Overview Tier A Tier B Tier C Chains Material Examples Flows Execute
CareNotes, Arizona outpatient behavioral health

From one clinic to 244 named targets, one seller, a kit that is ready today

Client #1 proves the unit of work: 62 patients, 1,059 signed-ready notes, one Friday delivery. The partnership agreement Marco signed on 2026-08-25 routes every clinic in this niche through him, so the engine below feeds Marco. Zazu builds the list and runs the email; Marco takes every reply and every call.

328
Arizona facilities found
SAMHSA locator, SA + MH, 7 centres, 60 mi
244
Tier A targets
outpatient + Medicaid + not a chain
1,059
notes delivered last week
62 patients, client #1, 2026-09-04
$5,500
first-month revenue per close
$2,500 onboarding + $3,000/mo standard

The funnel

Zazu — behind the scenes Marco — the seller Clinic dashed border = shared step Target list 244 Tier A Find decision maker Email sequence 4 emails, 14 days Reply to Marco 15-min call + live demo BAA + intake checklist Pilot patient approved $2,500 + $3,000/mo onboarding + monthly Weekly Friday delivery ↻ repeats weekly, ongoing Assumption, not forecast 20 emails/day × 12 sending days ≈ 240 sends 2–5% reply rate → 5–12 conversations Goal: 1 signed pilot in cycle one

How to read this page

Datasets

Tier A, B, C and the 18 chains each carry a full contact list, searchable and sortable, split into sub-segments where the pitch actually changes.

Material

Every asset Marco and Zazu use gets one row: what it is, where it lives, and which segment calls for it.

Examples

Four real deliverables, marked up point by point, show exactly what a clinic sees at each touch.

Execute

The decisions still open, the actions already queued, and the first 14 days broken into a day-by-day list.

Tier A: Outpatient + Medicaid

Tier B: Partial match

Tier C: Residential only, weak fit

Chains: later push, needs a case study

These 18 organizations run four or more Arizona addresses each. A cold call reaches one location, not the regional or clinical director who signs for the whole group. This list waits until a Tier A or Tier B clinic is live long enough to serve as a named case study.

Material

Every sales asset referenced anywhere in the segment plans, with where it lives and which segments call for it.

Examples

Email 1

Watch how the subject line and the opening sentence name the clinic's own city before the pitch starts, and how the close asks for 15 minutes, not a sale.

Email 1 · Day 0

FromMarco <marco@silverwingmedical.com>
Todana@riverbenddemoclinic.org
1Subjectyour clinicians' 9pm note backlog

2Dana, if your team at Riverbend Demo Clinic is still writing SOAP notes after hours, you already know what that costs you: sessions that sit unbilled and a chart that's a step behind.

3We run the documentation for outpatient programs like yours in Mesa.

You send your weekly service log, the one you already keep. By Friday evening, drafted SOAP notes for every session land in a shared Drive folder, formatted to your AHCCCS codes. Your clinician reviews, adds the clinical judgment fields, and signs.

4We prepare, you sign.

5Worth a 15-minute call to see the format?

Marco

  1. The subject line names a felt cost, not a product, so it survives a two-second scan of a crowded inbox.
  2. Sentence one puts the clinic's own name next to "after hours," proving this isn't a mail-merge blast.
  3. Sentence two states where the work happens, Mesa, before it states what CareNotes is, so the reader keeps reading.
  4. "We prepare, you sign" answers the liability objection before anyone asks it.
  5. The close asks for 15 minutes to see a format, not a sales call. That's a smaller yes.

Close on this

  • The subject line and the city name are the only two things that change per clinic. Everything else stays fixed.
  • Lead every call with "we prepare, you sign." It kills the liability objection before Marco hears it asked.
  • No reply means Email 2 goes out day 3. No follow-up calls before a reply, ever.

One-pager

Watch the pricing table anchor on Standard, not Small clinic, and the pilot step at the bottom that removes the buyer's biggest doubt.

One-pager · print preview

CareNotes: Every Session Documented and Ready to Sign by Friday

The problem

1Your clinicians are writing SOAP notes at 9pm.

