-day onboarding journey into a fully structured CRM with lead pipeline, client onboarding tracker, and 5 interconnected launch phase boards — each with automated task generation, executive sign-off gates, and overdue chase workflows.

Timeline
4 weeks
Rating
★ 5.0
Category
Operations Systems

At a glance

Problem
The company had a 90-page onboarding process for new physician clients but no system to manage it.
What I built
Designed and built a complete Monday.com workspace with a leads pipeline, client onboarding tracker, and 5 sequential launch phase boards covering the full 90-day physician…
Tools
Monday.com, Monday Automations, Dashboard, CRM Architecture
Result
Client rating ★ 5.0 out of 5
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The problem

The company had a 90-page onboarding process for new physician clients but no system to manage it. Everything was tracked in spreadsheets and email threads. CSMs (Customer Success Managers) had no visibility into which clients were stuck at which stage, leadership couldn't see overall onboarding health, and tasks were regularly missed because there was no automated tracking or escalation. Scaling beyond 20 concurrent customers was impossible.

How it works

  1. 01New physician lead enters the Leads Pipeline board and progresses through sales stages
  2. 02When a deal closes → automatically creates a row in the Client Onboarding Tracker
  3. 03Onboarding tracker moves the client through 5 sequential phases, each on its own board
  4. 04Phase 1: Contracting & credentialing — auto-generates compliance tasks and document requests
  5. 05Phase 2: Technical setup — integration tasks, EHR access, system configuration
  6. 06Phase 3: Training — session scheduling, material delivery, competency sign-offs
  7. 07Phase 4: Pilot launch — go-live checklist, monitoring tasks, feedback collection
  8. 08Phase 5: Full deployment — scaling plan, performance review, ongoing support handoff
  9. 09Executive sign-off gates prevent clients from advancing until leadership approves
  10. 10Overdue tasks trigger automated chase emails with timeline impact to CSMs and leadership
  11. 11Leadership dashboard shows stuck clients, CSM workload, go-live timelines, and onboarding health

What I built

Designed and built a complete Monday.com workspace with a leads pipeline, client onboarding tracker, and 5 sequential launch phase boards covering the full 90-day physician onboarding journey. Each phase board generates its own sub-tasks automatically when a client enters that phase. Built automated stage progression, executive sign-off gates, overdue chase systems with timeline impact emails, and a leadership dashboard pulling live KPIs across all boards.

Stack

  • Monday.com
  • Monday Automations
  • Dashboard
  • CRM Architecture
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