Brand Your Practice Podcast

All right, welcome in, everybody.

Hop on in.

Wait a minute or two as

people are arriving.

Okay, so I'd love for you,

if you are jumping in,

I'll say this once or twice.

Go ahead and put a one in the chat.

If you're a solo practice,

put a two in the chat.

If you are a group practice,

like one to five clinicians

and a three in the chat,

if you have more than five

clinicians and also just

kind of tell me where

you're coming in from,

if you're able to leave a comment in the,

if there's a chat box for that.

Okay, good.

I've seen some ones.

Hi, Annie, Anthony, Maria, Brian.

Great.

Also, yeah,

love to tell me where you're from, too.

One from Michigan.

All right.

Nice.

More Michiganers.

Okay.

Kentucky.

Yeah.

Wonderful.

Thank you.

Hey, Pennsylvania.

Wonderful.

I'm originally from Ohio,

but my parents are now in

Pennsylvania by Erie.

They have a beautiful farm

up there that we love to visit.

And California.

Great.

Okay, thank you.

Well,

this is gonna be a pre recorded webinar.

And so I'm going to jump in

because we have a lot to go

over today and how to grow

or how to build a powerful sales funnel.

Hey, Beth, hello.

And so what I'm going to do

here is a couple house

housekeeping things in order here.

So allow me to start going

through the slides.

Uh,

I want group practice owners to know

this.

Um, I am putting all along with my friend,

Nate at navigator bookkeeping, a, uh,

group practice scaling summit.

And the really it's,

it's really kind of like a

Ted talk type conference

for a group practice owner.

So it's going to be jam

packed with great content, but also, um,

leaving space for community

and for conversations.

So if you're struggling with

marketing for your practice,

or you're struggling with

like your finances, like,

I don't know if I'm,

I don't know how to read

that profit and loss sheet

or profitability numbers,

or maybe you're struggling

to create operational

systems like around hiring.

How do you hire the right team members,

onboarding new hires, all those things.

We created this group

practice scaling summer to

help solve some of those

problems that are

that are keeping you stuck

and really from scaling your practice.

So that's going to be in

beautiful Oak Park, Illinois,

just right outside Chicago,

April 23rd and the 24th of this year.

I'm going to put a link in the chat.

You can, we'd love to have you join us.

You can go to,

just go to brandyourpractice.com,

go to the summit link there.

Some of the conversations we'll be having,

I'll be talking about three

essential dashboards,

metrics and dashboards that

every practice owner needs.

We're talking about team

culture to retain

clinicians and grow your brand,

how to create an in-house

training program to scale

your clinical team,

Financial numbers and also

Dr. Kathy Kelly is going to

talk about how to offer

intensive retreats to scale

your practice is like another offering.

OK,

so please check that out if you're a

group practice owner and

wanting some community and

some information around

strategies and how to get

unstuck in those areas that

are preventing you from

growing your practice.

The other thing is today's

webinar is sponsored by Therasas.

This is a CRM just for therapists.

It's really the stage.

It's the software that you

need right before clients

go into your EHR so you can

quickly qualify, connect,

and close client leads and

to kind of organize all

those leads that are coming in.

Post-it notes and scrap

sheets of paper and even convoluted,

complicated Google Sheets don't really...

help clients not fall through the cracks.

It can get very confusing.

So at the end of the webinar,

I'm going to share a little

bit more about TheraSAS and

how it can help organize

that whole upfront intake

process for your practice.

All right.

So let's jump in.

Okay.

So what do practice owners want?

So as a practice owner,

you want a predictable

pipeline of new client

leads coming to your practice,

and you want to invest your

marketing dollars wisely in

the areas that you need it most.

The problem is that we're

looking to at least try to

solve today is that many

practice owners don't have

a sales funnel to

consistently drive client

leads to your practice,

or that they have a sales funnel,

but it's broken and they

don't know how to fix it.

Plus,

it's also just kind of confusing

where to allocate those

precious marketing dollars that you have.

Even worse,

marketing today just isn't easy

for practice owners.

Showing up on the first page

of Google when clients need

your services has been

really a vital channel for

growing a practice these past 20 years.

However...

Private practices face even

more competition from big

directory sites like Psychology Today,

Thriveworks, Good Therapy,

and even telehealth

companies like Better Health, Headspace,

Talkspace, Alma,

and like a half dozen more.

Those big behemoth of

websites tend to push

smaller private practice

websites down on Google's

organic search results.

I've seen it in my own work,

my work with practice owners.

And what this new reality

means is now more than ever,

Practice owners need to have

a powerful sales funnel

that incorporates both a

digital and organic

strategies to be working

for them 24 seven to stand

out from the competition

and attract their ideal client.

So here's the reality for

most practice owners today

is that if you don't have a sales funnel,

you won't grow.

And when I partner with

practice owners to scale up

their businesses,

My ultimate goal for them is

really to become the number

one trusted private

practice in their community

for that particular niche

that they serve.

And I want to do that quickly,

which means I need to build

out a sales funnel.

And today I'm going to give

you an inside look into my

playbook and how I do that.

Okay.

So here we go.

How to create a powerful

sales funnel for your private practice.

And this really kind of

starts about seven years ago.

Um,

Seven years ago,

my wife came home and she

was getting her hours at

the agency she was working at.

She was a she's a therapist.

And as she was kind of

getting towards the end of that journey,

she said,

I want to start my own private practice.

I want to focus on kids and

I want it to be 100 percent private pay.

Now, at the time,

my wife was six months

pregnant with our son,

as you see there in the

tiny little tiny simian there.

She was six months pregnant with him.

We had twin girls who were two years old.

I didn't have a marketing degree.

I never started a business before.

We didn't have money to pay

someone to build us a

website or a sales funnel.

