SGA - GDG - Smile Gulf Coast

https://smilegulfcoast.com/

Production grew +13.5% YoY ($356,128 → $404,153). During the same window, new patient intake increased by 3 and appointment leakage improved (a bright spot). The practice scorecard shows 8 of 19 metrics passing, with 6 fails concentrated in patient acquisition and patient retention and online reputation. The analysis below frames where collaborative opportunities exist rather than assigning root cause — the team can use these numbers as a shared starting point for the next operating rhythm review.

1. Practice Marketing Scorecard

8Passing

6Failing

5Data Gaps

57%Pass Rate (of measurable)

Category	Metric	Current Value	Benchmark	Result
Patient Acquisition	Avg New Patients / Month (last 90d)	6.7	≥ 30	Fail
	NP Call Conversion %	31%	≥ 55%	Fail
	Missed Call %	23%	≤ 18%	Fail
	3rd Next Available NP Appt	N/A — Modento link not provided	≤ 7 days	N/A
Patient Retention	Unscheduled Active Patients (YoY)	113 vs 157	Decrease YOY	Pass
	Unscheduled $$ Opportunity (YoY)	$275,470 vs $437,033	Decrease YOY	Pass
	NP Hygiene Re-Appointment %	5.0%	≥ 40%	Fail
	Hygiene Re-Appointment %	93.0%	≥ 85%	Pass
	Pre-Appointment %	79%	≥ 60%	Pass
Schedule Management	Appointments Completed (YoY)	606 vs 582	Increase YOY	Pass
	No-Shows %	1.2%	≤ 5%	Pass
	Cancellations %	3.8%	≤ 5%	Pass
Online Reputation	Google Reviews (Total)	62	≥ 300	Fail
	Google Reviews (Last 30 Days)	N/A — requires Swell/GBP API	≥ 10	N/A
	Google Star Rating	4.9	≥ 4.5	Pass
	Google 5-Star %	N/A — requires Swell	≥ 90%	N/A
	Yelp Reviews (Total)	N/A — not in current scan	≥ 20	N/A
	Yelp Star Rating	N/A — not in current scan	≥ 4.0	N/A
Referral Program	Tracking Referral Source (Missing %)	60% missing	< 20% missing	Fail

2. Production & Revenue Overview

Production Gross

$404,153

▲ +$48,025 (+13.5%)

New Patients

▲ +3 (+17.6%)

Case $ Accepted %

41.9%

▼ -4.9pp (-10.5%)

Visits / Working Day

11.63

▼ -1 (-6.5%)

Metric	Q1 2025	Q1 2026	YoY Δ
Production Gross	$356,128	$404,153	▲ +$48,025 (+13.5%)
Production Scheduled	$362,853	$399,186	▲ +$36,333 (+10.0%)
Annual Patient Value	$2,784	$2,438	▼ $-346 (-12.4%)
Visits Per Working Day	12.44	11.63	▼ -1 (-6.5%)

3. New Patient Acquisition & Case Acceptance

Metric	Q1 2025	Q1 2026	YoY Δ
New Patients	17	20	▲ +3 (+17.6%)
New Patients / Working Day	0.38	0.41	▲ +0 (+7.9%)
Case Acceptance %	80.5%	94.4%	▲ +13.9pp (+17.3%)
NP Case Acceptance %	66.7%	33.3%	▼ -33.4pp (-50.1%)
Case $ Presented	$176,215	$187,817	▲ +$11,602 (+6.6%)
Case $ Accepted	$82,437	$78,774	▼ $-3,663 (-4.4%)
Case $ Accepted %	46.8%	41.9%	▼ -4.9pp (-10.5%)

4. Same-Day Treatment & Clinical Performance

Metric	Q1 2025	Q1 2026	YoY Δ
Same-Day Hygiene $	$2,111	$56	▼ $-2,055 (-97.3%)
Same-Day Restorative $	$52,532	$51,607	▼ $-925 (-1.8%)
Case Diagnosed % — Hygiene	0.6%	0.9%	▲ +0.3pp (+50.0%)
Case Diagnosed % — Restorative	28.9%	22.8%	▼ -6.1pp (-21.1%)

5. Patient Volume & Appointment Health

Metric	Q1 2025	Q1 2026	YoY Δ
Active Hygiene Patients	480	490	▲ +10 (+2.1%)
Unscheduled Active Patients	157	113	▼ -44 (-28.0%)
Unscheduled $ Opportunity	$437,033	$275,470	▼ $-161,563 (-37.0%)
Appointments Completed	582	606	▲ +24 (+4.1%)
Cancellations %	6.7%	3.8%	▼ -2.9pp (-43.3%)
No-Shows %	5.3%	1.2%	▼ -4.1pp (-77.4%)
Pre-Appointment %	72.0%	79.0%	▲ +7.0pp (+9.7%)

6. Appointment Confirmation & Patient Recapture

Metric	Q1 2025	Q1 2026	YoY Δ
DI Confirmed %	0.0%	0.0%	▲ +0.0pp (+0.0%)
NP Hygiene Re-Appt %	—	5.0%	—
Hygiene Re-Appt %	90.5%	93.0%	▲ +2.5pp (+2.8%)
Recaptured Patients	20	5	▼ -15 (-75.0%)
Patients Net Growth	8	-8	▼ -16 (-200.0%)

