Overcoming Online Marketing Burnout

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

In this day and age, establishing a strong online presence is SO important for PT practice growth. For an entire post devoted to breaking this down, check out 10 Marketing Tips to Increase your PT Clinic Awareness.

Today, we’re talking about burnout. Digital marketing burnout.

I’m willing to wager that you didn’t get into physical therapy out of a love for marketing. Even if it’s an element of the job that you enjoy, the process can be exhausting.

It requires near-impeccable consistency.

Laboring for reviews and referrals.

Troubleshooting technical difficulties.

Troubleshooting ineffective marketing strategies.

And so on.

To top it all off, you’re expected to have some kind of *sparkle* that makes you stand out.

I repeat: this can become exhausting really fast… not to mention discouraging if you’re not seeing the results you’d hoped for.

google analytics for physical therapy websites
If you’re struggling with burnout more broadly, check out Overworked and Underpaid, which details 5 actionable steps to help you break through your burnout.

If online marketing’s got you down, these next few tips are for you. Consider the following three questions to uncover and return to the heart of your marketing strategy.

1. Are you operating within a clearly defined niche?

… or do you find yourself jumping all around, trying to cover too many bases?

Defining your niche too broadly (or leaving it ill-defined) will have you stretched too thin and unable to effectively build domain expertise. Narrowing your niche doesn’t mean you can’t practice beyond it, but does allow you to specialize.

Do you focus primarily on Performance Physical Therapy? Women’s Health / Pelvic Floor? Pediatrics? You’re free to define your niche in a hundred different ways, but what matters is that you deliver a streamlined and uniform front.

2. Are you remaining authentic to your vision?

Social media makes it way too easy to look at what other people are doing and fall into a trap. Other accounts can quickly cross the line from inspiring to restrictive. Without realizing it, you feel obligated to portray your practice in a way which mirrors others’ versions of success. This can ultimately conceal what makes what you have to offer special.

Return to the goals, mission, and vision you wish to enliven through your PT practice. Why did you become a physical therapist to begin with? What led you to open your own practice? What do you love most about your field of work? Here-in lies the heart of what makes your practice special. It’s the “why” that drives authenticity, and authenticity that yields response. Use the “why” to drive your marketing strategy.

3. Can you devote personnel specifically to marketing management?

Marketing responsibilities easily constitute their own position. Whether by insourcing or outsourcing, consider how much you’d gain by handing these responsibilities over to someone who specializes. Yes, it will cost you more money up-front. The return, however, could easily surpass your initial investment. To aid in your decision-making process, see Is it Cheaper to Manage your PT Clinic In-House? and 5 Questions for Outsourcing PT Clinic Management.

digital marketing for physical therapy practices

5 Questions for Outsourcing PT clinic management

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

Last week, we discussed why you should consider outsourcing your PT clinic management. Now, we’re diving into the decision making process with five questions you should ask when deciding whether or not to outsource for your PT practice.

To be clear, outsourcing in your PT practice doesn’t just apply to you personally, but to your whole team. While outsourcing may often impact you directly (especially telehealth and traveling physical therapists), it’s often a question of where your clinic’s resources are best spent.

Now for the questions:

1. How much time does this task consume?

physical therapy practice management

Along with determining how many hours a given task in your PT clinic requires, you can calculate the quantity of money those hours are costing you.

To calculate this, include the hourly wage of those devoting time to these tasks, as well as any outside resources you have to bring in. If the time spent and opportunity cost of completing this task in-house is greater than the hourly wages you could be earning in that same time, consider outsourcing to a physical therapy management software.

However, if this task consumes fewer resources than you’d be earning with a patient, you’re okay (for now).

2. What outcomes are you paying physical therapy staff for?

Here’s where we begin to encounter the matter of opportunity cost. Are tasks such as accounts payable detracting for your staff’s ability to facilitate a streamlined patient-intake process or deliver quality care? Even if you’ve hired (or plan to hire) personnel with the core responsibility of managing accounts payable, it’s worth looking at how much this would cost you, compared to the cost of outsourcing. Outsourcing to an entity that specializes is often much more cost-effective than doing it yourself.

