Referral Health Snapshot
Referral Trend — Previous 90 Days
113 Referrals
▲ +1 vs. prior 90 days (+0.89%)
Referral Trend — YTD YoY
288 Referrals
▲ +11 YoY (+3.97%)
Active Referring Providers — Previous 90 Days
56 Providers
▲ up from 44 providers
Key Discussion Topics
- Cookie Delivery Event Logged In Referral Lab: Brooke confirmed her August 13 cookie delivery — 8 referring offices visited in one day — was entered correctly as a marketing event; results will be tracked over the next 60 days to gauge capacity.
- Referral Targeting Strategy: Brooke walked through why each doctor made the visit list — younger dentists in Dr. Allen's study club who under-refer, established top referrers, and a new prospect whose practice recently changed ownership and is now open to referring to SHRC.
- Referral Volume And Scheduling Benchmarks: An 18-month average of 34 referrals/month is in line with the healthy 35–45/month target for two full-time prosthodontists; time-to-consult is 14.5 days (healthy range 11–18), though Dr. Oettinger's schedule is booked into late September, raising new-patient wait-time concerns.
- Production Down Despite Referral Growth: Production is running about $240,000 below goal and $144,000 behind last year even though referrals are up year-to-date, pointing to softer case acceptance — Brooke noted more patients are stalling on treatment pending insurance/prior-authorization answers, which currently take about three weeks.
Marketing Initiatives Discussed
- Cookie Delivery Practice Visits: Brooke visited 8 target offices on August 13 and has another marketing day planned for Thursday, August 27, while both doctors have lighter schedules; visits continue over the next 60 days to establish a capacity baseline.
- Referral Partner Welcome Letter: Brooke surfaced Dr. Oettinger's dormant referral-partner letter (last sent 10 years ago) for Jayme to review; the plan is to reintroduce SHRC to referring and prospective doctors, make explicit that restorative cases are sent back to the referring dentist, and note that SHRC does not perform hygiene.
- About Us Page Rebuild: After the vendor deleted the practice's About Us page, Brooke is recovering the prior doctor bios via the Wayback Machine and will supply high-res headshots (already in the shared Dropbox) and short staff bios — first name and title only — through the open SGA Toolbox ticket.
- Sitewide Website Photo Refresh: Brooke will submit a separate SGA Toolbox request, with the Dropbox link included, to replace outdated photos across the site (including images still showing former team members), flagging preferred images where she has a preference and letting the web team use judgment elsewhere.
- Social Media Deprioritized: Jayme recommended holding off on Facebook/Instagram for now — the practice's referral-driven audience gets little value from patient-facing social, and it would add to Brooke's already full plate; the team agreed to instead remove the unused "Follow us" link from the website footer.
Wins & Opportunities
Brooke ran her first cookie-delivery marketing day, visiting 8 target offices, and referrals are trending up both over the last 90 days (+0.89%) and year-to-date (+3.97%), with 12 more active referring providers than the prior period. Case acceptance fundamentals remain strong — average case value is running near $15,000 in August and $8,303 over the trailing three months, with healthy double-digit same-day and on-delay acceptance — so the clearest opportunity is converting that referral momentum into production by keeping up consistent, in-person visits and tightening the insurance-benefit conversation on larger treatment plans.
Action Items
| Action | Owner | Due |
|---|
| Review Dr. Oettinger's referral partner letter draft and share feedback with Brooke | Jayme (SGA Marketing) | Aug 28, 2026 |
| Continue in-person referral visits; next marketing day planned | Brooke | Thu, Aug 27, 2026 |
| Submit staff titles/short bios and confirm high-res headshots via Dropbox for About Us page rebuild | Brooke | TBD (no rush) |
| Submit new SGA Toolbox request for sitewide website photo replacement (include Dropbox link) | Brooke | TBD (no rush) |
| Rebuild About Us page with recovered bios, new photos, and remove "Follow us" footer link | SGA Marketing / Web Team | TBD |
