Prioritized office-manager questions

Use this as a meeting agenda; answers are not yet known. No patient examples or credentials should be placed in the repository.

P0 — scope and account ownership

1. What does success mean: preserve the current appearance, preserve content and branding with a new design, or simplify the site? Which three current problems matter most?
2. Who owns and can transfer the domain, DNS, hosting, content, photography, logos, videos, analytics, Search Console, and vendor accounts? Can the current agency provide an export, media originals, URL/redirect list, and contract/license details even without source access?
3. Which appointment route is authoritative: phone, the request page, contact form, chat, or another scheduling vendor? Is it a callback request or real-time confirmed booking? Who responds, within what hours and target time?
4. Where do contact forms, appointment forms, giveaway/sponsorship forms, and CloudGain chats send and retain data today? Who may access it? Which vendors and notifications are involved? Are patient details expected in free text?
5. Which data should the future site collect, if any? Who will approve handling, retention/deletion, consent wording, vendor agreements, tracking exclusions, and access requirements? Is there an existing practice-approved secure intake/scheduling product to link to?
6. Who will edit, review, publish, and administer accounts? Can the manager publish all content, or must a dentist approve clinical claims and treatment copy? Who approves prices and policies?
7. What recurring budget and technical support arrangement are realistic? Who owns patches, backups, account recovery, incident response, and vendor renewal after launch?

P1 — content and migration decisions

8. Confirm the practice name, current phone number (including any tracking numbers), address, hours, holiday exceptions, providers and credentials. Which existing page is authoritative when details disagree?
9. Which services and technologies are still offered? Should the duplicate prevention/periodontal topics remain separate? Which pages, blog posts, or locations should be retired or merged?
10. Are the current whitening promotion, VIP Savings Plan terms/prices, giveaway, and sponsorship active? Who supplies start/end dates, eligibility, rules, exclusions, and approval?
11. Do we have permission to republish every gallery image, portrait, testimonial, stock photo, logo and video? Who can verify before/after pairings and patient image publication permissions? Where are originals and usage records kept?
12. Does “Patient Portal” need to be a resource page, secure records/billing login, downloadable intake forms, or a link to a practice-management portal? The deeper Patient Forms page currently links to securehealthform.net; who owns that intake account and should it remain? These are different scopes.
13. Which external services must remain: financing, reviews, maps, social channels, videos, chat, analytics, call tracking and campaigns? Who is the business owner for each? Which can be removed?
14. Can the agency/owner provide Search Console and analytics exports of valuable landing pages, backlinks, conversions and campaign URLs? Are there old domains, print QR codes, paid-ad links, or unpublished redirect rules to preserve?
15. Which accessibility needs and language needs should the replacement support? Who approves policy text and how should patients report a website difficulty?

P2 — editor experience and launch operations

16. What will staff change weekly/monthly, using which devices? Do they need scheduled promotions, holiday hours, preview links, change history, approval notifications or multi-person editing?
17. Do staff already use Microsoft 365 or Google Workspace accounts with MFA? Who is the account owner and backup contact when the manager is unavailable?
18. Who signs off on the content inventory, appointment journey, redirect map and editor acceptance demonstration? What launch date or current-agency contract dates constrain the schedule?
19. What is the expected downtime tolerance, rollback decision-maker, and post-launch response plan? Who will watch missed inquiries and broken links during transition?

Suggested meeting output

A named owner and decision for each P0 question; the keep/update/merge/retire content list; an approved staff capability matrix; a confirmed appointment destination and data-handling boundary; asset rights status; a budget range; and a short list of CMS evaluation scenarios. Record unresolved items with owner and date, rather than silently treating them as accepted assumptions.