Steps 1–6 & 9 · Second Brain & teamMon 2 Nov 2026
The pages behind the board
Short excerpts show how her voice, memory and an approved playbook support the work.
How I Work · voice profile
Approved example rules: lead with the decision; give every number with its date; name the owner; thank practice managers by name; keep anything for Rachel under 200 words.
Update for Rachel: decision, numbers, ask.
Corrections log · 28 Oct: say “practice”, never “clinic”.
Memory · goals & decisions
- Goal: new-patient wait ≤10 days at all 9 practices by 18 Dec.
- Decision index: 30 Oct · open Ashby Crossing with three clinicians if the fourth isn’t enrolled by 20 Nov · Amara and Dr. Park · fictional meeting notes.
- Request log: Rachel · go/no-go · asked 30 Oct · due 4 Nov · not yet answered.
Answer Library · reusable draft
Repeat question: Can I change a clinician’s schedule template?
Yes, if it’s under 4 hours a week and keeps every new-patient slot. Log it in the template tracker the same day. Anything bigger comes to me and Dr. Park on Thursday.
Source: the decision-rights draft from her First Catch. Awaiting Amara’s approval.
My Team · example roster
- Chief of Staff: briefs and follow-up drafts · “nudges” or “prep” On
- Access Analyst: Monday access pack · “access” Not yetneeds the report export
- Communications Partner: Friday practice update · “update” Not yet
- Opening Coordinator: Ashby Crossing checklist chases · “ashby” Not yet
Step 6 designs only seats her approved AI can run; Step 9 switches one on after she approves its playbook.
Chief of Staff · playbook excerpt
Purpose: turn agreed priorities into short, ready-to-send preparation. Start words: “nudges”, “prep [meeting]”. Inputs: Board, Job Map, Memory. Produces: follow-up drafts and one-page briefs for review. Decision rule: if two sources disagree, flag it and ask Amara. Checks: every number has a source and a date; every action has an owner; guesses are labeled; no patient, pay or HR details. Never: decide, send or share on Amara’s behalf.
Step 3 · Win LogMon 2 Nov 2026
Win Log
A record of contribution, results and evidence, not just a list of tasks.
186more new-patient slots a month
3 daysshorter new-patient wait
2.3 ptsfewer no-shows at pilot practices
Invented outcomes within this fictional example. No claim of results from using the kit.
| Date · result | My contribution & goal | Evidence · confidence |
|---|
| 2 Oct · 186 more new-patient slots a month across 9 practices | Led the schedule template review with Dr. Park and seven practice managers; turned unused admin blocks into new-patient time. Goal: access. | Fictional reference: template report, September vs October. Strong · slots added to schedules, not visits completed. |
| 16 Oct · new-patient wait 16 → 13 days | Started the Monday access huddle and same-day waitlist backfill. Goal: access. | Fictional reference: access report, weeks of 14 Sep and 12 Oct. Some · four weeks of data; seasonal effects possible. |
| 23 Oct · no-shows 11.0% → 8.7% at two pilot practices | Sponsored text reminders and same-day backfill with Theo at Riverside and Oak Street. Goal: no-shows. | Fictional reference: pilot report, 4 weeks. Some · two practices only. |
“My case” · quarterly impact summary
This quarter I opened up access across nine practices: 186 more new-patient slots a month, the wait for a new-patient visit down from 16 to 13 days, and no-shows down 2.3 points at two pilot practices. Next: every practice at 10 days or less, and Ashby Crossing open on 12 January.
Illustrative draft to check against the source evidence. Source labels are examples, not links to real documents.
Step 3 · Answer LibraryMon 2 Nov 2026
Answer Library
The questions that keep coming back, each with one reusable answer she approves once.
5questions asked more than once in 90 days
27times they were asked in all
2 of 5answers approved so far
Invented counts within this fictional example. No claim of results from using the kit.
| Repeat question · asked | Reusable answer | Source · status |
|---|
“What’s our new-patient wait this week?”
11 times · 6 practice managers | It’s in the Monday access pack, practice by practice. The pack goes out by 10am every Monday. If you need it mid-week, ask Theo. | Fictional reference: access huddle decision, 12 Oct. Approved |
“Can I change a clinician’s schedule template?”
6 times · 4 practice managers | Yes, if it’s under 4 hours a week and keeps every new-patient slot. Log it in the template tracker the same day. Anything bigger comes to me and Dr. Park on Thursday. | The decision-rights draft from her First Catch. Draft awaiting Amara’s approval |
“Where’s the front-desk training schedule?”
3 times · 3 practice managers | On the training team’s calendar, updated every Friday. If a new starter needs a session, ask the training team directly and copy me. | Fictional reference: training team page. Approved |
“How do I get a temporary scheduler?”
4 times · 3 practice managers | Held for now: “Not yet. I’ve asked Rachel, and I’ll tell everyone at once when she decides.” | Hurdles on her board, since 5 Oct. Draft needs Rachel’s decision first |
“Will Ashby Crossing take patients from my practice?”
3 times · 2 practice managers | Held for now: “Not before it opens on 12 January. Which patients move, if any, is decided after Thursday’s review.” | Fictional meeting notes, 30 Oct. Draft until the go/no-go |
When it comes in again
Tue 3 Nov, 9:12am · chat message from Luis, Oak Street practice manager. The 11th time this quarter.
“Hi Amara, quick one: what’s our new-patient wait looking like this week?”
Ready to send · for Amara to review
Drafted from approved answer 1, with this week’s number from the access pack.
Hi Luis, Oak Street is at 12 days this week, down from 14. Every practice’s number is in the Monday access pack, which goes out by 10am, and Theo has it mid-week. Thanks for keeping an eye on it.
Draft only · Amara reviews, edits and sendsA new repeat, spotted
On Friday, Amara answered Grace from Lakeview about holiday clinic hours. It was the second time she’d been asked.
Add this to your Answer Library as a draft?
Yes. I’ll check it Monday.Her AI offers each time she answers a repeat question. It never adds an approved answer on its own.
The pattern underneath
11 of the 27 repeats are people looking for a number they can’t find. A good answer saves her typing it again. The lasting fix is to stop the question arriving: the Monday access pack, second on her Get Ahead list.
