Q4 Priority Tactics & Scoring Model
October 22, 2026 · Built from the Oct 22 Growth Manager working call + the
Q4 Growth Goal Dashboard lever rules · For Kelly, Jenn, Stephen, Sarah
One score per new-patient tactic; a practice's open flags, gated by capacity, collapse into a top-3 agenda for each ROD meeting.
From the call: “If you gave every one of those X's a score — paid media is worth 100, Neurality 90, responding to reviews 30 — then you have your priority list for that ROD.”
Scores below are a starting proposal: argue with the number, not the spreadsheet. Every trigger is a column that already exists on the 249 master, so the ranking can be computed — no hand-marking.
How the model works
1 — Every tactic has one score (0–100). Fixed per tactic, not per practice: new-patient impact in 90 days (up to 40) + speed to first impact this quarter (25) + how much our team controls without the office (20) + cost efficiency (15).
2 — A tactic only counts at a practice when its trigger fires. Triggers are the existing lever columns on the 249 master / Q4 dashboard.
3 — Capacity gates demand tactics, not funnel tactics. Demand tactics (paid media, GBP, Yext, website, review velocity) count at full value where the ROD confirms room, half where capacity is tight, zero where there is none. Funnel tactics (phones, training, scheduler, speed-to-lead) always count — that is the work for declining practices. Practice priority score = sum of gated, triggered tactic scores.
Tactic scorecard
| # | Tactic | Score | Fires when (column on the 249 master) | Owner | Route | Capacity gate |
|---|
| 1 | Paid media launch / budget increase | 83 | In Q4 paid plan, or capacity + processing OK with no paid; paid build open | Brad (GHL/LP) + Adam (Ads) + Amy (landing pages) | ROD ask | Gated |
| 2 | Phone answer rate + routing fixes | 82 | Missed > 25%, or straight-to-voicemail ring groups in PeerLogic | ROD / OM, with the PeerLogic packets | ROD ask | Always |
| 3 | Neurality online scheduler live | 81 | Scheduler not live (sga3p) | Jessica + Growth Manager | Program | Always |
| 4 | GBP optimization (score, photos, booking link) | 78 | GBP score < 90, or photos < 50% | Korinne | Program | Gated* |
| 5 | Neurality voice / missed-call overflow | 69 | Phones flag + voice not live | Jessica + GM; ROD decision | ROD ask | Always |
| 6 | Call conversion training (Dana, Nov 3 + 5) | 68 | NP call conversion < 45% | Dana runs it; ROD gets the team in the room | ROD ask | Always |
| 7 | Speed-to-lead via GoHighLevel (missed-call text-back, form follow-up) | 66 | GHL live + leads arriving, automation not configured | Brad | Program | Always |
| 8 | Yext launch | 62 | Not in Yext (134 total; 37-practice launch list first) | Korinne ($16/location, approved) | Program | Gated* |
| 9 | Website conversion fixes / rebuild | 60 | Web score < 60 (Wyatt plan or Don rebuild queue) | Wyatt / Don | Program | Gated* |
| 10 | Capacity unlock (hygiene days, block schedule, lead time) | 58 | Capacity tight: hygiene lead > 14 days or utilization ≥ 80% | ROD — re-opens tactics 1, 4, 8, 9, 11 | ROD ask | It IS the gate |
| 11 | Review velocity to 10+/month | 56 | Google reviews < 10 in Sept | OM asks, via ROD; GM nudges | ROD ask | Gated |
| 12 | Review response discipline (every review; all 1–2★) | 46 | Unresponded 1–2★ > 0, or low response rate | OM / GM | ROD ask | Always |
*Gated changes the ORDER, not whether it happens: Wyatt and Korinne still touch every website and GBP by end of year (Sarah, Oct 22) — the gate decides which they start with. Route is who brings it up: ROD meetings spend airtime on ROD asks only; Program tactics are one-line FYIs ("Yext goes live here next week").
Enablers — not scored; each inherits the urgency of the tactic it unblocks
| Enabler | Unblocks | Owner | Where it stands |
|---|
| GHL sub-account build | #1 paid media, #7 speed-to-lead | Brad | 71 to create, 44 to audit (Oct 20 build sheet) |
| PeerLogic live | #2, #5, #6 — all phone visibility | Amy | 45 practices committed live by Nov 1 |
| Doctor interview (VideoAsk) | Copy quality for #1, #4, #8 | Growth Manager | 93 of 115 paid-plan practices still missing one |
| Practice Snapshot submitted | Data accuracy everywhere | OM, GM nudges | Tracked daily on the Q4 dashboard |
Scoring a practice
Take every tactic whose trigger fires, apply the capacity factor to the gated ones (Room ×1.0 · Tight ×0.5 · None ×0 until the ROD unlocks capacity), then rank. Capacity comes from the data first (hygiene lead days + utilization) but the ROD confirms it in the first meeting — question #1 on every agenda is “is this capacity read accurate?” (the sheet says room; the office says booked to May).
