Michelle Bourbonniere, PhD — SEO strategist, researcher, and founder of Words on the Rise
Freebie: Cheat Sheet to Showing Up Well in AI Answers → words on the rise.com/ai

• Is SEO dead because of AI? What’s still true, and what’s changing

• The big shift: AI tools now have access to live search results (and why that matters for small businesses)

• How Google’s AI can personalize results based on what you’ve read vs. haven’t read (helpful… and creepy)

• Why AI Overviews and AI Mode are rewriting your message — and how that affects trust + conversions

• The difference between using AI for generating (emails, scripts) vs searching (recommendations, providers)

• Why being “a dietitian” isn’t enough: how AI personalization can reward specific audiences + specialties

• Off-page SEO is evolving: brand mentions can matter more than backlinks in AI search

• Reddit: how to show up without being salesy (and why etiquette + credibility matter)

• Michelle’s “3 R’s” framework for AI visibility:

  • Recognition (does AI understand your brand?)

  • Reputation (what does AI say when someone searches your name + reviews?)

  • Results (do you appear when someone searches for a provider like you?)

• A practical starting point: test your visibility in an incognito window

• The “wait, WHAT?” moment: AI pulling info from your terms & conditions because it’s the clearest writing

• Are blog posts still worth it? When they do make sense, and when they’re not the best use of time

• Recipe blogs and indexing reality: why Google may ignore “one more chocolate chip cookie recipe”

• Open an incognito browser window and test prompts your ideal clients would ask

• Check whether AI gets your business basics right (services, specialties, location/licensure)

• Make your most important info clear + concise on the pages you actually want AI to cite

• Build consistent brand mentions across platforms (podcasts, bios, socials, community spaces)

• Download Michelle’s cheat sheet: https://wordsontherise.com/ai

• Subscribe to her newsletter for ongoing AI search updates (sent about every two weeks)

[00:00] Introduction

• Why follow-ups matter: It's not just lost income, it's broken trust
• The reality of running a practice: sessions, sick kids, and things filed under "later"

[02:00] Common Follow-Up Moments That Get Forgotten

• Potential client inquiries
• Discovery calls that went quiet
• Clients who ghosted mid-package (yes, even prepaid ones!)
• Unanswered portal messages
• People who downloaded freebies but never heard from you again
• These are relationship moments, not just admin tasks

[04:00] Gmail & Google Workspace Solutions

• Using labels and folders (Courtney's an inbox zero + folder person!)
• Smart inboxes in Apple Mail desktop app
• Courtney's favorite folders:
  • Meetings folder (automatically sorts all meeting invites)
  • To-Do (using orange flag + orange heart emoji)
  • Waiting on Reply (purple flag + purple heart emoji)
• Pro tip: Use emoji to remember which flag color = which folder

[07:00] MailButler Game-Changer

• Creates tasks directly from emails
• Integrates with Apple Reminders
• Why Courtney switched from big project management tools to Apple Reminders for small tasks
• "It's the little things that slip through the cracks and cause the most risk"

[09:00] Practice Better Tips

• Use tags to flag clients who haven't booked their second session
• Create tasks within Practice Better
• Filter clients who don't have recent bookings

[10:00] The Natural Flow Question

• Just like habits with clients: if it doesn't come naturally, you won't use it
• Look at what you ALREADY use (email, calendar) and build on that
• Google Tasks is right there in Google Calendar—use what's in your face
• Don't create a Google Sheet tracker if you never open Google Sheets

[12:00] What to Actually Say in Follow-Ups

• Don't overthink it—keep it short and warm
• For inquiries: "Hey, I just wanted to follow up in case my last message got buried. I'm still happy to chat if you're interested."
• For ghosted clients: "I've been thinking about you and wanted to check in. There's no pressure, but I'm here if you're ready to reconnect."
• For missed questions: "Apologies for the delay. I missed your message earlier, but I wanted to circle back."
• Remember: We're connecting, not selling

[14:00] The Power of Email Templates

• Save brain power by having templates ready
• Reference to previous episode on email templates
• These feel-good follow-ups are perfect template candidates

[15:00] Action Items Choose 2 of the following:

1. Create a "Waiting For" label/folder in Gmail and assign to 3 emails NOW
2. Calendar block: "Follow-Up Friday" (30 minutes weekly to sweep missed replies)
3. Add a "Follow-Up Needed" custom field in Practice Better
4. Create a follow-up tracking board (Notion/ClickUp/SmartSuite)
5. Try MailButler (or similar email management extension)

[17:00] Courtney's Current Setup

• Apple Mail (never bothered before, but now loves it)
• MailButler extension
• Busy Cal coordination
• SmartSuite for big project boards
• "You won't know what works for you until you try something"

[18:00] Final Thoughts

• Pick the EASIEST action item—we're not trying to be fancy
• Following up doesn't make you pushy, it makes you reliable
• Stop leaving money, trust, and client progress on the table
• Available services: Strategy sessions + system setup at Declet Designs, or join Clinician Crew

[19:00] Next Episode Preview Digital boundaries: What to do when clients message you at 10 PM on Saturday

Connect with Courtney:

• Website: decletdesigns.com
• Community: cliniciancrew.com
• Schedule a strategy session for system setup help

Leave a Review: If this episode helped your practice feel a little lighter, follow the show and leave a review!

