South Pain Management - RA Agency Website

Project Background

Southwest Pain Management is a pain management practice in Dallas, Texas that offers regenerative medicine treatments, as well as spinal injections such as the Stellate Ganglion Block.
When they partnered with us, their organic traffic was low, website leads were almost nonexistent, and inbound call volume
was not where it needed to be.

Southwest Pain Management Covid Institute Dr. Robert Groysman MD

Client Challenges

He is now rather popular on youtube for his work with Long Covid sufferers.
Dr. Groysman approached me in may of 2022 with a practice that was 1 year old. After working for a pain management practice as their anesthesiologist for years, he went into business for himself.
They experienced the regular issues that we see:

Difficulty with staffing, hiring, and training new employees.
No tracking in place of new patients, new appts etc.
No lead capture systems, no nurture campaigns
He had built his practice on his own skill and personality alone
The practice was also heavily dependent on insurance remibursement, making balancing cashflow and payroll quite difficult.

Here is a real screenshot, of his requests regarding hiring staff

Needless to say, he was frustrated with managing employees, and he’s not alone. This is a common issue amongst practices we work with.
He knew he needed to make some changes, but he needed direction on what exactly needed to be implemented.

Step 1. Tracking

For just about every practice we engage with, the first step is implementing tracking systems.
We need accurate data on how many phone calls, new patient phone calls, appointment requests, new patient appointment requests, appointments booked, new patient appointments booked, appointments attended, new patient appointments attended, new procedures scheduled…
He was having trouble managing his staff, because he left the organization of the pipeline, completely up to them, and then felt frustrated when they couldnt figure it out.

Now we had a system, that we could hold the team accountable to using.

Step 2. Compensation

This is a simple but very overlooked step, because most clinics just look at what other people are paying their staff, and do the same.
People work for incentives.
If you offer someone a bonus, based off of their performance, MOST people, will work harder, to achieve that goal.
My favorite way to set this up for front desk-like roles, is to bonus them based on new patient appointments attended. So $5 or $10 for every new patient appointment attended, if they get 20 new patient appointments attended in a week, its $200 to them, and 20 new opportunities!
Just about every practice owner I know, would make that trade.

Step 3. More Cash Pay Opportunities

We wanted the business to be less dependent on insurance reimbursement, and have a more stable cashflow.

The Results

With the help of Real ADvice, Dr. Groysman was able to generate more cash paying opportunities to acquire patients, and feel confident that his team was going to followup appropriately, to convert them into patients at the practice.
By helping streamline their new patient acquisition process, and the addition of more cash pay patients, their business has gone from 95+% insurance based, with no tracking in place at all… to 50% cash based, and proper tracking so we can add in new streams of patients at any time.

Real Revenue Growth:

They also have less staff turnover than ever before, because their team’s compensation is growing, with the growth of the practice.

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