April saw an 11% referral decline following rebounds in February and March. The dip is attributed in part to Dr. Cassity's reduced caseload as he focuses on complex, high-value cases. Dr. Dykman experienced the most significant drop and will be monitored closely. On the positive side, Dr. Richins continues strong outreach supported by treatment coordinator Cammy, who actively follows up on new referrals and delivers event invitations with raffle ticket incentives. Dr. Badger has also shown improvement, now calling and sending treats to referring offices.
Dr. Cassity is focused on complex workflow cases including zygomatic procedures, which increase case value but contribute to fewer overall referrals due to their complexity. His team operates efficiently and his schedule remains full.
Dr. Dykman has shown the most significant referral decline. Rylee will continue to encourage his outreach efforts and monitor for changes in engagement and referral trends going forward.
The Hygiene Study Club event is shaping up to be an exceptional turnout, with 125 to 130 attendees expected — well above initial projections. Weber State has been contacted to open a divider for additional seating. Colgate is sponsoring catering, freeing up additional budget to enhance the overall event experience. Jayme noted this sponsorship model — leveraging rep relationships like Becca — as a best practice worth replicating at other offices.
Rylee is preparing custom swag boxes with totes and themed items including strawberries. Budget considerations led to substituting some items — such as replacing cuticle pens with more cost-effective alternatives — while maintaining the overall quality and appeal of the boxes.
Event planning is organized using vision boards, with coordination flowing through office managers and doctors for deliveries. Rylee integrates event-related tasks into regular office visit routes to maximize efficiency and minimize travel time.
Rylee will log all April outreach visits in the marketing event analysis, labeled as "April Outreach Efforts," with every doctor visited listed individually. This provides a high-level overview of touch points and practice engagement for reporting purposes. Rylee will notify Jayme once logging is complete.
Retired or inactive doctors in Referral Lab will be updated by adding "(RETIRED)" in caps next to their names, making report reviews and trend analysis cleaner and more accurate.
Rylee visited approximately 130 to 150 practices in April, often making multiple visits to the same office. A route tracker app is used to optimize travel, and a notes section tracks items delivered at each stop — ensuring organized, efficient outreach at scale. Deliveries and check drop-offs are coordinated with office manager schedules to maximize productivity per visit.
Following the Hygiene Study Club event, Rylee will focus on administrative tasks including Referral Lab updates and mileage logging. Jayme will check in on Monday, May 18th to confirm completion and address any outstanding items.
Rylee is confirmed to present at the Doctor Referral Program meeting on May 27th, showcasing the Hygiene Study Club approach. An updated PowerPoint with revised attendance numbers will be provided to Jayme prior to the meeting.