Internal ยท for Medius founders and shareholders
How Medius operates, day to day
The jobs, agents, products and procedures behind Medius Global, Proxeno and the Zoo.
Executive summary
Medius operates three projects (Medius Global, Proxeno and the Zoo) with one principal and an AI agent workforce. Agents carry the routine production: data collection, checks, drafting and reporting. Kate holds every approval, release, client relationship and decision.
27
agents in production
40+
scheduled jobs, audited daily
2
Proxeno buyer clients signed
6,405
practices in the Zoo dataset
In market
| The Zoo | Weekly market edition; practice sales, new practices and deal registers; ownership dataset |
| Proxeno | Buyer origination programs. Sale readiness tool and Business Acuity Index live |
| Medius Global | Advisory and research; Medius Match (free introductions, enrolment campaign under way); Humphrey and AcrossIt knowledge bots; report and education library |
In development
GP movement index; sales signals and valuation screen for Proxeno targeting; practice sales index expansion; mentoring package and GP Business Acuity Program; CRM development as the single source of truth; move of the whole set-up to cloud.dev.
Operating risks
Single manager
Every agent, approval and release goes through Kate. On 14.11.2026, 28 decisions were waiting on her.
Agent continuity
Agents stop when their environment changes. Four had stopped for 5 to 17 days before the 14.11.2026 audit; all four were fixed that day.
One machine
Most agents work from Kate's PC. The cloud move removes that dependency.
CRM connections
Website and Proxeno forms are not yet fully connected to the CRM, so some enquiries need manual handling.
Operating rules
Agents propose and Kate releases: campaign sends, website uploads and CRM imports are hers. Every job leaves a dated file, and the daily audit checks the file, not the job's own report. Each agent works from one governing instruction.
Systems
| System | Used for |
|---|---|
| AI | |
| Hermes | The agent team: 27 agents, each with a job description, skills and a timetable. On Kate's PC, with a second copy on the server |
| Claude Code and Claude desktop | Working sessions with Kate: list audits, builds, documents, analysis. Also the Zoo weekly build, the Thursday check and the daily briefing |
| Codex | Independent checks of agent work, including the monthly market audit |
| OpenRouter | The AI models the agents use |
| Firecrawl | Reading practice websites and rosters |
| Business | |
| Zoho CRM, Campaigns, Forms, Sign | Contacts, newsletters and campaigns, registration forms, signed agreements |
| Xero | Invoices and accounts |
| Google Workspace | Email, calendar, files; GA4 and Search Console for every site |
| Medius project management | The project tracker at projects.mediusglobal.com.au |
| Linked Helper | LinkedIn outreach, about 8 hours a day on a separate machine |
| Tally, Zapier | Medius Match survey forms; small links between systems |
| Hosting | |
| Vultr server | Market scans that work while the PC is off; the server agents; Humphrey and AcrossIt; Medius project management; the master copy of the practice lists |
| HostGator | mediusglobal.com.au, gpzoo.com.au, proxeno.io and the other sites |
| AWS | Proxeno's registration forms |
| GitHub, Backblaze | Website source backups; PC backup |
How it fits together
The server collects market data overnight and early morning
The PC copies it down, and the agents report, check and draft from 06:45
Claude and Codex sessions with Kate do the larger builds and audits
Kate approves; results go out through Zoho, HostGator and LinkedIn
The process audit checks every job the next morning
Planned: move the whole set-up to one cloud environment (cloud.dev), so the agents work without Kate's PC and a second manager can share the work.
