🏥 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.

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

Get the free Three Doors They Leave Through tool:https://start.therehabceos.com/three-doors

A dentist once asked Dr. Robbie Woelkers a simple question:

“What’s your graduation rate?”

At the time, Robbie owned three physical therapy clinics—and he couldn’t give a clear answer.

When he finally calculated the whole-clinic number, it was 6%.

The problem wasn’t simply that patients were leaving. It was that they weren’t leaving evenly. They were dropping out at three specific points in the plan of care for three completely different reasons.

In this video, Robbie breaks down the Three Doors framework so PT practice owners can identify where patients are leaving and install the right solution.

The three doors are:

• Door One: Scheduled evaluation to the second visit

• Door Two: Second visit to the progress summary

• Door Three: Progress summary to graduation

You’ll learn:

• Why one overall retention percentage can hide three separate problems

• Why you should analyze one completed patient cohort—not the current month

• How to calculate patient loss by headcount instead of percentages

• Why patients who feel better often stop before they are actually better• How testing, treating, and retesting makes progress visible

• Why the next appointment should be booked inside the treatment room

• How a progress summary should produce a clear graduation date

• Why an acceptable graduation rate can still hide premature discharges• How to identify the one retention habit your clinic should prioritize for the next 90 days

Each door requires a different fix.

Trying to improve “retention” without knowing which door is widest gives your team a vague project instead of a clear operating priority.

Pull one cohort from three or four months ago. Track how many patients booked, returned for visit two, reached their progress summary, and graduated.

Then find the widest gap.

That door owns your next 90 days.

Get the free Three Doors They Leave Through tool:https://start.therehabceos.com/three-doors

Enter four numbers from one completed patient cohort. The tool will rank the three doors by patients lost and calculate the value of the visits that were never delivered.

Free download.

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 - The Question Robbie Couldn’t Answer

02:20 - Day Three: Why Patients Stop Early

05:00 - Three Patients, Three Different Reasons

06:30 - Robbie’s 6% Graduation Rate

09:00 - Why PT Patients Drop Out

10:00 - The Three Doors Patients Leave Through

12:30 - One Retention Habit for Each Door

16:00 - Pull One Cohort and Find Your Biggest Leak

Sources: Dantas et al., Health Policy (2018); Briggs et al. (2021). The 14+ visit length-of-stay figure is a Rehab CEOs internal standard, not a published industry benchmark.

🏥 How to work with us: The Million Dollar PT Practice (Step-by-Step Roadmap):

https://www.youtube.com/watch?v=1cuu8-CyIhc

🔧 Get the free Count the Empty Chairs First tool:

https://start.therehabceos.com/empty-chairs

————————————

198 active patients. An empty schedule. Is more marketing really the answer?

Before you spend money bringing in new patients, count the appointments you already had room for but never filled.

Those empty slots cost you rent, payroll, and time. But because nobody booked them, they’re easy to overlook while your team focuses on the patient who canceled.

In this video, Robbie breaks down how physical therapy practice owners can tell the difference between a filling problem and a holding problem—and decide where their team’s attention belongs.

Two problems. Two different priorities:

• Filling problem: You have available appointments that never get booked. Focus on filling those gaps.

• Holding problem: Patients are canceling or drifting away. Focus on identifying the drift and addressing what’s getting in their way.

The patient who leaves gets a name, a story, and a conversation in the morning huddle. The empty appointment gets none of that. But it may be the bigger problem.

You’ll learn:

• Why chasing cancellations can distract your team from unused capacity.

• How Robbie realized he was paying twice for the same seat.

• The two numbers to track every Thursday—and why each needs one named owner.

• Why booking the next appointment in the treatment room matters.

• How a seven-day trigger helps identify patients who are drifting.

• The four-step save conversation: schedule audit, awareness, verify the obstacle, and explain.

• Why an unusually high save rate deserves a closer look.

Before you launch another campaign, find out which problem is costing you more. Pull six numbers from your schedule, compare the two sides, and give your team a clear priority for the week.

Use the free Count the Empty Chairs First tool to get started:

https://start.therehabceos.com/empty-chairs

Treatment frequency and duration remain the treating therapist’s decision. These systems support the existing plan of care.

Efficiency, missed-opportunity, and save-rate targets discussed in this video are Rehab CEOs internal standards, not published industry benchmarks.

00:00 198 Patients and an Empty Schedule

01:10 The Birthday Party: Why We Focus on Who Left

02:15 The Empty Appointments Nobody Counts

03:05 Paying Twice for the Same Seat

04:05 Filling Problem or Holding Problem?

05:20 Two Numbers to Track Every Thursday

06:00 Pre-Booking and the Seven-Day Rule

06:55 The Four-Step Save Conversation

08:00 Why a High Save Rate Can Be Misleading

08:50 Your Next Step: Count the Empty Chairs

#PhysicalTherapyBusiness #PatientRetention #PracticeManagement #ClinicGrowth #RehabCEOs

🏥 How to work with us: The Million Dollar PT Practice (Step-by-Step Roadmap):

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

Get the free Four Kinds of Patients tool:

https://start.therehabceos.com/four-kinds

————————————

Your patients are getting better. But are they coming back, leaving reviews, or recommending your clinic?

A good clinical outcome doesn’t always create a loyal patient.

In this video, Robbie shares why the best treatment he ever received never earned a return visit or a single referral. Then he breaks down a simple framework to help physical therapy practice owners understand what their outcomes reports might be missing.

Two questions. Four kinds of patients:

• Raving fans: They got results, loved the experience, and carry your name.

• Advocates: They loved the experience but didn’t reach their treatment goals.

