Key Discussion Topics
- Outreach Log Vs. Provider Events: Clarified that the monthly Marketing Outreach log should capture PRD office visits only — doctor dinners, lunch-and-learns, and other one-off touch points need to be logged as their own separate events so each type of touch point can be measured on its own for ROI.
- Event Attendance Accuracy: Agreed that event logs (Sip & Paint, Trunk-or-Treat, etc.) should reflect only who actually attended, not everyone who was invited, so the data doesn't skew the results.
- PRD Office Visit Volume: Reviewed the practice's August outreach log against the 14-visits-per-week benchmark set in our June visit. August volume came in well under that target, and a large share of the visits were repeats to the same handful of referring offices.
- Referral Trend Review: Walked through inbound referral volume and 90-day provider-level trends together to flag which referring doctors are moving up or down, and used that to help prioritize where outreach time should go next.
Marketing Initiatives Discussed
- Priority Provider Visit List: Built a target list of referring providers for the PRD to focus on this month, prioritizing doctors who haven't been visited recently or who are trending in the yellow zone, to move away from repeat visits to the same few contacts.
- October Trunk-Or-Treat Planning: Early planning is underway for an October Trunk-or-Treat event, including reaching out to vendors like Pinnacle Institute and additional referring offices. This will be logged as its own event, separate from routine outreach touch points.
Wins & Opportunities
Dr. Sherman's referrals are up 267% period-over-period — a strong signal to keep that relationship warm with a visit soon. Dr. Zala is also trending up and moving from the yellow zone toward green, making her a good near-term opportunity for a dedicated outreach visit.
Action Items
| Action | Owner |
|---|
| Confirm event-logging structure with the PRD: office visits under monthly Outreach; dinners, lunch-and-learns, and standalone events logged separately | Salina Calderon |
| Share the priority provider visit list and hold the PRD accountable to the 14-visits-per-week benchmark | Salina Calderon |
| Clean up the October event RSVP list to reflect confirmed attendees only | Salina Calderon |
| Discuss PRD performance and expectations directly with the PRD | Salina Calderon |
| Confirm updated recurring marketing meeting invite (first Thursday of each month) | Jayme Monroe |
