Running a successful physical therapy clinic involves more than just patient care—it’s also about communication, consistency, and culture. As your clinic grows, maintaining a consistent tone, message, and patient experience across your team becomes increasingly difficult. This is where AI-powered solutions can become a game changer.
Dr. Bagge from the Cash Physical Therapy Headquarters Podcast shares how implementing a custom GPT (Generative Pre-trained Transformer) has transformed communication at his clinic, Pro Kinetix, saving time, improving patient outcomes, and preserving the clinic’s culture.
Why Communication Consistency Matters
As clinics scale from a small team to 20 or more practitioners, coaching each conversation individually becomes impossible. Without guidance, tone, clarity, and consistency can drift, which directly impacts:
Patient trust – Mixed messaging may confuse or frustrate patients.
Retention – Inconsistent follow-ups can lead to missed sessions.
Team confidence – Staff may second-guess themselves if no communication standard exists.
Brand representation – Your clinic and your brand need to communicate consistently, both online and in-person.
While it’s important for team members to communicate naturally, they also need to adhere to your clinic’s communication standards and SOPs. The goal is a consistent, empathetic, and patient-centered approach across the board.
How AI Can Help: Custom GPT for Your Clinic
Dr. Bagge implemented a custom GPT specifically tailored to Pro Kinetix’s SOPs and communication protocols. Here’s how it works:
Patient messaging support
Staff can copy and paste patient emails or texts into the GPT. It generates responses that are aligned with clinic standards while maintaining a personal, empathetic tone.Scenarios handled include:
Handling late cancellations
Encouraging Google reviews
Motivating patients who experience flare-ups
Coaching staff on effective communication
Consistency and clarity
The GPT ensures that all staff communicate in a way that protects the clinic’s culture and brand while providing patients with the best experience.Time savings
Practitioners no longer need to spend time crafting responses manually. Copy, paste, proofread, and send—saving hours per week.Leadership benefits
Clinic directors and owners save time coaching team members, as the GPT acts as a training tool and a reference for proper messaging.
Developing Clinician Reasoning
The custom GPT doesn’t just provide a copy-paste solution—it also explains why it’s responding the way it is, based on your instructions. This teaches practitioners:
The reasoning behind certain phrases
How to handle patient objections and questions
How to advocate for patient outcomes effectively
This way, staff aren’t fully reliant on AI. They learn the psychology and reasoning behind the communication, enhancing their professional development.
Protecting Your Clinic Culture as You Scale
Scaling a clinic without losing your culture is one of the biggest challenges practice owners face. A custom GPT:
Maintains consistent messaging across all team members
Reduces passive responses that may result in lost patient progress
Improves team confidence and empowerment without micromanagement
Ensures first-time patients receive the same high-quality experience as long-term patients
For many clinics, messaging inconsistencies can be more costly than staff errors. AI ensures that your culture and standards are preserved at scale.
Take Your Communication to the Next Level
Dr. Bagge estimates that about 95% of physical therapy clinic owners don’t have their communication fully dialed in. Using AI not only streamlines messaging but also provides insight into how patients respond to communication, allowing clinics to improve their overall patient experience.
If you want to implement a similar system in your clinic, you can:
Use the GPT as a foundation for responses
Incorporate your SOPs and communication standards
Train your team on the reasoning behind messaging
Continuously refine and update instructions
Dr. Bagge is even offering his GPT and PDF instructions to help other clinics create their own AI-powered communication tools. This is a great starting point for any clinic owner looking to save time, improve patient retention, and scale effectively.
Key Takeaways
Consistent communication is crucial for trust, retention, and brand integrity.
AI-powered GPTs can generate responses, train staff, and ensure consistency.
AI tools don’t replace clinicians—they enhance their skills and save time.
Customizing GPTs to your SOPs protects culture while empowering staff.
Scaling your clinic is possible without sacrificing quality or patient experience.
Watch and Listen to the Full Video
For a deeper dive into a cash physical therapists’ journeys, make sure to listen to the full video: How We Used AI to Cut Admin Work in Half and Keep More Patients Coming Back.
About Author:
Although the company eventually failed, it provided Jordan with invaluable learning experiences. He became passionate about designing world-class patient experiences and building efficient marketing & sales funnels for cash physical therapists. Utilizing this expertise, Jordan became the CMO of a well-known physical therapy media company, and consulted for and built marketing funnels for some of the top physical therapy business coaches.
Eventually growing tired of the typical agency and consulting grind, Jordan, alongside Max Zirbel, founded Clinical Marketer. They infused it with the hands-on support and mentorship that they benefited from in their initial venture. The company was a success from the start, aiding clinics in scaling to 6 and 7 figures in revenue. During its first launch, Jordan and his team met Dr. Ben Bagge, whom they later partnered with after helping him grow his business from $200K/year to over $1M/year in three years.