• Ghosts: They got results but had a poor experience and never recommend you.

• Critics: They had poor results and a poor experience, and they’re vocal about it.

The hardest one to spot? The ghost. On your clinical outcomes report, that patient can look just like a raving fan.

You’ll learn:

• How everyday clinic policies can undermine the patient experience.

• What Robbie discovered when he reviewed his clinic’s graduation rate.

• How to evaluate 20 recent discharges using results and experience.

• What your biggest patient category reveals about your next 90 days.

• The three beliefs that help patients trust you, your process, and their own progress.

Before you change another policy or assume your clinic needs more marketing, find out which kind of patient you’re creating.

Pull 20 recent discharges. Spend 20 minutes with someone on your team. Answer two questions for each patientand count.

Use the free Four Kinds of Patients tool above to get started.

https://start.therehabceos.com/four-kinds

00:00 Why Great Treatment Doesn’t Guarantee Referrals

01:17 How Clinic Policies Hurt the Patient Experience

02:58 The 6% Patient Graduation Rate

04:10 The Four Kinds of Patients

06:28 How to Audit 20 Recent Patients

07:37 What Your Clinic Should Fix in the Next 90 Days

08:13 Three Beliefs That Build Raving Fans

09:34 Your Next Step: Count Your 20 Patients

————————————

#PhysicalTherapyBusiness #PatientExperience #PatientRetention #ClinicGrowth #RehabCEOs

🏥 How to work with us: The Million Dollar PT Practice (Step-by-Step Roadmap):

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

Download the free Patient Care Investment Calculator:

https://start.therehabceos.com/lm-itc-pcicalc-optin

————————————

Your patient agrees to treatment.

Then money comes up—and the conversation changes.

Your coordinator speeds up. Starts overexplaining. Offers every payment option at once. Suddenly, a patient who was ready to move forward needs to “think about it.”

The price didn’t change.

The delivery did.

In this video, Dr. Robbie Woelkers explains how physical therapy clinic owners can train their front office to lead financial conversations with confidence, present the full plan of care, and get every visit booked before the patient leaves.

It starts with one habit: say the number, then stop talking.

We’ll cover:

— Why an untrained checkout can cost your clinic more than a missed evaluation

— The two money conversations your front office needs to master

— Why the initial phone call should only sell the evaluation

— How to present a price without apologizing or offering an unrequested discount

— How cash, in-network, and out-of-network conversations differ

— The four checks to clear before discussing the plan’s cost

— How to uncover concerns that show up as price objections

— Why shrinking the therapist’s plan can undermine the patient’s goal

— How to present payment options one at a time

— What to ask when none of those options works

— Why prebooking every visit is part of the patient experience

— How an owner’s discomfort with money can shape the entire team

Your front desk doesn’t need to convince patients to want a plan they’ve already agreed to.

It needs to help them understand the investment, find a workable payment option, and leave knowing exactly what happens next.

Present the plan. Say the number. Give the patient room to respond.

————————————

Get the free Patient Care Investment Calculator:

https://start.therehabceos.com/lm-itc-pcicalc-optin

Use it to:

— Build a custom plan of care and calculate the total investment

— Walk through the four payment options

— Support cash, out-of-network, and in-network conversations

— Turn the screen around so patients can follow along

Your assignment this week: sit in on one checkout.

Listen for what happens immediately after your coordinator presents the price. Do they pause—or keep talking?

Start there.

Free download.

————————————

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 Patients Hesitate When Money Comes Up

01:23 - What an Untrained Checkout Costs Your Clinic

02:44 - Where Benefits and Plan of Care Fit

04:38 - Are Patients Leaving With Their Full Plan Booked?

05:31 - Payment Options: Stack vs. Ladder

06:56 - The Phone Call: Sell Only the Evaluation

08:36 - Ask Permission Before Discussing Money

10:54 - The Complete PT Practice Operating System

11:48 - The Front Desk’s Job After the Evaluation

12:45 - Four Checks Before You Present the Price

15:07 - What to Do When Patients Hesitate

16:22 - Never Shrink the Therapist’s Plan

18:23 - The Four-Step Payment Ladder

21:34 - Prebook Every Visit Before Patients Leave

24:18 - How Your Team Learns Your Money Habits

26:40 - “My Patients Can’t Afford That”

28:18 - The Complete Patient Registration System

30:30 - Get the Patient Care Investment Calculator

To find out about working together:

Opt in, schedule a call with our team, and get access to your 28-day free trial of Practice Legacy Black here: https://freetrial.therehabceos.com/free-trial

So you want your first (or next) seven-figure year in your clinic?

Good. Let's build the plan.

In this video, Dr. Robbie Woelkers walks you through the exact operating system he used to go from one clinic to three and $1.7M in 18 months before selling, and the same one we now run with 400+ independent PT practices across the country.

We'll break down the Three P's of practice growth, More Patients, More PTs, More Profit, and show you how to find the single constraint holding your practice back right now instead of trying to fix everything at once.

No fluff. Just the systems, the numbers, and the levers to pull, plus real examples from clinic owners who stopped trading more hours for more growth.

You'll learn:

- Why clinic owners stall out at $35K a month, at $100K a month, and even past seven figures

- The 3 constraints that cap almost every practice, and how to diagnose yours in about 10 minutes

- How the CEOS works, the Reach side and the Reputation side, so the practice grows while your hours shrink

- Why reimbursement rates are rarely the real reason your margins are thin

- How to hire and keep providers in a market where everyone says there aren't any

Let's build a practice that runs without you.

Start your 28-day free trial: https://freetrial.therehabceos.com/free-trial