4 Boxes You Must Check Before Hiring Your 1st Associate!

Watch The Webinar

Speaker Dr. Bill Davis

Well, hello, upper cervical doctors. Very excited to be with you again today. This is Dr. Bill Davis with UCM Practice Growth Systems. And we've got an awesome webinar again for you to help you and your practice to grow. And I promise you that today I'm going to save you at least 12 months and $12,000. I'm going to save you a bunch of frustration and just difficulties that you don't need to have to overcome because I'm going to give you some basic information that's going to help you tremendously when it comes to adding your first associate to your practice.

We're going to specifically talk about these four boxes you must check before hiring your first associate. Talk about how to break through the misaligned doc stage and add that first associate. So whether you're hiring your first associate, you want to have a better experience than last time, or you just want to know what you need to do to get ready, we're going to get you there and get you covered on this webinar. We know the answers to the questions. We know what works and what doesn't. We've done this many, many times. Help doctors with this stage. Help them go through this stage into the next stage, the next practice growth stage. And that's what we want to help you do as well.

I'll tell you, though, that I'm going to give you a lot of great information today, but information without implementation leads to frustration. So every time, if you don't implement the information that you're given, it's just going to lead to frustration. And that's where we love to help doctors is with the implementation. And so if you want that accountability, you want that person to come alongside you and get specific into your situation, we would love to help you with this process of bringing on your first associate or getting your practice ready to do so.

So who am I? I'm Dr. Bill Davis. I'm founder and CEO of UCM Practice Growth Systems. We help upper cervical specialists grow their practices. We are the team to talk to when you want to grow. And so if that's you, if you want to grow, then you're in the right place to get started with getting to know us. But if you're not already working with us as a client, highly recommend you look into what that looks like. And why should you listen to me? I built an all-cash upper cervical practice, was blessed to do so, to $40,000 a month in three years before I broke my neck mountain biking. And my practice career ended after that. But since then, I've helped over 250 upper cervical doctors grow their practices in the past 11 years with an average of a 5 to 1 return on investment, including doubling many many dozens of practices as well. And we've counted over 100,000 new patients who have found upper cervical practices through our systems.

We've interviewed 150 of the most successful upper cervical specialists in the world on our podcast, the Upper Cervical Marketing Podcast. And we've written two editions of the UC Practice Success Handbook, Upper Cervical Practice Mastery, Learn Success Secrets of the World's Top Upper Cervical Doctors. And so, love to teach, love to give to the upper cervical world, and love to grow this awesome profession, want more people to access this great care. And so that's why we do these webinars. That's why we produce the podcast and all the videos and the blogs and the books and all the things we do, all this free educational resources is because we want you to win. We want you to grow. We want you to add additional doctors into your practices. We want you to help more people in your communities because that's what we're all about. That's our mission: to bring hope and healing to sick and suffering people for the glory of God.

And so that's what we're all about. And as I mentioned, if you're in that place where you want to grow and you're not a client of ours already, I highly recommend you get a practice growth assessment at UCMPracticeGrowthSystems.com. This is a no-brainer. It will get you started going in the right direction, assess those things that are most important to help you to grow wherever you are in your practice growth. Just go over to UCMPracticeGrowthSystems.com and click on the Start Growing button. And get an appointment, get a time to start chatting with us.

So let's get into our plan for today. And I'll tell you, if you're in this place where you want to add that associate to the practice, you know that this is where you are at this stage. You're in that stage where you're in a solo doctor practice. You realize that the next step in your growth is bringing a second doctor into the practice. Then this is going to be great information for you today. We're gonna talk about how to determine if you're collecting enough, right? Each month to afford an associate. We're gonna talk about how to set expectations with clearly defined results, metrics, and bonuses. How to develop systems that don't depend on your personality to succeed. Talk about how to make sure you have enough new patients coming in to fill both your schedules, how to make sure your overhead is under control before bringing on your highest paid team member.