I didn't even know what a

sales funnel was.

We lived in Chicagoland to be near family,

and we couldn't really make

it on my salary alone as

our family was growing.

And we were really just

starting from scratch.

This business was starting from scratch,

but we had to make it work.

So I...

went down the rabbit hole of

branding and marketing and

wake up at four in the

morning with like anxiety,

but having these ideas that

I needed to write down,

like how we can market.

I knew we had to have video

as part of our marketing strategy,

as part of our sales funnel.

So I had to learn video and

cameras and editing and

building websites and SEO and WordPress,

all those things.

And so for several months,

I obsessed over that.

And today,

Um, there's my lovely family.

There's a Christmas card today.

A kid matters.

Counseling has a group is a group practice,

nine clinicians,

a hundred percent private

pay million dollar in

revenue and about 3000 email subscribers.

And that's grown.

I think we're almost up to 4,000 now.

And since then I've gone on to launch, um,

over 12 other private

practices across the

country with other practice owners,

really establishing the sales funnels,

the backbone of scaling their practices.

And my mission, really,

and you're part of that

just being here today,

is my mission is to help launch, grow,

and scale 10,000 private

practices by 2030.

And I do that through a

business called Play Therapy Toolbox,

which is education for play therapists,

FairSass,

which I mentioned at the beginning,

the CRM, private pay practice program,

and then my services side,

Brand Your Practice.

And for myself,

I consider myself really

kind of a full stack marketer.

I've done all the things,

which is why I'm going to

be sharing some of those

strategies in this webinar.

I'm also a full stack content creator.

So I've done YouTube videos, vlogging,

branded newsletters, all the things.

And I hope to bring that to

bear and that information with you today.

And I'm also a certified

story brand guide.

All right.

So the plan is to teach you

the basic elements of a

sales funnel and what you

need to do to get started.

The second half of our time

is we'll do a little bit of Q&A,

but I'm gonna give away a

ton of free resources that

I mentioned in this webinar.

And then the third,

if you wanna stay around,

I'd love to give a live

demo of Therasas and also

offer some special pricing

for those attending this

webinar for the month of February, okay?

So that is the plan.

All right,

let's talk about creating your

sales funnel.

All right,

so the sales funnel is really a

marketing strategy that

guides potential customers

through a series of steps

with the end goal of really

converting them into paying clients.

A sales funnel includes

three major components, curiosity,

enlightenment, and commitment.

The first stage there in the

curiosity stage, your client is asking,

can you solve my problem?

And the alignment stage,

if they move down into the

funnel a little bit, if they answer yes,

they're then going to be asking,

can I trust you?

And if they get down to the

commitment stage, if they say, yes,

I trust you, that they're going to say,

all right,

how do I schedule an appointment?

How do I give you my money, essentially?

So there's really three sales funnel.

I have to dive into this even more.

But the three main sales

funnel assets are a brand message,

a website, at least a homepage,

right on your website, and then a link.

that you use to talk about

the problems you solve for your clients.

And I'll share more about that shortly.

The website is really,

if you have a well-designed,

scannable website talking

about the problems you help

solve and the services you offer,

that's going to do well for

converting clients.

And then of course,

the lead generator and email campaign.

And the lead generator is

really just a free resource

you can give away to

capture somebody's email

address and then nurture

that relationship through some automation,

email automation.

because not everyone's ready

to schedule an appointment

when they visit your website.

All right, so let's jump in here.

Every potential client is

asking when they engage with your brand,

can you solve my problem?

The curiosity stage in the

sales funnel is about

peaking the potential

client's interest by

answering their most

pressing questions about

the problem they are trying to solve.

If you can succinctly and

clearly answer the question,

can you solve my problem?

You've hooked that potential

client and they're gonna

move down in the sales

funnel into the enlightenment stage.

And you'll see here that I

have the website in the middle.

It's like the backbone.

It's the website focus of

your sales funnel.

And then on to the right,

I have marketing channels.

So how you're going to be

driving traffic and

interest over to your website.

But right now,

we're just going to be

focusing on the main part

of the sales funnel, the backbone,

which is like your website.

So let's talk a little bit

about your brand message first.

So what is a brand message?

A brand message is kind of

like a movie script.

No movie is created without a script.

The screenplay or the movie

scripts provide words that

will give directions for the movie.

You know, where's the action?

You know,

is there a mystery or is there

suspense here?

Scripts also detail how many

actors are needed.

They provide guidance and

inspiration on set design,

location shooting, costume design,

what type of lighting might be needed,

even props.

A producer will not hire a director, actor,

set designer, special effects teams,

anybody until they have that script.

Every movie starts with a script.

It's the words that provide

the foundation for a blockbuster hit.

So imagine if you try to

make a movie without a script.

Imagine that.

It'd just be this tremendous

waste of time because you

don't have any guardrails

in place to create a movie.

Your brand message plays the

same part in your marketing

and in your sales funnel.

So many practice owners will

create a website without

having a clear brand message.

And that's why you have so

many confusing therapy

websites out there.

And if you confuse,

this is what Donald Miller

says from StoryBrand, if you confuse,

you will lose.

You're going to lose those

client leads and that potential revenue.

Your brand message is the

script to design a

beautiful website that

actually communicates with

words the problems you

solve and how you can

improve your client's life.

Your brand message is the

basis for your sales funnel

and all of your marketing.

And I have a free resource

on how you can get started

with that brand message at

the end of this webinar.

And if you want to dive

deeper into branding,

I encourage you to take a

look at Building a Story

Brand by Donald Miller.

And I'll have a link to that

resource as well.

Okay, so let's talk about your homepage.

Your homepage will serve as

the main asset for your sales funnel.

So you're going to take your brand message,

those words, right?

