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

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]

Ep81 | Let AI Answer your phone | AI Employees Pt 2

Meet "Book": The AI Employee Every PT Clinic Should Hire First A new lead fills out a form on your website. How long does it take someone on your team to respond? Five minutes? Thirty minutes? The next morning? According to Jeremy, every minute matters. After five minutes, your chances of converting that lead drop dramatically. That's why he believes the first AI employee every PT clinic should hire is an AI lead setter named Book. 📌 Episode Topics * Why speed-to-lead matters more than ever * How clinics lose patients before conversations even start * The 3 jobs an AI lead setter performs * Why consistent follow-up beats better marketing * How AI is changing patient acquisition 🧠 The Problem Most Clinics Have A patient fills out a form after hours. You're treating patients. You're at your kid's soccer game. Your admin is gone for the day. By the time someone follows up, the lead is gone. Not because your clinic wasn't the right fit. Because someone else responded faster. Jeremy shares that many clinics already generate enough leads. The real issue is slow response times and inconsistent follow-up. 🚀 What Book Does 1️⃣ Instant Speed-to-Lead Within 60 seconds of a form submission, Book sends a personalized text message. Not a generic autoresponder. A real conversation starter designed to get the lead engaged immediately. This happens: * After hours * On weekends * While you're treating patients * While you're asleep 2️⃣ Persistent Follow-Up Most clinic owners follow up once or twice. Book follows up for up to 90 days. Because many patients aren't ready when they first inquire. Their pain comes back. Their schedule changes. Life happens. Book stays top-of-mind until they are ready to book. 3️⃣ Real Conversations + Booking Calls Book can: * Answer questions * Discuss symptoms * Explain services * Confirm location and availability * Book discovery calls directly into your calendar It doesn't just send messages. It actively moves leads toward becoming patients. 📈 Why This Matters Jeremy shares a powerful lesson from running his own clinic: The clinics with the best marketing don't always win. The clinics that consistently follow up often do. Many patients don't book immediately. Their symptoms improve temporarily, life gets busy, or they simply aren't ready. When the pain returns, the clinic that stayed in touch is usually the one they contact. ✅ Who Should Use This? Book is a great fit for: * Clinics running Google or Meta ads * Growing clinics with staff PTs to fill * Solo clinic owners wearing too many hats * Practices without full-time admin support 🎥 Watch the Free AI Admin Training Want to see Book in action? Patch created a free training where Jeremy demonstrates the AI lead setter live, shows real conversations, and breaks down the other AI employees clinics are beginning to implement. 👉 Watch the free AI Admin training [https://join.thepatchsystem.com/ai-admin-free-training] You'll also learn where AI can improve patient acquisition, follow-up, scheduling, and clinic operations. 📞 Interested in an AI Audit? Patch also offers free AI audits where the team reviews your current systems and identifies where AI can immediately improve efficiency and revenue. 👉 Start with the free AI Admin training [https://join.thepatchsystem.com/ai-admin-free-training]