1. 🎯 Pilot Summary
| Phase | Phase 2 · Pilot |
| Duration | 3 Aug - 30 Sep 2026 (~8 weeks) |
| Modules deployed | M1 + M2 + M4 + M5 + M7 + M9 (six modules · MVP + 2.x sprints) |
| Clinic | Doc Zam's primary clinic (single site · ~80 patients/day baseline) |
| Mode | Closed beta — staff family + opt-in regulars only for first 2 weeks · open to walk-ins from Week 3 |
| Goal | Validate clinical safety · operational efficiency · staff acceptance · patient NPS · billing accuracy · regulatory readiness |
| Capacity (run team) | 2 BE + 1 FE + 1 DevOps + 1 QA + 2 Doc Zam · 0.5 Founder = 7 FTE |
| Q4/Q5 Gate date | 30 Sep 2026 — pilot success eval · go/no-go for Phase 3 |
2. 🚦 Pilot Entry Gate (1 Aug)
- Sprint 2.2 demo passed · Pilot-Ready sign-off in writing
- Pilot clinic agreement · liability insurance · indemnity letter exchanged
- Hardware installed: 2 tablets · doctor laptop · pharmacy printer · array mic in consult room
- Network: backup 4G failover · UPS for clinic-side server
- Patient consent forms printed · 200 copies on hand
- Staff training complete (5-7 Aug if not already · refresher)
- Incident response runbook published · on-call rota active
- Daily standup channel + WhatsApp group with clinic staff active
- Rollback path tested · previous workflow still operable in parallel for first 2 weeks
3. 📅 Week-by-Week Pilot Plan
W13-9 Aug · Deploy + Burn-In
Mon: hardware install. Tue-Wed: integration smoke tests with live clinic data. Thu-Fri: receptionist + doctor + pharmacist hands-on. Weekend: bug fix sprint.
Mon: hardware install. Tue-Wed: integration smoke tests with live clinic data. Thu-Fri: receptionist + doctor + pharmacist hands-on. Weekend: bug fix sprint.
W210-16 Aug · Soft Launch (Closed Beta)
Staff family + opt-in regulars only. Target ~10 patients/day on MediEco · rest on legacy. Daily standup with clinic. Bug bash continuous.
Staff family + opt-in regulars only. Target ~10 patients/day on MediEco · rest on legacy. Daily standup with clinic. Bug bash continuous.
W317-23 Aug · Open to Walk-Ins (50%)
All triage-amber + green walk-ins routed via M1. Acute still on legacy. ~30-40 patients/day on MediEco.
All triage-amber + green walk-ins routed via M1. Acute still on legacy. ~30-40 patients/day on MediEco.
W424-30 Aug · 30-Day Mark + Interim Metrics
First metrics review. Doc Zam clinical case review. Patient NPS sample. Course-correct.
First metrics review. Doc Zam clinical case review. Patient NPS sample. Course-correct.
W531 Aug-6 Sep · 100% Walk-Ins
All non-acute walk-ins on MediEco. Acute still parallel. Pharmacy fully on M5. Billing fully on M7.
All non-acute walk-ins on MediEco. Acute still parallel. Pharmacy fully on M5. Billing fully on M7.
W67-13 Sep · Acute Coverage Begins
Acute encounters on M4 with M1 red-flag escalation. Hot-line to legacy still on standby.
Acute encounters on M4 with M1 red-flag escalation. Hot-line to legacy still on standby.
W714-20 Sep · Final Optimisations
Bug-burn down · UX polish from staff feedback · prep for Q4/Q5 gate.
Bug-burn down · UX polish from staff feedback · prep for Q4/Q5 gate.
W821-30 Sep · Q4/Q5 Gate Prep + Decision
Metrics finalised · external clinical advisor review · stakeholder presentation · 30 Sep gate decision day.
Metrics finalised · external clinical advisor review · stakeholder presentation · 30 Sep gate decision day.