A working day
| Time | Job | Result |
|---|---|---|
| 06:30 | Practice sale listings scan | New and changed sale listings added to the ledger |
| 06:45 | Project tracker briefing | What changed overnight and what Kate should do next |
| 06:50 | Daily briefing | Kate's day on one page, opened in her browser |
| 06:50 | Ledger collector | Market data copied to the PC |
| 07:00 | Site analytics and Humphrey digest | One dashboard each for gpzoo.com.au, proxeno.io, mediusglobal.com.au, mediuslearning.com.au |
| 07:00 | Process audit | Red, amber, green report on every job |
| 07:00 | Proxeno register and approval queue | New registrations stamped and matched; list of items for Kate |
| 07:15 | Practice sales check | Briefs on listings that changed |
| 07:30 | Buyer check; follow-up radar | Targeting reports for new buyers; email of replies Kate owes |
| 08:00 | Reporting copy; campaign replies; Medius Match | Dashboards filed; replies sorted; new registrations worked |
| 08:00 | Roles scan (Mon, Wed, Fri); tender scan (Mon) | New roles and tenders |
| 08:30 | Content marketing | Content and SEO proposals from the day's reports |
| 08:45 | Zoo updates | List changes Kate has approved, applied |
| 09:00 | Process dispatcher | Failed jobs retried once; the rest briefed |
| 17:30 | List sheet audit | Pass or fail check of the practice lists |
| 20:45 | Sign-in check; skills backup | Logins confirmed; dated copies of every agent skill |
| Hourly | Ops board | Every job's state and every brief waiting on Kate |
| 15 min | Failure watcher | Desktop and email alert when a job fails |
Daily briefing
Kate starts the day with one page: priorities in order, then her calendar with free time marked, then email sorted by urgency with draft replies, then sector news.
A Claude task builds it each weekday at about 06:50 and opens it in Kate's browser. Files: Cowork\Morning update\.
Reports
Each report is a dated page. Copies are filed each morning in Oversight & operations\05 Reporting\.
| Report | When | Covers |
|---|---|---|
| Site dashboards (Zoo, Proxeno, Medius Global, Medius Learning) | Daily | Visits, engagement, search, leads and sign-ups, with what to act on |
| Humphrey digest | Daily | Chatbot use and health |
| Process audit | Daily | Every job's state; actions for Kate |
| Web performance overview | Friday | All sites on one page, with content priorities |
| Weekly insights | Sunday | Sites and CRM combined |
| Product audit | Monday | State of each product and launch |
| GP sale index | Monthly | The practice sales market |
| Data workup audit | Monday | Proxeno buyer data checked against the rules |
Scheduled jobs
All scheduled jobs. Kate owns all of them until she and Mark split them. Jobs on Kate's PC alert through the failure watcher; server jobs are checked by the morning audit.
| Job | When | Where | Makes |
|---|---|---|---|
| Market data | |||
| Sale listings scan | Mon to Fri 06:30 | Server | The sale listings ledger |
| Ledger collector | Mon to Fri 06:50 | PC | Ledger copies for the Zoo and Proxeno |
| Booking platform snapshot | Tue 20:30 | Server | New and closed practices |
| Accreditation register check | 26th of the month | Server | Changes to accredited practices |
| Roles scan | Mon, Wed, Fri 08:00 | Server | New roles for Medius Match |
| Tender scan | Mon 08:00 | Server | Tenders that fit Medius |
| Weekly roles roll-up | Sun 20:00, first run 15.11 | Server | Weekly roles file |
| The Zoo | |||
| Zoo weekly build | Wed 19:06 | Claude | Edition, campaign email, three market pages, checks |
| Zoo Thursday check | Thu 07:04 | Claude | Files, checks, approval, publication and send confirmed |
| Practice sales check | Mon, Tue, Thu, Fri 07:15 | Agent | Briefs on listings that changed |
