Optimizing a Physical Therapy Practice with Dr. Robert Moss | PoP 494

Optimizing a Physical Therapy Practice with Dr. Robert Moss | PoP 494

Do you want to spend more time with family and less time in private practice? Do you know what systems you need to work less and earn more? As a business owner, how can you stay focused and motivated?

In this podcast episode, Joe Sanok speaks with Dr. Robert Moss about Optimizing a Physical Therapy Practice.

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Meet Dr. Robert Moss

Dr. Robert MossDr. Robert Moss has 22+ years of experience as a physical therapist with an emphasis on orthopedics. He has taught continuing education courses for physicians, physical therapists, occupational therapists, and athletic trainers across the United States.

In 2006, Dr. Moss opened MOSS Rehabilitation Center to help transform the lives of everyday people by quickly getting them out of pain and back to normal after an injury or surgery naturally without pills, injections or surgery. Over the years, he has developed his business and leadership skills to streamline his processes and improve the experience of his patients. He has a passion for helping other business owners regain the freedom and profitability they desire while increasing customer happiness. Dr. Moss is a Springtown Chamber of Commerce Board Member and current President. His hobbies include spending time with his family, cycling, and learning to play the guitar.

Visit his website. Connect on Facebook, Instagram, LinkedIn, and Twitter.

In This Podcast


  • The importance of having systems in place in your private practice
  • How Covid-19 has emphasized the need for systems
  • How to streamline your business to work less and earn more
  • Working out your next steps as a business owner
  • How to push yourself to the next level

The importance of having systems in place in your private practice

Suppose you’re like Dr. Robert Moss who is always busy and who just knew from the very beginning that you didn’t want to work for anyone else. You may have started to grow your business organically, but because you were so focused on everything else, you lost sight of putting systems in place, and rely on your staff to know what’s going on. But what happens when a key member of the team suddenly has to leave?

This happened for Dr. Moss and it made him realize the importance of having a system as all of his office knowledge sat with one person who left within two weeks. After reading Sam Carpenter’s E-Myth book, he went on a journey of building systems within his practice.

In those first few months after that key person left, he started working on systems, but the most important thing was – and always will be – the cashflow. Having someone do the billing and getting collecting systems dialed in from that point was crucial.

It doesn’t matter if you have one hundred patients coming in, if half of those claims aren’t being paid because you don’t have a good system for it, then you have half as many clients as you think you have.

How Covid-19 has emphasized the need for systems

While having a key member leave and no systems in place can be a pain point for a practice, another unexpected one has been Covid-19, which has again highlighted the need for systems in your practice.

For many practices – Dr. Moss’ included – the volume of clients coming in dried up, but collections also slowed because auditors, claims adjusters and people who work for insurance companies were working from home. Therefore, there’s been an increase in delays in overall payments, and so while volumes may be picking up again, collections and income is still down.

How to streamline your business to work less and earn more

You gotta put in systems in your business. It’s super boring but I think it’s one of the missing keys that a lot of people don’t implement, especially early on, and really early on is the best because as you’re starting to learn things, it’s easy to write those processes down.

1. Identify what you want?

Look at where you spend most of your time and find areas where you want to work on. For example, it could be growing your leaders within your practice, instead of being burnt out at the end of the day.

2. Identify what you would like the future to look like for your practice.

Would you want to transition out of your practice entirely? Would you bring on another therapist? Do you want to help other business owners and share your knowledge with them to stop them from making the same mistakes as you?

3. Create a system or outsource the things you don’t have a passion for or expertise in.

If you don’t particularly like doing something or have the know-how, you may shift it down on your priorities list or drop the ball completely. It’s best to leave certain things up to people who have experience in that particular field.

4. Set boundaries

Don’t get sucked back into increasing profitability and focus on working less. When you’re at work, be at present at work, and when you’re at home, focus on being a good parent or helping out. Be present in whatever it is you are doing.

Give yourself permission to not feel as if you need to get everything done within the day. Dr. Moss suggests keeping a journal every night and writing down three things that you want to accomplish and get done for the next day so that you don’t feel overwhelmed or lose sleep over a huge list.

5. Change your mindset

I think one of the biggest things is the feeling, especially as an entrepreneur, that you have to do it all. That you have to, that you’re the one, and only you can do it because you’re a perfectionist, and you’re going to make it right. And you know sometimes good is good enough.

Find someone on your team who can deliver that 80% or 90% result as opposed to you thinking that only you can do it perfectly – you need to let go of that task.

Focus on the key things that you can do. For example, if you have a marketing idea, write down your rough idea but send it to a copywriter who can tweak it and make it better for you.

6. Document every process

This may seem tedious at first, but get your team to document everything they do on a Google Doc. Get them to explain how they do things (step-by-step) and what to do in certain situations, so that when you have a new team member come on board they have a document to refer back to, and you can offer a consistent service to your clients.

7. Empower your team

Let team members take over certain tasks or suggest changes – they may surprise you at how good they are, and they possibly could do things better than you ever imagined, as they draw from their own insights and expertise.

8. Be open and receptive to change

You have to let people use their skill sets and be open to new ideas that they may bring to the table. Let them run with their ideas and make them feel heard. Your team will feel like you trust them.

9. Set a vision and share it with your team

Share your vision and core values of the business with your team and get them to buy into this all. If your team doesn’t buy-in, they may wander around aimlessly. Having them all buy-in gets everyone moving in the same direction within an organization.

10. It’s progress, not perfection

If someone in your team makes a mistake, let them learn from it, and find ways to fix things and keep everyone moving forward as opposed to striving for an unrealistic expectation of perfection.

Working out your next steps as a business owner

When looking at your next steps as a business owner, this is what you need to do to determine what’s next:

  • Sit down weekly and plan out your week. Make sure that it feeds off your bigger plan and goals that you should set at the beginning of every year.
  • Look at what you want to accomplish for specific things.
  • Look at your own practice and identify areas you want to work on more. For example, you could have a new therapist joining and you want to focus on their training.

How to push yourself to the next level

1. Stay focused

Close those extra web browsers and look at your calendar. Knock out those 3 things you want to do for the day first.

2. Time Management

Being okay with telling people no at the moment, I don’t think that’s disrespectful. I think they’ll just respect your time, but they need to understand that you’ve got to pucker down and focus on a task – just like they do. And just because they have a moment, doesn’t mean it’s the right moment for you as well.

Whether you have an office or a home office, you need to let your colleagues and family know your time boundaries, and that you are going to work and do not wish to be disturbed.

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Books mentioned in this episode

Useful Links:

Meet Joe Sanok

private practice consultant

Joe Sanok helps counselors to create thriving practices that are the envy of other counselors. He has helped counselors to grow their businesses by 50-500% and is proud of all the private practice owners that are growing their income, influence, and impact on the world. Click here to explore consulting with Joe.

Thanks For Listening!

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