Key Discussion Topics
- Dr. Natalie's First Month Of Outreach: About a month in, Dr. Natalie has done 8–9 lunches and dinners with referring doctors and has personally introduced herself at close to 40 offices, bringing her bio card, new referral pads with her name, and cookies. Two more visit lists covering another 25–30 offices are planned for the coming weeks. She also attended the first local dental society meeting of the fall and a recent study club.
- How The Practice Tracks Marketing Today: The team uses Referral Lab daily for marketing — logging a note on each referring doctor's account after every touch, setting task reminders for when the next visit is due, and recently adding budget details — alongside a tracking spreadsheet.
- Territory And Drive Time: Crestview is about an hour away with only around two referring offices, so a dedicated day there isn't worthwhile; a gift or note (or pairing it with a Milton trip) makes more sense. Referrals from Alabama have grown since the practice joined insurance networks there, and nearby areas like Robertsdale and Loxley are manageable.
- Recently Visited Providers: If the dashboard recommends someone who was just visited (for example, Dr. Blackburn), it's fine to skip that visit and pick them up the next time they appear. A holiday touch at Christmas works well for anyone who would otherwise go too long between visits.
Marketing Initiatives Discussed
- Referral Growth Engine: Walked through the new dashboard built from the practice's referral ranking data. It recommends a visit cadence by tier — green providers quarterly, yellow three times a year, orange twice a year, and red once a year — plus prospects (Blue A three times a year, Blue B twice a year, Blue C monitored). Visits are staggered across months and lighter in Q4 around the holidays; October focuses on 9 red providers and 5 Blue B prospects. Note that the dashboard is a static snapshot, so last-referral and last-visit dates will age over time.
- Weekly Execution And Monthly Routes: Each month lists exactly who to visit with names, phone numbers, and addresses, and groups them into routes to cut down on drive time. Judy suggested folding the Gulf Breeze contacts into the upcoming Perdido/west Pensacola trip and grouping the Alabama prospects (including Murphy Dentistry) into their own day.
- Logging Marketing Events: Reviewed how to log outreach so its impact on referrals and earnings can be measured. Routine drop-offs can go under one rolling monthly event (e.g., “Dr. Natalie Williams – October 2026 Outreach,” dated the 1st, with Dr. Natalie as the provider, the total spend, and each office visited added to it). Higher-effort activities like study clubs and lunch and learns should be logged as their own separate events, since they typically drive a bigger impact.
- Hygienist Lunch And Learn: One referring practice has asked Dr. Natalie to present a lunch and learn for its hygiene team.
Wins & Opportunities
Dr. Natalie has made an outstanding start: roughly 40 referring offices visited, 8–9 lunches and dinners with referring doctors, and 25–30 more offices already lined up — all within her first month. Her pace may well run ahead of the dashboard's recommended visit counts, and that's a good problem to have. The growing flow of Alabama referrals since the practice joined insurance networks there, plus an invitation to present a hygienist lunch and learn, are strong openings to build on.
Action Items
| Action | Owner | Due |
|---|
| Share the Referral Growth Engine link (sent in meeting chat) and work with IT on any access issues | Jayme Monroe | As needed |
| Send recurring monthly check-in invite — third week of the month at 3:30 PM (Matt Sesto and Danette Williams optional) | Jayme Monroe | This week |
| Log October outreach as one rolling monthly event; log study clubs and lunch and learns as separate events | Judy Noble | Starting Oct. 1 |
| Reach out for a quick walkthrough when logging the first marketing event | Judy Noble | As needed |
| Adjust October routes — combine Gulf Breeze with the Perdido/west Pensacola trip and plan a dedicated Alabama day | Judy Noble & Dr. Natalie Williams | TBD |
| Send a gift or note to Crestview referring offices in place of a dedicated visit (or pair with a Milton trip) | Judy Noble | TBD |
| Schedule the hygienist lunch and learn with the requesting practice | Dr. Natalie Williams & Judy Noble | TBD |
| Plan a holiday touch for providers whose visits were skipped or spaced out | Judy Noble | December |