| GP sale index | First Thursday monthly | Agent | Internal workbook and brief |
| List sheet audit; data integrity | Daily 17:30; Sun 08:00 | Agent | List checks; state of the data |
| Zoo updates | Daily 08:45 | Agent | Approved list changes applied |
| Proxeno | |||
| Register pass | Daily 07:00 | Agent | New registrations stamped; matches |
| Buyer check | Daily 07:30 | Agent | Buyer Targeting Report |
| Follow-up radar | Weekdays 07:30 | Agent | Email to Kate: replies owed, meetings ahead |
| Campaign replies | Daily 08:00 | Agent | Sorted reply queue |
| Approval queue; content; rankings | Daily 07:00; Sat; Thu | Agent | Items for Kate; content drafts; keyword positions |
| Medius Global | |||
| Site analytics; Humphrey digest | Daily 07:00 | Agent | Daily dashboards |
| Content marketing; keyword scan | Daily 08:30; Mon | Agent | Content proposals |
| Medius Match check; pipeline brief | Daily 08:00; Mon | Agent | Registrations worked; weekly brief |
| Product audit; weekly insights; web overview | Mon; Sun; Fri | Agent | Weekly reports |
| Data workup audit | Mon 07:00 | Agent | Buyer data checks |
| Oversight | |||
| Daily briefing | Weekdays 06:50 | Claude | Kate's day on one page |
| Process audit | Daily 07:00 | Agent | State of every job |
| Process dispatcher | Daily 09:00 | Agent | Retries and briefs |
| Failure watcher | Every 15 min | Agent | Alerts |
| Ops board; reporting copy; tracker briefing | Hourly; 08:00; 06:45 | Agent | Status board; filed reports; project briefing |
| Sign-in check; skills backup; weekly backup | Daily 20:45; Sun 21:00 | Agent | Logins confirmed; backups |
Full list with commands and paths: Medius Global\operations\management\inventory\, refreshed monthly.
Agents
Each agent has one role, one job description and its own skills. Most work to a timetable; the rest work when Kate asks.
| Agent | Project | What it does |
|---|---|---|
| Measuring | ||
| gp-zoo-monitor, proxeno-monitoring, medius-analytics, medius-learning-monitor | All | Daily engagement report for each site |
| humphrey-monitor | Medius | Use and health of Humphrey |
| medius-reporting | Medius | Weekly insights and the Friday web overview |
| gp-sale-index | Zoo | Monthly practice sales measures |
| Data and lists | ||
| zoo-data-auditor | Zoo | Checks the practice lists |
| zoo-updates | Zoo | Applies list changes Kate has approved |
| sales-listings-agent | Zoo | Tracks each practice for sale from listing to 90 days after sale |
| data-steward | Zoo, Proxeno | Checks buyer data and the PC copy of the server data |
| Sales and CRM | ||
| proxeno-process-agent | Proxeno | Stamps new registrations, matches buyers to practices |
| proxeno-seller-support | Proxeno | Buyer targeting reports and buy-side analysis |
| proxeno-outreach | Proxeno | Plans and drafts owner outreach |
| campaign-response-management | Proxeno | Sorts campaign replies against the CRM |
| medius-match-support | Medius | Works Medius Match registrations and the pipeline |
| medius-crm | All | Looks after the CRM |
| Content and product | ||
| proxeno-content-marketing, medius-content-marketing | Proxeno, Medius | Content and SEO proposals and drafts |
| medius-marketing | Medius | Strategy, launches, weekly product audit |
| medius-product-dev, medius-publishing, web-designer | All | Product specs; eBooks and reports; sites and landing pages |
| medius-research | Medius | Ownership benchmark |
| medius-wiki-agent | Medius | Builds the Humphrey knowledge base |
| Oversight | ||
| process-audit | All | Daily audit, failure alerts, sign-in check, skills backup |
| process-dispatcher | All | Retries failed jobs and briefs the rest |
| operations-management | All | Weekly backup |
Job descriptions: Oversight & operations\12 Hermes bots\.