4. 📈 Success Metrics
≥40%
Doc admin time cut
100%
Sign-off coverage
0
Critical safety events
≥95%
DDI flag accuracy
≥50
Patient NPS
<60s
Counter time/patient
| Metric | Target | Source | Cadence |
|---|---|---|---|
| Doctor admin time per encounter | ≥40% reduction vs baseline | Time-stamp · M4 sign-off | Weekly |
| SOAP sign-off coverage | 100% of encounters | M9 audit query | Daily |
| Critical clinical safety events | 0 (any → freeze) | Incident log · Doc Zam review | Continuous |
| DDI flag accuracy | ≥95% | Random sample · pharmacist re-audit | Weekly · 50 samples |
| Patient NPS | ≥50 | Post-visit survey via M1 | Weekly aggregate |
| Counter time per patient | < 60s reg + 30s billing | M7 timestamps | Weekly |
| Triage accuracy (HITL audit) | ≥90% | Doc Zam HITL sample | Weekly · 30 samples |
| Billing accuracy | ≥99% match vs manual | QA spot-check | Weekly · 20 invoices |
| System uptime | ≥99.5% | Monitoring dashboard | Continuous |
| Staff acceptance score | ≥7/10 | Weekly staff survey | Weekly |
5. 🛰️ Live Monitoring
- Real-time dashboard: Filament page · uptime · queue length · LLM latency · error rate · DDI flags
- Alerting: Telegram channel · LLM error > 5% · sign-off slip > 24h · DDI false-negative report
- Daily 5pm: Doc Zam clinical case review · 5 random encounters HITL audit
- Weekly Friday 4pm: Stand-up with clinic staff · metrics walk · friction points
- On-call: Eng Lead 24/7 · Doc Zam business hours · clinical escalation path documented
6. 👥 Staff Training
| Role | Training | Duration |
|---|---|---|
| Doctors (Doc Zam + 1) | M2 briefing · M4 ambient + sign-off · CPG lookup · Rx draft | 4h + 1h refresher |
| Pharmacist + assistant | M5 dispense · DDI flag · halal · label · NPRA log | 3h + 1h refresher |
| Receptionists (2) | M7 queue · registration · insurance · billing · MyInvois | 3h + 1h refresher |
| Doc Zam (admin role) | Daily ops dashboard · M9 audit access · HITL review | 2h |
| All staff | Incident escalation · privacy · consent capture | 1h shared |
7. ✍️ Patient Consent
- Bilingual consent form (BM/EN) · plain-language
- Specific consent for: ambient audio · AI-assisted dx · cross-clinic data continuity (M8 future)
- Opt-out path always available · paper fallback supported
- Audio retained 90 days max post-encounter · then auto-purge (PDPA)
- Consent revocation honoured within 24h
- Pediatric consent: parent/guardian + clinical exception per CPG
8. 🚨 Incident Response
| Severity | Response | Owner |
|---|---|---|
| P0 (clinical safety) | Immediate freeze · Doc Zam clinical override · root cause within 24h | Doc Zam + Founder |
| P1 (data loss) | Restore from backup · audit notify · root cause within 48h | Eng Lead |
| P2 (downtime > 30 min) | Failover to legacy · post-mortem within 1 week | DevOps + Eng Lead |
| P3 (UX bug) | Hotfix within 24h or workaround | FE Lead |
| P4 (cosmetic) | Backlogged for next sprint | QA |
9. ✅ Q4/Q5 Gate (30 Sep)
- Q4 Operational Gate: 8 weeks of data · uptime ≥ 99.5% · 0 P0 incidents · NPS ≥ 50
- Q5 Clinical Gate: Doc Zam written sign-off · 0 critical safety events · clinical accuracy ≥ 90% · staff acceptance ≥ 7/10
- External clinical advisor review (independent · 1 day site visit)
- Pilot debrief deck · stakeholders walk-through · go/no-go decision
- Phase 3 plan finalised: M3 + M6 + M8 sprint dates · scale clinic shortlist
10. ↩️ Rollback Plan
If pilot fails Q4/Q5: clean rollback to legacy workflow without disruption.
- Legacy paper/Excel workflow kept operable in parallel first 2 weeks
- Patient data export script tested · MediEco DB → legacy import format
- Audit trail preserved · M9 logs exported to immutable archive
- Clinic staff briefing in 1 hour · resume legacy ops next day
- Lessons-learned debrief published · post-mortem within 2 weeks
11. 📈 Scale Decision (Q4/Q5 Pass)
If pilot passes Q4/Q5, immediate Phase 3 kickoff.
- Sprint 3.1 starts 1 Oct · M3 Clinic Locator
- Sprint 3.2 starts 15 Oct · M6 Adverse Reaction Loop
- Sprint 3.3 starts 29 Oct · M8 Continuity Network · multi-tenant data
- Onboard 3-5 group clinics begins 12 Nov · network effect activates
- Hi-end server upgrade 24 Dec · 4× H100 deployment
- MOH audit prep 7 Jan-28 Feb · external pen-test
- Q6 production cert · GO LIVE 1 Mar 2027