Most clinics don’t fail because they’re bad at treatment—they stall because their tools don’t talk. EMR here. Scheduler there. Email somewhere else. A texting app. A CRM you meant to set up “one day.”

In the gaps between them?

Patients and leads fall through.

ients and leads fall through.
This week’s episode gives you a simple, durable way to fix it—without another fancy platform, without months of setup, and without you doing more.

What You’re Getting Today:

• The hidden trap: Platform sprawl → missed follow-ups → lost revenue
  
• The fix: A single Google Sheet + one “quarterback” to run it
  
• How to scale it: SOPs your whole team can follow
• Your next step: Grab the free Sheet + video walkthrough

1. The Hidden Trap: Platform Sprawl = Silent Revenue Leaks

There’s no all-in-one that nails EMR, CRM, nurture, texting, scheduling, billing, and bookkeeping. So we stack tools.

And when systems don’t sync, nobody’s actually accountable for leads, drop-offs, and long-term follow-up. Over time that means:

• Leads don’t get enough touches.
  
• Patients who “will call next week” disappear.
  
• Referral sources go cold because no one circles back.
  

It’s not just frustrating—it threatens the life of the business because acquisition and retention become random.

The fix isn’t “more software.” It’s one source of truth and one person who owns it.

2. The Fix: One Sheet. One Quarterback. Zero Slippage.

Ditch the maze. Build a single Google Sheet that functions like a lightweight CRM your team actually uses.

Tabs to include:

• Leads (web forms, calls, DMs)
  
• Current Patients (with a “not on schedule” flag)
  
• Referral Sources (who to thank / revisit)
  
• Events & Campaigns (pre/post follow-ups)
  
• Drop-Offs (not discharged, need reactivation)
  

Make it run itself:

• Install a simple email reminder add-on so each row can trigger a timed follow-up.
  
• Set rules like: “2 attempts → wait 3 weeks → ping admin with that row in email.”
  
• Hold a weekly scoreboard meeting (ours is Friday). Review leads, drop-offs, reactivations, and who’s not on the schedule that should be.
  

Assign a quarterback (admin):

• All reminders route to one inbox (your admin).
  
• They text/call/email “as the clinician” when needed—and log it.
  
• Clinicians treat. Admin drives the follow-ups.
  

Result: consistency without complexity. You’ll beat most “real CRMs” because a simple system used daily outperforms a powerful system nobody maintains.

3. SOPs That Scale: Make the Business Tragedy-Proof

Tools change. People take leave. Life happens. Your operations can’t depend on memory.

Create a central SOP index (Google Doc) with a clickable table of contents that links to individual SOPs (in Drive) for everything: IntakeQ tasks, discounts/invoicing, Medicare-as-secondary, reactivation scripts, posting workflow, etc.

• Structure: One index → links to task-level SOPs (docs + short Looms).
  
• Onboarding: When you add a VA or part-time admin, assign their SOP bundle and deadlines.
  
• Culture: “If it’s not in the SOP, it doesn’t exist.” Update it during real work, not in theory.

   

This is how you build a systems-driven clinic that can function without you (or any one team member). That’s how you sleep at night.

Your Free Resource (Plug-and-Play)

I’ve got a free resource for you that can completely transform your follow-up process—and the impact you have with your practice. The Lead Management and Patient Follow-up Tracking Sheet and Training is 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 one, and no revenue, slip through the cracks.

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

You don’t need another platform. You need one place for the truth and one person who owns it. Do that, and you’ll stop losing patients in the cracks—and start compounding growth.

Invest in your team. Invest in your system. Create multiple streams of cash-pay leads—without chaos.

Onward and upward. 🚀
— Jarod

HERE ARE SOME MORE EPISODES ON SYSTEMS & OPERATIONS:

How to Find and Hire the Perfect Virtual Assistant for Your Cash-Based Practice
In this episode, I share how to find, hire, and delegate effectively to a virtual assistant so you can focus on patient care and higher-level growth activities.

Do This… or Lose to Your Cash-Based Competition
I explain how to use SOPs and simple systems to ensure every clinician delivers a consistently great patient experience—and why failing to do this will cost you. 

How To Bulletproof Your Cash-Based Practice—2019 Year In Review
I cover the key mindset, systems, and operational strategies that helped me strengthen and “bulletproof” my practice—and how you can apply them.

MORE RESOURCES TO STREAMLINE & SCALE YOUR PRACTICE:

Cash-Based Practice Marketing Intensive
Discover how to consistently attract qualified out-of-network leads with my R.O.I. Marketing Method – AI Edition. This step-by-step training intensive equips you with simple, fast, and effective strategies to keep your phone ringing and inbox full of private-pay patients whenever you need them. Check it out here.

Cash-Based Practice Freedom 2.0
Build a profitable cash-based practice without insurance headaches. Get expert guidance, weekly live coaching, a supportive community, and exclusive resources to help you double your profit per patient and create the private practice of your dreams. Check it out here.