Managing the agents
The agents are staff. Each needs a job description, training, a timetable, logins and a manager who checks the work. When something around them changes, such as a login, a file or an AI model, they stop or go quiet until a person puts it right. Today one person manages all of them: Kate.
| For a person | For an agent |
|---|---|
| Job description | Its instruction file: role, limits, what it must never do |
| Training | Skills and procedures |
| Roster | Its timetable |
| Logins and equipment | Access to Zoho, Gmail, analytics, the server; an AI model |
| Handover notes | A state file of what it did and what is open |
| Supervisor | The daily audit, failure watcher and dispatcher, then Kate |
One day: 14.11.2026
| Agent | What changed around it | Days stopped | Fix |
|---|---|---|---|
| Proxeno register | Its Zoho login was replaced without one permission | 9 | Moved to the working CRM login |
| Buyer check | A spreadsheet column was renamed | 5 | Reads old and new names |
| Process dispatcher | The AI provider withdrew its model | 17 | Moved to a current model |
| Follow-up radar | Its delivery chat was closed | 11 | Now emails Kate |
The same day, 28 decisions were waiting on Kate. The agents raise work faster than one person can clear it.
Main jobs
Recurring work by job. Agents draft, build and check. Every approval, upload, send and ruling is Kate's.
| Job | When | Agents do | Kate does | Time |
|---|---|---|---|---|
| GP list updates and audits | Weekly and quarterly cycles; current column-by-column audit since 08.11 | Roster reads, checks, rebuilds, independent audit | Rules on every conflict; signs off recounts; uploads the Zoo and Zoho files | About 8 hours a day since 08.11 |
| The Zoo weekly | Wednesday build, Thursday release | Gather, build, checks, page zip, email preparation | Rules on every check item; approves deal rows; uploads; sends | About 2.5 hours on 05.11 |
| mediusglobal.com.au releases | New articles, pages, report updates, SEO changes | Edit, build, check, back up, check the live site | Supplies or approves copy and design; uploads; requests indexing | |
| gpzoo.com.au and proxeno.io changes | Weekly; on request | Change register, packaging, live checks | Decides each change; uploads | |
| Proxeno buyer programs | Monthly per client, three months | Owner research, matching, outreach drafts, reports | Sends every message; drive days; client meetings; invoices | 290 to 408 hours per program |
| LinkedIn outreach | Daily; now Medius Match enrolment | Draft posts and messages | Sets Linked Helper campaigns; posts; answers replies | |
| CRM imports | After owner research and list cycles | Build and check the import file | Imports into Zoho | |
| Content and reports | Articles, LinkedIn, eBooks, reports | Source checks, builds, PDFs | Commissions, approves, publishes | |
| Decisions | Daily | Raise briefs; act on rulings | Rules on each one | 28 waiting on 14.11 |
| Agent upkeep | Daily | Report problems | Fixes logins, broken jobs, skill updates |
Product pipeline
Products in development or on sale. The data builds behind them are in the data programs register.
| Product | Project | Stage | Where it stands | Next |
|---|---|---|---|---|
| Data products and indices | ||||
| GPZoo dataset and the Zoo weekly | Zoo | Live | Weekly edition; full data audit under way | Clean list cut after the audit |
| Practice sales index | Zoo, Proxeno | Live | Daily scan, weekly page, monthly brief | November brief 03.12; five new broker sources |
| New practices index | Zoo | Live | Weekly, inside the Zoo weekly | Add pending practices; extra fields |
| Deal register and deal review | Zoo | Live | Weekly at gpzoo.com.au/deal-review/ | October edition |
| GP movement index | Zoo | Building | Re-reading every practice roster to lift accuracy from 65% to above 85% | Signed-off snapshot, then the index |
