The monthly referral goal for Dr. Kalish has been set at 74 referrals per month, calculated based on the practice's new patient scheduling capacity of 16 new patients per week (64/month) plus a 15% buffer to account for the 85% referral-to-consult conversion benchmark. Dr. Kalish is currently up 3.4% year-to-date, reflecting positive underlying momentum. May was the first month slightly below goal, down 5 referrals — a figure to monitor but not cause for alarm. June is already showing a rebound with 13 referrals ahead of the prior month's pace. All referrals must be entered into Referral Lab regardless of whether the patient schedules, to ensure accurate tracking.
The practice recently adjusted its new patient day template, moving from 21 to 23 patients per Thursday down to 15 to 16 patients, prioritizing green-ranked providers in the morning, followed by yellows, with a trickle of orange/red and self-referred patients later in the day. Two emergency add-ons are also available on three other days per week. This adjusted cadence informs the 74-referral monthly goal.
Alyssa is a dedicated full-time PRD — not dual-roled — and should be held to full PRD productivity expectations. Her contracted hours are Monday through Thursday, 8am to 4pm (28 hours per week). The recommended structure is 50% field time and 50% in-office admin time: morning office visits followed by afternoon planning, event coordination, and follow-up. At 28 hours per week, this translates to a target of 14 office visits per week — currently tracked at 18 per month, which falls well short of this goal. In months where the dashboard modules don't yield 14 visits, Alyssa should be prospecting — identifying dental offices within a 5 to 20 mile radius using the referral ranker and visiting new prospects. There are 112 offices on the referral ranker, plus broader geographic coverage in Silver City, Deming, and Alamogordo.
A standing Monday morning meeting should be established with Alyssa, Salina, and Dr. Kalish. Alyssa should plan her week each Thursday afternoon and come to Monday's meeting prepared with her plan for the week. This creates visible accountability and allows leadership to track follow-through without having to ask.
Alyssa should work through one dashboard module per week — new providers, trending up, trending down, dormant — to ensure all provider segments are touched consistently. A route mapping app (searchable via ChatGPT) should be used to optimize daily visit routes and minimize windshield time. Providers in the same practice should always be visited together.
Heidy met with Alyssa to review expectations and daily presence requirements. Jayme will follow up with Heidy to ensure a formal job description has been provided to Alyssa. Salina has already supplied Alyssa with a printed duties list, a planner, a note organizer, and the onboarding binder Daisy prepared. Resources are in place — the focus now is on consistent execution and structured accountability. Alyssa should also be included on future monthly meetings with Jayme to ensure expectations and metrics are communicated directly.
Alyssa is encouraged to connect with Rylee Ebert (PRD at Cassity & Legacy) as a peer resource. Rylee has a strong marketing background and recently presented at the PRD meeting on the Hygiene Study Club. Additionally, a new PRD Office Hours meeting cadence is being planned, where PRDs across the portfolio can connect monthly to share best practices and support one another.
Going forward, all outreach activity will be logged in Referral Lab as a named monthly marketing event (e.g., "June 2026 Outreach"), with every provider visited listed individually. This enables ROI analysis at the 30, 60, 90, and 120-day benchmarks — allowing the team to assess which outreach is generating referrals, which months yield the best results, and which provider segments respond to outreach. Provider notes should continue to be entered in parallel for now. Alyssa should be trained on this process immediately so her visits are captured from the start.