And you're going to start populating,

filling out your homepage

with some of the snippets

from your brand message.

And for the curiosity stage in particular,

you need to have a clear

header and at the very top

of your website on your homepage.

And this is where you have

three seconds to answer the

critical question,

can you solve my problem?

And therapists rarely

mention on their header

that they're actually

counselors and therapists.

So let me dive into a little bit here.

We call this the grunt test.

You have three seconds for

that potential client to answer,

can you solve my problem, right?

So you need to have on your header,

you know, can they answer the question?

What does your private practice do?

How you can help your client?

How can the client get help?

And what is that action they

need to take in order to

get started with counseling?

So if you were to kind of

think about your website right now,

right at the very top,

does it clearly state what you do?

Does it clearly state how you can help?

And does it clearly state

how they can get started

with an appointment?

And if you don't answer these questions,

people are gonna leave your website.

You only have like three to

five seconds to do this.

And so you can't have a lot

of gobbledygook.

You have to have a clear and

simple design.

So I'm going to show you

some examples of that.

So this is my wife's website,

Kid Matters Counseling,

right at the very top.

We are child therapists

counseling children ages 2 to 12.

And then how do we help?

We have this little benefit down here,

a little benefit stack.

Less anxiety and worry.

Manage big emotions.

Confidently parent your child.

And then you can see that

there's a call to action

button that says schedule appointment.

Here's another one of my clients,

right at the top.

Counseling for a more connected family.

Experienced family therapist

and counselors.

Schedule an appointment.

You literally have three

seconds because you're like,

you're just basically answering, you know,

when the client comes to your website,

the client lead, like,

am I in the right place?

Right.

Can you help solve my problem?

So having very clear

language at the very top is

going to be really

important for your website on that header,

okay?

So let's talk a little bit

about marketing channels

and how to drive traffic

and client leads to your website.

So there's a ton of choices, but if, again,

when I start launching

or scaling up a practice

with a practice owner,

I'm focusing on these two things,

Google business profile and

word of mouth referrals.

So what do I mean by this?

If it's a new website,

it hasn't been around for a while,

it's gonna take six months

to start showing up on page

one of Google if you do your SEO right.

So one way that you can

leapfrog that is if you

have a strong Google business profile,

because you can start to

rank locally and organically.

So that's going to be really important.

The second one is word of mouth referrals.

You have to have a system in

place to get those word of

mouth referrals,

people referring clients to you.

That's why I think the

organic and the digital

side have to be working together.

A few months ago,

there was a massive drop in

people with new appointment

requests across the country.

A lot of my clients saw

significant drops that were

primarily digital.

If they didn't have a strong

word of mouth referral,

they saw that drastically.

And, you know,

there was a little fear and

trepidation there.

But for those who have a

strong word of mouth referrals,

they've been building those relationships,

building those trusted relationships.

They barely saw the dip

because both were working in tandem.

Okay, so a couple action items here.

Create your brand message.

And the second one is to

update your homepage header.

And I have, I'll show you a couple here.

I have a bunch of resources here.

Here's a free resource I'm

going to give you is brand

script template and a video script.

So this is what I work with

my clients on how to create

a clear brand message using story,

which is a wonderful exercise.

And so I'll be giving you

all a link to all these

resources at the end.

The second one is a homepage

wireframe template.

This is like an

architectural drawing of your homepage.

So you can take that brand message,

start putting the words in

the right places,

and then send it over to

your website designer to

make you a beautiful website.

But again,

it all starts with the brand message.

All right, and then I have updated this,

the ultimate website

checklist for therapists.

So yeah,

just a checklist to make sure

everything's in the right place.

And let's see here.

I'm going to get to

questions in just a minute,

so start lining them up and

I'll take a minute to

answer a couple of questions.

But let's talk about how to

allocate some of your money,

your precious marketing dollars.

I think there's really three

stages to growing a

practice and scaling it.

The first is the child stage.

And that is all about survival.

And so you're focusing on marketing,

getting those client lead numbers up,

getting clients into your

business and getting cash

flow going because cash flow is survival.

And so that's really around

creating awareness and

curiosity about your practice.

So I just put on the side

here kind of like a sales

funnel that might cost you $200.

Again, these are all approximate.

You can spend a lot of money on this.

You can spend a little bit.

And so this is sort of like a baseline.

I'm saying like 500 bucks a month.

You have a couple one time.

costs in there uh but

focusing on networking uh

google ads is going to be

helpful it's not a silver

bullet um but it is helpful

to drive at leads to your

website because if it's a

new website it's going to

take a long time to rank

organically and you need to

get traffic there so and

maybe a psychology today

profile or another

directory site could be helpful

All right,

so since I don't have a webinar

partner to help me with this,

I'm going to jump over to

the chat if there's any questions.

And if you do,

go ahead and throw one in there.

I don't see any at the moment.

But if you have a question,

go ahead and take a second,

and I'll get a little sip of water here.

Throw a question in there for me.

I am not,

either the chat's not updating or

there's just no questions

and I can keep going.

All right,

so let's go ahead and keep going then.

All right,

so let's go to the enlightenment stage.

So this is stage two,

the enlightenment stage.

They are asking, can I trust you?

So far, they're like, hey,

you solved my problem.

I think you can solve my problem.

Now, can I trust you?

So let's talk about some

website assets that can

start building that trust

and then get people down

further into the commitment stage.

Uh, actually I'll take a pause here.

Do you work with coaches too?

Uh, yes and no,

I'll do private one-to-one coaching.

Um,

but this sales funnel will work

absolutely for coaches.

Um, okay.

So the first thing that you

could be thinking about is blog writing.

So we all know blog is a

powerful tool to build

trust with potential clients,

but only if you write about

the problems they are trying to solve,

it positions you as an

authority and trusted guide.

