Drop-offs happen.

Even if you run a tight ship… even if outcomes are strong… even if you've trained your team well…

People still drift.

They hit 70% better, and justify to themselves that they feel "good enough". They get busy. They tell themselves, "I'll just stay consistent with my home program." And suddenly you've got gaps in the schedule that didn't need to be there.

This episode is about what to do when that happens.

Not theory. Not fluff.

A simple, repeatable follow-up process that gets people back on the schedule at a high level—using the right cadence, the right channels, and the right messaging.

• How frequently to follow up (and how many total attempts) to maximize reactivations

• Which channels work best (text vs email vs voicemail vs phone call) and how to combine them

• Who should own the follow-up: admin vs clinician—and when to switch gears

The exact wording that gets replies by tying progress to goals, urgency, and "don't lose momentum" framing

USEFUL INFORMATION: Check out our course: Cash-Based Practice Freedom 2.0

A lot of practice owners don't lose revenue because of ineffective marketing…

They lose revenue due to slow lead follow-up and weak conversions.

And sometimes I even come across those that don't follow up with every lead because they/they're staff think "we're too busy" … THE HORROR!

In this week's episode, you'll hear a slightly different flavor of my coaching, and it applies to both fully Cash-Based practices AND In-Network practices trying to increase Private-Pay revenue.

The practice owner I'm coaching has a practice that is:

• Busy

• On a waitlist.

• Currently about 60% in-network pts, and 40% cash-pay pts

• Getting "more leads than we can handle" through his PatientSites website.

And still not maximizing cash-Pay growth.

Because leads weren't being followed up with immediately — and when they were, they weren't being handled strategically.

Primarily because leads weren't being followed up with immediately — and when they were, they weren't being handled strategically to maximize conversions of those that would be higher-profit, self-pay patients. Pre-PS: If you are still In-Network with any insurances and want to increase your Cash-Pay revenue (like this episode's coaching client) — whether that involves dropping contracts or not — I have a 12-month program designed specifically to help you accomplish that, and we're starting a new cohort in a few months.

If you'd like to add your name to the interest list and get more details, email me at [email protected]

• Why "we're too busy to follow up" is one of the most expensive beliefs in private practice

• The response-time benchmarks that every practice should place on lead follow up

• When it's actually quite important for the practice owner to personally handle discovery/consult calls (temporarily)

• How to structure receptionist-to-clinician handoffs for higher Cash-Pay conversions

• Why generic business advice on Podcasts and Youtube often fails miserably when applied to your specific practice and situation

USEFUL INFORMATION: Check out our course: Cash-Based Practice Mastermind

Most Cash-Based practice owners don't struggle to get interest.

They struggle to turn interest into commitment.

You run or participate in an event that is filled with your ideal prospective patient... You offer free screens or discounted consults. People seem excited, but then they say things like, "I'm going to try this on my own," or "I want to see how I do with the exercises," or "Let me think about it."

This episode tackles why that happens and how to stop it.

It's pulled straight from a live Mastermind coaching call, where a practice owner finally started booking people from events, but then realized that converting those event leads required a different strategy than referrals or full-price evals.

• Why giving too much treatment, home program, or results too early quietly kills conversions

• How to pre-frame consults so patients don't default to "Let me see how I do with these exercises"

• The difference between "educating" and creating buy-in in a first visit

• How to create a strong "wow" factor without accidentally making people cancel

• What to say so that patients commit, without you feeling pushy or salesy

USEFUL INFORMATION: Check out our course: Cash-Based Practice Mastermind

Most Cash-Based practice owners don't fail because they lack effort.

They fail because their effort is scattered.

They're busy all year. They're solving problems constantly. They're reacting instead of directing.

And when December rolls around, they realize they worked hard… but didn't intentionally build the business they actually want.

This episode is about fixing that.

Not with a complicated planning system. Not with endless spreadsheets.

But with a clear, executable strategic plan that keeps you focused on exactly what matters—and guides you step-by-step to accomplishing your goals If you didn't catch last week's episode on The Year-End Review Process That Actually Grows Your Cash-Based Practice and extract the insights that actually matter, you may want to start here—because this strategic planning process builds directly on that foundation.

• The three questions that expose where growth is actually being blocked

• How to set targets your current team can realistically hit (or know what changes are necessary to get there)

• Why most strategic plans fail within the first quarter

• How to turn planning into execution and results, rather than a waste of time

USEFUL INFORMATION: Check out our course: Cash-Based Practice Mastermind

As a new year begins, most practice owners feel like they should "plan better" than they did last year.

But here's the problem: Most annual reviews are so complex that they never actually get finished and often focus on things that don't really move the needle for a cash-based or mostly OON practice.

In this episode, I walk through a practical, real-world approach to reviewing your year and designing the next one — without chasing someone else's version of success or spending time/resources on things that don't make a big impact.

This isn't about arbitrary benchmarks or grinding harder… It's about building a Cash-Based Practice that supports your life, priorities, and definition of success.

• Which KPIs actually matter in a cash-based model

• How to evaluate revenue, expenses, and growth honestly

• Why "good revenue" can still hide serious problems

• How to turn a year-end review into a clear plan for the year ahead

USEFUL INFORMATION: Check out our course: Cash-Based Practice Mastermind

As the year winds down, most practice owners feel the pull to "look back" and "plan ahead."

