🏥 Ready to grow your PT practice?

Watch the Million Dollar PT Practice Roadmap:

https://youtu.be/1cuu8-CyIhc

Get the Free Claim Denials Checkpoint Tool:

https://start.therehabceos.com/lm-rpv-claims-optin

More Patients. More PTs. More Profit.

Before you fire your billing company, ask: where are your claim errors actually starting?

Your billing team may be spending hours correcting mistakes that happen before they ever receive a claim. A misspelled name, an incorrect member ID, a coverage change, or a missing referral can create delayed payments and repeat work for your team.

Dr. Robbie Woelkers walks through five checkpoints your PT clinic can use to catch front office errors before the first claim goes out, plus one follow-up check after submission.

He explains Rehab CEOs’ 97% first-time pass rate operating target, how to measure it consistently, and how to use your denial report to identify the process that needs attention first. Not every denial starts at the front desk, and dollars tied to problem claims aren’t automatically dollars lost.

You’ll learn:

• How to calculate first-time pass rate using claims that have had time to process

• Why accepted claims and paid claims are different milestones

• Where to check patient information during intake, data entry, benefits verification, and check-in

• How to assign a second-person cross-check before the first claim goes out

• Why tracking the first claim can help prevent repeated billing problems

• How to connect denial reasons to the checkpoint that needs improvement

• How to build a weekly claims review with clear ownership and follow-through

Bring your denial report, find your most common rejection or denial reason, and start with the checkpoint most likely to prevent it. Keep working outstanding claims while improving the process that creates new ones.

Timestamps:

00:00 Before You Fire Your Billing Company

00:51 Is Your Billing Team Bailing Out a Leaking Boat?

02:11 First-Time Pass Rate and the 97% Target

02:48 How to Calculate Your First-Time Pass Rate

03:36 Example: Delayed Dollars and Repeat Claim Work

05:13 Five Checkpoints Before the First Claim Goes Out

06:17 Checkpoint 1: Confirm Information During the Intake Call

07:15 Checkpoint 2: Review and Enter Intake Information

08:04 Checkpoint 3: Verify Benefits and Coverage Requirements

09:03 Checkpoint 4: Compare Patient Information at Check-In

09:57 Checkpoint 5: Assign a Second-Person Cross-Check

11:19 Follow the First Claim After Submission

12:19 Use Your Denial Report to Find the Process Gap

13:33 Start With Your Most Common Claim Problem

14:19 Build a Weekly Claims Review

15:10 Clarify Ownership Across Your Clinic and Billing Team

15:57 Get the Free Claim Denials Checkpoint Tool

🏥 Ready to grow your PT practice?

Watch the Million Dollar PT Practice Roadmap: https://youtu.be/1cuu8-CyIhc

Schedule a call to get your 28-day free trial of Practice Legacy Black: https://freetrial.therehabceos.com/free-trial

More Patients. More PTs. More Profit.

#PhysicalTherapyBusiness #ClaimDenials #PracticeManagement

🏥 Ready to grow your PT practice?

Watch the Million Dollar PT Practice Roadmap:

https://youtu.be/1cuu8-CyIhc

Get the free 20/13 Rule Calculator:

https://start.therehabceos.com/lm-rpv-2013-optin

More Patients. More PTs. More Profit.

Your providers are treating all day. Your front desk is working through lunch. So why isn’t there more money left at the end of the month?

Before spending more on marketing, ask: if every appointment were filled, would your clinic’s math actually work?

Dr. Robbie Woelkers walks through five numbers that help you assess your PT clinic’s financial setup: collected revenue, operating expenses, completed visits, provider full-time equivalents, and weekly appointment slots per provider.

He introduces Rehab CEOs’ 20/13 operating target, $20,000 in monthly collected revenue on less than $13,000 in allocated monthly operating expenses per full-time provider and explains why the resulting operating surplus isn’t automatically owner take-home pay.

You’ll learn:

• How to calculate revenue and operating expenses per provider FTE

• How to calculate collected revenue per visit and cost per visit

• Why a full schedule can still have a revenue ceiling below your target

• How capacity, attendance, reimbursement, and expenses work together

• Where collections and billing processes can affect collected revenue

• Why changing appointment lengths requires a thoughtful operational plan

• How to identify your clinic’s constraint before asking the team to work harder

Bring last month’s actual numbers not your best month and follow along to see where your clinic needs attention first.

