CASE STUDY:

cRM Implementation to increase Patient Referral and Acquisition

Introduction

As the Director of Digital Marketing at Specialty Dental Brands, overseeing the management and marketing efforts for over 100 specialty dental practices, it became clear that a robust, HIPAA-compliant Customer Relationship Management (CRM) system was crucial for enhancing our referral processes and ensuring the highest standards of patient data security. In October 2023, I embarked on extensive research to identify the most suitable CRM platform for our needs. After careful evaluation of several options, including Zoho, Salesforce, HubSpot, and others, I ultimately chose GoHighLevel (GHL) as our CRM solution, primarily due to its HIPAA compliance and comprehensive feature set tailored for healthcare-related businesses.

Increased Optimization

95%

Site Health

100%

Team Participation

Background

Over a period of 1.5 years, our team faced the immense challenge of acquiring and managing 110 websites. These sites, brought on board in quick succession, required significant optimization to meet our high standards for search engine performance. With a small team and a tight timeline, the task of optimizing these sites became a monumental challenge.

Initial Challenges

Upon acquisition, it became clear that many of the sites needed extensive optimization work. Our initial strategy involved constructing a detailed plan and calendar for the team. The approach focused on working through 5 to 7 sites per day, with a prioritized list of SEO tasks. However, the team soon found themselves bogged down in the complexities of each site. The nature of SEO work can lead to "rabbit holes"—deep dives into intricate problems that, while important, slowed overall progress.

Shifting to SEO Sprints

Recognizing the need for a more efficient strategy, we transitioned to an SEO sprint model. This approach allowed the team to focus intensely on specific tasks within a short, defined period. By integrating SEMrush with Trello, we could push prioritized tasks directly into our project management tool, ensuring that the team remained focused on the most critical issues. This integration required a certain level of SEMrush subscription, but it proved invaluable in streamlining the workflow.

Implementation and Results

The SEO sprints brought a transformative change to our optimization efforts. By focusing on the most pressing tasks and assigning specific issues to team members best suited to resolve them, we saw rapid improvement across all sites. The sprints kept the team aligned and prevented distractions from less critical issues.

As a result, we moved from having only a few sites with a 95% and above health rating on SEMrush to achieving this benchmark across all 110 websites. This accomplishment is a testament to the effectiveness of the SEO sprint methodology and the team's dedication.

Team Satisfaction and Achievement

The sense of accomplishment within the team is palpable. Moving from a slow and often frustrating process to a highly efficient and effective system has been incredibly satisfying for everyone involved. The team's hard work has paid off, not just in the numbers but in the pride of knowing that all 110 websites now meet our high standards for optimization.

Conclusion

This case study highlights the importance of adapting strategies to meet the needs of large-scale projects. The shift to SEO sprints, combined with the powerful tools provided by SEMrush and Trello, enabled our team to achieve exceptional results. The journey from initial challenges to final success has been rewarding, proving that with the right approach, even the most daunting tasks can be accomplished.

Digital marketing Support

To provide effective digital marketing support, I can offer strategic guidance by developing tailored marketing plans, setting clear goals, and allocating resources effectively. By equipping the team with essential tools, budget, and access to data, I ensure they have what they need to succeed. I’ll also facilitate ongoing learning, encourage innovation, and promote open communication to keep everyone aligned and responsive to market changes. Regular reviews and feedback help refine strategies, driving continuous improvement and maximizing results.

Join Me on LinkedIn

Testimonials

Thank you. Your insight into my company’s vision coupled with your creativity and ability to assist me in presenting that vision is exceptional!

Shannon Walker, Esq., CPA

Customer

I’ve had the absolute pleasure of working with Kim for several years now! Without her, I’d be lost trying to figure out how to develop my own brand!

Reggie Cunningham

Customer

Working directly with Kim to reimagine the West End Business Association website was a dream. She was able to craft a site that is both highly functional and user friendly.

Hayley Madden

Customer

Have A Question?

If you have any questions or need assistance, I’m here to help. I can provide direct support or find the necessary answers to ensure you have the information you need.