Board Meeting Minutes

Meeting Minutes

Date: 14/05/2026 Time: 18:00 - 19:15 Location: Auckland Central Physio Clinic, Boardroom 1

Attendees

• Sarah Jenkins, Clinical Director & Senior Physiotherapist
• Mark Thompson, Operations & Finance Manager
• Elena Rostova, Lead MSK Physiotherapist
• David Chen, Marketing & Community Liaison

Absentees

• Wiremu Tamihana, Sports Rehab Lead (Annual leave)

Meeting Called to Order

Sarah Jenkins called the meeting to order at 18:02.

Approval of Previous Meeting Minutes

• 09/04/2026
• Approved without corrections. Moved by Mark Thompson, seconded by Elena Rostova.

Agenda Items

Review of Financial Performance

• Q1 revenue up 8 % YoY at $142,500. ACC claims processing steady; private co-payment collection up 12 %. Operating expenses increased by 4 % due to rising consumables costs (strapping tape, acupuncture needles). Net profit margin at 18 %.
• Mark Thompson to renegotiate bulk supply contract with Allied Medical to reduce consumable expenditure by 10 %.

Product Development Update

• Launching "Post-Op ACL Return-to-Sport" 12-week structured group rehab programme next month. Clinical protocols and exercise booklets finalised.
• Delay in configuring the Physitrack app integration for custom group templates; IT support ticket raised.
• Approved development of a "Desk Worker Ergonomic & Postural Screen" package for Q3 corporate outreach.

Marketing and Sales Strategy

• Local marathon sponsorship generated 35 new initial assessments (IAs) in April. Google Ads conversion rate steady at 6.5 %.
• Proposed shifting 20 % of print budget to targeted Instagram/Facebook campaigns focusing on winter sports injury prevention (netball, rugby).
• Agreed to establish formal referral partnerships with 3 new local GP practices and 1 orthopaedic clinic in Remuera.

Operational Efficiency Improvements

• Discussed transition to AI-assisted clinical note-taking software to reduce clinician admin time and after-hours charting.
• High DNA (Did Not Attend) rate on Monday mornings (currently 9 %). Proposed automated SMS reminders 48 hours prior instead of 24 hours, plus strict enforcement of a $30 cancellation fee.
• Elena Rostova to trial AI scribing tool for 2 weeks; Mark Thompson to update PMS (Gensolve) SMS automation settings.

Human Resources and Staffing

• Currently at 4.5 FTE physiotherapists. Actively recruiting 1.0 FTE junior/intermediate physio to cover winter sports volume. All clinical staff completed annual CPR and dry needling safety recertification.
• Discussed clinician burnout risk during peak winter season. Agreed to cap daily IA slots at 4 per practitioner to protect mental energy and admin time.
• Approved increase in annual CPD allowance from $1,000 to $1,500 per FTE clinician.

Action Items

• Mark Thompson: Renegotiate Allied Medical supply contract (Deadline: 28/05/2026).
• Mark Thompson: Update Gensolve SMS reminder settings to 48 hours prior (Deadline: 18/05/2026).
• Elena Rostova: Complete 2-week trial of AI clinical scribing software and report feedback (Deadline: 01/06/2026).
• David Chen: Arrange introductory meetings with 3 local GP clinics (Deadline: 05/06/2026).
• Sarah Jenkins: Conduct first-round interviews for the 1.0 FTE physiotherapist role (Deadline: 29/05/2026).

New Business

• Gym floor shockwave therapy machine requires annual servicing; quote of $650 approved.
• Request from staff for secure bike storage in the basement carpark; Mark Thompson to liaise with building management.

Adjournment

Sarah Jenkins adjourned the meeting at 19:15.

Next Meeting

Date: 11/06/2026 Time: 18:00 Location: Auckland Central Physio Clinic, Boardroom 1 / Microsoft Teams