The Levels

🏥 How to work with us: The Million Dollar PT Practice (Step-by-Step Roadmap):

https://youtu.be/1cuu8-CyIhc

Get the free Four Kinds of Patients tool:

https://start.therehabceos.com/four-kinds

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Your patients are getting better. But are they coming back, leaving reviews, or recommending your clinic?

A good clinical outcome doesn’t always create a loyal patient.

In this video, Robbie shares why the best treatment he ever received never earned a return visit or a single referral. Then he breaks down a simple framework to help physical therapy practice owners understand what their outcomes reports might be missing.

Two questions. Four kinds of patients:

• Raving fans: They got results, loved the experience, and carry your name.

• Advocates: They loved the experience but didn’t reach their treatment goals.

• Ghosts: They got results but had a poor experience and never recommend you.

• Critics: They had poor results and a poor experience, and they’re vocal about it.

The hardest one to spot? The ghost. On your clinical outcomes report, that patient can look just like a raving fan.

You’ll learn:

• How everyday clinic policies can undermine the patient experience.

• What Robbie discovered when he reviewed his clinic’s graduation rate.

• How to evaluate 20 recent discharges using results and experience.

• What your biggest patient category reveals about your next 90 days.

• The three beliefs that help patients trust you, your process, and their own progress.

Before you change another policy or assume your clinic needs more marketing, find out which kind of patient you’re creating.

Pull 20 recent discharges. Spend 20 minutes with someone on your team. Answer two questions for each patientand count.

Use the free Four Kinds of Patients tool above to get started.

https://start.therehabceos.com/four-kinds

00:00 Why Great Treatment Doesn’t Guarantee Referrals

01:17 How Clinic Policies Hurt the Patient Experience

02:58 The 6% Patient Graduation Rate

04:10 The Four Kinds of Patients

06:28 How to Audit 20 Recent Patients

07:37 What Your Clinic Should Fix in the Next 90 Days

08:13 Three Beliefs That Build Raving Fans

09:34 Your Next Step: Count Your 20 Patients

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#PhysicalTherapyBusiness #PatientExperience #PatientRetention #ClinicGrowth #RehabCEOs

🏥 How to work with us: The Million Dollar PT Practice (Step-by-Step Roadmap):

https://youtu.be/1cuu8-CyIhc

Download the free Patient Care Investment Calculator:

https://start.therehabceos.com/lm-itc-pcicalc-optin

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Your patient agrees to treatment.

Then money comes up—and the conversation changes.

Your coordinator speeds up. Starts overexplaining. Offers every payment option at once. Suddenly, a patient who was ready to move forward needs to “think about it.”

The price didn’t change.

The delivery did.

In this video, Dr. Robbie Woelkers explains how physical therapy clinic owners can train their front office to lead financial conversations with confidence, present the full plan of care, and get every visit booked before the patient leaves.

It starts with one habit: say the number, then stop talking.

We’ll cover:

— Why an untrained checkout can cost your clinic more than a missed evaluation

— The two money conversations your front office needs to master

— Why the initial phone call should only sell the evaluation

— How to present a price without apologizing or offering an unrequested discount

— How cash, in-network, and out-of-network conversations differ

— The four checks to clear before discussing the plan’s cost

— How to uncover concerns that show up as price objections

— Why shrinking the therapist’s plan can undermine the patient’s goal

— How to present payment options one at a time

— What to ask when none of those options works

— Why prebooking every visit is part of the patient experience

— How an owner’s discomfort with money can shape the entire team

Your front desk doesn’t need to convince patients to want a plan they’ve already agreed to.

It needs to help them understand the investment, find a workable payment option, and leave knowing exactly what happens next.

Present the plan. Say the number. Give the patient room to respond.

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Get the free Patient Care Investment Calculator:

https://start.therehabceos.com/lm-itc-pcicalc-optin

Use it to:

— Build a custom plan of care and calculate the total investment

— Walk through the four payment options

— Support cash, out-of-network, and in-network conversations

— Turn the screen around so patients can follow along

Your assignment this week: sit in on one checkout.

Listen for what happens immediately after your coordinator presents the price. Do they pause—or keep talking?

Start there.

