Referral-network growth for private practice
20 new clinicians added to your referral network — through face-to-face conversations you have.
We research every referring clinician in your territory from public CMS data, build the outreach from a registry where an unverified claim does not print, and mail and email in fit-ranked waves so the meeting is already warm when you walk in. 20 is the target the program is built and sequenced around, not a forecast — nothing has mailed yet and we publish no rate for it.
Flat fees, published on this page, never linked to how many referrals you get.
Or email jonathan@hazeleyconsulting.com if you would rather not use a scheduler.
Why referral programs stall
Most private practices grow on referrals and almost none of them run a referral program. The reason is rarely laziness. It is that three things are true at the same time.
You do not know who the referrers are. The map exists — every licensed clinician in your territory is in a public federal registry — but nobody has built it for you, so outreach starts with whoever you happen to already know.
You are nervous about the rules, correctly. Anti-kickback regulation makes contact with referral sources feel legally radioactive. The safest-feeling action is no action, so the program that would have worked never starts.
And nothing gets measured. Practices that do try outreach usually cannot say afterwards which clinicians actually sent a patient, so a working program and a lucky quarter look identical, and the effort stops.
This offer is built around those three problems in that order: build the map, make acting safer than not acting, and measure the only number that settles the argument.
What we mean by "in your referral network"
A clinician is in your referral network once you have sat down with them face to face. Not once they have been mailed, not once they have scanned the code, not once someone at the front desk took a message. A conversation happened, and both of you would recognise the other in a hallway.
That is the rung the program is built around, and it is deliberately the last one we have any hand in. We find them, we tell you which of them is worth your morning, and we make the letter that means you are not a stranger when you arrive. Then it is a conversation between two clinicians, and we are not in the room.
It is also a rung you can check. Our follow-up list says who to see; you know who you actually sat down with. If those two lists never converge, the program is not working and you should be able to tell early — which is the point of reporting the funnel every month rather than at the end.
What we mean by "activated"
An activated referrer is a clinician who sent you at least one patient. Not someone who opened something, not someone who replied, not someone who was reached. Sent a patient.
We read it at day 90, because that is roughly how long the behavior takes to show up, and we report it as a cost per activated referrer so the program can be compared against anything else you might spend the money on. If that number is bad, you will see it, and you should stop.
How it works
Four stages. Two of them are human sign-offs that we cannot skip and would not want to.
Research the territory
We build the referring-clinician map for your territory from public CMS NPPES data — the federal provider registry — then research every clinician on it individually. You get the result as a Territory Report at setup: practice confirmed active, specialty focus, solo or group, telehealth posture, and a fit score that decides who mails first.
Verify what may be said about you
Every credential and practice claim goes into a registry that is default-deny. A claim prints only if it is listed and verified against the certificate or the board lookup. A fact that is true but unverified does not print. This is where most of the intake work lands, and it is the part that protects you.
Nothing mails until you sign it off
Every wave stops at your clinical sign-off, recorded against the exact rendered artifact and the exact build that produced it. Re-render the letter and the sign-off lapses: what you approved and what mails are provably the same bytes, or nothing goes.
Mail in fit-ranked waves, then go and meet them
Waves run best-fit first, the list re-verified before every drop, suppression honored from the first piece. Every month you see the matchback and the per-provider engagement funnel — mailed, scanned or clicked, called, referred — with a prioritized follow-up list that tells you who to go and see next, in order. You have the conversation; we never attend it. At day 90 we report activated referrers: clinicians who sent at least one patient. Not opens. Not responses.
On Done for you, the setup guarantee in one line: your first wave mailed within 4 weeks of intake sign-off, or the setup fee is refunded. One condition, stated plainly — the clock assumes your claims and suppression intake comes back within 10 business days. On Guided you mail on your own schedule, so there is no date for us to promise; on Territory Intelligence nothing mails at all.
What "in your referral network" means here
Four words get used loosely in this business, so here is exactly what each one means on this page. Two of the four are our work. One is yours. The last one belongs to the clinician, and nobody can promise it.
Guided · Done for you
- 1
In your territory
Us, from public recordEvery clinician in the federal CMS NPPES registry for your counties who could refer to you. This is the denominator, and it is knowable before anything is printed.
- 2
Reached
UsMailed and emailed, best-fit first, on copy built from verified claims and against a list re-verified before every drop.
- 3
In your referral network
You — we open the doorYou have sat down with them face to face. That is the deliverable this program is built around, and it is the rung the number in the headline counts. We do not attend these conversations, and the follow-up list that tells you whose door to knock on next is the part we own.
- 4
An activated referrer
The clinicianThey sent you at least one patient. We read this at day 90 and report it, and it is the one rung nobody can promise you — not us, not anyone. A clinician who meets you and then refers nobody is a real outcome, and you will see it in the same report.