But too often, that process turns into either a surface-level glance at revenue—or an overwhelming spiral of things you should have done better.

That's not helpful. And it's not how you build a practice that actually supports the life you want.

In this week's episode, I walk through a more grounded, intentional way to review the past year and plan the next one—starting with a question most business owners skip entirely:

What does success actually mean to you?

Because if you don't define that first, you're shooting in the dark, and your KPI's and goals could be leading you in the wrong direction.

• Why success must be defined before reviewing any numbers

• How to review the past year without burnout or self-judgment

• Which key performance indicators actually matter in a cash-based model

• How to use a SWOT analysis in a practical, non-overwhelming way

• How to turn insights into a realistic plan for the year ahead

USEFUL INFORMATION: Check out our course: Cash-Based Practice Mastermind

A lot of Cash-Pay practices are doing something very smart right now.

They're using entry-point services to get new customers in the door… things like specialty services and modalities (like shockwave therapy, red light sauna, etc), performance-based training, etc.

And it works…

Ads convert. Promotions fill schedules. New Patients and Revenue comes in.

But here's the problem I keep seeing in most practices doing this …

They struggle to get these new customers to say 'yes' to everything else that could benefit them.

For example: pretty much everyone who would benefit from shockwave to speed healing, could benefit even more by getting physical therapy along with the shockwave.

Patients come in for one thing. They buy one thing. They leave … even though they clearly need more.

Today's episode is about fixing that.

Specifically, how to use a brief, intentional assessment and conversation process to help patients see what they actually need, and eagerly say yes to it.

Before you click over to the episode, a quick announcement: I'm hiring at my clinic in Austin and could really use your help. If you know any skilled manual physical therapists in Austin (or who might want to move to Austin) who would love to be paid really well to treat every patient 1-on-1 for a full hour, PLEASE forward this to them or send me an email at [email protected].

Click here to see the job post and apply.

• Why entry-point services create a lopsided schedule, overloaded with clients Not getting your core service, and how to avoid that

• How to use a short assessment to open patients' eyes

• The exact language that links services to real outcomes

• How to eliminate "I just want this one thing" patients

• Why setting expectations early increases commitment and retention

USEFUL INFORMATION: Check out our course: Cash-Based Practice Mastermind

When most clinicians think about scaling, they picture working more hours, taking on more risk, or grinding harder than ever.

Jonathan Parr took the opposite path.

He built a multi-location, seven-figure, cash-based practice by focusing on a niche most practice owners avoid… and by building systems that made growth predictable instead of overwhelming.

If you've ever wondered whether mastering a niche, developing your team, and creating actual freedom is possible in today's environment…

…Jonathan's story is proof that it is.

• How Jonathan built full caseloads in two cities by focusing on an underserved population

• The training process he uses to turn new grads into highly skilled niche clinicians

• Why retention skyrocketed once he redesigned schedules, caseloads, and benefits

• How his internal systems naturally evolved into globally purchased online programs

• The mindset shift that helped him stop doing everything himself and step into leadership

USEFUL INFORMATION: Check out our course: Cash-Based Practice Mastermind

As insurance companies steadily cut Out-of-Network benefits and reimbursement, many Cash-Based practices are really feeling the impact.

Patients who once received 40–50% back from self-claims suddenly get zero, and some respond with: "I just can't afford this anymore. I need to use my insurance."

It's frustrating. It feels out of your control. And yes—this trend is growing nationwide.

But here's the part most practices NEVER realize:

You can win back a lot of these patients—if your follow-up strategy is airtight.

That's what this episode breaks down.

Before you do though, a quick announcement: I'm hiring at my clinic and could really use your help … If you know of any skilled manual therapists in Austin (or who might want to move to Austin), who would love to be paid really well to treat every patient 1-on-1 for a full hour, PLEASE forward this opportunity to them. You can click HERE to see the job post and apply.

• Why insurance reimbursement is dropping for Out-of-Network claims

• How to re-engage patients who left due to insurance changes

• The exact follow-up script I use

• The #1 mistake clinics make that destroys retentionHow to automate patient tracking so no one slips through the cracks

USEFUL INFORMATION: Check out our course: Cash-Based Practice Freedom 2.0

Competition in the Cash-Based PT world is rising—fast.

If it feels like new Private-Pay practices are popping up every month in your area, you're not imagining it. Clinicians are leaving insurance jobs, jumping Out-of-Network, and launching Cash-Based practices at the fastest rate we've ever seen.

So here's an inconvenient truth:

Longer, One-on-one sessions are no longer a differentiator.

Every cash practice offers that now.

So in this episode, I walk a Mastermind member through how to stay confident, stay full, and stay ahead—without burning out or obsessing over competitors and the things they can't control or influence.

• The 3 things every practice MUST excel at to outcompete in 2026

• Why obsessing over new competitors only slows your growth

• The mindset shift that top owners use to stay motivated

• The #1 differentiator in a market full of long one-on-one sessions

• How to create a culture that patients never want to leave

USEFUL INFORMATION: Check out our course: Cash-Based Practice Mastermind