Wondering how AI could transform your practice? Whether you’re dipping your toes or fully immersed, there’s always something to learn. Last September, I said ‘yes’ to two public speaking gigs with a group practice—despite my stage fright. It was electrifying to see folks light up with ideas about AI’s potential in their work.
My next speaking gig is for Nicole McCance’s program about scaling group practices using AI. It’s a four-parter, and frankly, I love sharing the transformative power of AI despite my nerves. Have you considered systemizing your practice with AI?
I was also thinking of running a webinar in our group too. Let me know your AI journey so far—I’m curious!
Speaking of systems, ever wonder about using AI for client waitlists or handling no-shows? The possibilities to streamline our operations are wide open. Create a ready-for-any-action SOP that saves time and eliminates headaches.
Branding is key when using AI for copy. It’s too easy for things to turn generic. But grab onto AI’s potential by teaching it your unique voice. For example, if you’re struggling with Google Ads, AI can churn out effective ad strategies when you transfer the essence of ads that catch your eye into your own campaigns.
Your questions about filling or systemizing groups with AI sparked an idea for a whole module I shared with our Clinical AI club—30 AI prompts for turning an idea into reality.
Lastly, keep an eye out for big news from Berries—they’re about to launch a game-changing treatment plan feature. I’ll give you a full tour when it drops.
Catch you soon!
Links mentioned:
Berries – Use code 50FromKym for $50 off your first month
Prompts list:
Identifying Common Cancellations: “ChatGPT, based on typical weekly scheduling patterns, identify the most common days and times when appointments are likely to be canceled. Provide suggestions for filling these potential gaps with waitlisted clients.”
Strategy for Last-Minute Cancellations: “Given a scenario where appointments are frequently canceled at the last minute, suggest a strategy to prioritize waitlisted clients who can fill these slots quickly. Consider factors like common availability times and service types.”
Waitlist Client Contact Script: “ChatGPT, help me create a script for contacting waitlisted clients about potential openings. The script should be engaging and encourage a quick response to fill available slots.”
Dynamic Scheduling Approach: “Based on data that shows higher cancellation rates during certain times of the day, suggest a dynamic scheduling approach to maximize clinic hours by offering those slots to waitlisted clients proactively.”
Sponsored by Alma: www.helloalma.com/kym
Sponsored by Berries: www.berries.icu/therapists
Transcript:
0:00
Welcome to Ask Me Anything AI, live, Q and A I just pop in here every Wednesday at 12 Eastern to see if anybody has any questions about AI. Anything you want to ask me? So what questions you have about AI? Today, there’s some things to talk about. I was invited to speak to a group practice on the spur of the moment, I hate public speaking. You guys might or might not know this about me, but in January, I made a resolution that if anybody asked me, I was just going to say yes, even though I hate it. So somebody did ask me to come in and talk to the group practice about AI. It was really fun. You know, even though I hate the public speaking part, I love the AI part, just being able to do an introductory, welcome to AI. Here’s how it works in your practice. Here’s all the things you can use it for. And just seeing people be like, Oh my god, are you serious? Like, I had no clue that I could even do that, or that AI would do that. I don’t even know how to use AI, so it got me thinking I probably should do a webinar, just like an intro to AI. And I’m curious if you’re watching this. Let me know if you’d like to have that an intro to AI. I don’t know how many of you are still new to it or have used it. Some are just using it all the time with me for every literal thing you do in your whole entire life, using AI for that. My instinct now is just to go over to AI and ask the question. So I’d love to do that and intro to AI presentations. And have you guys asked me questions, or just get you started with AI, for those of you that are brand new, so if you’re here watching, there is a couple people here intro to AI, yes, please. I can. I could totally do that. Where Leticia, let me just ask you, like, where are you with AI right now? Have you ever touched it? Do you do it sometimes? Have you used it at all for your private practice? I’d love to sort of gage. Maybe I’ll do a poll in the group to see where everybody is, but let me know, because I did that presentation, I was like, gosh, I haven’t even done that in my own we’re in your private practice with AI Facebook group yet, so I might do that with you all. And then another public speaking thing, a presentation for Nicole mccancel, group practice incubator. I can’t think of the name of it, but she has a program basically, that helps syrapist Go from solo practice to group practice. She helps you scale and then eventually sell your business if you want to do that. She’s amazing. She invited me in for a four part series with her members and her groups. I’m doing that. Yeah, we’re going to talk about systemizing your private practice and ways you can use AI. So I thought maybe if I didn’t have any questions today, I would just talk about a couple of those things. And Leticia says, Yes, I use it for web copy or to gather ideas on marketing. Cool. Yeah, so you’re kind of like that. You’ve got your feet wet a little bit. You’re using it for some things, and I guess you’re seeing the benefit of it. The thing about web copy and marketing is it’s so crucial to program it around your voice, around your brand, around your niche as a therapist, because if you don’t, you’re going to get really generic kind of answers that anybody could spot a mile away they see that copy on your website or in your marketing. It’s like, oh gosh. Ai wrote this. It’s so AI at Katie Morita because it just looks way too familiar at this point, because we’ve all seen it before. So you have to get super specific with that stuff. So I hope you’re finding a good way to program it. In the clinical AI club, we have a whole module of how to build, whether it’s a GPT or programming it in the back end to really know your brand voice, and then keeping a separate document, if you have separate brands or multiple brands that you’re trying to teach it about, keeping a separate document where you can just go copy and paste that training piece that you’ve told it before to set it up every single time for success, because a lot of people do spend too much time probably just trying to mess with AI to get to sale right where, if you train it up front, or if you have just like a training guidance document for it being copy paste every time it makes it so much easier for you to get great output really quick. Because the whole point of AI is to do it efficiently, to be able to