AI Patient Coordinator™
What To Expect
Your Campaign Will Be Live In 1 Week
From the time we get you onboard with Think Bullish, your campaign will be live in 5-7 days.
We require a brief 45-60 minute onboarding form from you and a call to finalize the strategy and get things started.
You’ll be sitting down with one of our dedicated Fractional Case Managers who have previously closed over 7-figures in cash-pay healthcare to set you up with the best campaign strategy, answer any questions, and help you to ensure everything is properly set up.
We’ll be able to walk you through:
- What niches and offers are working best
- What ads are performing best
- How to drive the most scheduled, pre-paid, and show appointments
- The current best performing scheduling processes and targeting options
- What were seeing to drive the most closes and conversions in the consults
- What financing companies are approving the most right now (non-recourse)
- How we’re driving the most referrals
From there, we’ll train your team to use our systems, walk you through the campaign so you can make any changes and then launch.
With this, we’ll be breaking down your goals in detail and setting up a very clear action plan for you to reach your goal.
All of the clients in our program have built a predictable and measurable way to achieve their goals. We’ll show you exactly how to do that and will help you set it up for our first 90-120 day sprint.
Your team will have access to the training and will be placed on a regimen (if aligned) to train and constantly get better and better as we go.
Inside Our Program
You and your entire team will be added into our Practice University and Private Facebook Group for networking, questions and call recordings.
We host 4x/wk coaching calls (all recorded) – 2x/wk for Patient Scheduling and 2x/wk for Case Managers & Closing.
If you can’t make them, they’re always recorded or you can book a time with us 1-1.
On these calls, we typically:
- Review Conversation Recordings (Consultation, Exam, Report of Findings, Finances)
- Review Call Recordings and/or Text/Email Conversations
- Review Follow Up Best Practices (Reoffer, Reactivations, etc)
You’ll have 1-1 access to your dedicated Fractional Case Manager at all times. We work Monday-Friday 9am-6pm EST/EDT.
You’ll have our private text line, email line, website chat in our CRM, and direct calendar link to schedule 1-1 calls as frequently as needed.
Plus you will receive weekly reports with all of your stats to easily see the Return-On-Investment, bottlenecks, and areas of focus at all times.
How We Are Different From Other Marketing, Consulting, & Call Center Companies
We’ve spent over $9.1 million dollars on digital advertising over the last 8 years.
My dad personally still runs his own private-pay and insurance practice for chiropractic, neuropathy, spinal decompression, knee treatments, and functional medicine.
To date, we’ve worked with over 417 clinics (at the time of recording this).
Many coaches, big consulting groups, and sizable doctors refer to us. We’re trusted by many of the biggest brands and franchises in the space… for one reason: We produce serious results consistently!
How We Print Out $100K Per Month Per Location Additional For Practices Like Clockwork
We call it The Patient Recruitment Method™ (PRM). It’s modeled off the largest multi-billion dollar recruiting companies.
At the core, just like a hiring funnel, we want patients applying and going through a patient experience to determine if they’re a candidate for your practice, rather than just hard-selling.
Short Form Funnel
It all starts with the short form funnel. Basically, we’ll create the ads. With this, any content you have we could definitely leverage.
We might ask you for a little bit of stuff here and there. Some of our guys will create pre-appointment videos that we’ll script out and such. But we have AI doctors, technology and stuff, a really strong video editing team where we can create these for you ongoing as well after we get started.
We’ll be creating these short videos and stuff regularly and changing out the ads very frequently. So often practices are running off the same ads from months ago and so to no surprise have been seeing a decline in their numbers since they launched.
The lifecycle of an ad varies, but they should constantly be changed out and getting tested against new angles, headlines, images, videos, and landing pages to constantly be beating the old winners and keeping things fresh.
And so we’ll be in your ad accounts every single day. If something’s not performing, if a lead cost isn’t good, and even just from a perspective of results, we’re able to see all of the data (down to which ad drove it), how many leads you got, booked appointments, how many showed up, how many closed, and the revenue and the return, actually.