3. Which areas of my PT clinic could use more attention?

This question really ties into the last. Are you or your staff bogged down by time-consuming, logistical details that cast a haze over the rest of your work? Are referrals suffering? Has organization plummeted? Examine these areas and consider where your staff is most effective. What tradeoffs are you currently making?

4. How much am I working?

Please hear me: it’s not worth it to manage and oversee everything at your PT clinic yourself — rather, you’ll just to end up overworked and underpaid.
Don’t only consider your own hours, but the time and well-being of your employees. Their well-being shines through and impacts your patients. Remember, it’s not just about making the most money, but instead, finding the most value… and after all, time is more valuable than money.

5. Does this task bring fulfillment?

If a task brings you joy, fulfillment, or a strong sense of ownership, it may be worth doing yourself, even if that’s not the most efficient option. At times, I must remind myself that efficiency isn’t everything. Our lives and our work are about so much more than getting from Point A to Point B. We live in the process, and it’s right to find fulfillment accordingly.

Make the most of your staff and clinic’s time

We hope these questions assist you in evaluating where outsourcing may be the right choice for your PT practice. To learn how PtEverywhere.com can help you optimize your practice management, check out our features and see how PtEverywhere can serve your practice.

PT practice management

Is it cheaper to manage your PT clinic in-house?

I am a saver.

As in, I’m one of those people who’s physically pained by spending money. I budget almost to a fault and will DIY just about anything to save a few dollars. I’ve learned to cut my own hair, bake my own sourdough, and patch my own drywall. The list goes on.

You can bet that when it comes to things like accounting, organizational management, and recordkeeping I’m inclined to do it myself. After all, I understand basic math and I am extremely detail oriented.

There’s nothing to lose… right? Wrong.

Think all the way back to ECON 101 (I know, it was a traumatic experience for me, too). Remember that thing called opportunity cost? It’s probably at play in your life far more than you realize. In fact, it factors into every decision you make (whether or not you realize it). Whenever you choose to do one thing with your time, you’re also choosing not to do a myriad of other things with the same time.

Time is more valuable than money. Especially for physical therapy practice owners.

Something I have to remind myself of regularly is that money is just a tool. It’s not the end-all, be-all, nor is it worth anything without the things that bring meaning and enrichment to our lives.

Time, on the other hand, is priceless. Once it’s gone, we can’t ever get it back. As we previously wrote, it’s the most important thing.

This is why it doesn’t make sense for us to do everything ourselves. For instance, how much more valuable would it be (both tangibly and intangibly) for you to spend 2 hours managing insurance claims, versus 2 hours seeing patients? I’m going to go ahead and guess that you’d rather be working with patients.

Uh oh, get ready for more ECON… comparative advantage. Not only would you likely prefer to spend more time practicing physical therapy and less on overhead tasks, there are many people out there who’ve made careers out of such task management. Not only do they actually find it fulfilling, they’re likely a heck of a lot more efficient at it than you are.

By outsourcing tasks that don’t align with your focus and strengths, you now have more time to spend with the people you love or invest in parts of your career that excite you.

Still not convinced? Let’s look at some (hypothetical) numbers.

Say your practice earns an average of $80 per visit. Each visit lasts around 30 minutes, so in an hour you’ve earned $160. Meanwhile, you’ve hired a bookkeeper who charges $40 per hour.

Even though you’ve spent $40 on a bookkeeper, you’ve gained a total of $120.

How much would you have made had you done the bookkeeping yourself?

That’s right: $0.

While it’s rarely quite this cut and dry, I hope this illustrates why it makes sense to outsource.

Remember, you can’t do it all yourself. Even if you could, there’d be no reason to do so.

As Napoleon Hill said, “Time is wealth. When it’s gone, you cannot replace it.

