Ep86 | The One Trick That Books 95% of 'I Need to Check My Insurance' Calls

Ep86 | The One Trick That Books 95% of 'I Need to Check My Insurance' Calls

How to Handle the "I Need to Check My Insurance" Objection If you're a cash-based physical therapy clinic owner, you've heard it before: "Everything sounds great... I just want to check my insurance first." Most clinic owners hear that as a "no." Jeremy explains why it's actually one of the easiest objections to overcome when you know how to remove the friction instead of trying to sell harder. 📌 Episode Topics * Why "I need to check my insurance" usually isn't about money * The biggest mistake clinic owners make on discovery calls * How to remove friction instead of overcoming objections * Why discovery calls should stay with the clinic owner * The simple system Jeremy used to book 95% of discovery calls 🧠 It's Not Really About Insurance When patients say they need to check their insurance, they usually aren't rejecting your services. They're looking for an easy way to pause the conversation. Jeremy explains that most people never actually call their insurance company. They get busy, put it off, and often delay treatment for months. ✅ Remove the Friction Instead of asking patients to do more work, Jeremy recommends doing the work for them. Using tools like Reimbursify (or similar insurance verification platforms), clinics can estimate a patient's benefits and explain their options before the first appointment. The conversation shifts from: * "Go check your insurance." to: * "We'll take care of that for you." That simple shift dramatically increases booked evaluations. 📞 Why Discovery Calls Matter Jeremy shares that discovery calls are some of the highest-leverage conversations inside a cash practice. Rather than delegating them too early, clinic owners should master these conversations themselves before handing them off. Great marketing gets people to book the call. Great discovery calls turn those leads into patients. 📈 The Takeaway Objections aren't always rejections. Most of the time they're simply friction. The clinics that remove friction instead of increasing pressure consistently convert more evaluations and build more trust with prospective patients. 🤖 Let AI Book More Discovery Calls Patch's AI employees automatically follow up with new and lost leads, answer common questions, and help schedule more discovery calls for your clinic. 👉 Learn more about Patch AI [https://thepatchsystem.com/ai] Or watch the free AI Admin training [https://join.thepatchsystem.com/ai-admin-free-training] to see exactly how clinics are using AI to automate follow-up and book more patients. 🎥 More Free Resources Want more free marketing strategies for cash-based physical therapy clinics? Subscribe to our Physical Therapy Marketing YouTube Channel [https://www.youtube.com/@physical.therapy.marketing] for weekly videos covering Google Ads, AI, patient acquisition, CRM systems, and practice growth.

Ep85 | I looked at 100+ PT Clinics Phone Metrics -- it was ugly

Why Your Clinic Is Missing Half of Its Phone Calls What if one of the biggest growth opportunities in your clinic wasn't marketing? It was simply answering the phone. In this episode, Jeremy shares data from more than 100 physical therapy clinics and uncovers a problem that most owners don't even realize they have: missed phone calls. 📌 Episode Topics * What call data from 100+ PT clinics revealed * Why even large clinics miss a surprising number of calls * The hidden cost of unanswered inbound leads * Why hiring more front desk staff doesn't completely solve the problem * How AI phone agents are changing patient acquisition 📊 The Data Is Eye Opening After reviewing real call logs from more than 100 clinics, Jeremy found that many practices miss roughly 40% of their inbound phone calls. That includes solo owners, multi-provider clinics, and even practices with full-time front desk staff. Most callers never leave a voicemail. They simply call the next clinic they find on Google. ☎️ Why It Happens Missed calls usually aren't caused by poor customer service. They're caused by busy clinics. Providers are treating patients, front desk staff are helping other visitors, and phones continue ringing throughout the day, especially during evenings and weekends when many prospective patients finally have time to call. 🤖 AI Phone Agents Fill the Gap Instead of replacing your front desk, AI phone agents answer the calls your team physically can't. They can: * Answer every inbound call * Respond to common questions * Schedule appointments * Capture leads outside business hours * Support your existing front desk team The result is fewer missed opportunities and a better experience for prospective patients. ✅ The Takeaway If you're investing in SEO, Google Ads, referrals, or local marketing, every unanswered phone call represents a lead you've already paid to generate. Understanding your missed call rate may be one of the fastest ways to uncover hidden revenue inside your clinic. 🎧 Get Your Free AI Phone Agent Demo Want to hear what an AI phone agent would sound like for your clinic? Patch will build a customized demo that answers questions about your practice so you can experience it before making any decisions. 👉 Request your free AI Phone Agent demo [https://thepatchsystem.com/ai] You can also watch the free AI Admin training [https://join.thepatchsystem.com/ai-admin-free-training] to see how AI is helping clinics automate phone calls, lead follow-up, scheduling, reviews, and more.