Free download.

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Want the complete operating system for growing your practice?

Watch The Million Dollar PT Practice (Step-by-Step Roadmap):

https://youtu.be/1cuu8-CyIhc

00:00 - Why Patients Hesitate When Money Comes Up

01:23 - What an Untrained Checkout Costs Your Clinic

02:44 - Where Benefits and Plan of Care Fit

04:38 - Are Patients Leaving With Their Full Plan Booked?

05:31 - Payment Options: Stack vs. Ladder

06:56 - The Phone Call: Sell Only the Evaluation

08:36 - Ask Permission Before Discussing Money

10:54 - The Complete PT Practice Operating System

11:48 - The Front Desk’s Job After the Evaluation

12:45 - Four Checks Before You Present the Price

15:07 - What to Do When Patients Hesitate

16:22 - Never Shrink the Therapist’s Plan

18:23 - The Four-Step Payment Ladder

21:34 - Prebook Every Visit Before Patients Leave

24:18 - How Your Team Learns Your Money Habits

26:40 - “My Patients Can’t Afford That”

28:18 - The Complete Patient Registration System

30:30 - Get the Patient Care Investment Calculator

To find out about working together:

Opt in, schedule a call with our team, and get access to your 28-day free trial of Practice Legacy Black here: https://freetrial.therehabceos.com/free-trial

So you want your first (or next) seven-figure year in your clinic?

Good. Let's build the plan.

In this video, Dr. Robbie Woelkers walks you through the exact operating system he used to go from one clinic to three and $1.7M in 18 months before selling, and the same one we now run with 400+ independent PT practices across the country.

We'll break down the Three P's of practice growth, More Patients, More PTs, More Profit, and show you how to find the single constraint holding your practice back right now instead of trying to fix everything at once.

No fluff. Just the systems, the numbers, and the levers to pull, plus real examples from clinic owners who stopped trading more hours for more growth.

You'll learn:

- Why clinic owners stall out at $35K a month, at $100K a month, and even past seven figures

- The 3 constraints that cap almost every practice, and how to diagnose yours in about 10 minutes

- How the CEOS works, the Reach side and the Reputation side, so the practice grows while your hours shrink

- Why reimbursement rates are rarely the real reason your margins are thin

- How to hire and keep providers in a market where everyone says there aren't any

Let's build a practice that runs without you.

Start your 28-day free trial: https://freetrial.therehabceos.com/free-trial

🏥 How to work with us: The Million Dollar PT Practice (Step-by-Step Roadmap):

https://youtu.be/1cuu8-CyIhc

Download the free Arrival Anticipation Kit:

https://start.therehabceos.com/lm-itc-aakit-optin

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Your physical therapy clinic’s schedule looks full.

But how many of those scheduled evaluations will actually walk through the door?

A patient who books an evaluation and never arrives is worth the same as someone who never called: zero. The difference is that you already paid to acquire that patient, your team already earned their trust, and then you lost them somewhere between “yes” and the appointment.

Most patients don’t no-show because they suddenly changed their minds.

They no-show because doubt returned.

Work became busy. Their pain temporarily improved. They weren’t sure where to park. A friend recommended another clinic. The longer the gap between scheduling and arrival, the more room uncertainty has to take over.

In this video, Dr. Robbie Woelkers explains how physical therapy clinic owners can close that gap, build patient anticipation, and improve evaluation arrival rates—without buying new software or relying on another generic reminder sequence.

We’ll cover:

— Why a full schedule can give clinic owners a false sense of security

— How to calculate your evaluation arrival rate

— Why scheduling and arrival are really the same operational problem

— The difference between patient reminders and anticipation

— Why new evaluations should be scheduled within 72 hours

— How reserved evaluation slots protect your schedule

— The six preframes that remove reasons not to come

— The four proofs that reinforce a patient’s decision

— How to future-pace patients through their arrival

— The first 10 minutes that shape the entire patient experience

— Why your front office should never burden the patient

— What to do when your clinic is already booked weeks in advance

The moment a patient schedules their evaluation, your job isn’t finished.

Your job changes.

The time between “scheduled” and “arrived” is your new-patient onboarding. That window determines whether patients arrive excited and confident—or cancel, no-show, and quietly disappear from your schedule.

