How to log marketing activity

Referral Intel allows your team to log outreach and relationship-building activity with referring providers and organizations.

This helps your practice track who you have contacted, when you last connected, and which referral sources may need attention.

Short answer

Open the referring provider or organization record in Referral Intel and log the activity after a visit, call, meeting, lunch, educational session, gift delivery, or other outreach touchpoint.

Keeping activity updated helps your team manage referral relationships more intentionally.

Why logging marketing activity matters

Referral relationships are built over time.

If outreach is not tracked, it can be hard to know:

  • Which offices were visited

  • Which providers received a follow-up

  • Which referral sources have not heard from you recently

  • Which team member completed the outreach

  • What was discussed during the last interaction

  • Whether outreach is connected to referral patterns

Logging activity gives your team a shared record of relationship-building efforts.

What counts as marketing activity?

Marketing activity includes any meaningful touchpoint with a referral source.

Examples include:

  • Office visit

  • Provider meeting

  • Lunch

  • Lunch-and-learn

  • Educational session

  • Phone call

  • Video call

  • Thank-you note

  • Gift delivery

  • Email outreach

  • Study club interaction

  • Community or professional event

  • Informal relationship-building conversation

If the activity helps maintain or grow a referral relationship, it is worth logging.

Where to log activity

Marketing activity is usually logged from the referring provider or organization record.

To log an activity:

  1. Log in to your Referral Intel portal.

  2. Go to the referring provider or organization area.

  3. Search for the provider or organization.

  4. Open the correct record.

  5. Select the option to log activity.

  6. Choose the activity type.

  7. Add notes.

  8. Save the activity.

Once saved, the activity becomes part of that referral source’s history.

What information should be included?

When logging activity, include enough detail for someone else on your team to understand what happened.

Helpful information may include:

  • Date of the activity

  • Type of activity

  • Team member who completed it

  • Provider or organization visited

  • Other providers or staff involved

  • What was discussed

  • Any personal notes or preferences

  • Any follow-up needed

  • Any concerns raised

  • Any opportunities identified

The note does not need to be long. It just needs to be useful.

Examples of useful activity notes

A helpful note might look like:

“Dropped off referral materials and spoke with office manager. They asked about online referrals and how to upload records. Follow up next week with referral form link.”

Another example:

“Lunch with Dr. Smith. Discussed recent implant referral and reviewed preferred communication workflow. He mentioned they may send more surgical cases next quarter.”

Another example:

“Delivered thank-you gift to front desk. New treatment coordinator started last month. Need to send updated referral instructions.”

Why notes matter

Good notes help your team prepare before the next interaction.

Before visiting or calling a referral source, your team can review:

  • Recent referrals

  • Recent outreach activity

  • Prior conversations

  • Provider preferences

  • Office staff names

  • Follow-up items

  • Relationship history

This makes outreach more personal and less repetitive.

Who should log marketing activity?

Anyone responsible for outreach or referral relationships should log activity.

This may include:

  • Practice owner

  • Provider

  • Associate provider

  • Office manager

  • Marketing coordinator

  • Outreach coordinator

  • Referral coordinator

  • Practice administrator

The person who completes the activity should usually log it soon afterward.

How often should activity be logged?

Activity should be logged as soon as possible after the touchpoint.

The best time to log activity is the same day.

Waiting too long increases the chance that details will be forgotten.

How marketing activity connects to dashboards

Logged activity can help your practice see whether outreach is happening consistently.

Depending on your setup, Referral Intel may help show:

  • Recent activity

  • Referral sources with no recent activity

  • Referral sources that have referred but have not been contacted

  • Team member outreach activity

  • Relationship-building history

  • Providers or organizations that may need attention

This can help your team decide where to focus future outreach.

How to use activity tracking in a team meeting

Marketing activity can be reviewed during a weekly or monthly referral meeting.

A simple meeting structure may include:

  1. Review new referring providers.

  2. Review top referring providers and organizations.

  3. Review referral sources with no recent activity.

  4. Review lapsed or declining referral sources.

  5. Discuss recent outreach activity.

  6. Assign next outreach steps.

  7. Log completed activity after each touchpoint.

This helps turn outreach into a repeatable system instead of relying only on memory.

Best practice: log activity even when it feels small

Small touchpoints can matter.

A quick call, a front desk conversation, or a short visit may provide helpful context later.

If the interaction helps your relationship with a referral source, log it.

Best practice: include follow-up items

If the activity creates a next step, include it in the note.

Examples include:

  • Send referral form link

  • Schedule lunch

  • Drop off updated materials

  • Follow up about a patient

  • Introduce provider to provider

  • Send educational resource

  • Check back next month

This helps your team avoid losing track of opportunities.

Best practice: review history before outreach

Before visiting or contacting a referral source, review the activity history.

This helps you avoid asking the same questions repeatedly and makes the conversation more informed.

It also helps your team personalize outreach based on the relationship.

Common mistake: only logging major visits

Do not only log big events.

Smaller touchpoints can help explain referral trends and relationship changes.

A short call or casual office visit may be useful later.

Common mistake: not logging who completed the activity

If the activity does not show who completed it, accountability becomes harder.

Make sure the correct team member is associated with the activity whenever possible.

Common mistake: using vague notes

Avoid notes that are too vague to be useful.

For example, “visited office” is less helpful than:

“Visited office, spoke with Sarah at front desk, dropped off referral cards, and reviewed how to use the online referral form.”

Clear notes make the activity history more valuable.

Common mistake: not acting on the data

Logging activity is only useful if your team reviews it.

Use the activity history and dashboards to decide which referral sources need attention.

The goal is to turn relationship-building into a consistent process.

Related articles

  • How to use the referring provider dashboard

  • How to share your referral form link

  • How to view a new referral

  • How to update referral status

  • How referring-office notifications work