Referral Health Snapshot
Referral Trend — Previous 90 Days
253
▲ +66 referrals (+35.3%) vs. prior 90 days
Referral Trend — YTD YoY
625
▲ +247 referrals (+65.3%) YoY
Active Referring Providers — Previous 90 Days
93 providers
▲ +2 vs. prior period
Key Discussion Topics
- Referral Growth Engine vs. Referral Lab: Carla flagged that the red/yellow/green groupings in her growth engine didn't match more recent activity she was seeing in Referral Lab. We confirmed the growth engine is a static, point-in-time snapshot (refreshed roughly annually), so Referral Lab should be treated as the source of truth first, with the growth engine used as a secondary planning tool for monthly routing.
- Dr. Elliot's onboarding and Dr. Harrell's transition: New associate Dr. Elliot starts tomorrow (Aug. 4). Dr. Harrell will accompany her on visits at least one day a week to introduce her to referring doctors he feels are a good fit, while he steps down to Tuesdays/Wednesdays this fall and eventually one day a week. The team is working through how and when to formally introduce Dr. Elliot to the referral base.
- Patient mix and financial policies: Carla shared that the practice is fee-for-service (with Cigna and Aetna contracts), including navigating third-party administrators hiding under the Cigna umbrella (Humana, Cimena, Sun Life, etc.). She also noted a pattern among the practice's sizable Indian patient population of accepting consults but declining larger treatment plans, and the team's strategy of starting with SRP before presenting full osseous cases to improve acceptance.
- New patient volume during the transition: Carla noted a seasonal summer dip plus a likely dip tied to Dr. Harrell's reduced schedule, since many perio/implant patients are being routed toward Dr. Michelotti and Dr. Elliot for continuity of care.
Marketing Initiatives Discussed
- September 17 Hygiene Study Club (Oral Pathology): Flyers with QR-code registration were distributed to offices in July. Target attendance is 30-35 hygienists; about 15 had RSVP'd as of last week. A speaker from Atlanta Oral Pathology will present alongside Dr. Michelotti. Carla feels confident in reaching the 30+ threshold based on registration patterns from the practice's three prior study clubs.
- Routine relationship marketing: Continued regular office visits with treats to referring practices alongside the study club push.
- New associate launch marketing: Dr. Elliot has business cards and referral pads and will go out with Dr. Harrell at least one day a week; she already has relationships with roughly 50 general dentists in the area (including through her husband, a local general dentist). The September study club was discussed as a natural introduction opportunity for her.
- Possible open house / retirement announcement: We discussed whether an open-house event or a referring-doctor email announcement makes sense to formally introduce Dr. Elliot and manage the messaging around Dr. Harrell's retirement (planned for a November staff party). Carla will check with Denise (Dr. Harrell's wife) on whether referring doctors are already being invited to the retirement party.
- Hygiene study club playbook resource: I'll be sending over a presentation/playbook built by Rylee, an SGA West PGP who grew her hygiene study club from 30 to over 150 RSVPs, for Carla to reference. We're holding off on a direct introduction until Alpharetta is ready to plan its doctor-focused study club.
Wins & Opportunities
Alpharetta Periodontics is having a strong year — referrals are up 65 YTD, with a modest 2-referral dip in July that isn't a concern. Case acceptance and time-to-consult (12.9 days) both remain healthy, and Carla's monthly unscheduled-treatment reviews with both doctors are keeping follow-up tight. The biggest near-term opportunity is capturing the extra RSVPs needed for the September 17 study club and using Rylee's proven playbook to push attendance well past the current 30-40 ceiling over time. There's also a clear opening to recapture more of the practice's Indian patient demographic by consistently leading with smaller SRP treatment plans before presenting full osseous cases — a tactic that's already shown good traction.
Action Items
| Action | Owner | Due |
|---|
| Send Carla Rylee's hygiene study club playbook/presentation | Jayme / SGA Marketing | Aug. 4, 2026 |
| Continue building September 17 study club RSVPs toward the 30-35 target | Carla Quinn | Sept. 17, 2026 |
| Confirm with Denise whether Dr. Harrell's November retirement party will include referring doctors, or if a separate announcement is needed | Carla Quinn | Sept. 7, 2026 |
| Explore a referring-doctor email blast announcing Dr. Harrell's retirement and introducing Dr. Michelotti and Dr. Elliot | Jayme / SGA Marketing | Sept. 7, 2026 |