Stop reminding patients to come.

Give them a reason to look forward to it.

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Get the complete Arrival Anticipation Kit:

https://start.therehabceos.com/lm-itc-aakit-optin

Inside, you’ll get:

— A calculator showing what your current no-show rate may be costing your clinic

— The six pre-frames that remove common reasons patients don’t arrive

— The four proofs that strengthen confidence after scheduling

— Six patient messages already written and ready to load into your CRM

Start with two messages this week: the immediate confirmation and the owner welcome.

Two messages. One afternoon. A stronger patient experience before they ever enter your clinic.

Free download.

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Want the complete operating system for growing your practice?

Watch The Million Dollar PT Practice (Step-by-Step Roadmap):

https://youtu.be/1cuu8-CyIhc

00:00 - Why Your Full Schedule May Be Lying to You

00:59 - What Patient No-Shows Really Cost Your Clinic

02:22 - Where Scheduling and Arrival Fit

03:27 - Calculate Your Evaluation Arrival Rate

04:20 - Reminders vs. Patient Anticipation

05:38 - The 72-Hour Scheduling Rule

08:16 - The Complete PT Practice Operating System

09:14 - The Patient Doubt Window

10:08 - Six Preframes That Prevent No-Shows

13:02 - Four Proofs That Build Patient Confidence

16:08 - What Patients Remember About Their First Visit

17:57 - Never Burden the Patient

20:07 - The Onboarding Mistake Dr. Robbie Made

21:18 - What If Your Clinic Is Booked for Weeks?

22:40 - The New Scheduling and Arrival System

23:34 - Get the Arrival Anticipation Kit

🏥 How to work with us: The Million Dollar PT Practice (Step-by-Step Roadmap):

https://youtu.be/1cuu8-CyIhc

Download the free Intake Call Toolkit:

https://start.therehabceos.com/lm-itc-ickit-optin

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A patient called one of Dr. Robbie Woelkers’ clinics about her lower-back pain.

His front-office coordinator—kind, helpful, and well-liked by patients—asked whether she was sure she needed physical therapy. When the coordinator had back pain, she explained, she went to a chiropractor instead.

She nearly sent a patient who was actively asking for help somewhere else.

The problem wasn’t laziness, attitude, or effort.

The call had no system.

Most clinic owners hear a story like this and think they need AI, a better script, or a naturally gifted salesperson answering every call.

But AI can collect information without necessarily earning trust. Scripts tell your team what to say without teaching them what to listen for. And relying on a star performer makes your results depend on whoever answers the phone.

In this video, Dr. Robbie breaks down a repeatable intake system your team can use to guide patients toward a clear decision—without pressure, feature dumping, or another piece of software.

We’ll cover:

— The only job an intake call actually has

— AI vs. star performers vs. a repeatable system

— The three C’s: Call Control, Conversation, and Confidence

— The seven-step P.A.T.I.E.N.T. framework

— Where most intake calls quietly fall apart

— The permission and admission moves that help patients open up

— The three levels of questioning: Physical, Participation, and Personal

— The D.I.R.T. framework for uncovering why the patient called today

— Convincing vs. persuading

— Why your team should sell the future, not the features

— How to use the framework ethically without pressuring patients

Instead of leading with dry needling, manual therapy, insurance, or available appointment times, your coordinator learns what the patient actually wants—to sleep through the night, return to the golf course, finish a shift without pain, or pick up their grandchild again.

That is the difference between processing a caller and helping a person make a decision.

Your front office isn’t the problem.

The call has no system.

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Get the complete Intake Call Toolkit:

https://start.therehabceos.com/lm-itc-ickit-optin

Inside, you’ll get:

— Every question in the seven-step P.A.T.I.E.N.T. framework

— The word-for-word intake script and three-sentence opening

— The permission ask, admission move, and D.I.R.T. questions

— The Physical, Participation, and Personal dig framework

— A scorecard for grading a recorded intake call

Pull one recorded call this week, grade it with the scorecard, and review it with your coordinator. You’ll see exactly where the conversation breaks down.

Free download. No credit card required. Ready to use this week.

