5 Tips to Enhance your PT Clinic’s Referrals

Make sure you’re providing the patient care your clients deserve with the right tools by your side.

In last week’s post, we outlined 5 Steps to Increasing Referrals at your PT Clinic. If you haven’t already checked that out, I encourage you to do so before diving into this one.

This week, we’re taking things a step further with 5 tips to help you enhance your PT clinic’s referrals.

Whether your systems are tried and true or you’re just starting out, PtEverywhere wants to help take your practice to the next level with attracting and managing high quality referrals.

Without further ado…here are five ways you can boost your referrals:

1. Automate and streamline your patient care

physical therapy practice management
Automation doesn’t necessarily only mean making your systems digital. In this case, we simply mean creating systems for a consistent means of implementation.

For example: develop a set of six quality assurance questions to ask patients after a set number of visits. End by asking if they know of anyone who would benefit from the same type of care they received. If a patient brings someone up, you might offer relevant materials to that person’s situation, or encourage your current patient to take their friend or family member a business card.

See how automation can create new opportunities for referrals?

Just be sure never to pressure your patients to come up with someone who would benefit from care, nor be overly insistent that they make a referral. As I said last week, you never want your patients to feel like you’re trying to sell them something. That’s a surefire way to dissolve the rapport you’ve built with someone.

2. Invest in staff training and education

Collaborate. Plan. Implement. Adapt. Repeat.

Begin by setting the standards that you must uphold for your operations. Then, prioritize training your team to commit to these standards. Stay committed while evaluating results long-term, and evolve as needed.

3. Seriously, just ask

Most patients who’ve benefited from your care will be eager to pass your information along to others. I’m speaking from my own experience as a patient! Whenever I’ve been helped by a care provider, I tend to be especially attentive to other people’s aches and pains and quick to recommend the PT (or other type of care provider) that’s helped me.

Another way to gently ask patients for referrals is to publicly express your gratitude. Try posting a “thank you” sign in your lobby and a note on your social media.

4. Make personal connections.

For a post dedicated to making connections, check out “10 Networking Tips for PT Professionals.” In this context, specifically, your connections with other medical care providers, fitness professionals, local business, etc., can provide an opportunity to almost double the number of people who’re hearing about your practice.

You might try a reciprocal referral program, or even something more casual. It may be as simple as displaying your brochures in another business’s lobby and vice versa!

5. Love and nurture your existing patients

Find ways to genuinely connect with your patients during appointments, and then remain connected – maybe you send out birthday or Christmas cards, or send a personalized email just to check in.

Feature success stories in your office or a “patient of the month.” This works in two ways- it helps your loyal patients feel appreciated while broadcasting your successes.

Feature these things both in the office and on social media!

PT practice management

5 Steps to Increasing Referrals at your PT Clinic

Make sure you’re providing the patient care your clients deserve with the right tools by your side.

So- you’ve decided to focus more on referrals. Good move! Capitalizing on your referrals is one of the best things you can do for your PT practice. As we’ve shared many times before, referrals account for the vast majority of practice growth.

Where do you begin? Thankfully, maximizing referral opportunities isn’t complicated: it just takes a bit of forethought and adherence to the practice.

Follow along for 5 simple steps to building a referrals at your PT Clinic:

physical therapy intake form

1. Prioritize your Patient Experience

As a healthcare provider, you never want to come across like you’re selling something that a patient does not need. Deliver services you believe in and constantly pursue growth. If you haven’t already, I encourage you to start with a mission statement.

Your mission statement should be used to shape your clinic’s practices, and serve to check the trajectory of your growth. At its core, your mission should center around patient experience and your desire to enrich the lives of those you serve.

2. Set Goals

Why do you want to focus more on referrals?

Are you simply hoping to increase the number of patients who walk through your doors? What else? Would you like to improve patient loyalty and retention? Would you like to expand your reach outside of your current community?

Whatever your goals may be, write them down. Share them with your team and take some time to refine them. Ensure they’re SMART —
Specific, Measurable, Achievable, Relevant, and Time-bound.

