7 Key Tasks to Delegate to an Overseas Virtual Assistant for Your Practice

Juggling administrative tasks and patient care is a daily challenge in any clinic. From constant phone calls, billing issues, insurance verifications, to the demands of social media management, the workload can be overwhelming. In today’s climate of rising costs and labor shortages, more clinics are turning to overseas virtual assistants as a solution.

By outsourcing back-office tasks, you enable your clinic to concentrate on what matters most - patient care. This approach not only trims down your payroll expenses and reduces your HR responsibilities but also allows for quick scaling hours without the need for additional staff.

Whether you’re a solo practitioner just starting out or a multi-location clinic owner wanting to back up your front desk, here are 7 key tasks that you can delegate to overseas virtual assistants to boost productivity at your practice.

The 3 Most Important Call Tracking Metrics To Getting Even More New Patients

If you want to double your clinic revenue then focusing on these 3 call tracking metrics will help without spending a time more on marketing.

When I was running clinics, I had no idea how my front desk was doing on the phones. Until one day I started using call tracking and was shocked at what I was seeing

My front desk was only booking 60% of phone calls and only answering 70% of calls. At the time I was spending over $57,000/month on Google and Facebook.

So I thought my marketing wasn’t working. Until I found out my marketing was working I just didn’t have these 3 call tracking metrics dialed in.

The Clinic Boss Summit is right around the corner, and you might be wondering if it's worth the time and investment. Events can feel like an inconvenience - they require planning, time off, travel, and expenses. In today's fast-paced world, you might consider alternatives like online courses or recorded content.

But here's the key when it comes to events, especially the Clinic Boss Summit: they offer a unique and irreplaceable return on investment. Attending such a summit isn't just about the initial costs; it's a catalyst for exponential growth in your clinic.

Think of it this way – the price of your summit ticket is more than a fee; it's an investment in the future success of your clinic. Each dollar you spend is like planting a seed that has the potential to yield a harvest far beyond your expectations.

Here are seven unique and compelling reasons why you absolutely need to come to Orlando and be a part of the Clinic Boss summit...

How To Cut Your Cancellation Rate In Half

On a recent live community call we do every week with our Clinic Accelerator members, we analyzed Soroush's scoreboard for one of his clinics that he recently took over.

One of the first things he did when he arrived was put together the scoreboard. Once he did this, the biggest thing that stood out to him was the high cancellation rate. It was the lowest hanging fruit on the entire clinic scoreboard.

So what's the first thing you do to fix a high cancellation rate? Lets get into it...

The majority of your patients and prospects don’t meet your healthcare professionals first, whether it's your chiropractors, physical therapists, dentists, massage therapists, or other specialists.

The first person a patient encounters is usually your front desk team, whether on the phone, in person, or both. The front desk is therefore where you have the highest potential to lose most of your prospective patients – people who need help and came to you to get it, but end up turning away or canceling an appointment.

Why does this happen? Let's get into it...

5 Secrets to Gaining Their Trust and Increasing Patient Referrals

So often when your clinic tries to market to doctors, you discover that what you’re really doing is marketing to the doctor’s office, meaning getting to know the key person or people who stand between you and the actual doctor.

This could be:

• the medical office manager
• receptionist 
• front desk team 

But we refer to this person as the gatekeeper. They control the access to the doctor, both for patients and for physiotherapy, chiropractic, or other medical clinic owners like you. 

As a clinic owner, it can be hard to get doctors to send referrals. And it’s true, what's even harder is to get past the front desk gatekeeper in the first place. But there are ways.

In this post, I will be sharing with you 5 secrets on how to get past the gatekeeper so you can talk to the doctor and get more referrals. 

I recently interviewed Physiotherapist Greg Todd where he shared his strategy to getting new patients from your local community. It’s simple and doesn’t have to take much time either.

Greg has helped over 1,000 PTs grow their businesses and owns a 7-figure physiotherapy clinic in the U.S.. I first met Greg at a bar at a Clickfunnels marketing event in the U.S. and ever since then, we’ve been very good friends. He's a high-energy guy that’s regularly invited to big clinic owner events all over North America where you’ll see him jumping into crowds like a rockstar.

Now let's get into how his "Big 45" strategy works. This strategy should be a part of every clinic's marketing plan and will give you community marketing ideas for physiotherapy clinics, massage therapy, chiropractic, and dental clinics too.

The best run clinics don’t ask their front desk staff to do everything. Managing your front desk staff begins by not assigning them extraneous tasks that will distract them from their primary purpose – serving and helping patients.

 
But what’s beyond that? What else can you do to manage your front desk staff so your patients receive the best possible experience, your booking rates remain at a consistently high level, revenue is maximized, and no one gets burnt out or overwhelmed?

There are many reasons why a clinic owner might choose to sell their clinic, be it a massage clinic, physiotherapy clinic, dental clinic, or chiropractic clinic.

But it might surprise you to learn that retirement is not one of the top seven reasons. Retirement is, of course, the most desired reason to sell a clinic. It is the lofty goal of most owners, the great ambition to work hard for your career, build up the value of your clinic, sell it for a high value, and take that burst of money off into the sunset of your retirement years.

That’s what most clinic owners want. And a few do actually attain it.

But reality tells a different story...

Meetings are an integral part of running a successful clinic. They provide an opportunity for team members to come together, discuss important issues, and collaborate on solutions.

However, not all meetings are created equal. And when you think about, they are actually really expensive when you account for the time you are paying for each of your staff to be there!

In order for meetings to be truly effective, there are several key steps that should be taken to ensure that every aspect of your clinic is working together to improve.