Highlights:

• 00:02 – Why automating doesn’t mean losing your personal touch

• 04:15 – What to automate: scheduling, reminders, forms, and payments

• 09:40 – Tools that make automation easier (without adding another subscription)

• 13:20 – How to set up automated post-session check-ins that actually help

• 18:05 – What should never be automated — red flags, emotional follow-ups, and referrals

• 25:10 – The concept of “hybrid automations” and how Courtney uses them

• 28:50 – A mini-challenge: audit your weekly tasks and automate one thing

Mentioned Tools & Ideas:

• Practice Better

• Google Workspace scheduler

• TidyCal & Calendly

• Stripe, Square, QuickBooks

• Hybrid automation ideas (template-plus-personalization)

Next Steps:
➡️ Audit your weekly tasks to find one thing to automate.
➡️ Create one new email or intake template to save future you some sanity.
➡️ Write your “never automate” list for clarity and boundaries.

Connect with Courtney:

• 💻 decletdesigns.com

• 🧠 cliniciancrew.com

• ✉️ Follow The Tech-Savvy Dietitian Podcast for more practical systems talk — minus the buzzwords.

📌 What We Cover:

• Why onboarding isn’t just admin — it’s client relationship building

• How to use Practice Better Programs to make onboarding feel like a course

• Using Google Workspace to automate intake and email

• What to include in your welcome email (and why you need one!)

• Creating a values-aligned intake form that doesn’t feel cold or clinical

• How to incorporate conditional logic so forms don’t overwhelm clients

• Tips for making your communication boundaries crystal clear

• How to send less email (while still being super supportive)

🛠 Quick Wins from This Episode:

• Write your onboarding welcome email template

• Record a short “Welcome to the Portal” video

• Review your intake forms for inclusivity and length

• Set up one simple automation from booking → welcome email + intake form

• Don’t overthink it: just make it warm, clear, and consistent

🧠 Tools Mentioned:

• Practice Better

• Google Workspace

• Mailman for Gmail

• Zoom (for recording quick intro videos)

📥 Free Resource:

Download the Ultimate Systems Checklist to help you map out your tech, communication, and automation flow:
👉 cliniciancrew.com

Welcome back to The Tech-Savvy Dietitian Podcast, where we believe your systems should support your practice — not sabotage your sanity. I’m your host, Courtney Vickery, a registered dietitian turned web designer and tech translator for private practice owners who are tired of playing calendar Tetris and inbox detective.

If you’re a non-diet, weight-inclusive provider who’s feeling drained by endless admin tasks and unaligned inquiries, this episode will show you how to set up an inquiry or waitlist form that helps filter in the right clients — with empathy and clarity.

You’ll learn how to:

• Use conditional logic to create filtering questions

• Write inquiry forms that align with your non-diet, weight-inclusive values

• Automate your pre-screening process with tools like Practice Better or Google Forms

• Avoid collecting unnecessary PHI (protected health information)

• Set up kind, clear automated replies that educate and connect with curiosity

1. Filtering isn’t cold — it’s kind. You’re protecting your time and your potential client’s energy.

2. Clarity prevents burnout. When your form communicates your approach upfront, you spend less time manually vetting.

3. Automation = boundaries. Tools like Practice Better or Google Forms with conditional logic can save hours of admin work.

4. Neutral language matters. You can gently introduce non-diet principles without alienating those still early in their journey.

• Add a filtering question to your current inquiry form

• Write a template email that explains your approach once (and reuse it)

• Audit your form for conditional logic options

• Add a checkbox like: “I understand that this practice does not provide weight loss counseling as a primary service.”

• Practice Better – for HIPAA-compliant forms and automations

• Google Forms + Google Sheets – for basic workflows

• Zapier – for connecting tools

• Clinician Crew – for prebuilt templates and peer support

• Clinician Crew Membership – Templates + community for weight-inclusive providers

• Declet Designs – Website, branding, and tech strategy for clinicians

• Book a Tech Strategy Session – Get hands-on help setting up your systems

Next week, we’ll be talking about how to set up a smarter client onboarding system that welcomes clients seamlessly — without adding to your workload.

If today’s episode helped your practice feel a little lighter, share it with a friend or leave a quick review!
Follow along at decletdesigns.com or come hang out with us in Clinician Crew.

Title: Why You're Drowning in Admin Work in your private practice
Summary: A deeper look at the biggest admin traps in private practice and how to fix them.
Timestamps:
00:00 – Welcome + what we’re covering
03:12 – Why burnout happens in admin work
07:45 – How to simplify your workflow
12:30 – Quick wins to automate today
Resources Mentioned: Practice Better, Zapier, Mailbutler
Connect: Work with us

The Dietitian Turned Designer has an exciting announcement: We are moving to a Seasons model! Listen to this episode to learn more about this exciting update!

In this episode, Courtney discusses the recent workshop topic from the Clinician Crew - how to use Google Workspace to run your entire private practice. Learn how to make the most out of your Google Workspace subscription and even run all aspects of your private practice using the apps included in Google Workspace.

*Nothing mentioned in this podcast is meant to be legal advice.

JOIN THE CLINICIAN CREW

SCHEDULE A STRATEGY CONSULT

REQUEST A WEBSITE AND SEO REVIEW

WORK WITH COURTNEY