have this thing that helps us save time, not costing us more time because we can’t keep messing with it or we don’t know how to use it correctly. So yeah, that’s cool, Leticia, I hope it’s helping you. Yeah, and let me know if you have any other questions. But I did think I would share a little bit with you guys some prompts for this training. I’m working on the spreadsheet and the PowerPoint presentation. I’ve got some really good prompts, so I’m going to give them, but I thought I would share some with you guys around systemizing your private practice. We already had a whole module on this inside the clinical AI club, but that was about a year ago that I did it. And actually, I’m even looking back on the content now, and I’m like, Oh my gosh, there’s so much more that you can do with that around systemizing than I even thought a year ago. I think of a September last year that I did that module in the AI club, and still blowing my mind. So I’m going to drop some props here. So a lot of what people don’t know, especially if you run a group practice and you’ve got clinicians under you, I’m learning this myself, being an effective leader in your business, because I’ve got two bas I just hired an online business manager. I’ve had coaches, I’ve got a podcast editor, I’ve got some people doing Google ads.
5:00
For me. So a lot of the success when you hire people to start scaling up and practice, if it’s therapist or admin or whatever, is getting really good systems in place. I was just on a podcast with you, right? Guilford, he has a podcast called the productive therapist. We were talking about this very thing, like the key to success with leadership and having business at scales is really good systems being in place. So this part of it’s really crucial being able to create SOPs, which stands for standardized operating procedures that everybody follows, everybody knows works in the business. If anybody has a question they know, they can go look at the SOP and it’s going to walk them through whatever the process is, step by step, so you’re not having to spend a lot of time going back and correcting people and telling people No, you need to do it this way instead. Here’s the SOP. This is the procedure we follow make sure you’re following it, and then putting in time in your business to do sort of quality checks on that stuff to make sure that people are following the SOPs the way they’re supposed to if they’re not following the SOP, you can use AI. Even with that, you could say, this is the SOP. Nobody’s following it. Here’s what they’re doing instead. What step Am I missing in this procedure? You could pop that SOP in there with that prog, and it’ll analyze it and correct it for you. So sort of doing it on the back end with your systems like that is really helpful for your success in the future. And that’s what I’m going to talk about that presentation that presentation that I’m doing. But I do want to just wrap these prompts Let me see. So these are just some ideas for systems that you can use AI to help you sort of flesh out in your own business, whether you have a group practice or not. I’m going to put these in. So here’s just a few identifying common cancelations. Let’s say you just have cancelations coming up in your practice, and you could say chat GPT based on a typical weekly scheduling pattern, identify the most common days of times when appointments are likely to be canceled. Provide suggestions for filling these potential gaps with wait listed clients. It’ll make an SOP for you around this. Let’s say you have a wait list. Let’s say you have cancelations, but it’s like, people just cancel all week long. I’ve got all these people on the wait list. I cannot figure out a way to make this work succinctly and in a really smooth process, my clinicians don’t tell me somebody’s canceled. The admin is not looking at the wait list. Like, what’s the problem here? So you can feed all that information into chat, GPT. You could even take a screenshot of your calendar, for example, simple practice has it so you can put it on privacy mode so you can’t see the client’s names. Take a screenshot of that. Put it over chat GPT with a prompt like that. It had the picture come up and it’ll show, cancelation, cancelation, no show, no show on your schedule. Put it in there, and with any data information, you can give it and see what it comes up with. And then once it gives you some ideas, you could say, I like this idea. Like this idea, and I like this idea, one, three and five. Can you take those three things and put it into an SOP for me to follow and for my staff to follow? So even if you don’t have staff, if it’s just you even putting SOPs in place for yourself. So you’ve got this procedure that you follow every single time around things like no shows, wait lists, filling all of that. It’s gonna help you be more successful. So that’s just a little tip around systemization. I’ve got an hour long presentation of doing about this. We do have a presentation in the AI club already that I did about this, and we talk about it all the time in the clinical AI club, like, how do I systemize this? How do I make it run more smoothly? How do I use AI to help me do it? I hope you find that helpful. So the other three that you could use just for wait list, systemization and strategy, give a scenario where appointments are frequently canceled at the last minute. Suggest a strategy to prioritize waitlist clients who will fill these slots quickly, consider factors like common availability times and service types. So that’s just another way of using a prompt, and the idea he has here is to let you see different ways you can use different prompts to get sort of the same result or outcome that you want to get another one for wait list, chat GPT help me create a script for contacting wait listed clients about potential openings. The script should be engaging and encouraging a quick response to fill available slot. So have chatgpt write that for you. If you can’t think what to say, ask chatgpt. That’ll be your new system, your new process for that dynamic scheduling approach based on the data, based on data that shows higher cancelation rates during certain times of the day, suggests a dynamic scheduling approach to maximize clinic hours by offering no slots to wait listed clients proactively, or the summer slump. You know you could do it for that. So these are just some ideas. I hope it gets your brain going around different systemizing that you can do. Other categories that I talk about in the presentation I’m going to be giving is SOP prompt. How to actually make the SOPs that I’m talking about client intake prompts. How do I make that intake process run more smoothly so I’m not missing people in the process or they don’t fill out the paperwork. How do I revamp that process to make sure it’s a successful onboarding for the new client? And communication problems, ways to communicate and keep retention with your clients in your practice. Just some ideas to get you going with that and let me know.