How to make sure that your mindset is right to effectively lead and mentor an associate doctor. How to develop a training system for your associates and other team members to thrive. Talk about your mission, vision, and values and how that entire team needs to be dialed in when it comes to understanding and having that communicated to them. And, you know, just really focus on what you need to do now in order to get ready to add that associate. So this primarily is for doctors in practice growth stage two. This is what we call the misaligned doc phase stage. And the reason why we call it the misaligned doc stage is because just as when a spine is misaligned, it's vulnerable, it's more unstable, it's not as secure as it could be if it's in alignment, the same way is the case for a practice that's a solo doctor practice. It's a misaligned doc stage because your practice is vulnerable.

It's vulnerable to disease. It's vulnerable to disability like I went through, right, with my spinal cord injury. It's vulnerable to even just vacation, right, just taking a vacation. Your practice doesn't keep going. It's vulnerable to maternity leave or other types of leave of absence that you might take.

And so that's why we really want, we'd love to focus in on this stage with doctors and help them get through it, help them go from the misaligned doc stage to the trailblazing doc stage when you have two doctors in the practice, because it's a huge jump, a huge jump between practice growth stage two and growth stage three when there's two doctors in the practice.

And so that's what we're going to be talking about today. What do you need to do to get ready to make that jump? And so this misaligned doc stage is, as I mentioned, it's a vulnerable and unstable phase because of all these different things that could cause it to be that could cause issues in this stage.

And in order to get through this stage, you have to identify your practice misalignments and correct them. This involves adding additional team members sometimes, and really it ends when you hire that first associate, right? So to go from this stage to the next stage, you have to build upon your foundation, right?

So in that practice growth stage one, that do everything doc stage, that is a crucial time to get that foundation set. And hopefully you've done that. Hopefully you have a really good foundation to build upon. And so in this practice growth stage two, this misaligned doc stage, it's about building on that, getting everything ready to go to the next stage and bring on that second doctor.

So it's about focusing on the right things. And so these are the four boxes. So we're going to go through these in detail. But the four boxes you must check before hiring your first associate is purpose communication. We'll get into that. What does that mean?

Number two is having enough money. Right. Very clear. There's a number amount of money that you need to be making within your practice to bring on an associate. Having role clarity. This is a really, really important one. And the last one here is enough new patients. You got to have enough new patients coming in the door to fill two doctors' schedules.

So let's go through these four boxes in detail. So box number one, purpose communication. So purpose communication involves a purpose-driven doc who wants to help more people, right? If that's you, that's a good place to start. A clearly defined mission, vision, and values, and a desire to lead and mentor another doctor, right?

To have a doctor come under your tutelage and be able for you to be able to pour into them and grow them into a more experienced practitioner. And so when it comes to communication of purpose, many times this quote from George Bernard Shaw is really the thing that's happening in your practice. The greatest illusion of communication is that it's actually happened.

And so when you have a purpose, you have a strong purpose, a mission, a vision, values that you have established during that practice growth stage one, hopefully when you've established that foundation, the communication of that purpose has to be consistent and over and over and over needs to be done. You can never communicate your purpose enough to both your team and your patients in order to get your practice ready to bring on an associate.

Getting used to repeating yourself is a big part of communicating purpose effectively. You have to keep saying it, keep talking about the mission, keep reminding people, reminding your team of the why, right? Why are we doing this? Why are we helping? Why are we setting up this system? Why are we doing this? Why are we answering the phone that way? Why, why, why?

Because it's about bringing hope and healing to sick and suffering people, right? So every upper cervical practice that I've ever talked to, we've worked with, they have some sort of a mission that's involving that basic concept, bring hope and healing to sick and suffering people. And so communicating that consistently to our team, keep telling your team, that's the why.

Why are we getting more Google reviews? Okay, well, we're getting more Google reviews because we want to bring hope and healing to more sick and suffering people and when we get Google reviews it helps more people to find us online which will help us to help more people right and so everything comes back to your why and you're consistently communicating that you're consistently reminding your team of that and you're reminding your patients of that.

When you talk about referrals with patients, it should be about your why. Mrs. Smith, who do you know who could be helped in our practice? Oh, I've been talking to Mrs. Jones, my neighbor. Oh, that's great. We wanna help as many people in the community as possible find hope and healing with the care that we're doing here. I would love to be able to check Mrs. Jones and see if we can help her, right?