| Practice sustainability index (HFEI) | Medius, Zoo | Waiting on rulings | Gap-fee scores and booking waits for 6,394 practices | Kate's four rulings; join and rebuild |
| Medicare and AIHW area data | Zoo, Proxeno | Live | Rebuilt with every list update | Decision on street-address matching |
| Proxeno sales tools | ||||
| Sales signals: owner age, premises | Proxeno | Building | 1,318 owners age-bracketed | Sell-side target list sorted by owner age |
| Profiling and values workup | Proxeno | Building | Estimated billings and EBITDA for 4,350 practices; VIC target book | Rebuild on the clean list |
| Buyer targeting reports | Proxeno | Live | Built for each new buyer | |
| GP sale readiness tool | Proxeno | Live | proxeno.io/readiness | |
| Medius services | ||||
| Medius Match | Medius | Live | Enrolment campaign under way; 11 registrations being worked | Clear waiting approvals |
| Medius Match roles register | Medius | Building | Scanning 25 sources | Review held rows, then publish |
Information and education products
| Product | Stage | Where it stands | Next |
|---|---|---|---|
| Education | |||
| Mentoring package: two articles and a mentor training short course, within Medius Match | Drafting | Scope and course outline set (10.11). First 20 places free | Kate sets price and places; article 1; Chris Mitchell writes the course; build it on Moodle |
| GP Business Acuity Program, 12 weeks | Draft | Curriculum and NQPHN pilot proposal in draft | Finish the draft; follow up NQPHN and UQ |
| Business Acuity Index, 26 questions | Live on proxeno.io | Benchmarks being settled | Close developer changes; settle the benchmark |
| Medius Learning guides: 8 PDSA guides including Aclasta and Prolia | Live | Aclasta and Prolia guides draw most readers | Sign-up form and course offer on those guides; publish newer versions |
| Medius Learning courses | Planned | First course to be Acuity or mentoring | Choose the first course and platform |
| CPD articles | Restarting | 13 articles planned | Commission three; restart the weekly schedule |
| PDSA eBooks | Live | BMI guide done | PDSA library page; MyMedicare and cervical eBooks with Chris |
| Reports and guides | |||
| GP landscape report 2026 | Update due | Live since June | Update to current figures; quarterly refresh |
| Beyond Medicare V6 | Live | Live since May | Check against the 2026 MBS; add sign-up |
| GP business guide, second edition | Drafting | Update plan agreed 04.11 | Kate picks the title; benchmarks; legal chapter with Adam Mazzaferro |
| GP sale readiness eBook | Drafting | Moving to Proxeno | New reviewer; move files to Proxeno |
| Buyer's guide | Live | On mediusglobal.com.au | Move to Proxeno |
| Market intelligence | |||
| Zoo ownership report | Update due | Sent 19.10 | Rebuild on the clean data; pair with the Tier 1 offer |
| Health services deal review | October edition in review | July edition live | Sign-off; republish |
| Zoo dataset and lists, Tiers 1 to 4 | Live | Four tiers | Update to current counts; set up in Zoho |
| Content | |||
| Contributor articles and insights | Live | 42 articles | Onboard Mark Klose as a contributor |
On hold: GP board book, legal eBook, buy-side market intelligence report, ownership benchmark.
Across the range
Sign-up and sale routes
Adding sign-up and purchase routes to the reports and guides is the main lever: they are free PDFs today.
One set of figures
Live pages and the price book are being brought onto the current counts (487 operators).
Clinical review
Chris Mitchell reviews the mentoring course, CPD articles and eBooks.
Knowledge creation
Medius builds two knowledge products. Each is a wiki written from checked sources, packed into a bundle and loaded into a chatbot on the server.