Here are a few examples of goals for your clinic’s referral program:
– Generate 12 referrals per quarter from your existing patient base
– Convert > 50% of referrals into clients

Your goals should work with your mission statement to hold you accountable. You’ll need them to gauge your success and move your practice in the right direction.

3. Define your Message

Quite simply, why should anyone send a referral to you? You should maintain a clear and concise value proposition with a simple and straight-forward call to action.

What do you offer? How do I get started?

4. Spread the Word

Ask. Ask. Ask. After defining your message, consistently deliver it through all available channels. Do not neglect direct communication while thinking that your online presence alone will be effective.

5. Measure Outcomes

Remember, your purpose in doing this is to develop your business. This doesn’t need to be complicated. A popular business proverb states, “What gets measured get managed.” Do more than just set goals. Track them and adjust your actions if you are falling short. Purchasing a practice management system that measures your key performance indicators and other business metrics in addition to streamlining your administrative tasks is an extremely valuable investment.

Create a sustainable stream of revenue for your PT clinic

Ensuring your PT clinic’s business operations are in check and effective is an important part of long-term success. Focus your energy and effort to promote word-of-mouth marketing and ensure that you’re staying competitive.

pt clinic intake form

Five Best Practices to Lower Appointment No-Show Rates at your Physical Therapy Clinic

Make sure you’re providing the patient care your clients deserve with the right tools by your side.

Missed appointments cost the U.S. healthcare system approximately $150 billion per year. Not only are they an annoyance, they’re a serious blow to your business.

While you’ll never be entirely able to prevent last-minute cancelations, there’re a number of steps you can take to minimize them. Namely, appointment reminder best practices.

How to lower patient no-shows at your Physical Therapy clinic.

Here are PtEverywhere’s top 5 suggestions to minimize patient no-shows at your PT clinic:

physical therapy practice management

1. Implement Automated Messaging Reminders

As cited in a previous post, a study from a family practice in Colorado demonstrated that automated text message reminders reduced the number of missed appointments by 40%.

Automated reminders significantly reduce the likelihood of patients forgetting appointments altogether, and prompt them to reschedule if they have to cancel.

PtEverywhere’s automated messaging system offers four different confirmation and reminder options. We offer email reminders, push notifications, in-app notifications, and text messages. Patients can opt-in to all or pick and choose according to their preferences.

2. Offer Online Scheduling

Giving patients the convenience of rescheduling appointments on their computer or on their phone – on their own time – is empowering for the patient… and time-saving for you!

Speaking from my own experience as a client, online scheduling has worked wonders on me. Particularly when it comes to dental appointments, I’m guilty of needing to cancel and then waiting weeks to call and rebook my appointment. Automatic rescheduling has seriously helped me get my rear-end where it’s supposed to be in a timely fashion.

Offering online self-scheduling, along with tracking patient cancellations,  notably reduces the likelihood of patients falling off your schedule altogether!

3. Provide Telehealth Options

With telehealth, it’s a lot easier for patients to make their appointments. PtEverywhere’s integrated telehealth platform allows you to offer appointments from anywhere. Our mobile app makes it possible for patients to join telehealth appointments from the very same place they manage their scheduling.

Telehealth can be offered as a backup for in-person appointments, or as the initial means of meeting. Not only does this make it easier for patients to make appointments, it aids your flexibility and efficiency.

4. Promote Patient Connectivity

Online patient services, such as rescheduling and messaging, make the communication process easier for your patients. Not only that, you can reduce your staff’s burden answering calls and responding to patients via phone and email.

With a patient portal, you can deliver streamlined access to everything your patients need when rescheduling and scheduling appointments. This makes it easier for them to adjust to their needs, while also lessening the burden on your staff when it comes to patient communication.

Patients who feel connected are more likely to commit and complete their plan of care. These same patients will become your biggest promoters after you help them reach their goals!

5. Enforce a Cancelation and No-Show Policy

Absolutely no one wants to pay a late cancelation fee. Hold your patients accountable for the time that you reserve for them. Missed appointments negatively impact the patient who missed treatment, other patients who could have filled that time slot, and the clinic’s bottom line.

If you need help setting up these tools to improve your arrival rate, check out how PtEverywhere can serve your practice.

PT practice management