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Want the complete operating system for growing your practice?

Watch The Million Dollar PT Practice (Step-by-Step Roadmap):

https://www.youtube.com/watch?v=H1iR7O604Jg

00:00 - The Call That Nearly Cost the Clinic a Patient

01:04 - Why Physical Therapy Should Be Easy to Sell

02:02 - What You’ll Learn

02:21 - Where Intake Fits in the Patient Journey

03:48 - What Percentage of Callers Actually Schedule?

04:22 - AI vs. Star Performers vs. a System

06:35 - The Real Job of an Intake Call

07:59 - The Three C’s of Patient Intake

08:59 - How Intake Fits the Full Operating System

09:48 - Why Scripts Don’t Create Better Conversations

10:30 - The Seven-Step P.A.T.I.E.N.T. Framework

14:21 - Where Most Intake Calls Quietly Die

15:12 - Step 1: Ask Permission

16:01 - Step 2: Make an Admission

17:25 - Step 3: Dig Beneath the Symptoms

18:25 - Physical, Participation, and Personal Questions

19:37 - The D.I.R.T. Question Framework

20:30 - The Most Underrated Intake Question

21:06 - Building Front-Office Confidence

22:25 - Convincing vs. Persuading

22:51 - Sell the Future, Not the Features

23:53 - The Expensive Assumption Clinic Owners Make

25:35 - How to Use the Framework Ethically

26:54 - The Three C’s and Seven Steps Recap

28:07 - What to Fix Next

🏥 How to work with us: The Million Dollar PT Practice (Step-by-Step Roadmap):

• The Million Dollar PT Practice (Step-by-St...

Download the Speed-to-Lead Calculator:

https://start.therehabceos.com/lm-itc...

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Your front office calls every new lead back within an hour.

They do. They’re proud of it.

And they’re still losing most of them.

Because between minute five and minute ten, your odds of reaching a new patient fall by five times.

Not 5%. Five times.

The hour was never the win we thought it was.

In this video, Dr. Robbie Woelkers breaks down the numbers behind the five-minute cliff, shows you how to calculate exactly how many new patients your clinic needs every week, and gives you four fixes you can implement without buying more leads, hiring another employee, or adding another piece of software.

We’ll cover:

— How to calculate the exact number of new patients your clinic needs each week

— How your conversion rate reveals where you sit on the five-minute cliff

— Why most clinics don’t have a lead problem—they have a speed problem

— How faster follow-up can increase evaluations without increasing ad spend

— Why “spend” and “blame” are the two wrong doors clinic owners keep walking through

— How assigning one person to own new leads can transform your results

— The four free fixes you can implement with your front office this week

— Why faster follow-up can actually reduce your team’s workload

— The two lead-management numbers every clinic should track

You’ll also see how one multi-location practice increased recorded leads from 27 to 55 and scheduled evaluations from 12 to 22—not because demand suddenly doubled, but because one person became responsible for capturing the demand already coming in.

Most clinic owners try to solve low new-patient numbers by spending more on marketing or blaming the front desk.

But you can’t hire your way out of a broken notification setting.

And you can’t hold your team accountable to a response-time standard you never clearly established or measured.

Fix the wiring before you blame the human.

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Download the free Speed-to-Lead Calculator:

https://start.therehabceos.com/lm-itc...

Plug in four numbers you already know, calculate what your response time is costing you, and give your team the four-fix implementation checklist.

Calculate the number.

Find your tier.

Fix the process.

And start capturing the patients who are already raising their hands.

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Want the complete operating system for growing your practice?

Watch The Million Dollar PT Practice (Step-by-Step Roadmap):

• The Million Dollar PT Practice (Step-by-St...