Timestamps:

00:00 Full Schedule, but Where’s the Profit?

00:53 How Robbie Changed His Clinic’s Setup

01:44 The Rehab CEOs 20/13 Rule

03:19 Five Numbers to Pull From Your Business

04:03 Calculate Revenue and Costs per Provider and Visit

05:17 Why a Full Schedule Can Still Fall Short

07:24 Work Backward From Your Revenue Target

08:27 Match Schedule Capacity to Revenue per Visit

09:48 Four Areas to Check Before Making Changes

11:01 Client Example: A Busy Clinic With a Revenue Ceiling

12:18 What a $10 Increase in Revenue per Visit Could Mean

13:08 Where Collected Revenue Can Improve

14:28 Plan Before Changing Your Schedule

14:56 Run Your Clinic’s Numbers

16:21 The Free 20/13 Rule Calculator

🏥 Ready to grow your PT practice?

Watch the Million Dollar PT Practice Roadmap: https://youtu.be/1cuu8-CyIhc

Schedule a call to get your 28-day free trial of Practice Legacy Black: https://freetrial.therehabceos.com/free-trial

More Patients. More PTs. More Profit.

#PhysicalTherapyBusiness #ClinicProfitability #PracticeManagement

🏥 How to work with us: The Million Dollar PT Practice (Step-by-Step Roadmap):https://youtu.be/1cuu8-CyIhc

Get the free Google Reviews Diagnostic:https://start.therehabceos.com/ten-reviews

Ten Google reviews a month sounds like a reasonable target.

But what if your clinic only graduates eight patients?

You may be asking your team to hit a number your patient outcomes can’t support.

In this video, Dr. Robbie Woelkers explains why more Google reviews don’t always come from better scripts, more reminders, or another QR code. Sometimes, the problem starts earlier: too few patients are finishing their plan of care.

When Robbie’s graduation rate was around 6%, his clinics were still running review campaigns and blaming execution when the reviews didn’t come in.

The missing question wasn’t simply, “Are we asking enough?”

It was, “How many patients are reaching the outcome they came here for?”

You’ll learn:

• How to calculate review conversion using graduates, not total patients seen

• How to tell whether you have a graduation problem or an asking problem

• Why tracking who was actually asked reveals the next fix

• What 22 graduations and five reviews can tell you about your process

• How to spot friction between the conversation and the completed review

• Why the treating clinician should make the personal ask

• How to request a review without making the patient feel pressured

• Why the review link should follow the conversation

• Why review gating and patient incentives don’t belong in the process

• When to replace a review target with a graduation target

Start with one calculation:

Reviews received ÷ patients graduated = review conversion rate.

Then ask how many graduates received a personal, in-pers

on request.

Enough graduates, but too few were asked? Fix the conversation.

Most graduates were asked, but few followed through? Make the next step easier.

Too few patients are graduating? Start with graduation.

Before you spend another quarter pushing for more reviews, find out which problem your clinic actually has.

Get the free Google Reviews Diagnostic:https://start.therehabceos.com/ten-reviews

Enter five numbers from your clinic. The tool will help identify what’s limiting your reviews and which correction to prioritize.

If your graduation rate is below 60%, the tool recommends prioritizing graduation this quarter.

Free tool.

Want the complete operating system for growing your practice?

Watch The Million Dollar PT Practice (Step-by-Step Roadmap):https://youtu.be/1cuu8-CyIhc

00:00 - Why 10 Google Reviews May Be the Wrong Target

01:35 - The Burger Analogy: You Can’t Ask Your Way Past the Math04:00 - Robbie’s 6% Graduation Rate

05:20 - Calculate Your Review Conversion Rate

07:00 - Asking Problem or Graduation Problem?

08:40 - 22 Graduations, Five Reviews: Find the Breakdown

11:45 - Why Reviews Follow Patient Outcomes

14:10 - Use the Free Diagnostic to Find Your Priority

15:10 - Who Should Ask and What to Say

17:30 - Remove Friction, Gating, and Patient Incentives

19:40 - Replace an Impossible Target With a Graduation Goal

22:00 - Run Your Numbers and Choose Your Next Fix

Benchmarks and conversion figures discussed in this video are Rehab CEOs internal operating standards and observations, not published industry benchmarks. Review targets should reflect your clinic’s graduation volume.