10:00
A question. And Leticia did say, How does AI help with Google ads? Okay, there’s tons of stuff we could talk about. This one with Google ads. For example, if there’s somebody the ad that you see that is really successful, they’ve got 1000 likes, and you think, this is great. I want to duplicate something like this. Take a screenshot of the ad in the copy that they put, take the screenshot of the picture in the copy, put it over in chat. Should be T and say, I want you to act as a Google Ad specialist. I want you to analyze this advertisement that’s super successful. Here’s my brand, here’s what I want to sell to my ideal client. And explain your ideal client, and then say, duplicate this ad to fit my brand and pop that in there, and it’s going to give you tons of ideas around how to duplicate that Google ad that you saw. So that’s just one way to do it. Hope that’s helpful. There’s lots of things you can do with it. You can even put that into chat. GPT, how does AI help with Google ads? And see what it comes up with? Because it’ll give you some really good ideas too. But the key, as we were saying earlier, Leticia, is just make sure that you’ve trained it on who you are so you get really good output. If you could even ask, How do I do a Google ad? It’ll walk you through the process of how to do that. Take me step by step, how to set up Google ads for my business. It’ll walk you through it. And she says another question, what are your thoughts on using AI to streamline filling groups and figuring out the best way to screen for people that are the best fit, and then putting them in a flow that gets them signed up and started for the group. Okay, let’s try to think you’re in the AI club. I did an entire module on this that walks you through start to finish, from conceptualization of the idea all the way through everything that you’re talking about right here. Honestly, the best way to do it is to take what you just wrote right there and put it into chat GPT with a prompt. Here’s my practice. Here’s what I specialize in. Here’s my ideal client. Here’s the whispers I’m hearing from client to client to client. That’s prompting me to want to start this group. We always talk about this in building a business, what are you hearing people say over and over and over again? And then that’s probably the type of group that you need to have, or the product that you need to make, or the webinar you need to do. If you’re hearing this whisper over and over and over again from multiple ideal clients, that’s probably where to go with it. So telling chatgpt, here’s the group that I want to do this is how I’m conceptualizing it. I want you to help me streamline filling these groups. Give me some ideas. I want to figure out the best way to screen these people. Give me a screening tool that I can use to make sure they’re appropriate for the group. How do I know they’re the best fit? It’ll tell you tips on that. Here’s how you know they’re the best fit for this group. This is what you need to look out for. And then please give me a flow that gets them signed up and started for this group. Give me the process that I need to go through to do this. That’s how I would approach it. In the AI club, I do have, like I said, an entire module, basically that walks you through start to finish. It’s about 30 prompts that I give you to put in to identify the ideal customer, identify the group, identify the group structure, how to market it, how to fill it, how to advertise it on your website, how to write good copy for it, the admin process for it. That whole thing is in the clinical AI club under how to start a group therapy program within your group practice. So those of you watching there in the AI club, if you haven’t done it yet, it’s in there. Those of you that are like, Whoa, that sounds really cool. Come join us in the AI club. I’m going to write it down for you, www dot clinical, AI club.com,
13:27
and that’s where you can find all this really cool stuff that we’ve already talked about and I touched on a little bit today. So I hope just even what I said today is super helpful for you. Leticia and anybody else listening, and I have to run that’s Ask Me Anything, AI, and it’s sponsored by berries. That’s B, E, R, R, I, E, S, dot, i, c, U, slash. Therapist, I’m obsessed with berries. You guys know this. I’ll put the link here. Next week, berries is hopefully releasing their treatment plan feature. I’m so excited. Of course, you’re going to hear me talking about it like crazy, and I’m going to be making videos to show you how it works inside of berries. Cannot wait to share that with you guys. Okay, you guys, take care. Have great week. I’ll see you next week for Ask me anything. Ai Bucha.