00:00 - The Five-Minute Lead Response Cliff

00:34 - Robbie’s Clinic Background

01:08 - Case Study: From 27 to 55 Leads

01:46 - What You’ll Learn

02:18 - The Six Stages of Patient Registration

03:56 - Grade Your Clinic’s Response Time

04:53 - The Old Way: Spend or Blame

06:22 - The New Way: Speed

06:56 - Calculate Your Weekly New-Patient Target

08:22 - Lead-to-Evaluation Conversion Math

10:36 - How the Full Operating System Fits Together

12:06 - What the Lead-Response Research Shows

12:59 - Understanding the Five-Minute Cliff

15:06 - Improve Your Response Time One Tier at a Time

16:09 - Fix 1: Assign One Owner to New Leads

17:22 - Fix 2: Correct Your Caller ID

18:13 - Fix 3: Use the Double Dial

18:46 - Fix 4: Measure Response Time and Missed Leads

19:38 - Fix the Process Before Blaming the People

21:41 - Why Faster Follow-Up Reduces Your Team’s Workload

22:29 - Spend, Blame, or Speed

23:31 - Your Next Steps and Free Calculator

🎯 WORKSHOP — The Predictable Referrals System Workshop | August 27th at 12pm EST. Reserve your seat: https://workshop.therehabceos.com/tmp-join

Most PT owners are still doing lunch drops and cookie runs. Physicians keep dodging them. The gatekeeper stays in the way. And the referrals never come.

This video breaks down the Spotlight Series: a physician outreach strategy that flips the dynamic. Instead of showing up like another vendor, you become the local media company that features them. Doctors get free attention, authority positioning, and content they can share with their own patients. You get 20 to 30 minutes of deep relationship time, association with their expertise, and a legitimate reason to follow up every single week.

You'll walk away with a 7-day launch plan, a simple 3-part pitch script, a full episode structure (Hook, Intro, 4 to 5 questions, Soft CTA), and a repurposing system that turns one interview into a YouTube episode, 3 to 8 short clips, a LinkedIn post, an email, and a 1-page PDF you can drop at their front desk.

This works because it answers the one question every physician is really asking: “What's in it for me?” Cookies don't answer that. A Spotlight does.

0:00 The Spotlight Series Strategy

1:32 Why Lunches and Cookie Drops Fail

4:03 What Physicians Actually Value

5:58 How the Spotlight Series Works

10:07 Pre-Interview Research

12:42 Finding the Right Episode Angle

13:44 How to Pitch Physicians

17:02 Structuring the Interview

22:04 Repurposing the Interview

24:53 The 7-Day Launch Plan

26:07 Build a Complete Physician Referral System

Want more like this? Join 1,800+ PT clinic owners inside our free Skool community. New trainings drop every week covering hiring, marketing, sales, operations, and profitability.

https://skool.com/rehabceos

🎯 WORKSHOP — The Predictable Referrals System Workshop | August 27th at 12pm EST. Reserve your seat: https://workshop.therehabceos.com/TMP-join

If a physician used to send you patients and stopped, it is almost never random. It is almost always one of seven specific, fixable things inside your own clinic system.

In this video, Dr. Robbie Woelkers breaks down all seven reasons physician referrals dry up, from slow access and admin friction to the silent killer most clinics never see coming: only sending bad outcomes back to the referring doc while your success stories never make it into the chart. He also covers the 72-hour priority slot rule, a three-touchpoint communication cadence (eval within 24 hours, progress every 4-6 visits, discharge always), and why ignoring referral coordinators, MAs, and office managers costs you more referrals than ignoring the physician ever could.

This is for PT clinic owners who are already getting some physician referrals but watching volume flatten or fade, and want a concrete system to reverse it.

By the end, you will have a self-scored audit across all seven categories and a clear picture of exactly where your referral relationship broke down and what to fix first.

TIMESTAMPS:

00:00 Why physicians stop referring to your clinic

00:50 Why referrals are still one of the best patient sources

01:14 Robbie’s background and why this matters

01:52 The 7-part physician referral self-audit

02:57 Reason 1: Slow access

04:30 How to create priority eval slots for MD referrals

05:09 Reason 2: Admin friction

06:25 How to become easier for physician offices to work with

07:08 Reason 3: No communication

08:34 The MD referral communication cadence

09:47 Reason 4: Patient experience and compliance

11:10 Why the first 30 days matter

12:24 How cancels and no-shows damage referral trust

13:10 Reason 5: Only bad news returns

14:25 How to send patient wins back to physicians

15:08 Reason 6: Ignoring gatekeepers

16:25 Why gatekeepers can make or break referrals

17:00 Reason 7: Becoming invisible or replaced

18:06 How to build a simple visibility system

18:51 Final self-audit: where your referral system is leaking

19:28 How to join the Physician Referral Workshop

Join 1,800+ PT clinic owners inside our free Skool community, where we post new trainings every week covering hiring, marketing, sales, operations, and profitability. Everything is free and built specifically for private-practice owners.

https://skool.com/rehabceos

🎯 WORKSHOP — The Predictable Referrals System Workshop | August 27th at 12pm EST. Reserve your seat: https://workshop.therehabceos.com/tmp-join

If everything you built disappeared tomorrow, how would you earn your first 100 physician referrals again?

