monday.com Expert Needed to Build KPI-Driven Operations & PI Funnel Dashboard (Healthcare / Multi-Site)
Budget: $8 – $15 USD
We are a multi-location healthcare company (BrainStim Centers) looking for an experienced monday.com expert to build a fully integrated operational dashboard and KPI tracking system.
This is NOT a simple dashboard project. We need someone who can design and implement a structured system of boards, relationships, automations, and formulas that accurately tracks our business performance.
Our business includes:
* Multi-site clinical operations
* Personal injury (PI) patient referrals from law firms
* Insurance and cash-pay patients
* A complex workflow from referral → treatment → billing → collections
We already have a clear vision of the system and KPIs. We need an expert to build it correctly and efficiently inside monday.com.
---
## **Scope of Work**
You will build the following:
### **1. Core Boards**
* PI Patient Pipeline Board (primary)
* Law Firm / Referral Source Board
* Financial / AR Board (billing and collections)
* Task / Follow-Up Board
---
### **2. Data Structure & Relationships**
* Connect boards properly (patients ↔ law firms ↔ financial records)
* Use mirror columns where appropriate
* Ensure clean data flow across all boards
---
### **3. KPI Tracking (CRITICAL)**
All KPIs must be accurately calculated using monday.com formulas and/or board summaries.
Key KPIs include:
* Referral → Intake conversion %
* Intake → Treatment Start %
* Treatment Completion Rate %
* Total Billed vs Collected
* Collection %
* Average $ collected per patient
* AR aging buckets (0–30, 31–60, 61–90, etc.)
* Average days between key stages (referral → intake → start → completion → billing → payment)
* Patients per chair per week (capacity utilization)
---
### **4. Funnel & Bottleneck Tracking**
* Track patients across defined stages (referral → intake → diagnostics → treatment → billing → payment)
* Build “Days in Stage” logic
* Identify bottlenecks automatically (patients stuck too long)
* Create views for operational action
---
### **5. Automations**
* Stage change tracking (update timestamps)
* Alerts for bottlenecks
* Task creation for billing and AR follow-ups
* Recurring follow-up workflows
---
### **6. Dashboard Creation**
Build an executive dashboard that includes:
* KPI summary (top-level metrics)
* Funnel visualization
* Bottleneck / stuck patients view
* Law firm performance ranking
* Financial performance (billed vs collected, AR aging)
* Time-to-conversion metrics
---
## **What We Will Provide**
* Full KPI list and definitions
* Desired funnel stages
* Example formulas and structure
* Business context and use cases
---
## **What We Expect From You**
* Strong experience with monday.com (advanced level)
* Ability to design scalable systems (not just dashboards)
* Experience with formulas, automations, and connected boards
* Ability to think through data structure and workflows
* Clear communication and structured approach
---
## **Nice to Have**
* Experience with healthcare or similar service businesses
* Experience with revenue / pipeline / funnel dashboards
* Experience working with multi-location operations
---
## **Deliverables**
* Fully built monday.com system (boards + dashboard)
* All KPIs functioning correctly
* Clean, intuitive structure for internal team use
* Documentation or walkthrough of how the system works
---
## **To Apply**
Please include:
1. Examples of monday.com systems or dashboards you’ve built
2. A brief explanation of how you would approach building a KPI-driven system like this
3. Your experience with formulas, automations, and connected boards
---
## **Project Scope**
* Fixed project preferred (we can define scope together)
* Potential for ongoing work after initial build
---
We are looking for someone who can think like an operator, not just a builder.
This is NOT a simple dashboard project. We need someone who can design and implement a structured system of boards, relationships, automations, and formulas that accurately tracks our business performance.
Our business includes:
* Multi-site clinical operations
* Personal injury (PI) patient referrals from law firms
* Insurance and cash-pay patients
* A complex workflow from referral → treatment → billing → collections
We already have a clear vision of the system and KPIs. We need an expert to build it correctly and efficiently inside monday.com.
---
## **Scope of Work**
You will build the following:
### **1. Core Boards**
* PI Patient Pipeline Board (primary)
* Law Firm / Referral Source Board
* Financial / AR Board (billing and collections)
* Task / Follow-Up Board
---
### **2. Data Structure & Relationships**
* Connect boards properly (patients ↔ law firms ↔ financial records)
* Use mirror columns where appropriate
* Ensure clean data flow across all boards
---
### **3. KPI Tracking (CRITICAL)**
All KPIs must be accurately calculated using monday.com formulas and/or board summaries.
Key KPIs include:
* Referral → Intake conversion %
* Intake → Treatment Start %
* Treatment Completion Rate %
* Total Billed vs Collected
* Collection %
* Average $ collected per patient
* AR aging buckets (0–30, 31–60, 61–90, etc.)
* Average days between key stages (referral → intake → start → completion → billing → payment)
* Patients per chair per week (capacity utilization)
---
### **4. Funnel & Bottleneck Tracking**
* Track patients across defined stages (referral → intake → diagnostics → treatment → billing → payment)
* Build “Days in Stage” logic
* Identify bottlenecks automatically (patients stuck too long)
* Create views for operational action
---
### **5. Automations**
* Stage change tracking (update timestamps)
* Alerts for bottlenecks
* Task creation for billing and AR follow-ups
* Recurring follow-up workflows
---
### **6. Dashboard Creation**
Build an executive dashboard that includes:
* KPI summary (top-level metrics)
* Funnel visualization
* Bottleneck / stuck patients view
* Law firm performance ranking
* Financial performance (billed vs collected, AR aging)
* Time-to-conversion metrics
---
## **What We Will Provide**
* Full KPI list and definitions
* Desired funnel stages
* Example formulas and structure
* Business context and use cases
---
## **What We Expect From You**
* Strong experience with monday.com (advanced level)
* Ability to design scalable systems (not just dashboards)
* Experience with formulas, automations, and connected boards
* Ability to think through data structure and workflows
* Clear communication and structured approach
---
## **Nice to Have**
* Experience with healthcare or similar service businesses
* Experience with revenue / pipeline / funnel dashboards
* Experience working with multi-location operations
---
## **Deliverables**
* Fully built monday.com system (boards + dashboard)
* All KPIs functioning correctly
* Clean, intuitive structure for internal team use
* Documentation or walkthrough of how the system works
---
## **To Apply**
Please include:
1. Examples of monday.com systems or dashboards you’ve built
2. A brief explanation of how you would approach building a KPI-driven system like this
3. Your experience with formulas, automations, and connected boards
---
## **Project Scope**
* Fixed project preferred (we can define scope together)
* Potential for ongoing work after initial build
---
We are looking for someone who can think like an operator, not just a builder.