Referral Health Snapshot
Referral Metrics Paused This Month
Referral Lab logging fell behind during August and September due to front-desk staffing changes, so the 90-day, year-over-year, and active-provider figures aren't reliable enough to report right now. Rather than back-fill those months, the team will get trained up and start logging fresh in October. We'll bring this snapshot back once a couple of months of clean data are in place.
Key Discussion Topics
- Visit Volume And Coverage: Klancey completed 58 office visits over the last 30 days. That's below her usual pace of about 30 visits a week (roughly 120 a month) because of car trouble and a week of PTO. She has a new car and is back to a full schedule.
- Referral Lab Data Gaps: No referrals were logged for August 2026, which skews the numbers. Even without August, the practice is still showing about 7% referral growth. The treatment coordinator, who used to handle much of the Referral Lab entry, is now covering several roles, and she has recently started logging again.
- Start Fresh In October: Rather than going back to catch up on August and September, the group agreed to train the team and start clean, consistent logging in October. That includes referrals and treatment-undecided patients.
- How Offices Are Prioritized: Klancey walked through her office database, which covers 598 offices from Kingsland, GA down to St. Augustine. Each office is tagged by specialty, zip code, and section of town, and the database shows which offices are already in Referral Lab. She plans routes around offices that are new to us and offices with more than one doctor. Specialists who won't refer to us are marked "don't bother."
- Doctor Visit Follow-Through: Klancey builds visit routes for the doctors. Dr. Naraki reliably reports back on his visits, but the other doctors don't always confirm, so drop-in records are incomplete. The team will follow up with the doctors more consistently so every visit gets logged.
Marketing Initiatives Discussed
- End Of Summer Barbecue Appreciation: Lunches went out to about 10 top referring offices this month, and 2 are still to be delivered this week. One Georgia office got Chick-fil-A trays that Klancey delivered herself. It's already logged in Referral Lab as a marketing event (September 2026, End of Summer Barbecue).
- Lunch And Learns: These are on hold while the practice stabilizes. Dr. Naraki's outreach has been cut from twice a week to once a week so he can spend more time with patients. When Lunch and Learns resume, the team will use a set menu instead of a preference sheet.
- Spear Education Lunch And Learn In A Box: SGA is setting up a PRD roster with Spear Education so Klancey can get access. Each program comes packaged with a video, an agenda, and discussion questions. Jayme will walk the team through it once access is live.
- Future Visit Cadence: Once a few months of reliable Referral Lab data are in, the plan is to identify the top ~30 referring providers and put them on a set monthly visit rotation. For now, Klancey will keep working from her database.
Wins & Opportunities
Right after the End of Summer Barbecue, Parker and Pennington started sending new referrals, sometimes the day after their lunch arrived. Referrals are up about 7% even with August missing from the data. Klancey's 598-office database also gives the practice a strong starting point for more targeted outreach once referral tracking is back on track.
Action Items
| Action | Owner | Due |
|---|
| Email Cristi to request the names of team members who need Referral Lab training | Jayme Monroe | This week |
| Send training team member names to Jayme | Cristi Hernandez | TBD |
| Coordinate Referral Lab training with Christy Carver (Referral Lab). CC Danette as optional | Jayme Monroe / Cristi Hernandez | TBD |
| Begin consistent Referral Lab logging of referrals and treatment-undecided patients | Practice team | October 2026 |
| Follow up with doctors after each visit so drop-ins are logged in Referral Lab | Klancey Jones / Cristi Hernandez | Ongoing |
| Deliver the remaining 2 End of Summer Barbecue lunches | Klancey Jones | This week |
| Share Spear Education PRD roster access and walk through the Lunch and Learn in a Box format | Jayme Monroe | TBD |
