How the 60-Day Revenue & Retention Sprint Works (Done-For-You, $0 Until We Recover $30K)

You know the athlete. Six weeks post-op, moving well, itching to get back to their sport, and then somewhere around visit 6 of a 12-visit plan they tell your front desk "I feel great, I think I'm good." You never see them again. Until they retear it and end up on someone else's table.

You know the 2 p.m. hole in the schedule where a no-show used to be. You know the list buried in your EMR: a few hundred discharged patients you helped once and never heard from again.

That is not lost revenue. It is revenue you already earned the right to, still sitting in your records. You just do not have the time, or the front-desk hours, to go get it.

The 60-Day Revenue & Retention Sprint is how we go get it for you – done for you, on autopilot, with $0 due until we have recovered $30,000.

Here is exactly how it works.

What the Sprint actually is

It is a 60-day, done-for-you install. We connect to your patient data, our system sorts every patient into the campaign most likely to bring them back or keep them on plan, and we run those campaigns across text, email, and AI phone calls. I operate and tune the whole thing for you.

You are not buying software you have to learn. You are not hiring an agency that sends you a report and an invoice. We run it, we hit a revenue target, and only then is anything owed.

Your time commitment: about 1 hour a week, maximum – and some weeks, none. Your front desk touches nothing.

Day 1: we read your entire patient list

The Sprint starts by connecting to your current system. If you use an EMR we integrate with, we pull your data directly with read-only access. If you do not, you export a patient list and upload it. Either way we need the same handful of fields: name, email, phone, where each patient is in their plan of care, and when they were last seen.

Then the system does the part that would take a human weeks: it reads your entire patient list and sorts every single patient into exactly one bucket – lapsed 6+ months, slipping mid-plan, recent no-show, upcoming visit, just discharged, and so on. Active patients who are doing fine get left alone. Anyone with missing or contradictory data gets set aside for a human look instead of guessed at.

Within a day you get a plain summary: here is your list, here is how many patients are in each bucket, and here is roughly how much unfinished care is sitting in it. That number is usually the first time an owner sees the leak added up in one place.

Want to see your version of that number before we ever talk? Run the calculator:

The three leaks we plug (and the order we do it in)

Every clinic is losing revenue in the same three places. Here is what the benchmarks look like, and how the Sprint attacks each one. (For the full numbers, see the PT retention statistics every owner should know.)

1. Reactivation – first, because it is the fastest cash

Open your EMR and look at the patients you last treated 6, 12, 18 months ago. The rotator cuff you rehabbed who tweaked it again and is just "pushing through" it. The runner who ghosted the second their knee felt 80 percent. There are usually 200 to 400 of them – people who already trust you, already know your clinic, and have no idea you now have a way to reach back out. With a proper multi-touch sequence, roughly 1 in 10 come back. That is the fastest money in the building, so it is where we start.

The system enrolls your lapsed list into a reactivation campaign: a 5-touch sequence over three weeks across email, text, and a phone call, and it automatically picks the right seasonal angle for the month (benefits reset in January, back-to-sports in the fall, "use your benefits before they expire" in December). We ramp it – we do not blast your whole list on day one – so it lands like a clinic reaching out, not a mass email. (This is the 4-touch reactivation system running on autopilot.)

2. No-shows – prevent the ones we can, rescue the rest

Every no-show is a therapist standing at an empty table at 2 p.m. and a slot you can never sell twice. Most owner-led sports and ortho clinics run a 10 to 20% no-show rate, and "sorry, something came up" almost never turns into a rebook on its own. We hit it from both sides:

• Prevention: a 3-touch pre-visit confirmation on every upcoming appointment, so fewer patients ghost in the first place.
• Rescue: the moment a patient no-shows or late-cancels, a same-week recovery sequence fires – text within the hour, a call, a follow-up – to get them rebooked before the slot is lost for good. (The deeper playbook on no-shows.)

3. Plan-of-care completion – finish the plans you have already started

This is the one that stings clinically and financially: the patient who feels better at visit 7, skips the last third of their plan, and walks out under-rehabbed, one bad landing away from being back on your table. The average patient finishes only 7 to 9 visits of a 12-visit plan. That quiet mid-plan drop-off is often the biggest leak of the three. When the system sees a patient slipping (mid-plan, no recent visit, nothing on the calendar), it fires a gap-in-care sequence to pull them back before they are gone for good, so more plans of care actually get finished.

All three run across email, then SMS, then AI phone calls – our AI agent handles the call step of the no-show, reactivation, and gap-in-care outreach, texting patients your booking link or handing off to your front desk.

