194. Stop Losing Leads: 3 Ways a CRM Can Transform Your Private Practice

If you've ever felt frustrated by missed client inquiries or uncertain about whether your marketing is actually working, you're not alone.

Many practice owners rely on spreadsheets, sticky notes, and scattered inboxes to manage new leads — and the result is lost revenue, inconsistent follow-up, and plenty of sleepless nights.

In today's episode, I'm joined by Brent Stutzman, founder of TheraSaaS, a HIPAA-compliant CRM built specifically for therapists in private practice.

Brent brings years of experience helping practices scale through smarter marketing systems, and he's here to share how a CRM can completely transform your sales and marketing process.

You'll learn how to bring all your leads, communications, and marketing efforts into one central place, so nothing falls through the cracks and you can make confident, data-informed decisions about your practice's growth.

In this episode, you'll learn:

• The three levels of CRM implementation that save hours each week and boost conversions

• How to track exactly where your best clients come from — and why a 50/50 Google-to-referral ratio signals a healthy practice

• The difference between a CRM and your EHR, and why they're not interchangeable

• Why consistent, value-based follow-up sets your practice apart from the competition

• Simple automation ideas to respond faster, build trust, and stay connected with potential clients

Links mentioned in this episode:

• TheraSaaS: therasaas.com

• 157. How to Position Yourself As the #1 Trusted Practice In Your Community Brent Stutzman

Watch The Video:

This Episode Is Brought To You By:

RevKey specializes in Google Ads management for therapists, expertly connecting you with your ideal clients. They focus on getting quality referrals that keep your team busy and your practice growing.

Visit RevKey.com/podcasts for a free Google Ads consultation

Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events.

Learn more about building a thriving private practice with Alma at helloalma.com/elevation.

About Brent Stutzman

After helping his wife successfully launch her counseling practice in 2016, Brent Stutzman saw a need to help other practice owners build powerful sales funnels to grow their brand and practices. Since then he's launched over 12 private pay practices across the country, a CRM software for therapists called TheraSaaS, and an eCourse called Private Pay Practice Program.

His mission is to help 30,000 private practice owners launch, grow, or scale their practices by 2030.

He's a former Storybrand Guide and lives in Chicagoland with his wife of 21 years, and their 4 beautiful children.

About Daniel Fava

Daniel Fava is the owner and founder of Private Practice Elevation, a website and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.

Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.