In this video, Dr. Robbie Woelkers shares the exact roadmap he would follow to rebuild a PT clinic’s referral network from zero. He breaks down how to identify the right opportunities, build meaningful physician relationships, and create a system that keeps your clinic visible throughout the year.

Whether you’re opening a new clinic or rebuilding an inconsistent referral pipeline, this gives you a practical place to start without relying on random drop-ins, cookies, or luck.

TIMESTAMPS:

00:00 Rebuilding a PT clinic from zero

01:35 Start with the right niche

04:21 Identify your best referral partners

10:53 Research before you reach out

11:58 Become impossible to ignore

19:15 Win over the entire office

21:25 Become their favorite resource

22:25 Organize your referral relationships

25:07 Create content physicians value

29:12 Build a 12-month referral plan

34:00 The complete referral cadence

34:51 The Predictable Referrals System Workshop

Want more like this? Join 1,800+ PT clinic owners inside our free Skool community. We drop new trainings every week covering hiring, marketing, sales, operations, and profitability. Come in and see what other clinic owners at your revenue level are working on.

https://skool.com/rehabceos

🎯 WORKSHOP — The Predictable Referrals System Workshop | August 27th at 12pm EST. Reserve your seat: https://workshop.therehabceos.com/tmp-join

Physician referrals aren't dead. The way most PT clinic owners pursue them is.

If your current strategy is showing up unannounced, dropping off food, and hoping a doctor remembers your name, you're doing exactly what you hate when a sales rep does it to you. You hide. You tell your front desk you're not available. You avoid them entirely. Physicians do the same thing to you.

In this video, Dr. Robbie Woelkers breaks down a three-step framework called Call, Solve, and Send. It flips the power dynamic by leading with reciprocity instead of requests. You'll see the exact script for a first visit that opens with their problems, not your pitch, and how sending referrals to physicians first is what turns you from a vendor into a partner they actually want to work with.

This isn't theory. It's a repeatable weekly system built around a short list of 10 to 25 practices, a structured first-visit conversation, and the operational fixes that make physicians notice when your clinic is different from every other one chasing their business.

TIMESTAMPS:

00:00 Why physician referrals are not dead, but the strategy is

00:57 Robbie’s background and why the cookie-cutter strategy fails

01:25 What this video will cover

01:50 What PTs do to physicians vs. what reps do to you

03:30 Why clinics get commoditized into the cookie crowd

03:40 The Call, Solve, Send framework

03:53 Step 1: Call ahead and respect their time

04:30 Step 2: Show up to find problems, not pitch

05:34 Step 3: Lead with reciprocity

06:13 Recap: call, solve, send

06:31 Why reciprocity changes the referral dynamic

07:31 The exact script for the first visit

08:05 The pattern interrupt that lowers resistance

08:49 What to ask about their current PT referral experience

09:19 Follow-up questions that uncover real pain points

09:49 How to offer referrals before asking for them

10:31 Why this separates you from cookie-cutter vendors

11:02 How to turn the strategy into a system

11:11 Building your list of target practices

11:25 How many offices to call each week

11:57 Running the intro, questions, and reciprocity framework

12:37 Why feedback loops matter

13:36 How to circle back after fixing a problem

14:22 How to join the Physician Referral Workshop

15:07 Final reminder: call ahead, bring value, and send first

Want more like this? Join 1800+ PT clinic owners inside our free Skool community. We drop new trainings every week covering hiring, marketing, sales, operations, and profitability. Come in and see what other clinic owners at your revenue level are working on.

https://skool.com/rehabceos