How to Grow a Successful Wellness Practice

I interviewed five experienced wellness practitioners to uncover what it truly takes to launch and grow a successful practice. This guide distills their hard-earned insights, from pricing strategies and client retention techniques to the reality of accepting insurance and the role of a well-optimized website. If you’re serious about making your wellness practice thrive, this is the roadmap you ne

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5 Successful Wellness Practitioners Share Their Secrets

So many practitioners finish their degree and work for others, dreaming of the day they can open their own local wellness business. But how exactly do you grow a successful wellness practice in this competitive age?

In the past decade of marketing local wellness businesses, we’ve seen time and again that success isn’t just about getting clients through the door—it’s about building a business that can sustain and scale. Many practitioners rush into marketing without the foundation to support it, only to find that their efforts don’t yield long-term results. Marketing is essential, but without a clear financial outlook, client retention strategies, and organizational tools, you’ll likely find yourself in over your head—and fast.

To bring clarity to this process, we interviewed five experienced wellness practitioners to uncover what it truly takes to launch and grow a successful practice. This guide distills their hard-earned insights, from pricing strategies and client retention techniques to the reality of accepting insurance and the role of a well-optimized website. If you’re serious about making your wellness practice thrive, this is the roadmap you need.

The Journey to Becoming an Independent Practitioner

Not Everyone Starts with a Business Plan

Many wellness practitioners don’t begin their careers with the intention of running their own business. Their journeys often start with a passion for healing and caring for people, but transitioning into a sustainable private practice requires strategic steps.

The Importance of a Gradual Transition

None of these practitioners took an overnight leap into business ownership. Instead, they transitioned gradually—balancing part-time work, renting space instead of leasing their own, and steadily growing their client base before fully committing.

Key Takeaway:
For many, testing the waters before going all in is a wise approach. Start part-time, rent space before committing to a lease, and use existing income to fund your transition. A gradual shift minimizes financial risk and sets the foundation for long-term business success.

Financial Planning: How to Grow a Successful Wellness Practice

how to grow a wellness buisness - from opening the doors to keeping clinets coming

Understanding Overhead and Revenue Streams

Financial planning was a common theme among the interviewees. Every single practitioner emphasized the importance of knowing the numbers before making big investments.

  • Leah Frazier learned the hard way after quitting her job as an attorney to pursue a wellness practice. “I did not do any type of financial planning.” After losing her savings in her first two years, she realized that passion wasn’t enough. Now, she meticulously tracks her revenue, setting clear financial goals: “I know how many sessions I need per month to hit my numbers, and I adjust my strategy accordingly.”
  • Nati Oron took a more cautious approach before opening her Pilates studio. She made a business plan had detailed spreadsheets that allowed her to plan for different financial scenarios. “I’m a very cautious person. I’m not a big risk taker, which I think is why I took it so slow, I took the steps one at a time in business. And so all of my predictions—I passed all my goals and I’m doing better than I had predicted when I was planning for it.”

Pricing and Financial Learning Curves

  • Setting Initial Rates: Many practitioners started with lower rates and gradually increased pricing based on demand and experience.
  • Adjusting for Insurance: While some worried insurance would lower their earnings, Brickner found she could maintain similar rates through proper billing (she uses an industry billing app).
  • Mistakes Made: Several practitioners admitted they initially undercharged for their services and had to adjust later.

Industry research also backs up the importance of financial scenario planning. According to a 2021 survey by the National Small Business Association, 29% of small businesses fail because they run out of cash. This highlights the necessity of careful budgeting and expense tracking.

“There’s nothing that replaces research. Understand the market you’re going into. Understand the expenses you’ll have. Know how much you need to earn to make a profit. Talk to people in your field. That’s how you go into business with your eyes open and without surprises.” – Nati Oron

Key Takeaway:
Get clear on your expenses and revenue goals before launching. Plan for financial sustainability and explore pricing structures that encourage long-term client retention.

Website Development & SEO Optimization

Your website is often the first impression potential clients have of your business. While social media and other channels can help clients find you, your website serves as your digital home—where you control the experience and establish trust.

Leah Frazier emphasized, “If I see a website that looks unprofessional, I assume the business is not put together. It immediately makes me question the credibility of the practitioner.” Other practitioners echoed this sentiment, finding that a poorly designed site could turn clients away before they even booked a consultation.

Key Elements of an Effective Wellness Website

SEO Optimization

Christi Slaven emphasized, “I put a lot of SEO into my website, using keywords about back pain, shoulder pain, and posture correction. Probably 30% of my clients found me just via the website.”

Shaina Brickner found that local SEO made a huge difference: “Most people searching for lactation consultants are looking for someone nearby. I made sure my city and surrounding areas were mentioned on my website.”

