📞 Cash-Pay Coach
The operating system for high-performing cash-pay practices
🕐 Recent Analyses
View all →🛡️ Platform Admin
Super-admin view — all practices, health, and ROI across the platform
📋 All Analyses
Every saved call analysis. Click any row to open the full report and coaching.
📂 Calls Not Counted as Leads
Every call your practice received that wasn't a new-patient opportunity — current patients, vendors, wrong numbers, voicemails and hang-ups. These are not scored and don't affect your conversion rate.
📚 Coaching Library
Key trainings, scripts, and techniques from Jarod Carter's coaching framework. Start by watching the Deep Dive training on initial Phone Call conversions, and getting your practice's copy of the Receptionist Script Book. Then click any other topic to expand.
🎬 Deep-Dive Training: Mastering the Initial Patient Phone Call
The full training video this app is built on — watch before diving into the scripts below.
📖 The Script Book
The complete script companion to the training above. Click below to make your own editable copy for your practice.
👆 Click the book to get your own copy
This is the complete script companion that this app is trained on. Clicking the cover will open Google Docs and prompt you to make your own editable copy — it goes straight into your Drive. No sign-in required beyond your Google account.
📄 Make My Own Copy →✏️ Call Analysis Editing
This is where you configure how the AI analyzes and coaches calls for your practice. Submissions here are injected directly into the AI's instructions and will affect every future call analysis. Use this to correct something the AI consistently gets wrong, add a custom script or reframe you use in your market, update your rates or insurance handling, or give the AI any practice-specific context it's missing. This page is only visible to you as the practice owner.
Please don't paste call recordings or transcripts here. Tell us the rule, script, or wording you want your team scored on instead — that's what gets applied to your future call analyses.
Submit New Feedback
Feedback Log
▶️ Start Here
⚙️ Practice Settings
Your practice information is used to personalize every call analysis. The Call Coach works without additional information, but may give feedback not accurate/relevant to your practice and patient type if it doesn't have the details below. Anything not relevant to your practice can simply be left blank. Whenever you make changes, make sure to click the save button at the bottom of your screen.
🏥 Practice Information
🩺 Healthcare Field & Practice Type
Tells the AI which coaching framework to apply — different fields use different terminology, scripts, and objection patterns.
💳 Business Model & Insurance
The most important section for call coaching accuracy. How your practice handles insurance affects almost every call.
📈 Average Plan of Care Value *
Required for ROI TrackingThis is the single most important number for measuring the app's impact. It lets Cash-Pay Coach calculate exactly how much additional revenue you're generating by improving your conversion rate.
💰 Rates & Sessions
🩻 Specialties & Notes
👥 Staff Involved in New Patient Phone Calls
Add each person who answers patient calls or makes outgoing calls to prospective patients. If the practice owner ever answers calls, add them here as well. These names will appear as staff options for each call, and conversion rates will be tracked individually for each. The system will attempt to attribute each call to the staff who answered it, but you can change the staff name for any call via a drop-down at the call's analysis page.
To get the most out of this platform and understand where improvements are needed in your practice, it's important that each person who ever handles new patient phone calls or discovery calls, be tracked, coached, and supported individually.
Enter each name exactly as the person introduces themselves on the phone — for example, if Jessica answers with "this is Jess," enter Jess. That's how the system recognizes who took each call.
👨⚕️ Clinicians
Add all treating clinicians. Helps the AI coach staff when callers ask for a specific provider, calibrates prognosis confidence by specialty, and generates accurate booking scripts.
🔔 Notifications & Email
Configure automated email notifications for call analyses and practice reports. Requires SES to be enabled on the server.
Turning this off stops all Follow-Up Hub emails and reminders and stops new cards. Existing cards stay. You can turn it back on any time.
Reminders are sent to the assigned receptionist. Unassigned leads go to the first receptionist on your account. Off by default. Emails show counts only — patient names and details stay inside Cash-Pay Coach.
Some teams are motivated by seeing individual results; others do better without the comparison. You know your staff best.
📅 Scheduling & Availability
Used to coach the "Commitment Moment" step (Step 7 — Invite + Book). Knowing what's typical for your schedule helps the AI evaluate whether staff created urgency and booked effectively.
📋 Referral / Script Requirements
State-specific rules for when a physician referral is required. Step 8 (Investment Reframe) coaching depends on getting this exactly right for your state and practice.
⚡ Differentiators & Common Objections
Powers Step 6 (Value Bridge) and the "Better Script" sections in coaching output. The more specific you are, the more accurate the coaching scripts.
💡 Practice Philosophy
Shapes the tone of all coaching feedback. Prevents the AI from suggesting scripts that contradict your actual values and patient experience.
📞 Phone System Connection
Connect your phone system so calls are automatically analyzed the moment they end — no uploading, no copy-pasting. Just connect once and it runs in the background.
Once connected, every recorded call in your RingCentral account will be automatically transcribed and analyzed — instantly appearing in your Call Log.
Connect once and every Quo call is automatically transcribed and analyzed the moment it ends — no manual uploads, no extra cost.
Requires a Quo Standard plan or higher (includes call transcripts). Your API key is encrypted and stored securely.
Once connected, every recorded phone call in Spruce is automatically downloaded, transcribed, and analyzed — fully HIPAA-compliant end-to-end.
Your token is stored securely and never shared.
👥 Team Members — Add Your 'Cash-Pay Coach' Users Here
Add your front desk staff so they can log in and receive personalized coaching. No need to add your practice owner email again — only your staff that answer the phone or make outgoing calls to prospective patients.
📊 Weekly Owner Report
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📈 Cash Practice KPIs
Track the KPIs that matter so you can make the best decisions in your practice.
Coming Soon
- Revenue by service line / niche
- Net income & true owner-adjusted profit margin
- Payroll % of revenue (target: 45–60%)
- Rent % of revenue (target: 6–10%)
- Marketing spend % of revenue (target: 5–8%)
- Total visits & total evals
- Schedule utilization % (available vs. booked, by provider)
- Avg visits per plan of care (POC)
- Avg revenue per POC
- Total leads (calls, texts, forms, DMs)
- Lead → phone conversation % (target: ≥80%)
- Phone call → booked eval % (target: ≥80%)
- Booked eval → arrived % (target: ≥90%)
- Arrived eval → POC initiated % (target: ≥90%)
- Top 3–5 lead sources by volume & quality
- Cancellation rate (target: ≤10%)
- No-show rate (target: ≤5%)
- Drop-off rate (target: <10–20%)
- % transitioning to maintenance / continuity (target: 10–20%)
- New Google reviews earned (full year)
- Average star rating
- Review request → review left % (target: ≥50%)
🎯 Follow-Up Hub
Every lead tracked. Nothing slips through the cracks.