And it's also great for SEO.

Um,

I years ago,

I was trying to earn the

business of a local engineering firm.

And the owner's like, you know, I was like,

hey, let's build out your sales funnel.

And he's like, well,

I already have a newsletter

and I write about my cat.

And he's like,

a lot of people open up the newsletters.

I get a high open rate when

I write about my cat.

And.

I was like, well, I don't think you have,

that might just be your

family members because

people actually don't care

about your cat.

They care about the problems

that you are trying to solve for them.

So if you're going to write

blog posts and even newsletters,

write about the problems that you solve,

you can solve for them.

The next one is having a few

videos on your website to

go a little deeper and how

you can provide therapy and help them.

You could take

the brand message template,

and turn that into a video script.

Video is, I have found,

it is the fastest way for someone to know,

like, and trust you, hands down.

But this is a huge

opportunity for you because

very few therapists and even coaches,

they don't use video.

And so this is an easy way

for you to stand out from

the competition.

Again,

it doesn't have to be high quality

perfection.

It's really the words that

come down that you're

speaking on that video.

So I think you should have

three types of video.

You should have a homepage video,

which is just an overview

and how you guide clients

into mental wellness.

This is essentially your brand message.

Just use that free brand

message script that I mentioned.

I think if you're a group practice,

you should have videos for

individual clinicians

because people shop for

their therapists like they

do Amazon products.

They want to try it on.

So I have a client and they

just hired another clinician.

So I'm going to be flying

out there with all of my

video equipment and filming

some videos with them.

And what we have found is

the established clinicians are there.

People are naming,

I want to work with these

so-and-so people.

It's because they already

have videos on their

website and they haven't

been wanting to work with

this other clinician

because they're consuming

video content and they

trust the ones with the video.

So I'm flying out there

quick to start filming some videos.

I think you should also have

a thank you video.

So after someone raises

their hand and schedules an

appointment with you,

they fill out a form, whatever, you can

Redirect them to another

page on your website and just say, hey,

thank you so much for

taking this courageous step

and seeking help.

Here are the next steps that

you need to be thinking

about as we get ready for

therapy to begin.

Something like that.

Just something very simple,

acknowledging the

courageous step and what to expect next.

Another one is Google reviews.

People, like I said,

people shop for their

therapists like Amazon products.

They want to see five-star reviews.

It's just the way it is.

Social proof builds trust.

Again, they're asking, can I trust you?

And Google reviews will help

answer that question.

Now,

I know you can't ask for Google

reviews from clients.

Um,

for many of you just ethically it's

against your ethic rules,

all those things, right?

So what are you going to do?

Well, you can ask other colleagues,

ask other therapists,

ask people from graduate school.

I don't know people who can

speak to your counseling skills.

Maybe that's friends.

If you're speaking at, uh,

if you're doing a speaking engagement,

ask the host to leave you a Google review,

right?

Just find ways to get Google reviews.

You're going to be really

important in building that trust.

The next one,

let's talk about the email newsletter.

So a lot of you are on this

webinar because you read my

email newsletter in some way, right?

I sent out an email.

So a branded email

newsletter is really just

regular communication sent

to your subscribed audience.

And you can feature blog

posts if you've written.

You could have easy, like,

short tips and tricks around websites

mindfulness or whatever.

You could also introduce new

hires that you've hired, uh,

to your email list and just

other valuable content.

So by consistently

delivering valuable content

and personalizing that communication,

a branded email newsletter

can play a huge role in

building trust with

potential clients and even

existing clients.

So if you want, um, uh,

many of you have already

subscribed to my newsletter,

but you can kind of,

you can take what I've done and you can,

um,

reverse engineer that a

little bit and start to

build trust with those in

your email group.

And I'll tell this, like,

I'll show this in a little bit,

but Therasas can also

replace your constant

contact or MailChimp.

It can act as your email

newsletter provider.

I'll say this one before we

do some action items and

we'll get into more questions.

So I shared with my wife, Susan,

she owns Kid Matters,

and she gets told all the

time from parents in our

community and a lot of

places that they read her newsletter.

And we had someone over for

dinner not too long ago,

my son and the friend's son.

They were friends.

So we was like, hey,

we'll come over for dinner.

We'd love to get to know the parents more.

So we had this really lovely dinner.

And towards the end of dinner,

one of the parents said, you know,

I actually,

I read your newsletter and I

watch all your videos.

They're really helpful.

And I was like, well,

that's funny because we

just had this long

conversation just getting

to know each other.

But actually the person at

the dinner table knew my

wife for over a year just

by consuming her content.

So that people read it.

People read the newsletter

if you're writing about how

you can help solve their problems.

The next one is going to be

a lead generator.

So a lead generator...

is a tool that captures

potential clients' contact

information in exchange for

something of value, like an ebook,

a checklist.

Like, for example,

you had to register for this webinar,

so you gave your email in

order to either watch the

replay or to be a part of this live.

It can also be like a mini

course or a free consultation.

So it's important in a sales

funnel because it allows

practice owners to build

their email list and

nurture those client leads

into paying clients.

So everyone who visits your

website isn't always ready

to schedule an appointment.

A lead generator allows you

to capture their email

address so you can nurture

a relationship with them through email.

And a lot of that's 100% automated.

So when they are ready to

schedule an appointment to

buy your services,

they're going to choose you

instead of the competition

because you've been slowly

building that relationship with them.

So let me give you a couple

examples of what lead

generators could look like.

So this is one of my main lead generators,

marketing for therapists.

It's a simple checklist.

You can have checklists around how to,

well, actually, let me show you this.

Well, actually,

this is what the lead

generator looks like on the

inside a little bit.

You can see that.

I have some quotes and

something that's very simple.

