Key Discussion Topics
- Internal Communication Channels: Salina and Alyssa checked in on whether the practice's Teams chat and email will keep working as SGA migrates systems. Jayme confirmed East/West chats stay separate for now and the existing Doctor Referral Program Teams chat should continue to be used; a dedicated "PRD hours" office-hour session is also being considered.
- Website And Brand Unification: Southwest Perio is interested in consolidating its online presence — currently split across "Las Cruces Gum Surgery," "Implant and Laser Surgery Center," and "Southwest Periodontal" — into a single unified name and URL. Dr. Kalish is aligned with Dr. Grant/Lisa's team on a proposed shared name ("Southwest Perio and Implant Specialists," differentiated by city), pending final sign-off. Office photos are being routed to SGA's design contact (Mike) to start website mockups.
- Marketing Event Tracking Hygiene: Alyssa acknowledged July outreach notes weren't logged in the marketing event tracker and will backfill June/July/August. The team also flagged that the earlier kickball event (which didn't happen) should be removed from the tracker so it doesn't skew reporting.
Marketing Initiatives Discussed
- Two Ballpark Referral Appreciation Events: Dr. Kalish wants to host referring providers at a ballpark suite. The team landed on two separate events — a Top 10-13 Yellow providers game around September 25 and a Top 10-13 Green providers game around October 24 — each inviting referring doctors with spouses, plus Dr. Kalish, Salina, and Alyssa (~29 of the suite's 30 seats). Estimated cost is ~$3,500 per suite (food, beverage, tickets), roughly $7,000 total for both events.
- Trunk-Or-Treat Community Event: The office's annual fall event will continue as a low-cost, staff-driven event reusing prior decorations and inviting community partners (a firefighter and police officer connected through staff family members), plus local vendors. Budgeted at ~$1,000.
- Referral Ranker As The Invite Source: Jayme walked Salina/Alyssa through pulling the Top 10-13 Green and Yellow referring providers directly from the Referral Ranker report (Reports → Referral Ranker) to build the ballpark event invite lists, excluding internal patient-of-record entries.
- Website/Brand Refresh: In addition to the naming unification, the practice asked about commissioning headshots/videography for the new site — Jayme noted this requires a separate budget proposal for approval before proceeding.
Wins & Opportunities
The practice is proactively planning its 2027 event calendar well ahead of time (rather than reacting last-minute, as happened with the earlier kickball event), and Salina and Alyssa continue to build the kind of in-person relationships with referring doctors that Jayme has seen drive real loyalty across her book of business.
Action Items
| Action | Owner | Due |
|---|
| Send budget approval request to Heidi (~$8,000: two ballpark events + Trunk-or-Treat), cc Salina and Alyssa | Jayme Monroe | Completed |
| Pull Top 13 Green and Top 13 Yellow referring providers from the Referral Ranker and build doctor + spouse invite lists (individually addressed, not office-wide) | Salina Calderon & Alyssa Regalado | Immediately following Heidi Riall's approval |
| Log July and August outreach notes in the marketing event tracker; remove the no-show kickball event from the tracker | Alyssa Regalado | September 3 |
| Send office photos to Mike (via SGA Teams) to kick off website rebrand mockups | Salina Calderon | August 6 |
| Schedule follow-up meeting with Amy and Mike to review website mockups and rebrand direction | Jayme Monroe | August 31 |