What I do for the 60 days

The software does the heavy lifting – sorting patients into flows and sending – but it is not "set it and forget it." I am in it about 10 hours a week for your clinic, monitoring and tuning the campaigns for maximum effect.

The most important part is that I watch your schedule and adjust to it:

• Need more appointments on the books? I turn up reactivation and rescue.
• Schedule already full? I ease off reactivation and shift the energy toward keeping current patients on plan and asking your happy, graduating patients for Google reviews and referrals.

That balance is the difference between a campaign that floods a clinic it cannot staff and one that fills exactly the gaps you have.

How a patient actually gets rebooked

Straight talk, because this matters: the Sprint does not silently write appointments into your calendar. What it does is drive the patient to your booking link (or reply, or a call from our AI agent or your front desk), and then it watches for the new appointment and tracks who actually rebooked. So you get the outreach, the booking link, and a clean record of exactly which recovered patients turned into real appointments – which is also how we prove the revenue at day 60.

What you actually have to do

• Day 1: hand over a patient-list export or EMR access. That is the heavy part, and it takes minutes.
• Each week: up to a 1-hour check-in with me to review results and decide what to push. Often less. Sometimes zero.

• Your front desk: nothing during the Sprint. Near the end, I train your team on the system so they can run it themselves afterward if you want.

It is meant to be as close to 100% autopilot as a marketing system gets.

Yes, it is HIPAA-compliant

Handing over your patient list is a big deal, so patient data is protected to the standard HIPAA requires:

• We sign a HIPAA Business Associate Agreement (BAA) with your clinic – the legal agreement HIPAA requires before anyone can handle patient information on your behalf.
• Email, text, and AI phone calls are all covered – signed Business Associate Agreements and HIPAA-compliant safeguards protect every channel we use to reach your patients.

• Patient data is encrypted in transit and at rest, every access is audit-logged, and the texts and emails we send carry no clinical detail – no diagnoses, no notes, no treatment specifics – only the minimum needed to reach a patient and get them back in.
• Opt-outs, quiet hours, and daily message caps are enforced automatically on every send.

Most of the general marketing platforms clinics get pitched are not built for HIPAA-covered patient data by default. This was built for healthcare from the start.

The deal: you do not pay until it works

Here is the whole offer, plainly:

• $0 upfront. Nothing to start.
• We run it for 60 days – and if we have not recovered your target by day 60, we keep working up to 30 more days at no cost until we do.

• You pay nothing until we have recovered $30,000 for you. The success fee is only ever due after you are already that far ahead.
• If we never hit it, you owe nothing.

The worst case is that a done-for-you retention system ran in your clinic for two to three months and cost you nothing. After the Sprint, if you want to keep it running on autopilot, that is a simple subscription (from $149/mo), and I will have already trained your team to operate it either way.

Who this is for (and who it is not)

The Sprint is built for owner-led sports and orthopedic PT clinics with a real patient history sitting in their records – enough past and current patients that there is genuine revenue to recover.

It is not for brand-new clinics with no patient list, and it is not for hospitals or non-clinic businesses. If you do not have a few hundred past patients to work with, there is nothing to reactivate yet.

Who is actually running your Sprint

This is not an agency with a rotating account manager and a dashboard. It is a small, family-run company – my wife and I.

My wife is a Sports Therapist who played professional basketball and has spent over a decade around athletes. She is the on-the-ground half of this: what a clinic actually needs day to day, how the operations really run, and what it takes to get a patient to show up. I come from the systems and consulting side – a Bachelor's and Master's in Kinesiology, a background in marketing and building automated systems, plus time as a PT assistant and an internship inside a clinic.

We do this because it is the world we come from. We know how buried a clinic owner is, and we know exactly how stubborn a patient can be about finishing their physio – which is the whole game: getting them back through the door. Between the clinical side and the systems side, the two of us can move the needle for a clinic in a way a generic marketing tool never will.

Proof it works

I ran this system with a client and recovered roughly $50,000 over 60 days from patients they already had – no new marketing spend, no new patients, just the ones already in their records.

That is the entire idea: the revenue is already yours. The Sprint just goes and gets it.

See your number, then let's talk

Start with the calculator above to see what is realistically recoverable in your clinic. Then book a free 20-minute Implementation Call – we will benchmark your actual numbers, agree on a target, and map out the 60 days. No pitch deck, and you leave with the plan whether or not we run it together.

Book your Implementation Call