Fast Load Times

“If a site takes too long to load, people will click away. You have a few seconds to make a first impression.” – Frazier

Clear Call-to-Actions (CTAs)

Brickner implemented a free consultation button on every page: “As soon as I did that, I saw an increase in new client inquiries.”

Professional Aesthetic

“I knew that I wanted a really beautiful, professional website. It’s the first impression. When I land on a website and it’s not well done, it makes me feel like the business is not as professional. Whether that’s true or not, it’s my initial judgment. So, I knew right away that was an expense I was going to pay for, and I wanted it done well, said Oron. “So I found someone whose websites I admired and hired her to build mine.”

“You don’t have to spend thousands on a website, but it needs to look polished and reflect your brand well.” – Frazier

Key Takeaways

SEO is essential – Optimize keywords, local SEO, and page load speed.
Make it mobile-friendly – The majority of visitors are on mobile.
Fast-loading pages – Prevent losing potential clients due to slow speeds.
Clear CTAs – Ensure visitors know what action to take.
Aesthetic builds credibility – A professional site builds trust and conversions.
Use automation – Integrate scheduling and email follow-ups to streamline bookings.
Hire a professional when possible – It can save time and money in the long run.


Gaining Leads: How to Get Clients in the Door

Bringing in new clients is one of the biggest challenges for wellness practitioners. Unlike traditional businesses where customers might walk in off the street, many wellness services require trust and relationship-building before someone is willing to commit. This means that practitioners need a multi-faceted approach to client acquisition that aligns with where potential clients are already looking for solutions.

It’s vital to stay adaptable and continually educate yourself on lead generation methods. Even if you do partner with a marketing company early on, it’s important you educate yourself on the tactics they’re employing. Nati Oron shared, I think one of the skills I’ve honed best while opening my studio is the learning process. I know how to learn, and I know how long it takes me to figure things out. Right now, I’m in a deep dive into SEO, and my next step will be Google Ads.”

That said, let’s take a look at what’s been working for our practicioners:

1. Referral & Word-of-Mouth Strategies

Many practitioners said word-of-mouth was their most valuable source of leads. But rather than waiting for clients to refer them, they actively encouraged referrals.

  • Nati Oron, founder of Oasis Pilates, found networking with other wellness professionals highly effective:

“Some of my best referrals come from local chiropractors, acupuncturists, and massage therapists. If you build relationships with professionals who complement your work, you create a referral pipeline that benefits everyone.”

successful pilates studio owner sharing How to Grow a Successful Wellness Practice
Nati Oron, founder of The Oasis
  • Leah Frazier also emphasized the power of personal connections:
    “People trust recommendations from people they already know. If you create a great experience, they’ll talk about you. I always encourage clients to share my services with their friends, and I make it easy for them by offering a referral discount.”
  • Shaina Brickner leveraged both client referrals and online reviews:
    “I ask happy clients to leave reviews because I know how much new parents rely on them. When someone sees multiple five-star reviews, it builds trust before they even reach out.”

In the early days of opening your doors, it may be a good idea to give big discounts to people you know just to get them into the door and start getting their referrals. It’s better than waiting around and wondering how to grow a successful wellness practice — jump in and go!

Ways Practitioners Maximize Referrals:

✔ Encouraging happy clients to leave reviews on Google and Yelp
✔ Creating referral incentives (e.g., “Refer a friend and get 10% off your next session”)
✔ Networking with other wellness professionals for cross-referrals

Key Takeaway:
Referrals are one of the strongest marketing tools—nurture client relationships, request reviews, and build partnerships to create a steady flow of word-of-mouth leads.

2. Leveraging Social Media: A Key Driver of Visibility

Social media isn’t for everyone, and you don’t necessarily need to post constantly to market your business. However, for many wellness practitioners, social media has been a game-changer for attracting new clients by building credibility, showcasing expertise, and staying top of mind.

  • Leah Frazier emphasized the importance of consistent posting and engagement:
    “I document and post about my business all the time (on social media), making sure people see my work. The more they see me, the more they trust me.”
  • Shaina Brickner found Instagram Reels and short-form video content especially effective:
    “Some of my videos explaining newborn feeding tips got thousands of views, and from there, people started DMing me for consults. I wasn’t expecting social media to be such a big lead source, but once I saw how well it worked, I leaned into it more.”
  • Christi Slaven used educational content to build trust:
    “Once a week, I put out a video with a helpful hint. That’s how people started reaching out to me—I became a trusted source. They saw I knew what I was talking about, so they were more comfortable booking a session with me.”

