Marketing Meeting Recap

Referral Health Snapshot

Key Discussion Topics

• Q4 Holiday Gifting Strategy: The practice's Thanksgiving pie tradition will continue this year; Christmas wreaths were discontinued after joining SGA. Jayme shared that last year's audit of SGA holiday campaigns showed holiday gifting doesn't move the needle — consistent, high-impact touchpoints in Q1–Q3 do — so the goal for 2027 is to shift holiday dollars toward more personal touches throughout the year.
• Outreach And Event ROI Review: Reviewed the last several months of outreach check-ins. February outreach drove a net gain of 4 referrals and about $13K in earnings. March dipped on the Aiken side, largely due to Dr. Kite's move from the Clyburn Center to her own practice in June, but Augusta made up the difference. April and May saw fewer referrals but higher earnings, pointing to stronger case acceptance or case value. The May OSHA CE event did not show a return (down 15 referrals and roughly $84K), which will inform whether to repeat a CE event in 2027.
• Referral Volume Trend To Watch: Year-to-date referrals are up 42% over last year, but that momentum is front-loaded. Referrals over the last 90 days are down about 21% compared with the prior 90 days, and active referring providers dipped from 186 to 173. Seasonality explains part of it: February is typically slow, while January and May through July are strong because of benefit resets and school breaks. There's no cause for concern yet. We're flagging it now so it doesn't sneak up on us.
• Office Visit Pace: The target is 20 office visits per week. Ryleigh estimated roughly 32–40 visits in September while also covering treatment planning during staff absences — a solid effort given the hybrid role. She'll double-check that every visit has been logged.
• Referring Doctor Appreciation Event: Doctor feedback has ruled out Topgolf, trivia, and bowling for now. Jayme suggested a lunchtime food truck event in the parking lot (about 2 hours) as another option, and recommended that if only one doctor wants to participate, the practice host an event for that doctor's top 10–15 referrers — the second doctor can always do something separately. Tiffany's sign-off comes first.

Marketing Initiatives Discussed

• October Halloween Break Room Baskets: Coffee-themed baskets with "potion vial" syrups in three flavors (one geared to ortho, one to general dentists, and a "root driver" for root canals), cinnamon shakers, a recipe card, Halloween cups, and a Yeti-style cup with a coffee pouch for the doctor. Ingredient labels are included on all individually packaged items. 60 baskets are ready for 60 referring offices — a creative, inclusive alternative to the usual candy.
• Thanksgiving Pies: The long-standing pie tradition will go out as usual this Thanksgiving.
• Birthday And Practice Anniversary Touchpoints (2027): Shift future holiday spend toward recognizing top referring doctors on their birthday or practice-opening anniversary. With 78 top (green) referrers, that's only about 6–7 visits per month. Each visit doubles as social content — a quick photo celebrating the referring office. Ryleigh will build a provider preference sheet (provider names, birthdays, likes/dislikes) to support this.
• Aiken Health & Life Expo: A last-minute, patient-facing expo secured at a steep discount ($150 plus a $50 program donation, down from $500). About 100 attendees over 4 hours, and roughly 5 consults since — mostly self-pay seniors who learned about the 5% cash discount and supplemental coverage options.
• Aiken High School Scoreboard Sponsorship: $2,000 covers the scoreboard placement through the end of the 2027 school year, featuring the practice logo and wisdom teeth messaging. Students who mention Aiken High School receive a free t-shirt at their consultation.
• Activity Logging Clean-Up: The expo should be attributed to self-referred patients (rather than an individual doctor) so any lift in self-referrals can be tracked. Going forward, check-ins will include "- Aiken" or "- Augusta" in the title so results can be compared by location.

Wins & Opportunities

Action Items