Sessions from Tuesday still sit undocumented on Friday. A session without a signed note cannot be billed to AHCCCS, and a chart with gaps is the first thing an auditor pulls. Your staff did the clinical work. They should not also be your documentation department.

What you get, every week

You send your normal weekly service log spreadsheet, the one your clinic already keeps. By Friday evening, a filled SOAP note set lands in your shared Google Drive folder: one per patient, per session, formatted to your billing codes (H0004, T1016, and the rest of your AHCCCS set). Case management notes are included.

What you do

A credentialed clinician on your team reviews each draft, fills in the fields that require clinical judgment, risk review and medical necessity, and signs.

3We prepare, you sign.

A draft is not a medical record until your clinician signs it. If a note isn't right, it gets redone or credited.

Pricing

2
PlanMonthly feePatients includedOverage
Small clinic$2,000/moUp to 20$100/patient/mo above 20
Standard$3,000/moUp to 30$100/patient/mo above 30

Onboarding is a one-time $2,500 fee. Both plans run on a 6-month initial term. A 45-patient clinic on the standard plan runs $4,500/mo.

How to start

  1. Sign the BAA. No patient data moves before this.
  2. Fill out a short intake checklist covering your billing codes and note format.
  3. We onboard within one week of receiving it.

4Before your first full week, we run a pilot: one patient's notes, drafted and reviewed by your clinician, so you see the format before committing to the weekly cadence.

Provided by Silverwing Medical LLC. AI-assisted drafting, clinician-reviewed and signed.

  1. The problem line names the exact failure mode, 9pm notes, a clinic owner already recognizes before any pitch starts.
  2. The pricing table is two rows and one overage rule. Standard covers a 30-patient clinic for $3,000/mo flat.
  3. "We prepare, you sign" is the same four words as the email and the call, so nothing feels reworded between touches.
  4. The pilot step means a clinic never buys blind. One patient's notes prove the format before the six-month term starts.

Close on this

  • Standard ($3,000/mo, 30 patients) is the anchor number to quote first, not Small clinic.
  • The pilot in step 4 removes "what if it's wrong" before it becomes an objection.
  • Nothing on this page names the code stack. The reader sees an outcome, not a tool.

Friday delivery

Watch the billing code sitting in the filename itself, and the Risk Review and signature fields left blank on purpose.

Friday delivery · what lands in Drive

Shared Drive

  • Generated CareNotes Docs /
    • Week 9-1 to 9-5 /
      • Demo Client 0001 /
        • SOAP 2026-09-02 1H0004.docx
        • Case Management 2026-09-02 T1016.docx
Riverbend Demo Clinic
100 W Main St, Mesa, AZ 85201

SOAP Note

Date of Service: 09/02/2026   Program: OTC

2Duration: 58 minutes (4 units)

S · Subjective
Client reported steady sleep and improved mood since the last session. Client described continued use of the coping worksheet between sessions.

O · Objective
Client appeared engaged and oriented throughout the group. Client participated in two of three structured exercises without prompting.

A · Assessment
Client is progressing toward the treatment plan's coping-skills goal. Continued weekly sessions remain clinically appropriate at this level of care.

P · Plan
Continue current session frequency. Reinforce worksheet use between sessions. Reassess goal progress at the next scheduled review.

3

Risk Review:  

Medical Necessity:  

4Clinician Signature:     Date:  

Client Name: Demo Client 0001   DOB: 01/01/1990   AHCCCS ID: A00000000

  1. The billing code lives in the filename itself, H0004 for this SOAP note, T1016 for the case management note, so a biller can sort the folder without opening a document.
  2. Duration and units print on every note. Nobody recalculates 58 minutes into 4 units by hand.
  3. Risk Review and Medical Necessity print blank on purpose. The system will not guess at either field.
  4. The signature line is blank too. A draft becomes a medical record only once a clinician signs it.

Close on this

  • The clinic sees a finished draft already sitting in their own Drive folder Friday evening.
  • The clinician's only remaining action is to sign it.
  • Nothing clinical, risk review or medical necessity, was decided by anyone but that clinician.

