 In a busy healthcare practice, managing administrative tasks efficiently is crucial. Without the right strategies, automation can easily go awry—leading to wasted time and the frustration of constantly losing and regaining practice members. Imagine a “leaky bucket” effect where clients keep dropping out just as quickly as they arrive. The goal is to stop this cycle by using the right tools, automating wisely, and focusing on meaningful connections.
Automating for the Right Moments One common pitfall in practice management is automating the wrong tasks, leaving essential aspects untouched. Many practices set up automated systems to handle everything but end up overwhelmed by the mundane tasks that could have been streamlined. Instead, the focus should be on automating high-value tasks that genuinely save time, rather than complicating the process for both staff and clients. This shift in focus can turn the leaky bucket into a robust, supportive practice. Choosing the Right Tools for Your Practice Think of the tools you use as your practice’s “toolbox.” Having a comprehensive toolbox means nothing if you don’t have the right size wrench when needed. Similarly, many practices use tools that no longer serve them effectively or add unnecessary complexity. Evaluate each tool for compliance, relevance, and effectiveness. If your practice requires systematic support rather than more personnel, focus on streamlining and simplifying your systems. Learning from the Right Sources It's vital to get advice from people who understand the intricacies of managing a successful practice. Many practitioners receive advice from mentors who aren’t active in a similar environment, which can lead to costly missteps. Ensure your consultants or coaches are in the trenches, running practices themselves, or have a track record of success. The Game-Changing Voicemail Message Funnel One proven way to cut administrative time in half is through a voicemail message funnel. Instead of traditional phone calls, where each conversation starts from scratch, the voicemail funnel directs callers to the precise resources they need. This funnel can route clients to the website for appointment scheduling or prompt them to text with questions, thereby reducing phone call volume significantly. Implementing this can eliminate hours spent on routine calls and repetitive inquiries, giving you more time to focus on in-depth client care. For example, you might offer a quick message that directs new members to an online booking system or encourages current clients to text for faster service. This ensures the process is smooth for both you and your clients. Implementing the Voicemail Message Funnel: The Process
Final Thoughts Streamlining your practice’s workflow by using tools like a voicemail message funnel allows you to nurture relationships without sacrificing time. Ultimately, effective automation will create a supportive, client-centered experience that makes each step of care seamless, from the first inquiry to ongoing support. Love love, Dr. Jodi
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 In the world of chiropractic care and holistic health, educating patients about the value of long-term care can often feel like running in circles. We have so much to offer, but how do we communicate that effectively so people stick around, pay, and refer others to us for years? It comes down to being direct and efficient with our education.
Why Education Needs to Be Direct and Engaging Many practitioners, including myself, have found that spinning in circles with patient education leads to frustration for both parties. Patients come to us for relief from their symptoms—whether it's neck pain, headaches, or back pain—but we know that real healing and optimal health go beyond simply masking symptoms. The challenge is bridging that gap in understanding. I’ve been fortunate to learn from experts like Russ, who taught me that education doesn't have to be a complicated sales pitch. He helped me understand how to communicate effectively so patients truly grasp what we offer. For over 15 years, his techniques have allowed me to help thousands of patients appreciate the long-term benefits of chiropractic care. Neuroscience of Communication: How to Reach Your Patients Russ’s methods are based on a simple but powerful concept: the neuroscience of communication. The brain is wired to filter information based on its survival instincts. Think of the "reptilian brain," which is responsible for basic functions like food, fighting, and survival. For your message to get past this filter and reach the thinking and reasoning parts of the brain, you need to speak directly to the patient’s most important subject—themselves. How do we do that? By using Socratic questions and stories. Instead of pushing our knowledge on patients, we need to ask them about their own health journey. Questions like: Why do you think this is happening? What level of health do you want to achieve? What do you think brought this on? These types of questions get patients thinking, and once they’re engaged, they’re more open to learning about how we can help them not just feel better, but truly get better. Overcoming Communication Barriers One of the common reasons patients don’t stick with long-term care is because they don’t fully understand its value. If your practice struggles with retention, it’s not just because patients don’t get it—it’s also because we haven’t explained it in a way that resonates with them. The good news? We can fix that. Russ’s advice is simple but effective: stop trying to tell patients what they need. Instead, draw their story out of them, and then connect your expertise to their narrative. Once you build rapport, ask about their specific fears and concerns, and address those directly. By doing this, you’re shifting the conversation from your neocortex (thinking brain) to their reptilian brain (survival brain) where real engagement happens. Building Trust for Long-Term Success Education alone isn’t enough. To retain patients for the long term, you also need to build trust and relieve any fears or concerns they have about your care. Many patients come in with anxiety—whether it’s fear that the treatment will be expensive, or concern that it won’t work. From a neuroscience perspective, if a patient is anxious, they’re in fight-or-flight mode and can’t fully process your message. Your job is to relieve those concerns so they’re open to receiving the value of your care. The Power of Asking the Right Questions One of the most effective tools in patient communication is asking the right questions at the right time. When you have a consultation, you’re essentially playing a game of darts: you need to hit the right target by finding out what really matters to the patient. Are they concerned about the pain or symptom? The diagnosis? Or how it’s affecting their quality of life? By understanding which "dartboard" your patient is focused on, you can tailor your communication to hit the bullseye, making sure your message is heard loud and clear. The key is to stop the spin and start focusing on what really matters: helping your patients understand the value of what you offer, so they stay, pay, and refer for years to come.  