3 Keys to Subjective Examination in Physical Therapy

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

For physical therapists, the inclination is often to fixate on the physical aspects of our clinical practice. For example, diagnostic tests, manual therapy, and at-home therapeutic exercises.

Don’t get me wrong: these elements of physical therapy are crucial… in fact, they’re what largely define the field. However, one paramount element of the clinical process is often overlooked:

The power of subjective examination.

Dr. Ryan Haven from Physical Therapy Haven writes, “Your subjective interviewing skills are the first aspect of clinical practice that happens between you and your patient.”

Indeed, subjective examination provides the most direct insight into your patients’ history and needs. As Dr. Jim Heafner writes for TSPT, “A good clinician should obtain 85-90% of their information from the subjective history and initial interview.”

improving patient experience
Wait, woah…. That’s a lot of information!

Do you want to learn how to make the most of your subjective examination? If so, you’re in the right place.
Let’s dive into 3 basic steps that can help you take your subjective examination to the next level.

1. Approach every patient interview with an open mind.

As Dr. Haven puts it, you can approach every meeting with one of two mindsets: the “it will be” mindset and the “could it be” mindset.

The “it will be” mindset leads with assumptions and bias, working to fit a unique patient experience into your preconstructed mold. 9 times out of 10, this will only lead to frustration and sometimes even misdiagnosis.

The “could it be” mindset actively strives to set aside bias and understand your patient’s experience. As a matter of fact, the “could it be” mindset may even get you to an accurate diagnosis and/or treatment plan faster than the “it will be” mindset, as it allows you to open your mind to the full picture and put pieces together organically.

In short, don’t assume you know what’s going on with a patient until you know the full story. Listen to everything they have to say and then connect the dots.

2. Format your interview questions intentionally.

Each question you ask should provoke a thorough but concise answer, lead you to a follow-up question, and prompt answers that correlate to physical exam measures. As a whole, ask questions that “funnel down” from most open-ended to least open-ended. Once you’ve asked your question, sit down, listen, and build rapport to encourage your patient to speak freely.

For example, try the following sequence:

a. What brings you in today?
b. When and how did these symptoms commence?
c. What is the nature of your pain?
d. What aggravates and/or alleviates your pain?
e. How is your function of this and the surrounding areas?
f. Have/how have your symptoms/pain changed since onset?
g. Are you experiencing pain or lack of mobility elsewhere in the body?
h. Do you have any relevant medical history? (i.e. has this area been previously injured? Have you had related surgeries?)

3. Understand your patient’s goals.

All you have to do is ask and listen.

What do you hope to get out of physical therapy?

What is your goal for treatment?

Only when you know what your patient wants will you be able to manage expectations, achieve patient buy-in, and deliver valued care. This information will inform your treatment plan and give your patients hope in knowing that you’re working together towards a common goal.

expectation setting for cash-based physical therapy clinics

5 Tips to Build Rapport in Telehealth

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

“Our minds are together when our bodies feel we’re not. That dissonance, which causes people to have conflicting feelings, is exhausting. You cannot relax into the conversation naturally.”

These words from Insead professor Ginapiero Petriglieri explain why virtual interactions can take so much more out of us than in-person ones.

Telehealth is a TREMENDOUS blessing. It has allowed countless physical therapists to remain employed during the COVID-19 pandemic, and greatly expanded patient access to quality care.

Still, Zoom fatigue is legit.

According to BBC Workplace, “Being on a video call requires more focus than face-to-face chat… [requiring that we] work harder to process non-verbal cues.”

physical therapy practice management
What’s more?

A 2014 study revealed that delays as slight as 1.2 seconds led people to “perceive the responder as less friendly or focused.”

This can make it especially challenging for PTs to build rapport through telehealth technologies.

Bearing all of this in mind, here are 5 simple but effective tips to facilitate meaningful connection between you and your patients… virtually!

