Two new assistants, Hilda and Tori, are recently onboarded but have not yet performed perio procedures, requiring Leslie to remain present in the office for clinical support. A floater is assisting with check-in tasks to free Leslie for office manager responsibilities. Dr. Hodges' unexpected surgery required schedule rearrangements and limited marketing activity for the month as the team managed coverage adjustments.
Mandatory benefit training sessions led to the cancellation of hygiene and new patient appointments, resulting in lost patients and dissatisfaction. The team noted this training could have been handled via email to avoid scheduling disruption.
Jayme suggested leveraging the new floater, Ashley, and other available team members to assist with marketing visits in June, allowing Leslie to remain focused on office management while maintaining outreach momentum.
Dr. Hodges' referral volume has grown by 23% year-over-year YTD, reflecting strong underlying momentum. The temporary decline in April and May is directly attributed to the surgery-related absence and reduced marketing activity. A rebound is expected in June as operations stabilize and outreach resumes. The Partner Notes Analysis was reviewed — a report that compares notes logged per provider against referral counts, helping identify top performers and areas where outreach documentation may be under- or over-represented.
Some providers, such as Dr. Chinko, are part of group practices where referrals are attributed to a lead provider. Notes should be added for all relevant providers within these groups to ensure outreach is accurately reflected in reporting and that no touch points are missed.
The Rockwall appreciation dinner had mixed attendance, with some teams not showing up despite RSVPs. Dr. Taylor's team attended and had a positive experience. Considerations for future events include earlier start times and a shift toward doctor-only gatherings to improve attendance reliability.
The Paris event, limited exclusively to doctors, was a standout success with full attendance. The format fostered strong relationships among local providers and introduced new dentists to the network — a strong validation of the doctor-only event model.
Based on the Paris event's success, Jayme recommends shifting future appreciation events at both locations toward a doctor-focused format, particularly for the Rockwall location beginning in 2027. The team also discussed being intentional about which providers are invited based on referral value and growth potential, ensuring event investment targets the highest-opportunity relationships.
All marketing and outreach events should be logged in Referral Lab as individual marketing events, with provider attendance, expenses, and notes recorded for each. Both the Rockwall and Paris appreciation dinners need to be entered retroactively. Monthly outreach events should also be created and updated for each location as visits occur. Jayme offered to assist with data entry if Leslie's capacity is limited.
Leslie confirmed that information about the October Spear Education event has been sent to Dr. Hodges. Jayme emphasized the importance of following up directly with Dr. Hodges to confirm participation and ensure the allocated budget funds are utilized for the event.