The why, why, why. Purpose communication has to continually be a focus for your practice because a purpose-driven doctor is key. Purpose is the driving force behind all top upper cervical doctors. You know, we've written, like I mentioned, we've written two books focusing on the top upper cervical practices in the world and we've done, you know, over 150 podcast interviews with doctors who have really fantastic thriving practices and their purpose is what drives them every single one of them. It's consistent.

And so that has to be your case as well. You have to have your purpose drive you and as your team understands that purpose and lives that out as well then when you bring in that associate it's going to work much more effectively. B.J. Palmer said, a man without a purpose can be distracted, but a man with a purpose cannot be stopped.

And this is the truth. When you have that strong purpose and you consistently communicate it, you cannot be stopped. You continue to grow. Your practice will thrive. And so purpose really involves three things, mission, vision, and values, right? So let's look at each of these.

Your values is essentially what your company is all about. It's the collection of characteristics that outlines what it means to be a team member of your practice, right? It's what makes you a we, right? So when you talk with your team and you're talking about something that you're doing as far as like a system is concerned, it's... this is how we do it. This is how we do this. This is how we do that, right? That's what your core values are. It's the we statements of your practice.

It's, this is how we do these things, right? And so defining those core values that what it means to be a we within your practice is crucial as part of this purpose communication. And, you know, we have this core values brainstorm, which is really a great tool if you don't have, if you don't have core values you've never established these go over to our website go to uc and practice growth systems dot com click on resources and practice growth tools and you'll see this free resource core values brainstorm.

It'll walk you through this exercise, get ask you a bunch of questions help you to really define it get you know capture the words that that are real important to defining it for your practice what makes you your we. And then from there, it's the vision, right? Making sure that you have a clear vision. What's that preferred future? Where are you going? Who are we as a team? Who are our patients? Where are we going, right? That communicating that vision of where you're going is a big part of this purpose communication.

And then lastly, that mission, that rallying cry, that main thing that keeps the team fired up. Having that one sentence mission is crucial to have that as a bigger purpose the crusade for the practice that you can rally behind that you can everyone on the team can get up and say every day yes that's what I do I'm excited about our mission and so mission vision values is crucial part of purpose communication but also your purpose should lead you to want to lead and mentor other docs right if your big why involves bringing hope and healing to sick and suffering people.

You're going to realize that you can only do so much as a single doctor practice. You're going to need another doctor. You're going to need another set of hands, another person to be able to see patients, be able to take x-rays, be able to analyze, be able to do CBCTs, whatever the imaging you're doing in your practice, be able to make corrections.

That... You only can see so many, right? But when you have another doctor in there, now you have double that capacity immediately. And so your purpose, your why should drive you to want to have an associate in the practice.

And so some of the questions you want to ask to stir this in your own mind is who mentored you in this work? How did they help you? What did you need to know to become successful in your practice? And so these are crucial questions to be asking yourself as you are working through this purpose communication.

And so box number one is that purpose communication, having clear and focused thoughts Purpose with mission, vision, and values and that desire to lead and mentor an associate doc and that consistently communicating the big why, the purpose to your team and your patients is a huge box that you must check before bringing on an associate.

So if you need help with this this is where you really want to get in if you haven't already scheduled this schedule that free practice strategy session where we can dive into this more in detail.

Box number two is enough money right you got to have enough money to be able to pay an associate pay another doctor they're going to be your highest paid employees so you got to be thinking about what is it going to take to make that happen.

So what we recommend is that your practice is collecting at least thirty five thousand dollars per month and your overhead is 50 percent or less. Right. So your practice collecting at least thirty five thousand dollars per month overhead is 50 percent or less before you hire an associate. And so you want to be collecting that $35,000 per month consistently. So averaging 35,000 per month in collections or more for six consecutive months before considering adding an associate is best practice, right? So if you, you know, if you're up at, if you're at 30 this month and then next month you're at 39 and the month after that you're at 27 and then, The month after that, you're 33. And then the month after that, you're 24, right? So if you're in that range right now and you're not quite there, you're not on that 35 yet, keep building, keep making sure that you're doing these other things. And a lot of times what it is is maybe you don't have as many new patients as you need to grow. And again, that's where we can help you with that to solidify your new patients coming in the door so that that collections continue to be consistently around 35 or higher so that you can bring on that associate.

