Year-to-date referral growth has softened from 13% to 6%, representing approximately six fewer referrals overall. A system outage the prior week required patient treatment rescheduling and temporarily impacted referral and treatment numbers. On a positive note, Dr. Do's referral trend is improving — down 33% compared to the prior -40% — reflecting his increased engagement and a targeted outreach list Nancy provided. Dr. Ahn's office has also become a new and growing referral source for both Dr. Do and Dr. Tang.
A new referral source has been added to the network. Referrals from the PCCD brand have seen a reduction, and no new referrals have been recorded for Dr. Kostagianni at this time. These areas will be monitored going forward.
A revised marketing plan was sent to Dr. Field and Nancy prior to Jayme's vacation. Next steps remain pending and will be followed up on to confirm direction and move forward.
With no PRD currently in place and Nancy managing dual responsibilities, there is limited capacity for outreach execution. The team acknowledged this gap and is actively exploring solutions to ensure marketing continuity.
Janna proposed exploring whether a new hire in Los Altos could provide part-time marketing support to Nancy and Adina. Even one day per week of assistance could meaningfully improve outreach capacity. Jayme and Nancy agreed to explore this option further.
Janna and Nancy will schedule a meeting with Nessreen to map out support needs and backfilling options. Nancy confirmed availability for the following day to begin that coordination.
Nancy has been working toward the commitment of one office manager meeting per week, with recent efforts focused on connecting with two offices that have begun generating meaningful referrals. The goal is to establish face-to-face relationships with these new sources.
When in-person visits are not feasible, catering lunches to referring offices was confirmed as a strong alternative to maintain engagement and show appreciation. This approach keeps the relationship active without requiring a scheduled meeting.
Two patient testimonial videos have been identified as suitable for use under the Mid Pen brand: Maria and Carey Chiang. A third video featuring Brian was deemed unsuitable as it references PCCD rather than Mid Pen. The rebranded Maria video has been reviewed and approved by Nancy for publication.
The rebranded Maria testimonial video has been approved. Jayme will forward it to Korinne for YouTube upload and to the website manager for addition to the practice website.
Jayme will identify and locate the Carey Chiang patient testimonial video from December 3rd/4th for potential use on the website and YouTube channel.
The website manager will not be available during the upcoming transition period, making April 30th the firm deadline for completing all referral form updates. If not completed by that date, the issue will be escalated.
Of the four existing referral forms, the team agreed that Oral Surgery and Perio could potentially share one form, while Endodontics requires unique fields and Prosthodontics should remain separate. This consolidation will be explored further before implementation.
Nancy raised the opportunity for Dr. K to tag Mid-Peninsula Dental Specialists in Instagram posts featuring practice patients. Jayme confirmed this is feasible and recommended the request be directed to Dr. K's account manager to make it standard practice going forward.
Jayme reminded the team to confirm with Adina that all marketing outreach efforts are being properly logged in the system. Clarification is also needed on which doctors received recent outreach materials to ensure complete and accurate records.