New to the world of telehealth? Check out “Preparing for the Only Certainty: Digital Transformation in PT” to learn how PtEverywhere makes telehealth a breeze. Now, onto the main course:

1. Cultivate a conducive environment.

Set yourself up in a well-lit, private space. Feel free to position yourself in front of artwork or intentionally selected objects to create an inviting atmosphere, but be mindful to avoid clutter and distractions. Be sure to introduce your client to any other consultants present in the room.

3. Establish a disconnection procedure.

Clear planning and expectation setting can seriously reduce telehealth anxieties. At the beginning of your call (or even beforehand), tell your patient what to do should you be disconnected. It can be beneficial to have your patient’s telephone number on hand as a backup option.

3. Look at the camera, not the screen.

While the inclination is to look at your patient while she’s speaking, looking at the camera is what allows your client to feel like you’re making eye contact. You needn’t stare at the camera the entire time, but do your best to make it a habit.

4. Inform patients of off-screen activities.

Tell your patient ahead of time if you plan to take notes or look at medical records. While these are reasonable things to do, you may appear distracted if your patient doesn’t know what you’re up to.

5. Don’t forget reflective listening.

When you’re looking at a screen, it can be easy to neglect practices you’d normally adhere to during in-person meetings. Check that you’re nodding your head along with what your patient is saying, offering affirmations where appropriate, and re-summarizing your patient’s main points. Follow up with open-ended questions to deepen your understanding.

PT practice management

10 Essential Elements of PT Patient Intake Forms

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

The development of online patient intake capabilities has drastically simplified information management. Paired with EMR, online patient intake forms make record keeping neater, quicker, and less redundant. Don’t forget to include these 10 essential elements of PT patient intake forms in yours!

physical therapy intake form

1. Patient’s Identifying Information

Identifying information such as name, date of birth, and sex is probably the most obvious element of a PT patient intake form. Not only are these items necessary for you to keep track of your patients, it’s sum provides broad insights into the demographics of your clientele.

2. Insurance

Seeing that most patients pay with insurance, you must confirm they’re insured before conducting an appointment. Collecting this information before a patient arrives for their appointment will allow you to smooth out any kinks ahead of time. For cash-based practices, you can skip this!

3. Referrals

Be sure to ask patients how they heard about your practice and/or who referred them to you. This information will inform your marketing efforts!

4. Reason for Visit and Symptoms

Collecting this information prior to clinic visits will inform the physical therapist(s) and maximize hands-on time during appointments. Remember to be specific when asking about pain and symptoms. For example: “Where are you experiencing pain? What sensations are you experiencing? What is your pain level? What alleviates or worsens your pain?”

5. Pre-Existing Conditions, Injuries, and Medications

Asking about pre-existing conditions, injuries, and medications is a safety necessity. Not only will this knowledge directly inform your care, it may provide insight into the root of the condition and/or pain your patient is currently experiencing.

6. Electronic Signatures

Because they’re HIPAA compliant, E-Signatures allow you to keep patient check-in touchless!

7. HIPAA Acknowledgement

Speaking of HIPAA, don’t forget to attach HIPAA acknowledgement to your patient intake form.

8. Consent Forms

While not always applicable, certain services do require written consent. For instance, consent forms are required for dry needling. Obtaining consent (or the lack thereof) before an appointment will make the process more seamless if services requiring consent are prescribed.

9. Financial Policy

The last thing you want is for your patients to be surprised at billing. Clearly state your PT practice’s financial policy on your patient intake form to prevent hiccups and manage patient expectations.

10. Anything Else?

It’s important to include an open-ended question on your patient intake form, where patients can add any information that didn’t fit elsewhere. For example, try asking “What else would you like for us to know?” Phrasing the question as “what else” rather than “is there anything else” will encourage patients to write and speak freely.

pt clinic intake form

10 Reasons to Shift from Paper to Digital Record Keeping for Physical Therapy

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

Does switching to digital record keeping seem like too much work? We’ll admit, it takes time and effort to transition from paper to digital. In the long run, however, the initial investment is more than worth it.

Why is this, you ask?