But the other part of it too is your overhead. You got to make sure that your overhead is not out of control because you're going to be bringing on a team member that's going to require a higher salary. And so if you're in a higher overhead area, then you need your practice to grow more to bring on an associate. You also need to make sure that you're charging enough for your market. You wanna make sure that you have enough margin though, to pay yourself, your taxes, you build a retained earnings fund, be debt free, reinvest in your business, right? So you want, that's why this 50% overhead is such a crucial number.

So if you're not collecting at least that $35,000 per month with a 50% overhead, then you want to continue to grow your solo doctor practice by adding additional CAs or support staff, tightening up your systems so your collections can continue to increase and you can keep that overhead under control. What is overhead? This is a question we'll get from time to time. There's things that are expenses and there's things that are investments, but for the case of seeing whether or not you're at that 50% overhead or not, you want to just put everything in there, everything that includes running the business. That's payroll and rent and utilities and marketing and equipment and supplies, insurance and consulting. All of that needs to be around 50% of your total collections or less in order to really be able to bring on this associate and still be able to have the practice be healthy. So box number two is having enough money, collecting at least $35,000 per month with a 50% overhead or less.

Box number three, role clarity. This one is huge. And it's something that, you know, what we have seen docs in this stage, practice growth stage two, collecting somewhere between 20 and $35,000 per month. Is role clarity is one of the things that is most important to get right at this point. And one of the main reasons why people engage with us and practice growth sessions to work through this and really clarified some of these things. And so it's about breaking up with chaos by clearly defining roles and responsibilities.

The underlying problem is that you can't get your team on the same page and working in the same direction. So to level up your practice and keep growing, you've got to learn how to align your team, give them purpose and clarify their roles. We talked about purpose, communicating purpose all the time. But clarifying the roles is huge, too, because you want everyone on that team to have a clear result that they're shooting for every day. Especially as you bring on an associate so that they have clear results that they're looking to accomplish in their role as well.

And so for when it comes to role clarity, it starts with KRAs. What are KRAs? KRAs are key results areas, key results areas. So they're the results you're looking to accomplish in the position. Every team member in your practice should have at least one KRA. Most team members have between three and five KRAs. Many doctors, as I said, have engaged with us to do practice growth sessions just to create the KRAs and KPIs for all their team members. So this is a crucial step at this phase. If you don't have this in place, then it makes it extremely difficult to bring an associate on because you don't have everyone pointing in the same direction. You don't have everyone having a clear target of what they're trying to accomplish.

And so when you bring an associate on, they also are coming into an environment like that where they don't have clear expectations and that's setting them up for failure. And so having those KRAs established is so, so important for your team. The other aspect is the KPIs. These are the key performance indicators. KPIs are metrics that determine whether or not the results are happening, right? So for every KRA, there should be at least one KPI. Typically, there are anywhere from three to 10 KPIs per KRA. So this is a crucial step in clarifying each of the roles on your team, right? So you want people to not only know what the result is you're looking for them to accomplish, but also how you're going to measure whether or not they are actually accomplishing that result, right? So the results plus the metrics that are gonna define whether the result has happened.

And so that's where a job scorecard is what that's all about. So KRAs and KPIs come together in a job scorecard. And again, this is a crucial part of why many doctors will engage with us to help them to establish this type of job scorecard for their team members. And then when it comes to the specific things you need for an associate, it starts with the role description, right? So once you have your team and you know what your team's results and their KPIs and all that stuff is, then you need to start establishing all this stuff for the associate that you're going to bring into the practice. And so it starts with the role description, start writing down what an associate would do within your practice, what results you're looking for them to accomplish, how are those results going to be measured, right? So the results are those KRAs, how it's going to be measured are the KPIs. How are they going to be supported? What kind of training are you going to give them? What sort of stuff are you going to do to help them accomplish the results you're looking to have them achieve? To do what can they expect from you how much time can they expect what sort of support are they are you going to give them what can you expect from them right all of this should go into a role description for the position you will use this when you search for an associate on job boards and other advertising means so you're going to use this you know creating ads putting things out there to other people to to tell them what you're looking for and then.