3. The Power of Community Engagement & Networking

Shaina Brickner found that community engagement was a game-changer for her practice:

Being involved in Facebook groups where new moms hang out really helped. I wasn’t selling, just offering helpful advice. Over time, people started coming to me for consults because they already trusted me from my posts and comments.”

successful lactation consultat sharing How to Grow a Successful Wellness Practice
Shaina Brickner, founder of Preparented

Effective Community Engagement Strategies:

✔️ Engaging in local Facebook groups by answering questions
✔️ Hosting free workshops or Q&A sessions in community spaces
✔️ Volunteering at wellness events
✔️ Collaborating with other local businesses

Key Takeaway:
Getting involved in your community, both online and offline, can build trust and naturally bring in new clients.


4. Paid Ads: When & How to Use Them Effectively

Some practitioners initially avoided paid ads but later realized their potential in reaching a larger, more targeted audience.

  • Leah Frazier reflected on how she wished she had started using paid ads earlier:
    “Organic reach is great, but ads allow you to scale faster and reach people who may never have found you otherwise.”
  • Shaina Brickner used geo-targeted Facebook and Instagram ads effectively:
    “When I focused on geo-targeting—showing ads only to moms in my area—it brought in clients who would have never found me otherwise.”
  • Owen Campbell, a physical therapist, had mixed results with Google Ads:
    “I realized my niche-specific services did better with paid ads, so I focused on those.”

Strategies for Effective Paid Ads:

Lead Magnets & Free Offers Work Best – Offering free consultations, webinars, or downloadable guides attracts more leads.
Geo-Targeting Matters – Running ads targeted only to specific cities prevents wasted spending.
Retargeting Increases Conversions – Following up with people who engaged with previous ads improves results.
Video Ads Perform Better – Testimonials and behind-the-scenes clips convert more leads than static images.

Key Takeaway:
Paid ads can be a powerful tool for scaling, but they work best when paired with a clear offer, precise targeting, and a solid follow-up strategy.

Conclusion: The Best Strategies for Gaining Leads

Leverage referrals & reviews – Actively ask happy clients to leave testimonials and refer friends.
Use social media strategically – Focus on showcasing expertise and making it easy for clients to book.
Engage in your community – Answer questions, provide value, and participate in relevant groups.
Consider paid ads wisely – Use them for lead magnets and geo-targeted promotions.

By combining these approaches, wellness practitioners can build a steady stream of leads, turning more prospects into long-term clients.

Converting Leads into Paying Clients

Attracting leads is only half the battle of how to grow a successful wellness practice. The next challenge is turning those leads into paying clients. Several practitioners emphasized that having an effective conversion strategy is just as important as bringing in leads in the first place.

Without a clear client journey that moves potential clients from interest to action, many leads will never actually book a session. Leah Frazier pointed this out:

“If you don’t have a journey to send them on, you’ve acquired something for nothing. You need to ask yourself: What happens after someone shows interest? Do they know what to do next? Do they feel confident in booking? You have to make that process seamless.”

1. Make It Easy for Potential Clients to Take the Next Step

One of the biggest barriers to conversion is friction in the booking process. If clients feel uncertain about what’s next, they may hesitate or never book at all.

Shaina Brickner, founder of Preparented, found that offering a free consultation was a game-changer for increasing conversions. “I added a free consultation option to my site, and it made a huge difference. A lot of people are unsure about investing in a service they’ve never used before, so giving them that free first step makes them feel comfortable moving forward.”

Nati Oron of Oasis Pilates emphasized that making the booking process as effortless as possible significantly increased her conversion rates: “If someone has to click too many times to book, they might just give up. I made sure my site had an easy-to-use scheduling system, and I saw an increase in bookings almost immediately.”

Ways to Reduce Friction and Make Booking Easier:

✔ Offer free or low-cost consultations to warm up leads.
✔ Ensure your website has an easy, mobile-friendly booking system.
✔ Have an FAQ section that answers common objections.
✔ Provide clear service descriptions so potential clients know exactly what to expect.

2. Follow Up & Nurture Your Leads

Many practitioners found that following up with potential clients after their initial inquiry significantly increased bookings.

  • Brickner noted that some clients needed a little encouragement before they were ready to book:
    “I started following up with leads who had reached out but didn’t book, just to check in and see if they had any questions. A lot of people just needed reassurance or a little nudge. That alone helped me convert more leads into paying clients.”
  • Leah Frazier emphasized the importance of having an email or text follow-up sequence:
    “People need reminders. They may be interested but get distracted. Having an automated follow-up system—whether it’s a simple ‘Hey, are you still interested?’ email or a reminder about an expiring promo—helps bring them back to booking.”
  • Christi Slaven, a corrective posture therapist, also found that keeping leads engaged between inquiries and bookings made a difference:

“Some people take their time before making a decision, but if they keep seeing my name pop up with helpful reminders, they eventually book.”

successful posture therapist sharing on How to Grow a Successful Wellness Practice
Christi Slaven, Founder of Professor Posture

Follow-Up Strategies That Work:

✔ Send a friendly follow-up email or text within 48 hours of their initial inquiry.
✔ Offer additional information or testimonials to reinforce trust.
✔ Use limited-time promotions to create urgency and encourage action.