| Humphrey (humphrey.fyi) | AcrossIt (acrossit.work) | |
|---|---|---|
| For | Practice owners, buyers and advisers: ownership, sale, valuation, tax, compliance, workforce, funding. Now also health NFP funding and governance, for Mark Klose's series | Practice managers, mainly rural, regional and solo: compliance, Medicare, accreditation, HR, contractors, operations |
| Sources | About 480 documents, plus Medius's own figures | A register of 480 sources |
| Live version | v24 (25.10.2026): 52 topics, 422 sources | v1 (23.09.2026): 110 topics |
| In progress | NFP material (6 topics, about 25 sources) ready for the next release | Updates for rule changes since September |
How the knowledge is built
| Step | What happens | Who |
|---|---|---|
| 1 | Gather sources: public documents fetched; paid and members-only items retrieved by Kate | Claude session; Kate |
| 2 | Propose a batch of up to 10 sources; Kate approves | Claude session or wiki agent; Kate |
| 3 | Summarise each source and update the topic pages. Every claim names a dated source; the stronger evidence wins | Claude session or wiki agent |
| 4 | Check links and writing; update the tracker | Claude session or wiki agent |
| 5 | Quality review every few sessions; Kate decides fixes; Chris Mitchell reviews anything clinical | Claude session; Kate; Chris Mitchell |
| 6 | Pack the wiki into a new numbered bundle | Claude session or wiki agent |
| 7 | On Kate's go-ahead, load it on the server and test with real questions | Kate; Claude session |
| 8 | Daily report on questions, errors and traffic | humphrey-monitor; acrossit-monitor |
Next
| Action | Product |
|---|---|
| Promote both bots: approve or replace the Humphrey promotion plan | Both |
| Release the NFP material; finish NFP sourcing (ACNC, AICD, member bodies) | Humphrey |
| Add the award and pay guide changes; add training, leadership and contractor pages | AcrossIt |
| Write the RACGP licence position before paid use | AcrossIt |
| Restore site analytics for both | Both |
Rules for each wiki: Medius Global\medius-wiki\CLAUDE.md and Medius Global\acrossit-wiki\CLAUDE.md.
Proxeno buyer engagements
Proxeno acts for the buyer in a GP practice purchase. The steps from first contact to completion.
| Stage | What happens | Agents | Kate |
|---|---|---|---|
| 1. Find buyers | Email campaigns to the Medius lead base in segments, a second touch after 10 days, personal invitations to about 340 operators, media | Draft content; sort replies | Sends campaigns; follows up the largest groups personally |
| 2. Registration | Buyer submits criteria; record stamped; Buyer Targeting Report and a project tracker item created | proxeno-process-agent; proxeno-seller-support | Checks the report; decides the follow-up |
| 3. Proposal | After a call to narrow the criteria, a scoping report sets the offer | Drafted in a Claude session | Holds the call; sets the band; sends |
| 4. Agreement | Origination Program Agreement signed through Zoho Sign | Drafted in a Claude session | Agrees terms; signs; files |
| 5. First invoice | Month 1 invoiced on signing; delivery starts on payment | Xero invoice drafted in a Claude session | Approves and sends; confirms payment |
| 6. Target list | The subscription band sets the number of practices, split into monthly waves | Matching run from the buyer's registration | Approves and releases the list |
| 7. Monthly delivery | Ranked practice list, owner research, owner outreach, drop-in visits, progress report | proxeno-outreach drafts every message and keeps the claims register; data-steward checks the data | Sends every message; drive days; approves reports; three-month review |
| 8. Completion | Buy fee invoiced when the purchase completes | Confirms completion; invoices |
Two clients are signed: client A with 88 target practices, client B with 121. One three-month program takes 290 to 408 hours, mostly owner research, outreach and door-knocking.
Email and CRM
| Agent | Watches | Changes |
|---|---|---|
| campaign-response-management | Replies to Proxeno campaigns | One outcome tag and a note on the CRM record |
| Follow-up radar | Replies Kate owes to valuers and advisers; meetings ahead | Emails Kate a list |
| Daily briefing | Kate's calendar and email | Saves draft replies |
| proxeno-outreach | Owner outreach | CRM notes and claims, when Kate directs |
Outreach
Messaging promotes each project in turn. The current focus is enrolling practices, GPs and other health professionals into Medius Match.
| Channel | How it works | Who |
|---|---|---|
| LinkedIn, through Linked Helper | Connection requests and message sequences, about 8 hours a day on a separate machine | Kate sets the campaigns |
| Email campaigns | Zoho mass email from Kate's address, sent in waves of up to 250 a day | Agents draft and sort replies; Kate sends |
| Newsletters | The Zoo weekly and Medius Learning | Agents build; Kate sends |
| LinkedIn posts | One post per campaign email, from Kate and Chris Mitchell | Agents draft; Kate and Chris post |
Medius Match enrolment sequence
| When | To | Message |
|---|---|---|
| Launch | Practice owners and managers | Medius Match is open; register the practice |
| Day 7 | Not yet registered | The practice's public record: claim it and correct it |
| Day 14 | All owners and managers | An excerpt from Kate's insights series |
| Day 21 | Registered owners | Their first match, or how matching works |
| Launch | GPs | A practice that fits how you work; register |
| Weekly | Registered GPs | Roles open this week |
Introductions are free to both sides. Replies are sorted by the campaign response agent; registrations are worked by the Medius Match agent.
The CRM
Zoho CRM is the source of truth for every relationship across Medius Global, Proxeno, the Zoo and Medius Learning: practices, group operators, buyers, sellers, Medius Match members, referral partners and subscribers. It is under development. Each practice and operator in the CRM carries the same ID as in the practice lists, so the CRM and the lists stay joined.
Role in the business
One record per relationship
Every contact, from any project, sits in one place with its history, consent and stage.
Targeting and protection
Before any campaign or list import, the CRM is checked for recent contact and for practices in an active Proxeno process, so no one is approached twice or at the wrong time.
Revenue
Buyers, agreements and invoices tie back to the CRM record, giving one view of the pipeline.
Data exchange
| Connected to | Direction | What moves | How | Status |
|---|---|---|---|---|
| Into the CRM | ||||
| mediusglobal.com.au forms | In | Enquiries, sign-ups, report downloads | Web form straight to a new lead | Being fixed |
| Proxeno registration forms | In | Buyer and seller details and criteria, consent | Proxeno server writes to the CRM | Being connected |
| Medius Match registration | In | New members | Web form to a new lead; the Match agent completes the record | Live |
| Practice lists (server master) | In | Practices, operators, owners, GP counts, billing | Agents build an import file; Kate imports | Live |
| Owner research | In | Owner names, roles, notes | Import file, or single edits Kate approves | Live |
| Campaign replies (email) | In | Reply outcome on each contact | Campaign response agent tags the record | Live |
| Proxeno register | In | Stage 'Registered' on new buyers | Register agent, daily | Live |
| Zoho Sign | In | Signed agreements | Logged on the contact | Live |
| Out of the CRM | ||||
| List and campaign sessions | Out | Who was contacted recently; who is in a Proxeno process | Read before every import and campaign | Live |
| Proxeno matching and outreach | Out | Buyer criteria, target status, claims | Read by the Proxeno agents | Live |
| Site dashboards and weekly insights | Out | Lead counts by project | Read daily by the monitor agents | Live |
| Zoho Campaigns (Zoo, Medius Learning newsletters) | Both | Subscribers and opt-ins | Set by hand today; automatic link planned | Being connected |
| Xero | Out | Client details for invoices | Entered when an invoice is raised | Live |
| Medius project management | Out | CRM jobs | The CRM agent opens items | Live |
Development under way
| Work | Result |
|---|---|
| Connect the website and Proxeno forms in full | Every enquiry and registration arrives as a complete record |
| Set up paying clients as accounts and deals | Revenue pipeline in the CRM |
| Rebuild lead status | Pipeline reporting |
| Link newsletter subscribers | Readers seen against buyers and members |
| Merge duplicates | One record per operator |
Kate imports list data and approves every agent change; agents make single, checked edits. Plan: operations\crm\CRM update plan - 16.09.2026. Live state: operations\crm\STATE.md.