You can easily create this on Canva.

This is Kid Matters main lead generator,

15 signs of childhood

anxiety and how to help.

And they just put their

email in and then they get this guide.

And inside it,

there's a checklist and

how-tos and all the other things.

But now we have their email

and we can email them.

So action items, create a lead generator.

This is easier to do now

more than ever that you

have AI to help you write these,

artificial intelligence,

and you have Canva.

Really simple.

You create something very beautiful,

very simply.

And the other one is to

systemize referral outreach

and networking.

I keep coming back to this

organic side of growing a

part of your sales funnel.

Just continually to reach

out to referral sources.

So here,

some free resources at the end of

this webinar.

You're going to get the

Canva template of my wife's

lead generator.

So you can take that and

redesign it however you want.

I'm going to give you access

to a referral source tracking template.

So again, to nurture those relationships,

you need to keep track of them.

How many times are they referring to you?

How many times you've

reached out to them with a

thank you note or I want to

take you out for coffee and

get to know you.

And then the other one is a

webinar that Dr. Deb Legge

and I did through our

private pay practice programs,

how to grow your practice

with word of mouth marketing.

So I will link all those two

at the end of this webinar.

All right.

One last thing, teen stage real quick.

So how do I allocate

marketing dollars and resources?

So the teen stage is really

about stability.

You might have three or five

clinicians during this stage,

and it's really kind of

building out further your

marketing and sales system.

So I'm going to say,

let's say it's 1500 bucks a month, right?

So you're,

your child marketing budget.

So you're taking some things

over from your child marketing budget.

So let's say 500 bucks a month,

maybe do some local sponsorships like you,

uh, you,

you sponsor a local T-ball team

or something.

Maybe you need a part-time

intake coordinator, uh,

to help start organizing

all those leads that are coming in.

Cause that's usually the

first hire that a practice owner makes,

regardless if you're a

group practice owner or not,

is that intake coordinator,

that sales position, um,

that in order to organize

and help schedule appointments,

that initial appointment.

And then consider maybe Therasas.

I'll be sharing a little bit

more as an intake and marketing CRM.

having that part of your tech stack.

So I think every system

probably needs a software with it.

So just like your financial

systems will have

QuickBooks or FreshBooks or

something like that,

your operations and your

clinical work is going to have an EHR,

like Simple Practice or Jane.

And just like your sales and

marketing needs a software.

And that's where I think Therasas fits in.

All right.

So let me jump over to some questions.

I'll read some of the,

I saw some that came in and

any questions around enlightenment.

Uh,

do you have any thoughts about creating

an app?

Uh, yes.

Uh, there's asses is an app, but, um,

it all depends if the app

actually helps solves a problem.

So, um,

Software and apps is a very tricky thing,

but that's sure.

Jill, yes,

there will be a replay and

you'll get an email about that.

Sorry about your emergency

and I hope everything turns out okay.

Let me do this so my face is

shown a little bit more.

Are your videos posted on

YouTube and your website?

Yes, I have a ton of videos.

I'm building out my YouTube channel now.

It's another great thing to consider.

It's a search engine and

it's owned by Google.

Number two search engine.

And I also,

but here's the other thing is I use a,

I use Vimeo to post my

videos on my website

because YouTube's going to

show recommended videos

that aren't going to be

yours when people visit your website.

And that's like a big exit button.

They're going to get distracted.

Like, Ooh, you know, smiley,

happy cats playing with one

another and kittens.

And then,

and then they're off your website.

So I use Vimeo to keep my

videos a bit more private.

Part-time intake VA here

with a mental health

background who works with therapists.

Okay, there you go.

Hi, Helya.

How do you use TheraSAS and Jane?

That's another,

you can schedule a call and

I can make that work, but Jane is an EHR,

so that's really more your

operations side and your clinical work.

TheraSAS is really a CRM

that's focused on the very,

before they get into your EHR,

so your marketing.

Because not everyone who comes to you,

not everyone who wants an

appointment is going to be

a good fit for your practice.

So the TheraSAS helps qualify that.

Please discuss the logistics

of the lead generator

website placement platform

for the forms and email.

Great.

I'm going to show this.

I didn't realize that.

Hey, there we go.

Website platform for the forms and email.

Once they opt in and download the freebie,

then what?

Okay, so here's how this works.

You can have lots of different pop-ups,

exit intent.

After like 30 seconds,

something can pop up or scroll depth,

how far they scroll down your website.

There's lots of different triggers,

they call that,

that will trigger the pop-up.

Or you could just have it

embed on your homepage

where they can just subscribe that way.

It doesn't have to be a pop-up.

I typically put it towards

the bottom if you're gonna

have an inline embed there.

The platform for forms and email.

So TheraSAS is definitely an

option for that.

You could also use MailerLite.

Most email service providers

like MailerLite and

MailChimp will have forms

for you to be able to do

that and capture emails.

And once they opt in and

download the freebie, then what?

Then you put them on an

email drip campaign.

So you could send them blog posts, videos,

whatever.

It can be as long as you want.

If some of you have

downloaded my marketing PDF,

then you will be getting 10

to 12 emails from me about

all the different ways you

can market your practice.

And I'm just helping you solve problems,

marketing problems.

How do you recommend to get

people to your website to

collect the leads?

That's kind of like, like I said,

the marketing channels here on the list,

uh, word of mouth, networking, Google ads,

Google business profile.

Um, that's how I would get started.

You could,

you could add more like a

podcast if you want or social media.

I typically don't do social media,

lots of reasons around that, but, um,

Speaking engagements is huge.

I highly recommend trying to

get in front of people to

do speaking engagements.

Let's see,

how do you cultivate referrals

when your practice is

entirely telehealth and it

does not focus on local?