So then we’re able to optimize from that. And so my team’s looking at it every single day. And if it’s ever out of KPI or starting to trend that way, we’re on it sooner than you will even notice.
Now, this short form funnel leads to a long-form landing page. Patients have to manually type in their information (none of it is pre-filled) so we weed out a lot of garbage leads and incorrect information.
Intake System
It then feeds to our intake system. Here, we screen them for severity, motivation, and financials. We ask them 12-15 questions online and then any that aren’t answered will be addressed by our AI Patient Coordinators, which I’ll get to in a sec.
With a lot of our practices, we’ll ask the patients if they can afford a low monthly out-of-pocket payment. So we’ll kind of screen them to see if they can afford something like CareCredit.
Some however, customize this and we can screen them by which insurance they have, if they’re employed, if they’re on Medicaid or Disability and if so, give them the pricing.
We can even go as far as getting these leads pre-approved by running a soft pull on their credit with Equifax, Experian, and Transunion to determine their credit score, available balances, and get a rough idea of their income before they even show up into your office.
A really powerful way to determine who to follow up with and who to pitch what pricing options and programs to.
Now, like I was saying with the Short Form Funnel, this data gets fed back into Meta, Google, and TikTok so we better target the leads over time. We only tell these platforms about the qualified leads we get. We don’t tell them about the unqualified ones. Ultimately, these systems are incredibly smart so their algorithms then go and find more people just like those that “successfully opted in and qualified.”
AI Patient Coordinators
Additionally, we have some really strong AI systems for calling, texting, scheduling, and qualification.
It’ll help collect prepayments if needed for good show rates too.
We have a really strong development team that’s been working on it for over a year – the same team behind a massive half a billion dollar annual telecommunications brand which powered over 4 million homes in the US.
We’ve invested a ton of money and run hundreds of thousands of calls and messages through it. So it’s pretty refined and it can be tailored to office-specific needs. For these, for the marketing especially, it will call your leads 3x/day initially with double dials, then space out to daily, then every 3 days and indefinitely every 2 weeks.
It works around the clock 24/7/365 within your state and local laws for outbound, but can always text and answer inbound calls at all hours of the day.
Virtual Seminars: Turn Cold Advertising Leads Into Referral-Like Patients
Outside of that, before they show up (in person or virtually), we’ve found it helps the close rate and it also helps show rates when the patients are more engaged and more educated. And so we’ve created content to further educate them before they show to your consultations. And so we’ll sending it to them with the appointment reminders.
We call it appointment conversations instead of confirmations. And so we could basically be sending them content, getting them to confirm they’ve gone through it and fill out your intake paperwork and those different things. And so we’ll have this sent out to them.
Case Manager Management
Additionally, we support a lot of the in-office stuff. We have case managers who will be working with your team to make sure things are, and managing the campaign, and scripting support, and largely whatever you need there.
Intake System
The questions you ask patients before they show for consults can help tremendously to steer the conversation and close.
We’ve tailored some proven intake questions which we can help you provide to patients before their consults to maximize this.
Consultation, Exam, and Report of Findings Scripts
We have many frameworks and word-for-word scripting for many niches that you and your team can memorize to pretty quickly start tightening up your scaleable conversion process.
These are systems we’ve used in our offices to produce multiple 7-figures annually and many of our clients use to produce a whole lot more.
They’re simple to follow and duplicatable for staff with answers and to just about every objection you’ll get.
98% Approvals With Non-Recourse Patient Financing
One of the big things for you will be the financing where we’ll connect you with some really good partners we have on top of CareCredit.
They do a really good job with a lot of our offices and can approve as high as 98% of patients so you should be able to get a lot more started from all of your sources besides just our Short Form Funnels that we’ll setup.