The two middle rungs are what the fee buys. The last one is what everybody actually wants, which is exactly why we will not sell it to you: a program paid for referrals is the structure the anti-kickback rules exist to prevent. We are paid a flat fee to do the work, and the work stops at the door.
How we build your territory
The map is not the product — the research on it is. Setup is a clinician-by-clinician pass over your territory, and everything downstream runs off what it finds. There is a worked demonstration on this site, built from real registry data for a territory that belongs to no client: see the sample territory report at /sample-territory-report.
You get a denominator, not a list
Most referral marketing can tell you who responded. It cannot tell you who could have. Because the map is built from the full federal registry for your counties, the number of clinicians who could refer to you is known before the first letter prints — so activation is reported as a fraction of your actual territory rather than of whichever names someone happened to buy. That denominator is also what makes the program finishable: there is a point at which every clinician who could send you a patient has heard from you, and you will be able to see it.
Researched, clinician by clinician
The map starts in the public CMS NPPES registry. Then every clinician on it is researched individually — is the practice active, what does it actually treat, solo or group, telehealth or in-person. On Guided and Done for you that research is delivered as the Territory Report at setup; on Territory Intelligence it is the subscription itself, refreshed quarterly.
Sequenced by fit, not by alphabet
Each clinician gets a fit score — specialty fit, practice type, proximity — and waves run best-fit first. Engagement is reported by fit tier, so the scoring is accountable to results rather than taken on faith.
Verified before every drop
Lists rot. Before any wave prints, every practice on it is re-checked — status and address — so letters land on desks, not in dead mailboxes.
Refreshed as the territory changes
Clinicians register in your counties every month. A monthly new-to-territory alert folds newly registered clinicians into the next wave, and the full territory is refreshed quarterly.
What one clinician in your referral network is worth to you
The illustration is ours; the numbers in it should be yours. Change the four figures below and the arithmetic redoes itself as you type.
Guided · Done for you
The arithmetic runs in your browser. Nothing you type is sent anywhere, written into the address bar, or kept between visits.
One clinician in your network, a year
The published illustration, on the assumptions below.
Assuming roughly $300 for an initial intake, $150–250 for recurring follow-ups, and about 70% retention, for one referring clinician sending one patient a month.
What you get
Everything that gets you to the door — and tells you which door, in what order:
Done for you · Guided
- A prioritized follow-up list — who to go and see next, in order, refreshed every month as engagement comes in
- The per-provider engagement funnel — mailed, scanned or clicked, called, referred — so you walk in knowing what they have already seen
- A Territory Report at setup — every target clinician researched: practice confirmed active, specialty focus, solo or group, telehealth posture
- Fit-scored wave sequencing — your best-fit clinicians mail first, and engagement is reported by fit tier
- Pre-wave list verification — practice status and address re-checked before every drop
- A 2-touch email sequence alongside the mail, on the same code space, so a click and a scan count the same way
- Quarterly territory refresh and monthly new-to-territory alerts, so clinicians who register after you start are not invisible
- Monthly NPI matchback reporting, with a static QR code and a dedicated provider phone line
Not included
- The conversations themselves — we open the door and tell you which one; you walk through it
- Website remediation
- Anything volume-linked — the fee never moves with referral counts
- Legal advice, legal review, or any assessment of whether the program is lawful for you
Three ways to buy
Published, because a productized service should show its price and because it saves us both a call. Three ways to buy, and the only thing that changes between them is who does the mailing. Flat fees in all three — never per referral, never a percentage. Volume-linked pricing is the exact structure the anti-kickback rules exist to prevent, and the rule we build into your program is the rule that governs ours.
Territory Intelligence
$750 setup
+ $249/mo · month to month
Your territory researched clinician by clinician, delivered as a report and kept current — refreshed quarterly, with newly registered clinicians in your counties sent to you monthly. The map and the research, without the mailing.
- Month to month — no minimum term
- Cancel any month; the research you have already received is yours
- The $249 is the tier, not an add-on to it
- No letters or email are sent — nothing mails on this tier
- Not the Territory Report — that is the setup deliverable on Guided and Done for you
- No engagement funnel and no attribution reporting
- No portal or login — the report is produced by us and sent to you
No delivery guarantee: nothing is mailed on this tier.
Guided
$1,500 setup
+ $850/mo · 6-month minimum
We do everything up to the mailbox: the territory research, the claims verification, the fit-scored sequencing and the print-ready letters and email copy. You print, mail and send from your own accounts and postage.
- You print and mail on your own accounts and postage, so those sends are yours
- Print and postage are bought by you, direct — nothing is billed through us
- Territory Intelligence subscription: $249/mo, billed as its own line
- Prepay a year: 10% off the retainer
- A monthly working session, and matchback reporting you run against your own list
No delivery guarantee: you control the mailing, so the date is yours.