Well, you’ve come to the right place! Here are 10 reasons why the team at PtEverywhere believes your physical therapy practice should switch from paper to digital record keeping:

1. EMR saves you time.

physical therapy practice management
EMR (Electronic Medical Records) make patient information accessible within a few keystrokes. Digital record keeping eliminates time spent sorting through papers to help you simplify your practice management and ditch the “Overworked and Underpaid.”

2. EMR exponentially improves organization.

Paper filing systems make for a great big mess. A single misplaced file can send the entire system into disarray. With EMR, every file is stored securely in the same place and can be accessed without dependence on maintained alphabetization.

3. EMR reduces paper redundancy.

Digital record keeping eliminates the need to create notes outside a patient’s file. This prevents the loss of information and, once again, improves organization. With PtEverywhere’s charting and EMR software, you can even use our voice-to-text feature to dictate notes directly into patient charts.

4. EMR improves customer service.

Less time shuffling through papers makes it easier for you to deliver speedy and personal care to your clients. Further, patient experience is streamlined and enhanced through the potential for embedded patient intake forms, online billing, and an integrated HEP platform.

5. EMR increases efficiency.

Paper record keeping is a huge job in and of itself. Organizing and filing can easily take hours! EMR kills multiple birds with one stone. Not only do you save time, you gain the ability to work from anywhere! This kind of flexibility makes life a heck of a lot easier.

6. EMR saves you money.

Time is money… and we’ve already discussed how time-consuming paper filing systems can be. Healthcare providers have found that EMR reduces transcription, chart-pull, storage, and re-filling costs.

7. EMR elevates your professionalism.

Organization + streamlined delivery = professionalism. Simple.

8. EMR helps you maintain compliance.

It can often seem like regulations are constantly changing. EMR allows you access to software that can seamlessly keep you in-line with regulations and update you when things do change, so you never miss a beat.

9. EMR reduces your environmental footprint.

Switching from paper records to EMR is one of the most effortless and intuitive shifts your company can make to care for the environment. The U.S. uses approximately 68 million trees each year for paper, contributing to deforestation and related emissions. While it may seem like your PT practice’s paper consumption is only a drop in the bucket, lasting change starts at the individual level!

10. EMR improves marketing capabilities.

By storing all your data digitally, you have easy access to the sum of your patient demographics and KPI variables. With the help of the proper software (even as straightforward as Excel) you’re equipped to better understand your clientele, practice growth patterns, and pressure points.

PT practice management

10 Marketing Tips to Increase your PT Clinic’s Awareness

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

In the age of the mysterious “algorithm,” marketing can be daunting. Even without SEO and social media algorithms, the task of promoting one’s services is often overwhelming, particularly for those of us without business degrees.

Fortunately, the key to successful marketing needn’t remain a mystery. Any physical therapy business can increase their clinic’s awareness with consistency and a few of the tips below!

1. Make a Plan

This is one of those things like outlining a paper or making a budget. It makes your outcomes much more attainable (and your life way easier) but is easy to overlook when you’re in a hurry to get things done. Click here and here for free marketing plan templates to get your PT practice on its way.

In developing your plan, consider both who you’re targeting and how you wish to allot your marketing dollars.

Who is your ideal patient? What kind of lifestyle does she lead? Which services might she be seeking?

How much are you willing to spend on your marketing efforts? Where exactly is each dollar going to go? Write this down!!

2. Pay Attention to your Competition

What do you have to offer that your competition does not? Gather this information and make it part of your marketing strategy. Tell potential patients what makes your practice special and how you can best meet their needs.

3. Establish an Online Presence

This includes both social media and your website. Keep your content up-to-date and ENGAGE with your community online.

Engagement is where social media really shines! Follow members of the community and don’t forget to like and comment on their posts. Share content that inspires you and feature success stories.

Don’t neglect the details. Aesthetic matters! Invest in sleek website design that draws clients in. Check out WordPress or Wix for beautiful, easy-to-use templates.

improving clinic awareness
4. Start a Monthly Newsletter

A newsletter is a great way to help patients feel like family. This is the place to highlight success stories, testimonials, new offerings, and recent community involvement. Incentivize patients to sign up for your newsletter by offering exclusive wellness content.