Referrals
One of our previous clients used to get a ton of business from all of their marketing, but then they would every month add 10 to 20% additional through referrals.
We have this whole system that works with most niches or can be tailored for them with MD letters and different things.
And then additionally, with all the old leads you have from previous marketing, it could even be website ones or whatever. If you still have access to them, we’ll plug those into our system as well. And then each month on top of the ads, our AI Patient Coordinators will be reaching out to them to reactivate them.
And this tends to be a pretty massive driver of appointments and bookings ongoing.
Bonus 1: Forever Nurture
The short form funnel focusings on driving in leads from advertising.
It works incredibly well.
Many of our clients though are also sitting on a massive bucket of old patients from years in office and a few hundred or even thousands of leads from previous marketing efforts (from their website, tv/radio ads, online efforts, etc).
Some offices do manual recalls which is inconsistent and low producing at best, but most are just missing out on so much opportunity by hitting these up more.
We have a system for consistently nurturing these folks which often drives 20+ new patients per month for many of our offices depending on the list size that we’ll often layer into your program pretty much for free.
Bonus 2: Website Conversion Rate Optimization
Which are the best leads?
Most offices without even blinking an eye will spurt (1) referrals and…
The second one to come out of their mouth is always website leads.
These leads are great because just like with our Virtual Seminars, as I was stating, they’ve gone through the content on your website.
They’ve read about you, learned about your services, seen some of your press and testimonials, so…
They don’t trust you to the same degree as a close friend or family member referring you, but they’re a close second.
So many offices know this, but do little to get more.
They’ve tried hiring expensive website companies and achieved zero results.
They’ve tried optimizing their rankings and changing websites, but sometimes even see a decline in traffic.
The first thing to do is to capitalize on the low hanging fruit.
There are numerous things we can do that are proven to work, easy to implement, and can double or even triple your website conversions without even driving additional traffic to your website.
By making these simple tweaks, we can dramatically increase your new patients each month without you spending more money ongoing!
Generally this involves at a high level placing more phone numbers, more forms, website chat, making it mobile optimized, and other things to make the difference, but it’s far less about doing these things and far more about how they’re done.
We like to get our clients quick wins when they sign up with us, so this is something we can quickly and easily plug in for you.
Bonus 3: ChatGPT & Google Rankings
This bonus is apart of our premiere package for those offices who have a bit more profit to be able to reinvest into a longer term marketing strategy that will overtime dramatically increase their profitability and results.
Here we structure a comprehensive and individualized content strategy to help you beat out your competitors on Google and to show up in the most relevant searches on ChatGPT.
Google Maps Domination
Google is still currently the dominant player when it comes to search/queries, especially Google Maps.
Rankings here works via what we call signals.
Essentially, Google has EEAT which simply means that the pages and profiles it recognizes to be adding the most value will be showed the highest.
So we essentially have to signal to Google that your page is the leading authority.
We do this by linking your website pages and Press Release articles to your website.
Additionally, we publish a bunch of SEO optimized content on your pages to scale those rankings.
Local Leader
As I was mentioning about the linking, we’ll be additionally publishing thorough structured content on your website.
We analyze the competition and organize a thorough strategy to beat them.
Then, we produce content around that to do so.
The on-your-website content will receive back links from Press Relesse publications that get published across as much as 300+ other websites.
As I was mentioning before, for Google, this produces more signals and helps it to rank much easier.
Overall with this whole plan, this will help you to drive much more traffic from these platforms to your now higher converting website.
The Process From Start To $100K/Mo+ Additional
Phase 1: Getting Patients Showing Up
Generally, there are a few different challenges that offices we work with face. Usually, the first one is just getting a high volume of patients showing up in your office or over Zoom that are properly qualified.
Of course, we’re setting up the initial marketing campaigns, building out the offers, all of the content, all of the automations, the AI Patient Coordinators, tailoring it to your practice and doing any fine-tuning that is needed to ensure that it is properly performing and driving in good results.