3. Using Promotions & Incentives to Encourage Booking

For some practitioners, offering limited-time promotions or special incentives helped turn hesitant leads into paying clients.

  • Leah Frazier shared:
    “Sometimes people just need that extra little push. Running a promo like ‘Book by Friday and get a free add-on service’ can make a huge difference in getting someone to act.”
  • Owen Campbell, a physical therapist, also used promotions to drive conversions but found that structuring them around client needs rather than discounts worked best:
    “People respond better when they feel like they’re getting extra value rather than just a discount. So instead of reducing my rates, I’d offer something like a free posture assessment with their first session.”

Incentives That Work Without Devaluing Services:

✔ A free 15-minute consultation.
✔ A small additional service (e.g., “Book a 60-minute session, get an extra 10 minutes free”).
✔ A first-time client discount.

Practitioners cautioned against relying too heavily on discounts, as they can attract price-sensitive clients who may not be long-term customers. Instead, incentives should focus on encouraging first-time action without devaluing the service.

4. Simplify the Decision-Making Process

Some leads hesitate to book because they feel overwhelmed with choices or unclear about what’s right for them.

  • Brickner addressed this by streamlining her services and clarifying options:
    “I realized I was offering too many different services, and people weren’t sure what to book. Once I simplified my offerings and clearly outlined who each service was for, people booked more easily.”
  • Slaven found that clear recommendations helped reduce decision fatigue:
    “If someone isn’t sure what they need, I guide them. Instead of letting them scroll through my entire list of services, I ask, ‘What’s your main concern?’ and then I direct them to the best starting point.”

Ways to Make Booking Decisions Easier:

✔ Offer clear recommendations (e.g., “If you’re a new client, start with this session.”).
✔ Minimize the number of booking options to reduce decision fatigue.
✔ Highlight testimonials that align with the concerns of new clients.

Key Takeaways: How to Convert Leads into Clients

Reduce friction in the booking process – Make it easy for leads to book by offering clear next steps, mobile-friendly booking, and free consultations when appropriate.
Follow up strategically – Many leads don’t book right away, so a simple email or text follow-up can nudge them toward conversion.
Use promotions wisely – Incentives can help first-time clients commit, but they should add value rather than devalue your services.
Simplify your offerings – If potential clients feel overwhelmed, make booking decisions easier by clearly guiding them toward the right service.

Impact of Taking Insurance for Wellness Services

One of the most surprising insights from the practitioners was how much accepting insurance impacted their businesses—both positively and negatively. While many wellness practitioners hesitate to deal with insurance due to the complexity of claims and reimbursements, those who figured out how to navigate it saw significant benefits in terms of client retention and financial stability.

Practitioner Experiences with Insurance

Shaina Brickner initially resisted taking insurance, thinking it would add too much administrative hassle. However, after integrating it into her business, she saw a dramatic shift. “When I started accepting insurance, I quadrupled my income because I could see the same clients multiple times.”

Brickner found that when services were covered, clients were far more likely to return for follow-ups, leading to better continuity of care and a more stable business model. To make the process manageable, she joined Lactation Consultants of America (LCA), a group practice. This helped her become an in-network provider with about 9 different insurance companies. “Now people can search “lactation consultant” in their insurance directories and my name pops up.”

Owen Campbell, a physical therapist, opted for a hybrid approach. He found that selectively taking insurance, rather than relying on it entirely, allowed him to avoid the pitfalls of delayed payments while still benefiting from increased accessibility for clients.

“I work with some insurance clients, but only through direct referrals where I know I’ll be paid in full. The last thing I want is to spend hours fighting with insurance companies over reimbursement.”

successful physical therapist sharing How to Grow a Successful Wellness Practice
Owen Campbell, Founder of Simplify Motion Physical Therapy

Leah Frazier initially thought insurance was essential for growing her business but later realized it wasn’t the right fit. “I thought I needed to take insurance to get more clients, but I found that the clients who came through insurance didn’t always value the service in the same way as private-pay clients. Some people book because it’s ‘free’ to them, not because they’re truly invested.”

For practitioners considering whether to accept insurance, the decision often comes down to weighing the increased client volume and retention against the time and financial trade-offs involved.

Pros and Cons of Accepting Insurance

Pros:

Higher Client Retention – Clients are more likely to return when services are covered.
Expanded Access to Care – More potential clients can afford treatment.
More Consistent Income – Having a steady stream of insured clients provides financial stability.

Cons:

Administrative Complexity – Managing claims, dealing with denials, and tracking reimbursements can be time-consuming.
Lower Earnings Per Session – