Marketing Meeting Recap

Referral Health Snapshot

Key Discussion Topics

• Dr. Keeling Launch And Provider Updates: Dr. Francis Keeling joined this week as the practice's new periodontist, seeing patients in Spring Hill and Trinity. Stacey has been visiting nearly every referring office in those areas, especially top referrers to the departing periodontist, to share the news, drop off new referral pads and a bio flyer, and set up lunches. Insurance cards need an update to reflect the change, and review cards will be refreshed once a new group photo is taken at the December Christmas party, where a professional photographer is planned.
• Location-Level Referral Trends: All locations combined are up 5.7% YTD, close to the 8–10% annual growth goal. Spring Hill is a standout at +27.2% YTD YoY, with only a slight dip in September. Trinity's year-over-year numbers are skewed because the office was closed for nearly a year after hurricane damage (end of 2024 to June 2025). New Port Richey is down because it is now a full-arch-only Same Day Teeth surgical center, so perio and oral surgery referrals have moved back to Trinity.
• Competitive Pressure In The Market: Stacey is seeing more general practices, including newer doctors, offering implants, All-on-X, and extractions in-house, along with established specialty competitors doing the same work. Patients are also increasingly price-driven, choosing lower-cost options over experience.
• Team And Territory Update: Katie is settling in well, covers Tampa, and has grown comfortable with office visits. Stacey covers New Port Richey, Trinity, and Spring Hill. Danette Williams joined as the new Regional Operations Director for SGA's full arch practices and will be a resource for Coastal Jaw. Jayme continues as the practice's growth manager for all things marketing.
• Referral Tracking: Stacey is still tracking visits on her own spreadsheet, with some entries in Referral Lab. The new receipt and mileage system has added time to her admin workload, which has made Referral Lab logging harder to prioritize.

Marketing Initiatives Discussed

• New Provider Monitoring: The monthly NPI monitor for Trinity's 14 verified zip codes runs again October 1. September's report flagged a new orthodontist in Brooksville (near Spring Hill, a solid lead), two new general dentists, and one unspecified dentist. Brandon is outside the territory and will be removed; Tampa results are worth keeping for the Westchase office. We agreed to expand monitoring to every location. Stacey also uses the Florida Board of Dentistry license lookup to find newly licensed dentists by zip code, and she visited the handful of real leads from the earlier prospect list.
• Pinnacle Study Club Of Tampa Bay: The study club meets seven times a year (September, October, November, January, February, April, and May), with no meetings in December or March. The kickoff two weeks ago drew 40+ attendees, and RSVPs for the late-October meeting are tracking even higher.
• Hygiene Study Club: Coastal Jaw doctors will speak at all three meetings this year: Dr. Rosati at the kickoff in two weeks, Dr. Pikos in January, and an oral surgeon (to be confirmed) in April. Katie is helping with admin and attending both study clubs to meet local doctors.
• Holiday Referral Appreciation: Thanksgiving pies go out early in November, before offices get overloaded. In December, Stacey and Katie will deliver tiered thank-you gifts to 200+ offices that referred this year, including a small gift for offices that sent 1–5 referrals. Stacey is starting the Christmas list now.
• Ongoing Office Outreach: Stacey made about 60–70 office visits in September and will keep introducing Dr. Keeling and the practice's newer doctors to offices that haven't been reached yet, along with prospecting new offices.

Wins & Opportunities

Action Items