…Ultimately, so your practice is seeing 10, 20, 30, or even 50+ qualified and pre-educated new patients from each of our campaigns in addition to what you’re already doing every single month.
Phase 2: Increasing New Patient Starts & Cash Collected
Now, once we start driving in this volume, a lot of practices start to face new challenges because often they haven’t seen this type of volume and so now we’re putting a lot more stress on your internal operations, your systems, their sales process through your consultation, exam, and report of findings processes.
We have to ensure that our close rates are staying good, that we’re collecting a good amount of cash, and ultimately that we’re staying profitable as we scale.
Here we might look at things like:
- What does your consultation sound like? What does your exam sound like? What does your report of findings sound like? When do you pitch your pricing?
- How does your front desk staff greet patients as they walk into the office? What’s that experience for a new patient?
- What assets do you have to pre-educate patients?
- How is your consult and exam room setup? Do you display testimonials?
- How is your program priced? How do you break up payment plans? Do you offer payment plans? What if they can’t afford them or want to start on a smaller program?
- What does your financing look like? What’s your process for follow-up if they don’t close? Do you do anything if they don’t close? How often do you do it? What does that look like? How does it work here?
- What objections are you getting? How can we pre-handle these objections so they surface less often?
Here we can really start pouring into these different things now to increase the close rate as we start to scale.
Ultimately, this will be an important lever to maximize your profitability at scale (especially as we’re surpassing that 7-figures level).
Phase 3: Optimizing For Profitability & Efficiency
Naturally as we scale it becomes more important for the things to be run well. If you’re marketing to the same market and spending more money people are going to be seeing your ads more times. And that will help you drive more revenue for sure, but it’s not uncommon that your ROI will decline.
Plus, naturally, with scale you add in more staff, more middle managers, and so the costs to run your practice overall tend to increase.
Now, you might be at a 10x ROI when you’re just spending a few thousand dollars. And so maybe we spend $2k and we make $20k. So you made $18k in profit.
Now, if I was to spend $50k and I made $300k, then I’m only at 6x, but here I might have $250k in profit. So just as an example that’s fairly common as we scale so our focus becomes more on maximizing that ROI and to do that all systems have to be tight.
Here we look at how do we reduce costs in the practice as well as in the current program?
- What vendors are we using? Financing companies?
- Where’s staff allocating time? Is it effective? Is it efficient?
- Just like in Phase II, can we continue to optimize the closing process?
- Additionally, how can we make marketing more effective? Can we expand the targeting area and market to a bigger population?
- What else can we leverage?
- Now we have a lot of leads. What can we do with those leads where we don’t have to spend more money on ads?
- How can we make the ads more profitable?
- What content can we put in to make sure people show up at a higher rate?
- What are these different things that we could do to make the system more and more effective and profitable so we can scale and keep our ROI as high as possible?
Phase 4: Handing Off To A Case Manager & Scaling With A Duplicatable & Repeatable Sales Process
Typically at phase IV, we have now established a duplicatable, repeatable, and predictable marketing and sales process that is profitable (very profitable, very effective). And we’ve started scaling it and we can continue to scale it.
Usually at this point though, the current case manager or the current founder is starting to max out. And so now what we need to do is start to build a sales team and move into the role of sales management. Right?
At this stage, we need to ensure we have clear scripts (which we should have already established previously). Clear recordings, clear training, and a clear process to ensure and manage consistently keeping the system top of the chart despite the expectations clear. The patients we’re accepting are aligned and the numbers are still profitable and effective.
At the same time we need to make sure that the new case manager and team is incentivized properly and well to be excited and driven to continue pouring, continue to close, and continue to do the things that are growing the business currently.
Generally, at this stage, we can continue to scale the marketing a lot more and then add additional services or new locations to continue to grow.
Your First 7, 30, and 120 Days
Now we move super fast. So generally we need to go through that initial onboarding that I mentioned, the form, call and we’ll have things live in about a week.