5. Deliver Consistency

Whether or it’s through blog posts, social media posts, a newsletter, or all of the above, make sure to deliver content on a consistent schedule. Consistency is one of the biggest secrets to working with the algorithms to increase your online visibility.

Not only does consistency enhance visibility, it helps your audience recognize your brand and builds trust. In this way, consistency equates to reliability.

6. Embrace Digital Marketing

If the means are available to you, consider offering an online service or product. This could take the form of an ebook, webinars, or exclusive educational videos.

Each of these products can help circulate the name of your practice, engage existing clients, and even bring in a second stream of income!

7. Reach out for Reviews

A HUGE part of building an online presence is establishing credibility. You want potential patients to see how much you have to offer when your practice pops up in their search results.

Don’t be afraid to ask your loyal patients to review your practice online. It is especially helpful to ask for reviews through Google Maps. The more positive reviews you have, the more likely your practice will pop-up high on the list when people search “physical therapy near me.” Boom: geographic targeting!

8. Incentivize Referrals

Referrals account for the vast majority of practice growth. Increase your referrals by offering discounts for those who have hit a certain number of referrals, entering them into a giveaway lottery, or even featuring them on a bulletin board!

9. Offer an Easy Way In

Consider hosting a free injury clinic, injury assessments, or consultation appointments.

Each of the above offers prospective patients a way to assess your practice without making a monetary commitment. Plus, free consultations create an opportunity to present yourself and your services; ultimately, presenting a solution to their problems.

All in all, this sounds like a fantastic first impression.

10. Network

PtEverwhere has a whole post on networking so I’m not going to go into depth, but the bottom line is that you need to embrace community partnerships. Click here for “10 Networking Tips for PT Professionals.

social media for physical therapy clinics

10 Networking Tips for PT Professionals

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

Relationships make the world go ‘round. This is no mere cliche, but an adage that reigns endlessly true. In fact, it’s thanks to networking relationships that I was first introduced to the team at PtEverywhere!

Networking proves instrumental in the successes of individuals and businesses alike. Danny Matta with Athletes’ Potential insists that strong local relationships are SO important, as they can snowball into many referrals which amount to authentic business growth. With that in mind, keep reading for 10 networking tips for PT professionals!

1. Take time to catch up with and build personal relationships with your patients. Danny suggests that you “develop cadence and tempo for fostering these relationships.” This doesn’t need to be tricky! Seek to learn about your clients’ lives and remember key events or goals! Follow up with them each visit to see how they’re doing and don’t be afraid to offer encouragement.

2. Ditch the “get ‘er done” mentality. Your patients can tell when you’re rushing from one thing to the next. Make sure you’re giving each patient enough time, not just fulfilling the work. The impression this leaves on your clients will increase their likelihood of bringing in referrals.

improving patient experience
3. Make social media your friend. Social media is a great place to post testimonials, weekly challenges, and special hours. I’ve been recently impressed by many businesses’ employment of Instagram stories! Avoid getting overinvested, but share your social media pages with clients and establish a regular posting schedule.

4. Establish a local presence through representation at local races and events. Reach out to local event coordinators to ask about setting up a table. Particularly when it comes to runs, swim meets, and triathlons, you can bet on encountering individual’s who would benefit from your services.

5. Take on a sponsorship. While this involves a bit more investment than simply pitching a table, sponsorships present a fantastic opportunity to further your brand while illustrating your dedication to the community.

6. Consider a community giveaway. Giveaways are a great way to both up your social media presence and bring new clients directly into the practice. Set up a raffle and give participants tickets when they follow, like, and share your social media platform. Not only will the winner be given an incentive to check out your business, giveaways will bring more traffic to your social media pages, increasing your visibility.

7. Establish direct partnerships with other healthcare professionals you know and trust. Just make sure you’re not relying on one source for all of your referrals!