Defer rule (Kelly): a practice that misses on nearly everything and has no capacity gets no ROD airtime now — park it until December 1 and spend the meeting slots where the score is concentrated. A ROD with 20 practices acts on 3 asks, not 170 data points.
Example A — declining, capacity tight
Funnel work wins
Conversion 38%, missed 31%, scheduler not live, GBP 72, 4 reviews/month, in the paid plan. Funnel tactics fire at full value: phones 82, scheduler 81, training 68. Demand tactics halve: paid 41.5, GBP 39, reviews 28 — all fall below the funnel work. ROD agenda: 1) answer rate/routing, 2) scheduler live, 3) Nov 3/5 training — plus the capacity-unlock ask (58) to re-open paid media later. Sarah's rule encoded: declining practices get operations, not more demand.
Example B — "everyone else," room confirmed
Demand work wins
Growing fine, processes leads well, GBP 68, not in Yext, no paid media, 6 reviews/month. Demand tactics count in full: paid 83, GBP 78, Yext 62, reviews 56. ROD agenda: 1) launch paid media, 2) GBP overhaul, 3) Yext. Kelly's instinct encoded: an everyone-else practice with capacity outranks a declining one for demand dollars — confirm these with the RODs, since fewer were pulled over than expected.
ROD meeting agenda template
Booking rule (Sarah): starting Monday, take the first open 30 minutes on the ROD's calendar and book it with this agenda in the invite — copy Sarah; Amy optional. Do not email and wait. If the ROD answers the questions async in the sheet first, cancel the meeting and keep the time.
- Capacity check (5 min). "The data says [lead days / utilization]. Is that real?" Catches the booked-until-May cases and sets the gate for everything else.
- Top-3 asks (15 min). The practice's three highest-scoring triggered tactics, each with the number that fired it.
- Program FYIs (5 min). One line each: Yext launch date, GBP overhaul, website work, scheduler go-live.
- Reviews (5 min). Two asks, not one: start a review-generation incentive, AND commit the office to responding to every review — lead with the unresponded 1–2★ count.
One agenda per ROD covers their whole book: practices in score order, top 3 each, nothing else.
What the Oct 22 call decided
- Capacity-first, with Sarah's correction: declining practices get funnel/ops fixes regardless of capacity; demand spend goes where room + lead-processing are proven.
- Yext: do not wait. Korinne adds the full launch list now; add more later if needed.
- Paid media: stage it. 3 landing pages are ready today (Smile Gulf Coast, Smile Center of Orlando, Belfast); Brad builds 3–5/day; full day-by-day plan lands today; everyone updated and ready by Nov 1. Full funnel (LP + GHL form + tracking number) before budget increases.
- All websites + GBPs get updated by end of year — Wyatt and Korinne get ordered lists (this model's ranks), not gated lists.
- Phone-skills list (29+ locations) goes to Dana; the must-attend offices route through RODs for the Nov 3/5 sessions.
- One master file: the 249 with Q4 designation, in a shared folder the AI can read; GM notes in a far-right column; it feeds the dashboard. Brad, Korinne and Wyatt join the first half of Monday's GM call to confirm they're working from it.
- The failure mode to design against: "a ton of information and nothing goes anywhere" (Jenn). Three asks per practice, never 17 locations × 10 gaps.
- Where the NP upside is (Sarah): red flags ate half the growth-opportunity list (~13–15 left); the top of "everyone else" with capacity is ~25 practices with the best chance of real NP growth — confirm each with its ROD before spending.
- Capacity columns are a hypothesis until a ROD confirms them; call metrics are missing for a large share of the 130 declining practices — the 45-practice PeerLogic push (Nov 1) closes most of that gap.
- The grid is the AI's job: "that's grid stuff that's impossible for us to do ourselves" (Amy). Next step: computed Tactic Score + Top 3 columns on the 249 master, and per-ROD agendas dropped into meeting invites.
- Snapshot flow (Jenn): submit OM changes through the snapshot link (the AI reads submissions); own the public-facing fix first — website/GBP — the crosswalk record is secondary. Submitting does not auto-update the backend today; GM backend access is an open build item.
- Master-file adds Amy committed to: PMS, lead-to-hygiene, hygiene utilization, PeerLogic-40 / Yext-37 / phone-skills notes, interview completed, Neurality split (scheduler vs voice) + URL, snapshot link + status, payor/Medicaid flag, 90-day review metrics, paid media + GHL + scheduler fields.
Sources: Q4 Growth Goal Dashboard lever rules (Oct 14 board rules, refreshed daily) · 249 master list of record (Q4_All_Locations_249, Oct 20) · GBP scores Oct 5 rescan · Google reviews window Jul 1–Oct 5 · PeerLogic Sep 1–Oct 20 baselines · Oct 22 Growth Manager working call.
Scores are proposals — to change a weight or add a tactic, tell Amy and the model + computed columns update together. Live companion:
Q4 Growth Goal Dashboard.