One system for scheduling, recalls, and reporting across nine practices.
Nine sites meant nine versions of the truth. Each practice had its own way to book the work, chase a recall, and file what happened.
Before
- Airtable
Each practice kept its own base for bookings and recalls. Nine bases, nine slightly different versions of the week.
- Intact
Held the accounts and the historic records, but nothing about scheduling, so reporting meant reconciling it against the bases by hand.
After
Nine practices share one source of truth. Scheduling, recalls, and reporting sit in the same place, so a site is not inventing its own version of the week.
Nine practices, one diary
A multi-site audit practice cannot run on nine spreadsheets that almost agree. The product is the diary every site opens, not a report someone reconciles later.
The old numbers, in the new system
A new tool with dummy rows does not earn trust. We moved the existing records in so the first week already had the real work on it.
Recalls and reports from the same place
Scheduling is only half the job. Recalls and reporting have to come off the same record, or each site starts keeping a side list again.
One source of truth
Nine sites, one system. The week is the same week no matter which practice you ask.
How we did it
- We mapped how each site booked the work and where the records actually lived.
- We built one system for scheduling, recalls, and reporting, instead of nine local copies.
- Existing records moved into that system so the new diary was not an empty board.