There are moments in life when a compliment leaves you speechless, and recently, Dr. Russ Rosen gave me one of those moments. Having him as a guest in the Staffless Practice Club is always a highlight, and hearing his thoughts about the club and my work was truly humbling. So, I wanted to share with you why someone like Dr. Rosen—a mentor who has shaped my path—believes so deeply in what we’re doing, and why I think you should jump in with both feet if you’re on the fence. A Program Built on Never-Ending Improvement One thing Dr. Rosen said that hit home for me is the idea that I’m always improving the experience for the people in my program. It’s true—I'm obsessed with making things better! The Staffless Practice Club wasn’t just a one-time creation. It’s a living, evolving system. Every single day, I ask myself, "How can I make this easier, better, and more effective for the practice owners in the club?" I know what it’s like to feel overwhelmed by running a practice, and my goal has always been to simplify things for you. But simplifying doesn’t mean settling. It means continually refining the tools, resources, and strategies we offer to make your practice run more smoothly, without sacrificing the personal touch that keeps your patients coming back. Over-Delivering Value Is in Our DNA Dr. Rosen nailed it when he said one of my greatest values is never-ending improvement. And that’s because I don’t just create a program and leave it as is—I pour my heart into making sure it’s better every time you interact with it. That’s how I’ve always approached the Staffless Practice Club, and it’s why I believe the program is so effective for practice owners who want to streamline operations without losing that personal connection. I don’t just want to meet your expectations; I want to exceed them. That’s why, whether you’ve been with the club from the start or you’re just jumping in now, you’ll find that it keeps evolving to better serve your needs. The Power of Communication (and How Dr. Rosen Teaches It) As much as I love creating systems that simplify practice management, patient communication is just as important. And who better to teach that than Dr. Russ Rosen himself? He’s the KING of education with new practice members, and his approach to patient communication is second to none. When Dr. Rosen joined us in the Staffless Practice Club, he shared his formula for effectively educating new practice members. We all know how easy it is to go in circles, trying to get patients to understand the importance of care beyond their first visit. But with Dr. Rosen’s strategy, you’ll learn how to cut through the fluff and get to the "yes" much more quickly and effectively. Final Thoughts Having Dr. Russ Rosen as a guest in the Staffless Practice Club was an absolute honor, and hearing his kind words reminded me why I do what I do. If you’re on the fence about joining, I encourage you to take the leap. This program is about growth, improvement, and finding simpler, more effective ways to manage your practice. Watch his testimonial here:Love love,
Dr. Jodi  Happy Monday, everyone! Fall has officially arrived here in New Jersey, and with it comes the opportunity to refresh and refocus our practices. Our mission is simple: help you cut administrative tasks in half while growing your practice. One key focus at the start of each month is attracting the right practice members—those ideal clients you want to serve. This is crucial because many of us were taught to take care of anyone who comes through our doors. While helping everyone may sound noble, the reality is that it can drain your time, energy, and resources. Instead, being clear about who you serve and how you serve them simplifies everything. And that’s where the concept of the perfect practice member comes into play. Who Is Your Perfect Practice Member? In Staffless Practice, we often refer to the "perfect practice member"—sometimes called your "avatar." This is the ideal client for whom you tailor your services, marketing, and care approach. For example, let’s say your perfect practice member is Bob, a 45-year-old professional golfer who wants to improve his performance. Your ultimate goal is to provide Bob with a comprehensive care package that includes regular sessions, nutritional advice, and perhaps one-on-one consulting. How do you guide Bob toward that perfect offer? That’s where the flywheel system comes in. The Flywheel System: A Roadmap for Attracting and Nurturing Clients The flywheel system is an essential tool for running a practice without staff. It’s designed to move potential clients like Bob through a series of touchpoints, nurturing them from awareness to conversion with minimal effort from you. Here’s a breakdown of how it works:
The brilliance of the flywheel system is that much of it can be automated, allowing you to nurture clients without spending hours each week on follow-ups. From the moment Bob downloads your eBook, he should enter a nurturing sequence that guides him through each stage of the flywheel. By the time Bob books an appointment, he’s already primed for your ultimate offer. The key here is batch content creation. By setting aside time to plan and create your nurturing sequences—perhaps on a Sunday afternoon—you can ensure that the next three months are fully automated. This gives you peace of mind and frees up your schedule for what matters most: caring for your practice members. Moving from Overwhelm to Ease Too often, practice owners are overwhelmed with administrative tasks, trying to juggle everything themselves. But with a well-structured flywheel system in place, you can move from a place of chaos to one of ease. Imagine looking at your calendar on a Monday morning and seeing it full—not because you're constantly scrambling to fill it but because you've put systems in place to nurture clients like Bob. Remember, having a solid plan in place to nurture your practice members is crucial for long-term success. If you feel overwhelmed or unsure of where to start, you're not alone. The flywheel system provides a clear path to attracting, nurturing, and retaining your perfect practice members—without adding more work to your plate. If you have any questions or want to dive deeper into the concept of nurturing sequences, feel free to ask. I'm here to help you move your practice forward with ease and efficiency. Have a great week, and keep making the world better with your care! Watch the full video here:Love love,
Dr. Jodi |
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