Google Sheets Expert for Practice Tracking

Google Sheets Expert Needed – Healthcare Operations Tracking, Reporting & Executive Dashboard Project Overview We are a rapidly growing multi-location medical practice looking for an exceptional Google Sheets freelancer/consultant to help us design and build a scalable operational tracking and reporting system. www.prfootandankle.com We are not simply looking for someone who knows how to make spreadsheets look nice. We are looking for someone who can understand a business process, identify the data that matters, and create simple, efficient, reproducible Google Sheets tools that ultimately connect into a leadership dashboard. Our practice operates across multiple locations and providers and continues to grow. We want to develop a standardized reporting infrastructure that can scale with us as we add locations, providers, employees, and services. What We Want to Build The project will involve developing a series of standardized, interconnected Google Sheets that track different areas of the practice and ultimately feed into centralized dashboards. 1. Daily Order & Task Tracking We need simple systems for tracking orders generated by our providers, including: Surgical orders Imaging orders MRI/CT/X-ray and other diagnostic studies Custom orthotics Bracing/DME Laboratory orders Pathology Referrals Other clinical orders We need to be able to track items such as: Date ordered Provider Location Patient/order identifier Order type Assigned employee/team Current status Days outstanding Completion date Exceptions or overdue items The system should make it easy for employees to manage their daily work while simultaneously generating useful management data. 2. Practice KPI & Operational Reporting We currently track and want to expand reporting around metrics such as: Total patient visits New patients scheduled New patient visits completed Provider volume Location volume Scheduling call volume Calls answered Calls abandoned/missed Average answer time Scheduling accuracy Order completion Turnaround times Capacity/utilization Other departmental KPIs We want standardized reporting that minimizes manual data entry and makes trends easy to identify. 3. Location & Provider Financial Reporting We want to develop reporting that connects operational volume with financial performance. Examples include: Revenue Patient volume Revenue per visit Projected revenue Actual revenue Revenue by provider Revenue by location Expenses Payroll/staffing Provider expense Rent Utilities Inventory and supplies Equipment Marketing Acquisition costs/payments Administrative/shared overhead Other location-specific expenses We ultimately want to understand: Revenue per provider Revenue per location Expense per visit Staffing cost per visit Marketing cost per new patient Contribution margin by location Contribution margin by provider Location profitability Provider profitability/productivity Capacity utilization Trends over time 4. Executive Leadership Dashboard The ultimate goal is to connect these systems into a simple executive dashboard that allows leadership to quickly understand the health of the organization. Ideally, leadership should be able to filter or analyze information by: Organization Location Provider Department Month Quarter Year The dashboard should clearly display: Current performance Goals/benchmarks Variance from goal Historical trends Operational bottlenecks Financial performance Location comparisons Provider comparisons Capacity/utilization Key alerts or exceptions We want leadership to be able to open the dashboard and understand within a few minutes what is going well, what is falling behind, and where attention is required. Design Philosophy This is extremely important to us. We want the system to be: Simple – Employees should not need advanced spreadsheet knowledge to use it. Reproducible – When we add another office or provider, the system should be easy to expand. Standardized – Locations and departments should collect information consistently. Automated – We want to eliminate unnecessary manual calculations and duplicate data entry. Scalable – We expect our organization to continue growing substantially. Visually clean – Dashboards and reports should be easy for leadership to interpret quickly. Operationally useful – These cannot simply be reporting spreadsheets. They need to make the day-to-day work of our teams more efficient. Where possible, we prefer a single source of truth/data architecture rather than multiple disconnected spreadsheets requiring duplicate entry. Skills We Are Looking For The ideal freelancer should have advanced experience with: Google Sheets Advanced formulas QUERY FILTER ARRAYFORMULA XLOOKUP/INDEX-MATCH Pivot tables Data validation Conditional formatting Dashboard development Data visualization Automated reporting Google Apps Script Importing/combining data from multiple sources Designing scalable spreadsheet architecture Experience with Looker Studio, Google Forms, APIs, Zapier/Make, or other Google Workspace automation tools is a plus. Experience building reporting systems for healthcare, medical practices, multi-location businesses, private equity/portfolio companies, or other operationally complex organizations is strongly preferred. What We Do NOT Want We are not looking for someone who simply creates individual spreadsheets based on instructions. We want someone who can look at our overall reporting needs and help us determine: What information should we collect, where should it live, how should it flow through the organization, and how can we turn that information into useful management intelligence? We value someone who will challenge unnecessary complexity and recommend better ways of accomplishing our goals. Initial Project We would like to start with a defined project to evaluate fit. The first phase will likely involve: Reviewing our existing Google Sheets and reporting processes Understanding our current workflows and KPIs Designing the overall reporting/data architecture Building several standardized operational tracking sheets Connecting those sheets to centralized reporting Creating the initial leadership dashboard Testing the system with our team Documenting how the system works Creating templates/processes so additional locations and providers can easily be added If the relationship is successful, we anticipate ongoing work as our organization continues to expand. Who Will Be Successful in This Role You will likely be a strong fit if you: Think like a business analyst, not just a spreadsheet developer Ask good questions before building Understand operational KPIs Can take complicated workflows and make them simple Build systems that other people can maintain Understand the difference between raw data, operational tracking, management reporting, and executive dashboards Are comfortable recommending a better solution when our original idea is not the best approach Have experience building systems that scale across multiple business units or locations Communicate clearly and reliably How to Apply Please begin your proposal with the words: “SCALABLE DASHBOARD” This helps us identify applicants who have actually read the posting. In your proposal, please provide: A brief description of the most complex Google Sheets reporting system you have built. Examples/screenshots of dashboards or operational tracking systems you have created. Your experience connecting multiple Google Sheets or data sources into centralized reporting. Your experience with Google Apps Script or other automation tools. Any healthcare or multi-location business experience. How you would approach designing a system like ours before beginning to build it. Please also answer this question: Engagement This will be paid on milestone contract work not hourly. For the right person, this could become an ongoing relationship as we continue adding locations and developing more sophisticated operational and financial reporting. We care much more about finding an exceptional systems thinker and Google Sheets expert than finding the lowest-cost freelancer.