8. Form partnerships outside your direct referrals. This may include gyms, chiropractic clinics, or health bars. What a great opportunity to run a promotion or “two-for-one” deal.

9. Don’t underestimate unofficial, wider reaching partnerships. For example, Danny shares that “everybody on our team for Athletes’ Potential has used the same real estate group to buy their houses. I’ve recommended them to plenty of friends and family members and I think they do an excellent job.” So long as it’s genuine, this sort of relationship goes both ways!

You’re getting your name out there and creating loyalty, encouraging members of a group to choose you when they’re looking for a physical therapist. The key is that you are working with people in the community that you trust.

10. Rekindle old connections. Maybe it’s a client you haven’t seen in a while, or an organization you used to partner with. Gently reach out to see how they’re doing and remind them of your presence, without being pushy.

expectation setting for cash-based physical therapy clinics

5 Reasons your PT Practice isn’t Generating Revenue

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

You’re several months into the running of your physical therapy practice, busting your butt, but just not seeing the growth or revenue you imagined.
Or maybe for you it’s been longer… you experienced booming growth up front but more recently, progress has plateaued. Whichever way it may be, this post is for you! Here are 5 reasons your PT practice isn’t generating revenue:

1. You aren’t realizing your efficiency times.

physical therapy practice management

What time of day do you work best at? I am a serious morning person and have usually exhausted most of my mental capacity by about 2pm. Because of this, I choose to get my “think-heavy” tasks done early in the day, saving my more social and physical tasks for the afternoon.

Not only does this help me to maximize my productivity and efficiency, it gives me a much-needed mental break when I hit my afternoon slump.

Determine when you best perform different types of work and put this knowledge to use! You will likely get more done, and feel better while you’re doing it.

2. You are wearing too many hats in one day.

Wearing too many hats in one day creates yet another efficiency problem. It is difficult to produce the optimal quality of work when you’re requiring your brain to jump back and forth between too many subjects in a given day.

Rather than cramming to-dos between your clients, attempt to segregate your tasks by day so each receives your full attention. For example, you may have three days per week when you see patients and two when you handle practice management and marketing tasks.

Your newfound presence of mind will likely be observed and appreciated by your clients, increasing their overall satisfaction!

If this degree of separation is not feasible for you, try block scheduling. Simply dedicating specific hours to specific tasks can create a ton of mental organization and productive capacity. For more on this, listen to Danny Matta’s podcast on “Two Ways to Improve Efficiency Today.”

3. You lack clear physical therapy management systems.

Effective systems are the key to shifting staff reliance away from the owner, directly to pre-established methods and procedures.

This reason is simple, but often overlooked. Any well-oiled machine is reliant on replicable systems that all components either fit into or adhere to. Concrete systems produce consistency which helps to both manage patient expectations and increase satisfaction.

4. Your PT clinic staff aren’t adhering to the systems you have in place.

It’s one thing to have systems in place and an entirely different thing to have adherence to the systems in place. Often, simply telling your staff to follow your systems is not enough to produce consistency.

Guide your staff gently through the systems you’ve created and illustrate the problems that arise when systems are not followed.

Helping your staff understand why you do things the way that you do will help spark intrinsic motivation and avoid feelings of constraint. Breakthrough’s “5 Steps for Empowering Physical Therapy Staff to Help Scale your Practice” takes you step-by-step through this process!

5. You aren’t tracking your patient outcomes.

Outcomes tracking is instrumental to PT practice growth, as it puts concrete numbers to the successes and trajectory of your business. Outcomes tracking allows you to employ evidence to remedy weak points and increase your quality of care.

Additionally, outcomes tracking provides physical therapists with tangible means of demonstrating to payers the value of what they are receiving. This can build and reinforce PT-first pathways with payers, encouraging them to seek out PT care before options such as prescription opioids and invasive procedures.

We hope this post will help guide you in your troubleshooting! Click here to learn how PtEverywhere can help you increase your efficiency, chart your outcomes, and grow your PT practice.

PT practice management