Ep84 | My Calendar Strategy for Crushing the Quarter

How I Plan Every Quarter (Using Only Google Calendar) We're officially into Q3, which means you have a fresh opportunity to reset, refocus, and execute. In this episode, Jeremy shares the exact quarterly planning system he uses to stay focused without complicated spreadsheets or project management software. Everything runs directly from Google Calendar. 📌 Episode Topics * Why Q3 is where most business owners lose momentum * How to break yearly goals into quarterly, monthly, weekly, and daily actions * The "3 systems" framework for making consistent progress * How to use deep work blocks to eliminate distractions * The Google Calendar planning system Jeremy uses every week 🎯 Start With the Revenue Goal Quarterly planning starts with one clear number. Instead of vague goals like "grow the business," define exactly what revenue you want to generate this quarter. From there, break it down into monthly, weekly, and daily targets so you always know what success looks like. ⚙️ Choose Three Systems Once your revenue goal is set, identify the three biggest levers that will help you reach it. Examples include: * Increasing patient visits * Running local workshops * Hiring a new staff PT * Improving paid advertising If hiring is one of your Q3 priorities, check out Jeremy's Staff PT Ramp-Up Framework [https://thepatchsystem.com/fill-staff-pt-schedule], which walks through the exact system for getting a new clinician to 25 visits per week in eight weeks. 📅 Plan Your Week Before It Starts Each Sunday, review your quarterly goals and decide the three most important outcomes for the upcoming week. Then break those into daily actions so you never waste time wondering what to work on next. 🧠 Protect Deep Work Jeremy believes every business owner needs dedicated blocks of uninterrupted deep work. During these sessions, focus only on the projects that move the business forward instead of reacting to emails, messages, or day-to-day distractions. ✅ The Takeaway Big goals are accomplished through small, consistent actions. When you know exactly what needs to happen this quarter, this month, this week, and today, execution becomes dramatically easier. A simple planning system you'll actually follow will always outperform a complicated one you abandon after two weeks. If you're working on improving your clinic's systems this quarter, these free resources may also help: * 🤖 Free AI Admin Training [https://join.thepatchsystem.com/ai-admin-free-training] to see how AI can automate lead follow-up, scheduling, and patient communication. * 📈 Free Google Ads Audit [https://thepatchsystem.com/free-google-ads-audit] if generating more qualified leads is one of your quarterly goals.

Ep83 | How AI Can Find $10k/mo For You | AI Employee Pt 3

There's Probably $10,000 Sitting Inside Your CRM Right Now Most clinic owners think they need more leads. Jeremy disagrees. He believes many clinics are sitting on thousands of dollars in revenue they've already generated but never collected. Not because the leads were bad. Because the follow-up stopped too soon. 📌 Episode Topics * What a "lost lead" actually is * The 3 types of lost leads every clinic has * Why follow-up is where most clinics fail * The highest ROI AI employee available today * How to recover revenue without spending more on ads 🧠 What Is a Lost Lead? A lost lead isn't someone who wasn't interested. It's someone who raised their hand and then disappeared. Examples include: * Someone who booked a discovery call but never scheduled an evaluation * Someone who completed an evaluation but never purchased a plan of care * A former patient who simply stopped coming in Most clinics accumulate hundreds of these people over time. And almost nobody follows up consistently enough to bring them back. 📖 A Story From Ripple Jeremy shares a patient from his former clinic, Ripple. The patient disappeared after treatment during COVID. Most clinic owners would have moved on. Instead, Jeremy followed up every month for over a year. No responses. No engagement. Nothing. Then one day the patient replied. Not only did he return, but he became a long-term patient and generated tens of thousands of dollars in revenue for the clinic. The lesson: follow-up often matters more than lead generation. ⚠️ Why Most Clinics Never Do This Because it feels awkward. Because it takes time. Because after the third or fourth unanswered message, most people stop. But that's often right before the lead becomes ready again. The problem isn't knowing what to do. The problem is doing it consistently. 🤖 The AI Employee That Never Stops Following Up This is where AI changes the game. Patch built an AI employee focused entirely on lost lead recovery. It automatically: * Identifies lost leads * Starts conversations * Follows up consistently * Handles replies * Books discovery calls when people are ready Unlike humans, it never forgets. It never feels awkward. It never gets tired of following up. 📈 Why This Might Be the Highest ROI AI Tool Most clinics spend money generating new leads. This system focuses on leads you've already paid for. No additional ad spend. No extra workshops. No new marketing campaigns. Just recovering opportunities that already exist inside your CRM. For many clinics, that's the fastest path to additional revenue. ✅ The Takeaway If you've been in business for more than a year, you likely have a hidden database of missed opportunities. People who: * Almost became patients * Used to be patients * Still know, like, and trust your clinic Most clinics ignore them. The clinics that consistently follow up turn those contacts into revenue. 🎥 Watch the Free AI Admin Training Want to see how this AI employee works? Patch created a free training that walks through all five AI employees currently being installed in PT clinics. 👉 Watch the free AI Admin training [https://join.thepatchsystem.com/ai-admin-free-training] You'll see exactly how clinics are using AI to recover lost leads, book more evaluations, and increase revenue without increasing ad spend.