Done for you
$3,000 setup
+ $3,000/mo · 6-month minimum
The full program, run by us. Everything in Guided, and we execute the mailing — waves sequenced best-fit first, the list re-verified before every drop, suppression honored from the first piece, and the per-provider engagement funnel reported monthly.
- We execute the sends — you approve each wave before it goes
- Print and postage: billed at cost, no markup, separately from the retainer
- Territory Intelligence subscription: $249/mo, billed as its own line
- Prepay a year: 10% off the retainer
- No wave sends without your sign-off
Setup guarantee and the day-60 make-good apply to this tier.
Two things that are usually hidden are separated out on purpose. Your letter volume is not a tier — we size it to your territory, so the number of clinicians worth reaching decides your volume rather than a package deciding it for you. And the retainer buys the work: the research, the compliance lane, the sequencing and the measurement. On Done for you it does not quietly include a print bill with a margin on top, because a retainer that bundles production hides the one number you can check; on Guided you buy that production yourself and we never touch it.
Guided · Done for you
What one referring clinician is worth, for scale: a single activated referrer sending one patient a month is typically worth $15–25K a year to an outpatient practice — an illustration, not a promise, assuming roughly $300 for an initial intake, $150–250 for recurring follow-ups, and about 70% retention. Your own numbers are the ones that matter, and they are worth working out before you buy anything.
The setup guarantee
Your first wave mailed within 4 weeks of intake sign-off, or your setup fee is refunded. One condition, in plain sight: the guarantee assumes your claims and suppression intake comes back within 10 business days. One more backstop — if your day-60 report shows zero engagement events, we cover wave 3's print and postage.
Done for you
What is backed here is the process, not an outcome. It is a promise about a date we control, which is why it applies where we do the mailing and not where you do.
How the compliance posture is built
These are properties of the system, not promises about it. Each one is enforced by the architecture rather than by anyone remembering to be careful. The data handling, the BAA question, and the referral-payment posture are answered in full on the governance page.
Education and access only
The mail tells clinicians who you are, what you treat, and how to reach you. It offers nothing of value in exchange for a referral, because that is the line.
No patient data anywhere
Not filtered out — there is no field for it to live in, enforced at four independent layers. That is what keeps this business mail to clinicians and outside HIPAA and BAA scope.
Public data only
The clinician map comes from the public CMS NPPES registry.
No trackers, pixels, or cookies
The QR redirect stores no IP address, no raw user-agent, no referrer — built as an absence of columns rather than a filter that could be switched off.
Deterministic gates, no AI in the compliance path
No language model sits anywhere in the compliance or send path. A guarantee is unsupportable if a gate can be argued out of a finding.
Bounded personalization
Outreach personalization is a small set of pre-approved, specialty-appropriate variants, and every one of them passes the same claims review as the letter. No free-text AI writing per recipient — uniqueness would defeat the sign-off gate, which approves an artifact rather than a template.
Provable provenance
The artifact you signed off is provably the artifact that mails — the renderer is byte-reproducible and the match is checked, not asserted.
Who it is for
The capability is specialty-agnostic — the referral-source code set is configuration, not code. These two pages say what that means in practice for the markets it is offered in, and each one states plainly what has and has not been delivered there.
- Behavioral health
Outpatient psychiatric and therapy practices, where primary care and pediatrics are the referral sources that matter most.
- Dental specialists
Endodontics, periodontics and oral surgery, where general dentists are the whole referral network and the published research on that relationship is unusually good.
Refer a practice
If you know another practice this would fit, referrals are welcome — and structured with the same discipline as everything else here: credits, never cash.
Territory Intelligence · Guided · Done for you
- Half your own setup fee, back as an invoice credit, for each practice you refer who signs
- Half off their setup fee too
- Every referral counts, on any plan — and what you earn is set by the plan you are on, not by the one they choose
Credits apply after the referred practice's first paid invoice. It is credits-never-cash on purpose: a program built to keep referral relationships clean does not hand anyone an envelope of cash for one — including us to you.
The first pilot
This program was built for a North Carolina telehealth psychiatric practice, and that practice is its first pilot — the same mail path the renderer is proven against, byte for byte. It is a related practice rather than an independent customer, and we will say so wherever we publish the result. We intend to publish what the pilot produces, including the parts that do not work. We will not characterise a result before one exists.
The first cohort
We are taking a limited number of practices into a first cohort. What you are buying is built and running: the territory research, the verified-claims registry, the sign-off gate in front of every send, and the measurement that reads activation at day 90 rather than opens. If that is the program you want, the call is where we find out whether your territory is worth the work.
Book a call
Twenty minutes with me, not a pitch deck. Bring your territory and your growth goal; leave knowing whether this fits and what your map would look like.
The scheduler is Calendly — the one third-party page in this process. Prefer email? Write to jonathan@hazeleyconsulting.com and we will find a time by hand.