AI isn’t just a buzzword anymore—it’s revolutionizing the way cash-based PT practices operate. From streamlining patient communication to automating marketing, data analysis, and internal processes, AI tools are helping clinic owners save time, reduce overhead, and scale their practices like never before. In this episode of the Cash Physical Therapy Headquarters podcast, Ben and Jordan break down how they’re using AI at Pro Kinetics and give practical tips for PT owners ready to jump in.
AI for Patient Communication
One of the first ways AI is helping cash-based practices is through patient communication. Imagine a patient responding to a post-discharge check-in email: maybe they’re feeling great, or maybe they’re still experiencing some discomfort.
With AI, your team can:
Respond consistently and empathetically
Ask for Google reviews without awkwardness
Provide encouragement and next steps
Ben explained how they’ve set up a custom GPT that guides their team on how to respond based on patient feedback. This ensures all 15 practitioners at Pro Kinetics communicate consistently without losing their personal touch.
AI can also act as a dynamic SOP assistant—answering repetitive questions about protocols, training, or company policies. Tasks that once required a dedicated employee or expensive agency can now be handled instantly, saving time and money.
AI for Team Support
Beyond communicating with patients, AI can support your team internally. For example:
Access training guides or SOPs on-demand
Troubleshoot processes without waiting for a manager
Quickly provide consistent answers to common questions
This creates a centralized knowledge hub for your team, reducing confusion and keeping everyone aligned. AI can even dynamically update as your SOPs and training materials evolve—something that previously would have required hours of manual effort.
AI for Data Analysis
AI can be a powerful decision-making tool for PT owners who track KPIs. By connecting your KPI sheets or trackers to a custom GPT, AI can:
Identify constraints in your practice
Suggest strategies to improve performance
Run projections to show which changes have the most impact on revenue
This allows owners to focus on the tasks that truly move the needle, rather than guesswork or intuition. It’s like having a business coach who’s analyzing your entire practice 24/7.
Pro tip: Make sure your KPIs are accurate! AI is only as smart as the data you feed it.
AI for Marketing & Copywriting
AI is also transforming marketing. Two standout tools for PT owners are:
ChatGPT: Excellent for internal strategy and logistics
Claude AI: Ideal for marketing copy, including ads, emails, and newsletters
Jordan found Claude particularly helpful for creating Ideal Client Profiles (ICPs) and generating marketing sequences, while ChatGPT is better for internal planning and strategy. By feeding your AI your brand voice guidelines and ICP, you ensure all copy is consistent and aligned with your practice.
Tip: Claude excels at writing marketing content that feels professional and persuasive—without the “AI vibe” ChatGPT sometimes gives.
AI for Delegation & Automation
AI isn’t just about insights or marketing—it can handle tasks, audits, and projects that would normally require multiple team members:
Audit Zoom recordings and course curriculum
Identify gaps and suggest improvements in training
Manage social media inboxes and reply to leads
Redesign PDFs, Canva templates, and other branded materials
Build web pages and integrate surveys for lead generation
These AI agents can run in the background, freeing you up to focus on patient care while your AI completes complex projects. This level of automation can even replace tasks previously done by VAs or admin staff, increasing efficiency and reducing overhead.
Voice AI & Lead Follow-Up
Voice AI takes automation a step further. Platforms like SimpleTalk can handle outbound calls to leads 24/7, following brand guidelines and scripts.
Boost lead follow-up efficiency
Reduce missed opportunities
Free your staff to focus on high-value tasks
Jordan and Ben suggest gradual adoption, like using AI for after-hours follow-up first. As it proves reliable, you can integrate it alongside human admins to maximize productivity while maintaining quality.
Real-World Examples
Some of the incredible ways AI is being used today include:
A GPT auditing all mastermind sessions and training videos, identifying FAQs, gaps, and improvements in just one hour—a task that previously took a team an entire month.
Creating branded Canva documents and PDFs in minutes, saving hours of manual design work.
Programming web pages, quizzes, and surveys that automatically integrate with marketing campaigns, again in minutes.
Essentially, AI can clone yourself and work on multiple projects simultaneously—day and night.
Key Takeaways for PT Owners
Start small, but start now: AI can help with communication, marketing, data analysis, and delegation. Even using it a few hours a week can free up significant time.
Use AI to enhance, not replace your team: Keep the human touch while letting AI handle repetitive tasks.
Track KPIs first: Accurate data is essential for AI to provide actionable insights.
Leverage Claude for marketing and ChatGPT for strategy: Each tool has unique strengths.
Experiment with voice AI carefully: Start with after-hours follow-up to avoid disrupting your workflow.
AI is here to enhance cash-based PT practices, saving time, improving efficiency, and allowing owners to focus on what matters most: patient care and business growth.
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: The AI Takeover: How One Tool Can Replace 4 Hires In Your Practice.
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.