Okay, yeah, that's a good question.

Yeah, so that's really difficult.

So you could try to connect

with other people in your

state because it's all about trust,

right?

So how are you going to be

building trust with other

people who would refer to

you if you're just all telehealth?

The other thing is you could

try to connect locally with people,

although you're telehealth.

Um, but rather statewide clientele.

Yeah.

There's gotta be Facebook

groups out there that will

allow you to connect.

If not,

you're going to have to work hard

at a directory service and

just try to find a low,

like a densely populated area.

Um, or maybe a place that's close to you.

Like,

so a psychology today or something

like that.

Okay.

How do you recommend people

to get website?

Yeah.

All right.

So those are all very good questions.

Thank you for those.

Let's keep going.

1230.

All right.

All right, hold tight.

Access to these 17 plus

resources in just a few minutes.

All right, this is the shortest one.

This is the commitment stage.

So as the final stage of the

funnel is where you wanna

make it as easy as possible

for that client to schedule

an appointment or schedule

some sort of a consultation

if that's part of your process.

So you want a big fat call

to action button on your

website on the top right hand corner.

several places on your

homepage throughout your

website where they can say

yep I'm ready to give you

my money and start

counseling so I would just

recommend reviewing your

website do you have that

big fat call to action

button it's that's a color

that stands out a bit maybe

that's uh that button could

be a phone call too if you

have a full-time intake

coordinator and you want to

get people on the phone go

for it make that button

turn into a phone call

Uh,

usually filling out an intake form is

my preferred, uh,

main call to action since

it allows practice owners

to capture the necessary

information upfront and to

qualify that client.

A simple form can do that

for you instead of having

to be on the phone all the

time and seeing if they

actually might be a good fit.

You could get information on

a form to qualify that client right away.

Okay.

So, um, as we are coming in down here,

so action items, uh,

clear call to action on a website.

And then the next action is

to track new leads.

So I'm going to give you

some resources around that.

So in that resource packet

I'll be sending you is a client tracker.

So this is a Google two years ago.

This is what the majority of

my clients were using

before I developed and

started utilizing their SaaS.

But this is a Google Sheet

that you can have to help

put that information in and

organize new client leads.

And of course,

I wanted to talk a little

bit about TheraSass.

I'll do a demo here in just a minute.

But it's really just an

intake and marketing CRM,

a client or customer

relationship management

software designed for therapists.

My wife was like, look, Brent,

we cannot handle a Google

Sheet with 70 to 100 client

leads on it in the wait list.

It was just so confusing.

Clients were falling through the cracks.

So if this is you and you

want a better way to

organize client leads,

they don't fall through the

cracks and you want to be

able to qualify and

communicate with them quickly,

build in some automation,

build out maybe even your

newsletter email list.

I think you should go to

Therasass.com and check it out.

And I'll show you some of

that stuff shortly.

All right, so here's the adult stage.

Where do we put marketing dollars, right?

So the adult stage is really

all about sustainability.

And your revenue is probably

going to be between

$350,000 to $1 million in revenue.

And marketing really has

this flywheel effect.

And at this stage,

your marketing flywheel should be really,

really rolling for you.

The sales funnel is generating leads.

The sales and intake team

are converting them into paying clients.

The practice owner's new

focus is to widen that

brand moat that they have

and extend their influence

into the communities that

they serve through maybe public speaking,

podcasting, social media,

even creating an e-course.

They can do what they want

because that pipeline of

new leads is coming in.

So you're going to have your

child and teen budget,

those things that are

continually allowing to

drive traffic to the website,

to your sales funnel.

Maybe you need a full-time

intake coordinator or maybe

you need a marketing virtual assistant.

So those are just kind of

some rough numbers is what

you're thinking about

marketing as you are

scaling up your practice.

I will skip the brand mode for now.

So, all right,

a couple of concluding thoughts.

It all starts with your sales funnel.

Create a clear brand message.

Design a simple and clear website.

Develop a lead generator to

capture emails and nurture

the relationship with email.

Use marketing channels so

that you can scale it to the moon.

Focus on the Google business.

Focus on the word of mouth

referral sources.

Here's the thing.

People will recommend your

services if they trust you.

People will buy your

services if they trust you.

And a sales funnel is the

most effective way to build trust.

And I said that.

All right.

So you can scan that QR code.

I'm going to put this link,

rangeofpractice.com slash

sales funnel resources in

the chat for you there.

So you can download all

those resources that I

shared with you today,

the brand message template,

Canva lead template

generator on the ultimate

website checklist guide,

email based course on how

to turn calls into clients,

a podcast based course on

how to grow a private pay practice.

I mean, I just, and all the,

all the things.

So it's sort of the mother

load of all the resources that I have.

You can find on my website in one shot.

So go to that website, check it out,

go to that link.

All right.

So we have,

probably yes facebook groups

are filled with other yes

therapists and on

telehealth and are seeking

those yeah facebook group

might be the best for full

telehealth people full

telehealth people those who

are mostly telehealth there

is the resource there okay

so uh let's jump now let me

get my next slide here yeah

any other questions

We got a little bit of time.

If you have any questions on

the full sales funnel,

you could take a screenshot

of that if you'd like.

I am thinking if you want to

put a comment in the

Facebook or in the live stream,

I'm thinking about breaking this down.

I could break this down into even more.

give me more examples on

marketing channels and

having conversations around that.

This is just a real high level webinar to,

to help you start thinking

about what a sales funnel

is because most practice

owners don't have one or

the one they have could be broken.

So yeah, any other, um, so informative.

Thank you.

Yeah.

You're welcome, Debra.

Thank you for that.

You're welcome.

Yeah,

it's like stuff I wish I knew or I

had a place to find these

things right when we were

launching a private

practice so many years ago.