From that point as soon as we turn on your campaign you’ll have leads coming in, day one typically, and then from there we should have appointments coming through.
Depending on how much we’re spending and how big of a campaign it is will just determine the speed, but typically we have appointments getting booked those first few days, within the week, and then we should have people show up possibly that same week and if not generally, the second week.
Most offices then are closing. If we have appointments coming in that second, third, fourth week we’re seeing starts and really from there it’s fine-tuning.
The first month is not going to be the biggest. For some offices, they absolutely crush it in the first month and you know raking huge revenue and we intend for all to do the same.
But a lot of times, there’s things we still have to tighten up and work on and that’s why we really do a 120 day sprint initially to get things up to a nicely profitable level, start scaling and really have systems tight and refined.
Typically at 120 days, we should have marketing pretty clear and pretty dialed, your sales process pretty dialed, and ultimately the campaign quite profitable.
We may have even added an extra niche and often we’ve already started scaling up the ad spend. Here is where we often hit the initial goals we set out for or at least are pacing towards and know what we need to do to hit them.
Who This Is Not For
I’ll be totally up front.
We turn down more clinics than we take on because:
- We want to maintain our high success rate and strong reputation
- Our team is lean and mean and only focused on serving those the most who we are best set up to serve. We simply don’t want to waste our time and resources, as much as we don’t want to waste yours
And this isn’t some fake marketing scarcity or anything like that. We seriously do.
We’ve realized over the last 8 years that running a company like ours is far better built on word of mouth and our reputation than being some high-powered sales machine with awful client experiences on the backend.
Some businesses are made for that. Look at telecom companies. We all know how awful it is to have to deal with the customer service for Verizon, Sprint, and T-Mobile. Customer support is not their business.
Our business is fueled more than anything by the referrals that our clients send us and the positive word-of-mouth they spread by being the first company to reliably, consistently, and predictably help them to scale up their practices.
We know that when we absolutely wow our clients turning them into raving fans, that’s what drives our business with healthy profits and the way we want to build more than anything.
Not to say marketing and sales aren’t important… Here you are, right? But they’re secondary. Most of our attention as a company is solely on serving our clients more and better everyday.
If you’ve hired 12 different marketing companies and never gotten results, truthfully, there’s really only 1 constant.
I’ll be blunt, it’s you.
Now, you probably already have questioned that before and may even know that, but the question is how and how do you solve that?
Truthfully, most marketing companies suck… But even with piss-poor marketing, a good practice will still get decent results.
Then, throw some stellar marketing at it and you can scale to more patients than you can likely handle it.
So who is this not for?
If you’ve already worked with more marketing companies than you can count on your hands, you likely are a good fit for us…
With a few caveats..
We work with players, leaders, the people in the space who are serious about growth and willing to do what it takes.
If the work “sales” is icky to you or turns your skin, this probably isn’t for you.
Marketing can help grow your business, but it doesn’t matter if your sales systems aren’t good.
And when we scale with marketing, it’ll put more stress on your sales systems and become more important for them to become stellar.
If you’re not willing to do that work and to constantly be pushing to make those more refined and better, this is not going to be for you.
If you’re committed to maintaining a 15 hour work week while doubling your practice, I’ll be honest, this is not for you.
Growth by nature is going to create some chaos and shake some things up and it’s going to take some extra work to achieve it, especially in a quick timeframe.
Who This Is For
Our favorite types of practices are ambitious.
They run their practice well, like a well oiled machine.
They run structured team meetings, regular staff trainings, and have a clear vision to grow as a practice and to serve a lot more people.
They know their worth and charge for it and have an incredible service that gets great results.
They’re not looking to just offload their marketing without working with us to ensure it’s working across the practice (with their team).
They’re looking for a partner to come into their practice, rachet some things up and to help to scale.
If that sounds anything like you, we’d like to talk with you.