Call brief

Watch discovery question 3 pull the billing codes early, so Marco already knows the pricing tier before he ever quotes a number.

Marco's call brief

30-second opener

1Hi Dana, this is Marco. I work with outpatient programs here in Arizona on their clinical documentation, the SOAP notes and case management notes that back up your AHCCCS billing. Quick question: is your team still writing notes after hours to keep up, or are you fully caught up right now?

Five discovery questions

  1. Walk me through what happens between a session ending and that note being signed. Who touches it, and how long does it usually take?
  2. How many patients are you documenting for in a typical week?
  3. 2What billing codes are you running most, H0004, T1016, others?
  4. Where does documentation usually fall behind, a specific clinician, a specific program, a specific week?
  5. If notes were signed and ready every Friday without anyone staying late, what would that change for your week?

If asked: what does this cost?

3

$3,000 a month covers up to 30 patients, $100 per patient above that. Under 20 patients, it's $2,000 a month. One-time onboarding is $2,500, and the term is six months.

The close

4

Let's not guess at this. Send me your intake checklist and I'll sign the BAA on our end today. We'll run one patient through as a pilot so your clinician can see exactly what lands in the folder, no cost, no commitment yet. If it looks right, we start the following week.

  1. "Hi Dana, this is Marco" identifies him fast, so the next sentence lands as help, not a stranger's pitch.
  2. Question 3 asks for billing codes, H0004, T1016, the AHCCCS behavioral-health set, so Marco has the billing method before he ever says "AHCCCS."
  3. The price answer is memorized so it comes out flat and confident, never like Marco is reading a rate card.
  4. The close asks for the intake checklist and the BAA in the same breath, before it asks the clinic to buy anything.

Close on this

  • Read the opener close to word for word for the first ten calls.
  • Get to question 3 early. The billing codes tell Marco which pricing tier and which pilot patient to propose next.
  • Never end a call without naming the pilot. It costs the clinic nothing and gets the BAA signed today.

Flows

Outreach funnel

Zazu — behind the scenes Marco — the seller Clinic dashed border = shared step Target list 244 Tier A Find decision maker Email sequence 4 emails, 14 days Reply to Marco 15-min call + live demo BAA + intake checklist Pilot patient approved $2,500 + $3,000/mo onboarding + monthly Weekly Friday delivery ↻ repeats weekly, ongoing Assumption, not forecast 20 emails/day × 12 sending days ≈ 240 sends 2–5% reply rate → 5–12 conversations Goal: 1 signed pilot in cycle one

244 Tier A targets move through email, call, BAA and pilot to a signed $2,500 plus $3,000/mo deal and the recurring Friday delivery.

Material by segment

Zazu — behind the scenes Marco — the seller Clinic dashed, muted = lower priority Tier A / Tier B target list Tier A: IOP/PHP email sequence + delivery example + call brief Tier A: MAT clinics call brief first phone-heavy, high volume per patient + one-pager Tier A: outpatient email sequence + whiteboard video Tier B no Medicaid flag, or residential + Medicaid referral ask + one-pager lower priority Chains (18) set aside for now case study first, outreach later

Each segment routes to the asset that closes it: MAT gets the call brief and demo, chains get a case study and a video, before anyone dials.

Call decision tree

Zazu — behind the scenes Marco — the seller Clinic dashed border = shared step Opener (30 seconds) no pitch yet Discovery question “How are notes done today, and who signs?” Branch A clinician writes after hours Branch B EHR templates Branch C intern or biller drafts Liability Drafts only, clinician signs. We never fill clinician fields. “Our EHR does this” EHR stores the note. It doesn't draft from your log. HIPAA BAA is signed first. No data moves before that. Close book the pilot, send BAA + intake checklist

One opener leads to one discovery question, which branches on how the clinic writes notes today, then converges on the same pilot close.

