"We are not waiting for patients to come. We're going out there loud, running workshops, running text and email campaigns to our existing list. Killing two birds with one shot."
A 20,000-patient list. A clinic still waiting for the phone to ring.
Whitby Physio sits in Eastern Toronto. Single location. Two full-time admins. Plenty of treatment hours. And a patient history file with roughly 20,000 names in it. Every one of them someone the clinic had already earned trust with.
That list was doing nothing. Like most private practices, Whitby's growth strategy was reactive: when someone called, the admins booked them in. When the calls slowed, the schedule wobbled. The marketing roller coaster was real, and there was no system pointed at the cheapest growth lever on the planet (patients who had already paid Whitby once).
Andy didn't need more leads in the abstract. He needed a way to go on the offensive, to reach into the community and into the existing caseload at the same time, without his admin team drowning in follow-ups they couldn't keep up with.
The workshop + reactivation engine, running every single month.
Whitby plugged into Breakthrough's platform and started using it both directions: external acquisition through community workshops, and internal reactivation through automated text and email campaigns. The two engines feed each other.
A community workshop, every month, on a real clinical topic
Rotator cuff. Low back pain. Laser and shockwave therapy. Each month picks one. Andy starts promoting it roughly a month out.
Facebook ads to the neighborhood
Geo-targeted ads run for the four weeks leading into the workshop, pulling warm leads out of the community Whitby actually serves (not generic clicks from anywhere).
AI handles the response. Admins handle the conversion.
Every new lead gets an immediate AI-driven text. Many book themselves on the spot. The admin team confirms attendance and steps in on the ones that need a human voice.
Two text campaigns + one email to the 20,000 every month
Same workshop topic, fired to the existing caseload. The first campaign returned 175 responses inside days. More follow-up than the admin team could've handled manually.
Automated AI follow-up at scale
Breakthrough's AI conversion agent absorbs the response volume, books the easy ones, hands the rest to the team. The admins stop being a bottleneck. They start being closers.
50% close at the workshop. Same-day assessments.
40+ attendees show up. About half book a new patient assessment before they leave the room. That's roughly 20 new evals in a single afternoon, repeating every month.
"We pretty much got over 175 responses on our first text and email campaign. My team said, 'Andy, we have all this new leads to follow up.' But then we had automated response from AI based out of Breakthrough, which really helped us convert those."
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Four months in, the system was no longer experimental. Every workshop is pulling 40+ attendees out of the community. The existing-patient list is feeding the same workshops, instead of going dormant for another quarter. The AI conversion agent is making sure no warm lead falls into a voicemail and dies there.
The 200% revenue spike in the first three months (the result that originally put Whitby on Breakthrough's testimonial wall) has since become the baseline. The system kept running. New patients kept arriving. Existing patients kept reactivating. Last quarter alone added another 70% lift on top of all of it.
Andy's words for it: "We're pretty much maximally utilizing the Breakthrough platform. We're using it both ways."
"Existing caseload is goldmine. You need to make sure those patients you're utilizing the most. And now we are going out in the community, generating new leads through workshops. We're killing two birds with one shot."
Stop waiting. Go loud. Use the list you already have.
The single biggest mistake Andy sees in other practices: treating the patient history file as a dead archive. It's not. It's the cheapest, warmest, fastest source of new care plans in the entire clinic, but only if there's an actual system pulling from it on a calendar, not when someone remembers.
For Whitby, Breakthrough is the system. The workshops give the team a reason to reach out. The platform handles the volume. The admins stop chasing. They start booking.