Running a cash-based physical therapy practice can be incredibly rewarding, but it also comes with its own set of challenges. As we approach the end of 2024, many physical therapists are looking toward the future and wondering how they can increase both their income and their time freedom in 2025. In this episode, we finish our three-part series with some answers to the most frequently asked questions that can help you scale your practice, build a strong team, and manage your time effectively.
The Power of Hiring: How to Cut Your Hours and Earn More
One of the most common questions we receive is how can a physical therapist cut their working hours while still increasing their income. It sounds counterintuitive, but the secret lies in hiring and building a team.
Start with Hiring
Hiring staff can be a daunting step, but it’s crucial to getting your time back and earning more. If you’re seeing 20-25 patients per week, you’re likely at the point where you need to hire. The sooner you hire, the sooner you’ll begin seeing the benefits of a team. While it might seem like the most stressful decision to make, it’s far better than staying stuck in a cycle of patient care that keeps you working 60 hours a week.
A New Reality: Time Freedom + Higher Earnings
When you hire the right people and set up the right systems, you not only reduce your workload but also increase your ability to earn more. However, many owners hire but still don’t gain the time freedom they want because they don’t let go of control. They continue to think like a 9-to-5 physical therapist and try to treat full-time while also managing a team. The key here is to delegate. If you hire a physical therapist, give them the space to take on a portion of the work and make sure your systems are in place to support them.
When Is the Right Time to Build a Team?
So, when is the right time to hire? The answer is simple: When you consistently see 20 visits a week. At this point, your practice has enough volume to start building a team.
Look at Your Net Gain
Hiring is also about knowing you have enough volume. We recommend a “net gain” of at least 10 new patients per month before hiring. This means that for every 10 new patients you bring in, you need to account for the patients who have discontinued. If you consistently add 10 new patients every month, you’ll know you can support a new hire.
Create a Vision That Others Can Follow
Another key point in hiring the right people is having a clear vision. If you’re just in it for the money, it’s going to be difficult to attract the right talent. Building a team requires inspiring others with a larger mission. People want to work for something greater than just paying the bills. They want to be part of a cause, so make sure you have a clear, compelling vision that aligns with your team’s values.
Time Management Tips for Cash PT Practice Owners
Once you’ve hired the right team, it’s important to manage your time effectively to continue growing your business. Time management is crucial, especially when you’re juggling patient care, marketing, sales, and business operations.
Time Blocking
Time blocking is one of the best tools you can use to manage your day effectively. By allocating specific blocks of time for certain tasks, you can increase focus and productivity. For example, if you’re seeing 25 patients a week, don’t fill up your entire day with patient appointments. Instead, block off time in the morning for business development, admin tasks, and working on marketing.
Use the Right Software and Tools
Efficiency tools like electronic medical records (EMRs) with good data analytics, like PT Everywhere or Jane App, can save you hours. These tools help you track KPIs (Key Performance Indicators) that allow you to make informed decisions about your business. For example, tracking metrics like lead conversions, patient visits, and lifetime value can help you spot issues before they become problems.
Automate Patient Communication
Another time-saving tool is a CRM (Customer Relationship Management) system. Automating follow-ups and communications with leads and current patients can free up significant amounts of time. For example, an automated text message can be sent when a call is missed, letting potential patients know when you’ll get back to them. This kind of automation helps you focus on more important tasks without losing track of your leads.
Overcoming the Fear of Failure
No discussion on time management and scaling would be complete without addressing the fear of failure. It’s natural to fear failure, but it’s important to see failure as a step toward growth.
Reframe Failure as Growth
Embrace failure. Each failure teaches you something valuable, and with every failure, you’re one step closer to achieving your goal. Successful business owners don’t shy away from failure—they lean into it because they understand that it leads to growth. Reflect on your “why”—why are you doing this? Is it for your family? For financial freedom? Understanding your deeper motivation will help you push through tough times.
The Fear of Not Trying
If you’re afraid of failure, also ask yourself this: What is more terrifying—failure, or the thought of looking back in a few years and realizing you didn’t try hard enough to create the life and business you wanted?
Conclusion
Scaling your cash-based physical therapy practice takes time, effort, and the right strategies. But by hiring the right people, managing your time effectively, and being prepared for failure, you can overcome obstacles and build a business that provides both financial freedom and personal fulfillment. Take control of your future, and remember, the key to success lies in having a clear vision, building a great team, and staying focused on what matters most.
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. Click here to listen to the video: Unlocking 2025 Success: Key Strategies for Thriving Cash Physical Therapy Practices
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.