All right, so another great webinar.

Thank you.

My mind is still running.

Oh, yeah, Anthony.

Oh, good.

You went to the AI one.

Yeah.

Wow.

Thank you.

I'm glad it blew your mind a little bit.

Yeah, AI is just getting started.

Just getting started.

Thank you, Carrie.

Appreciate that.

I got to get used to putting

these up on the live stream here,

the little bubble.

All right.

So yeah, and you're welcome.

Yeah,

you're welcome for all those resources.

All right.

So yeah, you know, full disclosure,

like my goal is to provide

you with all the resources

to scale your practice.

So you'd either want to

partner with me down the

road to scale it up even more or,

you know, buy Therasass.

Oh, there goes my,

I did the thumb thing again.

Why does it do that?

All right.

So let me talk a little bit

about Therasas.

I'd love to be able to show

you a couple things here.

So thank you for attending the webinar.

I'm going to stop sharing my

screen and do another one here.

So again,

TheraSaaS is really a combination

of tech coming together

that's HIPAA compliant.

I wanted to see here, bring this over,

share a little bit about,

because it's been really

helpful for practice owners.

Okay, can you see that all right?

Okay, good.

So what is TheraSaaS?

Really the heart of TheraSaaS

Thank you.

Yes, you're welcome.

The heart of TheraSAS is

really the forms that you take.

So for example,

there's a lot of clients

who start to fall through

the cracks when you have a

lot of intakes coming in,

people wanting appointments.

And even if you have a

wonderful intake coordinator,

it can get overwhelming.

And you have these

color-based Post-it notes

or Google Sheets.

And so the problem we were coming up with,

clients were falling through the cracks.

We were not responding to

them quickly because, you know,

the faster you can respond to them,

the sooner they'll stop looking for,

you know, other therapy practices,

the competition, because they're like,

all right, I've landed.

So, like,

there's got to be some automation

built in.

It'd be great if we had some

transparency into the actual therapy.

process the intake process

so a lot of times if they

fill out a form on your

website it goes to an email

and the practice owner may

not even see it um the

intake coordinator gets it

and then you don't really

have insight to how like

how they're communicating

are they following up in a

timely manner like there's

just no transparency into

the whole process so we

were trying to call like uh

especially because a lot of

vas and intake coordinators are remote

and they're not in the office with you.

So trying to get some, like,

we gotta figure these new

problems out as you're

growing a private practice.

Let me do this here.

So I wanted to show you a little bit.

The way we're able to solve this is,

what Therese asked, is we have a form,

and this is a form that we

put on the website.

And you can ask any question

you want to help qualify them.

Again,

you want to be able to qualify them

right up front.

See if they're a good fit

because you don't want to

be wasting time.

You don't want to be paying

your intake coordinator

time trying to answer these questions.

You want to get it right up front.

Are they a good fit for the practice?

If not, let's refer them out.

If they are,

let's connect them with a

therapist and then you can

move them into the EHR.

So you can ask them all sorts of questions,

insurance information, all that.

And what that could look

like is it's a form that just,

it's a piece of code and

you put it right on your website.

All right.

And this speeds up that

initial process so fast.

And they're going to be consenting.

Hey,

you can send me text messages and emails.

Another great way is how

would you like to receive

our would you like to

receive our best mental

health advice in your email?

Like I want to subscribe to

your newsletter.

If their SaaS isn't your

newsletter program,

let's say it's MailerLite or whatever,

you can now have consent

and you can put them into

your newsletter.

somewhere else.

And the other one I really

love about this is not from

a marketing side is how did

you hear about us?

You want to be able to

capture that referral

source information right up

front if you can.

So it's doing a couple of things.

It's qualifying the client,

but it's also getting some

important marketing information too.

And then what happens is

once they fill out the form,

they go into what we call

the digital pipeline.

I'm going to bring this over here.

Not digital pipeline, the visual pipeline.

And so when they fill out a form,

you're going to see this pipeline.

You can organize this

pipeline however you want,

right up at the top.

And let's say Tony Stark,

he fills out a form and

you'll see it right here and then

Let's say you want to leave a note.

You have a conversation.

We know that Tony Stark's

got daddy issues.

Let's say the intake

coordinator needs to write

a few more notes about that individual.

They could put it right here.

You can also assign tasks to like,

you could either automate

those tasks or they can

assign tasks to your intake team,

whatever it might be.

So you're at least keeping a

track of the individual and

what they need.

Let's click into Tony Stark.

So here is what I call the unified inbox.

So if you have your phone

number through TheraSAS,

you can make phone calls.

You can see there's an outbound call here.

You can do text messaging.

He's like, yeah, you know,

I'm still in for therapy.

I'm just waiting on Pepper

Potts to make sure she's open for it.

And the real fun thing is about Therasas,

as soon as, let's say, Tony,

he submits that form,

someone submits a form,

you can create an automation that says,

hey,

this is the intake team at Acme

Private Practice.

Thanks for submitting your

new appointment requests.

So my team's going to get

back to you as soon as possible.

So that whole conversation

from phone calls, text messages,

and emails are all right here.

You can send an email, say, hello, Tony.

And you can send that there

and it'll show up right there.

You can continue to leave

notes for them right here.

Let's say it's a task.

Hey,

we know we got to verify their insurance.

Or you can leave a note here.

So that's just a little bit

of the unified inbox and

how that allows

transparency into the process.

Let's say your intake

coordinator goes on

vacation or you go on

vacation and someone else

needs to step in.

They have the whole

conversation right there

and they know exactly where

they are in the pipeline

and becoming a client.

Some of my clients, TheraSaaS subscribers,

they offer testing.

And so there's this whole

separate pipeline here for

testing if you want.

And you can have as many

pipelines and customize it

however you like for your

private practice.

