Most office managers have felt the pressure to track everything. New fields get added to intake forms. New spreadsheets appear. Reports multiply. Before long, every patient interaction seems to require ten extra clicks.

Most practices believe they’re doing an adequate job with referral tracking. There’s a “How did you hear about us?” field. There’s even a report you can run. On paper, it looks fine. But when you compare that report to reality, cracks appear. Practices often discover they had hundreds of new patients last year—yet only a fraction have a referral source recorded. The rest are blank.

Clinically, the treatment may be identical. Emotionally, these are completely different journeys. When a future patient watches your content, they’re not asking, “Do I also have this diagnosis?” They’re asking “Is this person like me?

Many small healthcare practices run at or near break-even once you account for the fair cost of the owner’s work. On paper, it might look like a solid operation: Years of service to the community Loyal staff and steady patients A history of “profitability” But once you normalize expenses—especially provider compensation—the math often changes.

At DrCFO, we know your online rating is more than a vanity metric—it’s a powerful conversion engine. Patients skim reviews before they book, and those tiny decimals in your average often decide who wins the appointment. The challenge is that the math behind ratings is deceptive. Every new review increases both the numerator and denominator, which means that moving from 4.7 to 4.8 might take dozens of perfect scores. Most practices underestimate how hard that climb can be. Th

Why Recalls Matter More Than You Think Every practice loses some patients to moves or life changes. But a large share simply drift away. That’s preventable. And recalls don’t just protect your practice—they protect your patients too.

Seasonality isn’t a surprise—it’s a system. The sooner you treat it as such, the sooner your clinic can win every month of the year.

Picture this: the seminar just ended. The speaker was dynamic, the slides were sharp, and the energy in the room was electric. You walk out with a thick notebook of ideas, convinced the next quarter will be different.

A doctor's reputation will influence the individual success of the doctor, but also has an impact on the public's view of the specific field

For the sake of patient autonomy, often doctors feel inclined to give their patients a multitude of treatment options. While patients ultima

This week's blog will list what details need to be tracked on every new patient and why.

This week, our focus is the role of an External Marketing Consultant.

This week we are going to talk about the second important job for the office manager which is 'leading the marketing effort.'