Let’s face it: insurance companies aren’t just screwing over private practices… they are pulling the rug out from under our patients as well.
Once upon a time, they’d file a self-claim and get 40–50% back.
Now? Quite often it’s Zero.
That means more and more patients—sometimes even loyal ones you’ve treated for years—are saying, “I can’t afford this anymore. I’ll try in-network.”
Painful.
But here’s the truth: while you can’t stop this trend completely, you can win back a surprising number of these patients—if you have the right follow-up systems in place.
What You’re Getting Today:
- The hidden trap that causes patients to slip away for good
- The system my practice uses to follow up and win them back
- A free follow up spreadsheet + video training to plug into your own practice, and never let a winnable
- Lead/patient slip through the cracks again
1. The Hidden Trap: Patients Slip Through the Cracks
Patients don’t always leave because they want to. They leave because they feel like their wallet is forcing them to.
But here’s what happens:
- They try an in-network clinic.
- They get cookie-cutter care.
- They don’t get better (or at least not at the level they hoped).
And if you’ve vanished from their world by then—no check-ins, no reminders—they don’t come back to you either. They just fade away.
2. The Fix: Follow-Up Relentlessly (Without Being Annoying)
You can’t control insurance reimbursements. But you can control your systems.
Here’s how we do it at my clinic:
- Use a lead + patient tracking sheet. Every new lead, patient, referral source, or discharge goes on it.
- Set reminders. Never just “reach out once.” Every time you reach out to someone, schedule the next touch point reminder at the same time (in case they don’t reply to your text, email, or voicemail)
- Keep it personal. Don’t just say, “Ready to come back?” Instead, ask:
- “Are you getting the results you want at your new clinic?
- “Is your pain still keeping you from [their goal]?”
When patients realize they’re not getting what they need elsewhere, your message becomes a lifeline—not a sales pitch.
Remember: fortune isn’t just in the front-end follow-up with new leads. It’s in the back-end follow-up with discharged patients and lost ones too.
3. Your Free Resource: The Follow-Up Spreadsheet
I’ve made this crazy-simple for you.
The Lead Management and Patient Follow-Up Tracking Sheet and Training—the same tool I use in my own clinic. It makes it easy to track follow-ups, set timely reminders, and stay top-of-mind with the people most likely to say yes down the road—so no patient (and no revenue) slips through the cracks.
It also comes with a short video walkthrough showing exactly how to use it in your practice. Plug it in, start tracking, and you’ll never let another potential patient fall through the cracks again.
Invest in your team, invest in your practice! Download your free guide now!
Thanks so much for checking out this week’s Podcast… hope you enjoy the free resource!
The Final Word
Insurance companies are making it harder than ever for patients to justify paying out-of-network. That’s reality.
But if you build a bulletproof follow-up system, you won’t need as many new leads to keep your schedule full. You’ll recover more past patients, reactivate old ones, and stand out as the clinic that cares enough to never lets people fall through the cracks.
Stay consistent, stay in touch, and watch your schedule fill itself back up.
— Jarod
WANT STEP-BY-STEP GUIDANCE TO START, GROW, OR TRANSITION YOUR OWN CASH-BASED PRACTICE?
>> Click Here to learn how to start, grow, or transition your own Cash-Based Practice <<
HERE ARE SOME MORE EPISODES ON PATIENT RETENTION & FOLLOW-UP SYSTEMS:
CBP 206 4 keys to minimize patient drop off and get full POC commitment
I break down simple approaches that get patients fully committed to their plan of care so they don’t disappear at 75–80% better.
How to Follow Up With Dropped-Off Patients Without Being Pushy
My reactivation system (texts, calls, emails, even direct mail) that fills schedules and brings past patients back—without feeling salesy.
CBP 212: Unlocking the Secrets to Stellar Front Desk Staff Performance
Key metrics and simple systems that level up your admin’s conversion and follow-up—so fewer leads and patients slip through the cracks.
MORE RESOURCES TO BUILD & LEAD A GREAT TEAM:
Cash-Based Practice Marketing Intensive
In this 4-week program, I’ll show you how to implement my ROI Marketing Method – AI Edition to consistently fill your schedule and keep patients engaged. Check it out here.
Cash-Based Practice Freedom e-Course 2.0
A proven blueprint for landing cash-pay patients whenever you want. This course gives you ever script, process, and resource I’ve used (and coached 1000+ practice owners through) to build highly profitable, insurance-free practices. Check it out here.