7. Operational Efficiency

Online Scheduling Adoption	0.0%
Hygiene→Restorative Handoff Ratio	0.47
NP Close Rate (Cases)	33.3%
Avg Production / Visit	$667
Patient Attrition	33 (132.0%)

Call Conversion (PeerLogic Q1 2026)

NP Call Conversion	31%
Existing Patient Conversion	56%
Missed Call %	23%
Top Reason Not Booked	Scheduling (27%), Practice Lacks Information (20%)
Notes	—

Online Reputation (Google Business Profile)

Rating	4.9 ★
Review Count	62
Address	1423 Magnolia St Suite J, Gulfport, MS 39507, USA
Phone	(228) 875-3343
Primary Category	dentist

Data Hygiene & Tracking Gaps

Referral Source Attribution: 60% of new patients (12 of 20) are missing referral source. This exceeds the 20% threshold and blocks reliable marketing ROI attribution. Without this data, we cannot tell which channels are producing new patients.

Production Waterfall Analysis (Q1 2025 → Q1 2026)

Bridges prior-period production to current-period production by attributing the change to specific drivers. Green = gained production; Red = lost production.

Driver	Impact	Note
New Patient Volume	+$4,420	+3 NP × $1,473 avg restorative/exam
Case Acceptance	$-9,203	Δ -4.9% × $187,817 presented
Same-Day Treatment	$-2,980	Current $51,663 − prior $54,643
Appointment Leakage	+$28,291	Prior 12.0% → current 5.0% (improved)
Schedule Utilization	$-27,010	VPWD Δ -0.81 × 50 days × $667/visit
Other / Unattributed	+$54,508	Residual: fee schedule, payer mix, seasonality, provider changes
Net Change	+$48,025	Q1 2025 → Q1 2026

Action Plan — Organized by Support Team

Marketing

Reactivation campaign for unscheduled active patients — Pull the 6+ month overdue list from Dental Intel Analytics (not Engagement — Engagement only reaches patients with future appointments). This practice shows 113 unscheduled active patients representing $275,470 in opportunity.
Owner: Growth team + Office Manager • DI Workflow: Analytics → Unscheduled Active Patients → export → manual outreach assignment • Impact: Recovering even 10% of dollar opportunity = $27,547
Google review generation cadence — Currently at 62 Google reviews (rating 4.9). Below 300 threshold. Implement post-visit SMS review request via Swell/Modento.
Owner: Marketing • DI Workflow: N/A — Swell automation • Impact: Improves local ranking + trust signals

Operations

NP call conversion coaching + insurance verification workflow — NP call conversion is 31% (benchmark ≥55%). Top reason: Scheduling (27%), Practice Lacks Information (20%). Build an insurance-check cheat sheet + scheduling script at the front desk.
Owner: Office Manager + RCM • DI Workflow: PeerLogic call transcripts → weekly 1-on-1 coaching • Impact: Moving to 55% lifts NP intake proportionally
Missed-call recovery — Missed call rate is 23% (benchmark ≤18%). Every missed call is a potential NP. Options: add overflow line, hire answering service, or cross-train hygiene coordinator to pick up during peaks.
Owner: Office Manager • DI Workflow: PeerLogic missed-call log → daily callback queue • Impact: Protects top-of-funnel lead volume

Clinical

Standardized treatment plan presentation — Case $ Accepted % is 41.9% (benchmark: 50%+). Moving the needle 5pp on $187,817 presented = $9,391 in accepted treatment.
Owner: Clinical Director + Doctor • DI Workflow: N/A — peer-learning / coaching sprint • Impact: $9,391 at 5pp lift

Office Manager

Referral source entry compliance — 60% of new patients are missing referral source attribution. This blocks all marketing ROI analysis — we can't tell what is working. Mandate entry at check-in + daily audit.
Owner: Office Manager • DI Workflow: DI PMS integration check + front desk training • Impact: Unblocks marketing spend attribution
NP follow-up: confirm 2nd hygiene appointment within 24h — Only 5% of new patients re-appoint into hygiene (benchmark ≥40%). Manual checklist at checkout — do not rely on DI Engagement for NPs.
Owner: Office Manager + Hygienist • DI Workflow: N/A — manual checkout protocol • Impact: Each 5pp lift ≈ 1 additional reappointed NPs per quarter

Executive

Strategic context (from Priority List review) — Fee for service, complex practice. Deferred for full strategic review in next conversation.
Owner: ROD + Growth • DI Workflow: N/A • Impact: Alignment on sequencing

AI Analysis Disclaimer: This report was generated by an AI system combining Dental Intel benchmarks, PeerLogic call data, and Google Business Profile signals. AI systems in dentistry are estimated at ~40% raw accuracy for clinical interpretation — every finding should be validated by the Market Manager, ROD, and Doctor before action is taken. Numbers are correct per the source CSVs; interpretations and recommended actions are directional, not prescriptive.