I'll show you one more thing

here or two more things.

This is the automation.

This is really the brains of TheraSaaS.

And whenever someone submits

a new appointment form,

a couple things happen.

It goes in the visual

pipeline like I just showed you.

You can assign that contact

to the intake coordinator.

You can add a task,

like if you need insurance,

confirm the insurance or

verify insurance.

You can send internal

notifications to the intake coordinator,

either through a text message, an email,

or even through the app.

You can email the practice owner.

The practice owner can get an email saying,

hey, you got a new intake.

We can do a wait set.

We're going to wait 15

seconds and then we're

going to send an automated

email to that client lead.

Hey,

thanks so much for submitting an

appointment to name of your practice.

Someone on our team will get

back to you soon.

You can have an attachment.

So a lot of times practice

owners will attach

frequently asked question

PDFs to these emails so

that that person can

consume that information as

they're waiting to hear back from them.

And of course you can send a text message.

There are so many more

automations you can do if

you use Slack or anything

else to notify your team,

lots to do there.

Let me show you a couple more things.

One is the email.

We've talked about branded emails.

I recommend that you could

use TheraSAS for this.

So for example,

here is from Bloom Child Therapist,

right?

So you can have an article

or a video that says, hey,

what is play therapy and

how it can help my child?

You could also say, hey,

meet the rest of the team

or here's a new hire and

you can style it like this

and make it really

beautiful and have your

branded newsletter through TheraSaaS.

One more thing that practice

owners that love about

TheraSaaS and this is the membership.

If you ever wanted to teach a course,

or have an e-course, create it,

it's like Kajabi.

It replaces Kajabi and teachable.

You can have it right here.

You can build courses and sell them.

I'm gonna show you the backend real quick.

It's not just selling a course,

but practice owners have

been using this to help

onboard new clinicians.

Because those repetitive

tasks over and over again

that you do when you hire

somebody or maybe you have

to train a new HR person or a new VA,

you could create a course

inside their SaaS that was

the back end that would say, hey,

you know, read the policy and procedures.

Here's how to get set up

with payroll and health benefits,

branding and marketing.

How about training on the EHR?

You know, we use Kid Matters,

use Simple Practice.

We just link to Simple

Practice's onboarding videos here.

That's all we do.

You could create videos and

put it in here as well.

So I'll show you a little

bit what that looks like on

the front end.

It's just like a membership course.

And that way you are

automating and saving tons

of time on onboarding new clinicians,

that remote repetitive

actions of what it takes to

onboard a new hire.

So that is just a quick demo of Therasas.

The one thing about it is,

I sort of reload this page.

The one thing about it is

I've talked to the practice

owners and intake coordinators.

Therasas is saving them at

least an hour a day from

just trying to find the

information that they need

on client leads and

communicating with them.

And so Therasas is going to pay for itself,

even if you pay your intake

coordinator $20 an hour.

It's going to pay for itself really easy.

And it's also going to be

able to replace things like

your job form or gravity

forms if you use them on your website.

Email marketing like MailChimp.

You could also use it as a phone system.

There's also pros and cons to that,

but you can.

And even if you plan to

build out a course using

Thinkific or Kajabi or Teachable,

it will replace that as well.

So I wanted to let you know about that.

You could go to

therasass.com and look at the pricing.

We are offering a special

for those who sign up for annual plans.

You get two months free and you also,

you get an extra onboarding

call where we'll actually

customize your automations for you.

So I'm going to go ahead and put,

if you just go to therasass.com,

put that in here.

You can schedule a demo with me.

Scroll right up here.

And if, there you go.

Schedule a demo with me,

see if it's a good fit.

If it's not a good fit, that's fine.

It's a no pressure demo call,

very similar to this.

And if you sign up in February,

because you're part of this webinar,

this is the first time this

code is being released.

So febweb20.

I'll put that in the promo code, FebWeb20.

If you use that, you get 20% off.

And if you buy the annual plan,

that ends up getting like

four months off of TheraSAS.

So it's a great deal.

So I highly recommend you

checking that out.

And that is,

that should conclude the webinar.

So the one thing about this

code is that it's,

there's only 10 coupon

codes available for this.

So you don't get to be used 10 times,

only in February.

And just go to therasas.com and sign up.

I'd love to see you have a demo.

All right,

I got a few minutes before my

next meeting.

If anyone has any questions,

I'm happy to hang around.

If not, you are free to go.

Thank you for joining me on this webinar.

I plan to have more webinars once a month.

So be on the lookout for emails from that.

Yeah, any questions?

Yeah, thank you.

Yep, that was...

Would I get the recording?

Yes.

If you signed up for the webinar,

it should automatically

send an email out to you

saying when it's all done.

Email.

Yeah.

And if not, if you want to just.

If you're like, hey, Brent,

I didn't get anything.

Something happened.

Just email me there in the chat there.

I put my email in there.

Oh, thank you, Juliana.

Juliana, appreciate that.

Got you bookmarked.

Glad to join your bookmarked folder.

Thank you.

Don't see time slots to book a call.

Whoops.

Well, I'm going to have to fix that one,

won't I?

Yeah, you're right.

It's going out to March.

Well, that's not good.

How about this?

Why don't you just email me and we can, uh,

we can figure that out.

You can do that.

Um, you can do that there.

Brent at their sass.com.

That's happened before for me.

And that's really annoying.

So I'll get you on the schedule.

All right.

Seeing no more questions in the chat.

All right.

I look forward to seeing you

on a TheraSAS demo call or

on the next webinar.

Thank you so much for joining me.

Blessings to all your hard

work in helping people.

The world needs therapists

now more than ever.

It's really important.

So thank you for the work that you do.

All right.

We'll see you all in the next.