Medius project management
The project tracker at projects.mediusglobal.com.au: the board for work that needs a person.
| Project | Open items | Covers |
|---|---|---|
| CRM management | 41 | CRM jobs and alerts |
| Tech updates | 20 | Developer requests: Proxeno forms, IDs, analytics, email |
| Marketing | 12 | Proxeno media plan and releases |
| Proxeno content | 11 | Articles and pages for approval |
| Zoo updates | 9 | Zoo product changes |
| Buyer management, Websites, Agent management, Publishing, AcrossIt | 6 | One or two each |
Who uses it
| Kate | Creates and closes items |
| Tracker briefing (06:45) | Sends Kate a 'do next' top five each morning |
| proxeno-seller-support | Opens a Buyer management item for each new buyer |
| proxeno-monitoring | Opens items for the developer |
| medius-crm | Opens CRM job items |
Data programs
The indices and data builds (GP movement, practice sales, new practices, area data, owner signals, valuation, the sustainability index and others) are tracked in their own register: what each collects and why, where it stands, next steps and decisions, ranked by priority.
How changes are made
A monitor or audit writes a dated brief into an inbox folder
The agent for that inbox drafts a proposal
The ops board shows it as waiting on Kate
Kate approves, changes or drops it
Website changes are logged in the change register; Kate uploads
Instruction files are patched, never rewritten. Each change carries its date and reason, and the previous version is kept beside it.
SOP manual
Governing documents by area. Paths start from Cowork\Medius Global\Medius Global\. The full register is operations\instructions\00 INDEX - instruction register.md.
| Document | Governs | Where |
|---|---|---|
| Start here | ||
| CLAUDE.md | Folder map, services, websites, CRM, writing rules | root |
| Operations bible maintenance | This document and the monthly update | operations\management\ |
| The Zoo | ||
| ZOO WEEKLY - the instruction; SOP - The Zoo weekly | The weekly build and release | information-products\zoo\website\ |
| SOP - practices for sale | The for-sale page | information-products\zoo\product-related\practices-for-sale\ |
| SITE MANUAL - gpzoo.com.au | Site files and deploy | information-products\zoo\website\ |
| Lists and data | ||
| RULEBOOK - GP practice lists; SOP - updating and cleaning the lists | All list work | information-products\lists\instructions\ |
| RUNBOOK - list update cycle; TOOLS MAP; DATA MAP | The update cycle; scripts; where each field lives | same folder |
| SOP - owner research; SOP - sold practices | Ownership research; updates after a sale | same folder |
| CRM | ||
| CRM STATE; SOP - enriching a lead record | The CRM; enriching a lead | operations\crm\ |
| Proxeno | ||
| Proxeno CLAUDE.md and 00 INDEX | Folders, website changes, buyer matching | information-products\proxeno\ |
| SOP - register, buyer briefs and matching | Registrations and matching | ...\proxeno\operations\proxeno-process-agent\ |
| SOP - buyer workup and delivery support | Monthly buyer delivery | ...\proxeno\operations\ |
| SOP - client onboarding; engagement process | From signature to program end | ...\proxeno\client-management\ |
| Websites and content | ||
| SOP - mediusglobal.com.au website management | Every site release | marketing\website\mediusglobal\ |
| Proxeno change register | Every change to proxeno.io | Oversight & operations\08 Change scheduling\proxeno\ |
| Content manager and contributor skills | Voice and contributor rules | operations\skills\ |
| PDSA construction standard | CPD eBooks | information-products\cpd\ |
| Knowledge and Medius Match | ||
| Wiki rules (Humphrey, AcrossIt) | Knowledge building | medius-wiki\ and acrossit-wiki\ |
| Bench and match operating process | Medius Match | information-products\medius-match\design\ |
| Oversight | ||
| Process audit SOP | The daily audit | Oversight & operations\07 Process audit\process-audit\ |
Glossary
- Agent
- A Hermes worker with one role, its own instructions and skills, usually on a timetable.
- Hermes
- The app the agents work in, on Kate's PC and on the server.
- Skill
- A set of instructions for one kind of task.
- Server
- The rented Vultr machine that works while the PC is off.
- Ledger
- The record of every practice-for-sale listing seen, the source for the sales index.
- Brief
- A dated file one agent leaves for another, or for Kate.
- Humphrey, AcrossIt
- The Medius knowledge chatbots.