Ep838 | How Communication Can Make or Break Your Clinic Reputation

Why Your Customer Experience Is Killing Referrals (and How to Fix It)

In this episode, Doc Danny shares the three-step customer experience framework that drives more referrals, boosts retention, and builds a reputation that speaks for itself. Inspired by a recent emergency surgery experience with his son, Danny lays out exactly how clinics can elevate their communication and consistency—without spending a dime on marketing.

🎯 Topics Covered

• The two biggest reasons patients refer (it’s not just outcomes)
• What hospitals get wrong about communication—and how not to repeat it
• Why breakdowns happen when you scale past yourself
• The three phases of a 5-star customer experience
• How to systematize follow-up for better retention and referrals
• Why internal communication channels make or break your team
• The power of weekly meetings to unify your staff and improve outcomes

💡 Key Quotes

"Your reputation is earned in drops and lost in buckets."

"Don’t be the clinic people have to make excuses for."

"If you want word-of-mouth referrals, deliver the experience people will rave about."

"The best time to generate a referral isn’t after discharge—it’s in the first few visits."

🧠 Pro Tips

• Break the customer journey into three parts: set expectations, meet them, and follow up
• Have a centralized communication channel like Slack to reduce miscommunication
• Build weekly team meetings to review patient progress and follow-up needs
• Create a system for post-visit touchpoints to check in and reinforce trust
• Remember: Patients refer based on how they feel, not just how they heal

🔗 Resources & Links

• PT Biz Website – Business coaching for cash-based clinicians
• Join the 5-Day Challenge – Learn how to grow your clinic without burnout
• Get the PT Biz Book – Real-world stories from 240+ cash-based PTs
• PT Biz YouTube Channel – Subscribe for weekly tactical content

🧭 Final Thought

Most clinics think great outcomes are enough. They're not. Patients remember how they were treated more than the treatment itself. Communication is free, but the ROI is massive. Start with clear expectations, deliver consistently, and follow up like it matters—because it does. Your clinic’s reputation (and referrals) depend on it.