Onboarding timeline

Zazu — behind the scenes Marco — the seller Clinic dashed border = shared step Day 0 Day 0–2 Day 3–5 Day 6 Day 7 Week 1 Sign BAA + agreement Intake checklist codes, format, delivery day, cutoff Workspace + folder setup Pilot patient notes drafted Clinician approves format First Friday delivery signing only clock starts here → runs to first Friday delivery

The real clock starts at the completed intake checklist, not at the BAA signature, and the first Friday delivery lands inside week one.

Weekly delivery loop

Zazu — behind the scenes Marco — the seller Clinic dashed line = exception path next week Mon–Fri sessions logged, own sheet Log cutoff weekly gate Friday evening SOAP notes → Drive AHCCCS formatted Clinician reviews risk + necessity review, signs Billed claim submitted if off-format or late Off-format or late rows roll to next week's batch

Sessions logged Monday through Friday hit a cutoff, draft Friday evening, and any late or off-format row rolls into next week's batch instead.

Execute

Decisions only you can make

CodeDecisionRecommendation
D1Who works the list: Zazu runs email and Marco takes replies, or Marco cold-calls the 244 phone numbers directly.Both. Email needs the contact enrichment in A2 first. Marco can start dialling Phoenix and Mesa Tier A today with the call brief; the phone numbers are already in the sheet.Recommended
D2Which mailbox sends. The couriers@ account is the BAA mailbox and should never cold-email. The Resend domain on file is crestskills.com, the wrong brand.Add marco@silverwingmedical.com in the Workspace admin console. Two weeks of warmup, 20 per day cap. The Smartlead key already in .env handles warmup and the sequence.Needs you
D3Referral fee for clinic owners, billers and BHT staff in Marco's network.Left bracketed in referral-ask.md. A flat amount paid after the referred clinic's first monthly fee clears keeps it simple and avoids paying on pilots that never convert.Needs you
D4Your own signature on the partnership agreement. Marco completed his on 2026-08-25. The 2026-08-21 eSignature request in your inbox is still unread.Sign it before the first new client, so Section 8.2 exclusivity and the 50/50 split are enforceable on both sides.Needs you

First-cycle actions

CodeActionOwnerState
A1Send Marco the Tier A sheet filtered to Phoenix, Mesa, Glendale, Tempe (94 clinics) plus the call brief and one-pager.ZazuReady. Files listed in Material.
A2Enrich the 244 Tier A rows with a decision-maker name and email from each clinic's website. Firecrawl key is in .env; roughly 250 page scrapes.ZazuNext build, after D1.
A3Create the sending mailbox, start warmup, load the 4-email sequence into Smartlead with Marco as signer and reply-to.Zazu after D2Blocked on D2.
A4Ask the New Dreams clinical director for one written sentence on the Friday delivery, for the one-pager. Real quote only.MarcoOpen.
A5Run the two referral scripts on Marco's existing contacts this week. Cheapest channel, highest trust.MarcoOpen, needs D3.
A6Verify any pitch video before a clinic sees it. The first 4:20 cut ends on carenotes.com, a domain you do not own. The whiteboard and claymation cuts are clean.ZazuStanding check.

First 14 days

  • Days 1-3: Marco dials the 24 Tier A MAT rows in Phoenix (17) and Mesa (7), straight from the phone column.
  • Days 1-3: Marco dials the 34 Tier A IOP/PHP rows in Phoenix (22) and Mesa (12) the same way.
  • Days 1-3: every live call runs the 30-second opener, the billing-codes question, and closes on the one-patient pilot.
  • Days 1-5: enrich Tier A's 244 rows with a decision-maker name and email; the source data carries none today.
  • Days 4-14: the four-email sequence goes live for rows a call did not reach, once the sending mailbox exists.
  • Days 4-14: the 42 regular-outpatient rows run the sequence exactly as written, no adjustment needed.
  • Every reply, any day: routes straight to Marco for the 15-minute call and the live demo.
  • All week: referral asks run alongside the calls, the credential the 18 chains will ask for later.
Built 2026-09-08 from the 2026-09-07 SAMHSA locator pull, the signed Silverwing x Marco Dukes agreement, and client #1 batch records. No patient data appears on this page.
Reviewed by ____________________  Date ________

Slide deck: deck.pdf · deck.pptx