Ep82 | Don't use GHLs AI Voice tool

Why We Don't Use GoHighLevel's AI Voice Agent (And What We Use Instead) Patch builds CRMs inside both HubSpot and GoHighLevel. And while Jeremy is a big fan of GoHighLevel for workflows, automations, and pipelines, there's one thing Patch refuses to use inside the platform: Its AI voice agent. In this episode, Jeremy explains why your phone system is too important to trust to a bundled AI feature and what clinics should be doing instead. 📌 Episode Topics * Why most AI phone agents inside CRMs fall short * The biggest mistakes clinics make with AI voice * Why your phone is your highest-leverage conversion point * The importance of best-in-class AI tools * How Patch builds AI phone systems for clinics 🧠 The Big Idea When software tries to do everything, it usually does nothing exceptionally well. Jeremy believes that applies directly to AI. CRMs should manage pipelines, automations, contacts, and reporting. AI voice systems should specialize in conversations. Your phone system is too important to compromise. 📞 Why Phone Calls Matter So Much For many clinics, the phone is still the highest-converting lead source. But most clinics miss more calls than they realize: * After hours * During lunch breaks * When staff are busy helping patients * During peak treatment times Every missed call could represent a patient worth thousands of dollars in lifetime value. ⚠️ The Problem with CRM-Based Voice AI Jeremy highlights several common issues: * Large, confusing system prompts * Poor conversation routing * Inaccurate responses * Lost context during calls * Limited testing and debugging tools While these systems often look appealing because they're built into the CRM, the actual patient experience can suffer. 🚀 The Better Approach: Best-in-Class AI Instead of using one platform for everything, Patch uses specialized tools for specialized jobs. That means: * CRM for pipelines and automations * Dedicated AI SMS platforms for texting * Dedicated AI voice platforms for phone calls * Middleware to connect everything together The result is better conversations, better patient experiences, and higher conversion rates. 📈 Real Results Jeremy shares an example of a multi-location clinic that was missing 12–15 calls per week. After implementing an AI phone agent, the clinic booked 23 new evaluations from calls that previously would have gone to voicemail. For most clinics, that kind of result pays for the system many times over. ✅ The Takeaway GoHighLevel is a great CRM. Use it for: * Pipelines * Email automations * Workflows * Text reminders But when it comes to AI voice, Jeremy recommends using purpose-built AI tools that specialize in patient conversations. Because your phone is often the first interaction a patient has with your clinic. That experience should be A+. 🎥 See AI Phone Agents in Action Want to hear what modern AI phone agents actually sound like? 👉 Watch the free AI Admin training [https://join.thepatchsystem.com/ai-admin-free-training] The training includes live demos of AI employees handling lead follow-up, patient conversations, and phone calls. 📞 Want a Free AI Phone Agent Demo? Patch will build and demo a custom AI phone agent for your clinic so you can hear exactly how it would handle your patient calls. 👉 Book a free AI strategy call [https://thepatchsystem.com/ai]