The other part of it is creating a position agreement, right? So when you hire a new team member, you should have an agreement of what they're going to do. We call that a position agreement. It's another free tool we offer over at the website. The hiring resource kit has this in there. And position agreement is when you're hiring a new team member, KRAs and KPIs are right in there. Hey, this is what you're gonna do here at our practice. This is the results we're looking to accomplish. Here's how we're gonna measure those results. And here's some basic standards of how we run this practice. And if you agree to this, then sign this, I'll sign it. And that's the agreement that we're establishing together, right? So that's a basic thing that you want to have for all team members, but especially for associates, having those clear expectations of what they can expect and what you can expect from them.

And then lastly is the offer letter, right? So when you find an associate and you want to offer them the position. You want to give them an offer letter, right? And this would include how much you're going to pay them, how you're going to pay them, right? What's the base salary? What's the bonus structure? What are benefits, PTO policy? And once you have all this clearly defined, you'll put this in an offer letter. And when you offer them the position, it's good to think this all through now. So again, this is stuff we help doctors with all the time

. If you are getting to this place, you know what, I need to bring another doctor on, we can help you with all this stuff. Role description, position agreement, offer letter, all of it is stuff that we love helping docs with. And you can, again, jump over to the website, get that strategy session, start to talk this through with us.

Box number four, new patients, right? New patients. You got to have enough new patients coming in the door in order for the practice to keep growing, whether it's a solo practice or a multi-doctor practice. But especially when you're going from one doctor to two doctors, you've got to have a plan in place of how you're going to get enough new patients coming in to keep to fill two doctors' schedules, right? And so developing digital, internal, and external marketing systems to attract enough new patients to fill both of your schedules. This is the thing we are most known for, obviously, upper cervical marketing. We've been helping doctors with this over a decade now but uh yeah this is this is our bread and butter obviously getting new patients in the door and we're going to talk about some of these things that we've found to be really important.

So one of the things is making sure that you brand yourself as a unique upper cervical specialist that you are so many docs out there are not congruent when it comes to their branding and marketing. So they're, you know, they may be working with general chiropractic companies or just, you know, random local marketing companies or whatnot. And they're not positioning them as an upper cervical specialist within their practice. I mean, within their community. And so that's a crucial piece is making sure that everything from inside the practice to online and everything in between is positioning you in the right way in the mind of the community. And part of that is doing effective digital marketing, which part of the digital marketing world right now, a huge part of it is video. And so we always recommend spend time recording videos, right? If you're gonna do... If you're not going to do anything else, record videos. And there's all kinds of good videos you can be doing. There's all kinds of places you can be putting them. But I'll tell you, a lot of it is understanding not only how to make good videos, but how to promote them effectively, how to use them effectively in your marketing. And that's the kind of stuff that we help doctors with all the time.

And then the other thing is just having that clear patient education process that leads to referrals, right? So from the first time someone calls the practice, that new patient phone call, that really starts the relationship with that patient. And really the idea is, you know, from that first phone call, we're going to, our goal is to help that patient refer others into this practice. And so working with them on every step of the way, the new patient phone call, the consult exam imaging and report, their care plan their progress exams their patient through your patient education system includes your you know your posters in the practice your brochures all this kind of stuff or handouts you're using all of this so that you're consistently you're getting new patients coming in through all these different marketing channels but you're also turning those new patients into more new patients through your internal systems that are generating referrals.

And so this is, again, what we would love to help you with is building out that marketing plan. This is the key when it comes to your practice, where it is right now. Practice grows stage two. If you're in this stage and you're in a solo doctor practice and you want to go to two doctors, checking these four boxes, having that purpose communication, that communication of the big why, mission, vision, values, Having that role clarity, making sure that everyone on the team knows exactly what they're supposed to be doing, those KRAs, those KPIs. When then you bring in that associate with that kind of environment in place, and then making sure you're collecting enough, your overhead is in the right place, making sure that your marketing is solid, you're getting those new patients coming in the door. And you're going to have enough new patients coming in for two doctors. So all of these boxes, we would love to help you with this. If you're not a client already, jump over to our website, learn more about what we're doing, how we're helping doctors every day, UCMPracticeGrowthSystems.com. We are all about helping you grow. And as we always say, go team upper cervical.

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