When your private practice feels slow, unpredictable, or stuck at the same client load month after month, it’s easy to spiral into self-doubt. “Am I doing a terrible job? Is this as good as it’s going to get? What am I missing?”

That’s exactly what Adina — a highly experienced dietitian with 20 years in the field — brought to this business coaching session. And in this raw, honest conversation, we dig into the real reasons her referrals, retention, and caseload haven’t matched the quality of her work.

This episode pulls back the curtain on what actually drives a profitable, steady private practice — and spoiler: it’s usually not “more marketing.”

What You’ll Learn in This Episode:

1. Retention Before Marketing

Adina was seeing only 3–6 clients per week — and had never examined her retention data. We explored why client return rates matter more than any new referral source, how to calculate retention inside Simple Practice, and what counseling shifts can extend a client’s lifespan in care.

2. Why Referrals Aren’t Coming In

Despite years of postcards, snail mail, coffees, handouts, and networking, every effort produced the same outcome: small trickles of referrals but nothing consistent. We dug into the foundational questions:

• Is the messaging landing?
• Are services clear?
• Are conversations addressing true pain points?
• Does the value come across to doctors and clients?
  When every tactic fails to move the needle, it’s not your effort — it’s the underlying message.

3. The Client Experience Drives Everything

If current clients aren’t referring and aren’t completing many sessions, something inside the session needs refining. We discuss what makes a session feel valuable enough that:

• Clients naturally return,
• Clients tell their friends,
• And doctors confidently refer.

4. The Power of Being Shadowed

Most solo dietitians have never been observed during a session. We break down why shadowing is one of the most transformative tools for growth — offering perspective, counseling refinements, and clarity on blind spots that affect both retention and referrals.

5. Anonymous Surveys That Tell the Truth

Adina had sent occasional feedback forms in the past, but nothing systematic. We outline exactly how to send a true anonymous client experience survey, incentivize responses, gather honest insights, and turn feedback into action.

6. Moving From “I Think…” to “I KNOW.”

This is where the transformation begins. Adina often said: “I think clients like sessions,” “I think messaging is fine,” “I think I’m doing okay.” But CEOs don’t rely on guesses — they rely on KPIs. We explore how tracking retention, referrals, session averages, and patterns shifts you into confidently knowing what’s working and what’s not.

7. Why Business Coaching & Supervision Have ROI

Supervision isn’t an expense — it’s an investment. $200 in shadowing can turn a one-time client into a $1,000+ long-term client. We break down exactly how that ROI works when done intentionally.

Practical Actions You Can Take:

• Audit your retention numbers
• Shadow or be shadowed by a trusted dietitian or supervisor
• Send a 2-minute anonymous survey to all current clients
• Track weekly KPIs: referrals, retention, cancellations, new vs. returning clients
• Rework your messaging so providers and clients instantly understand your value
• Align your counseling flow with what supports long-term engagement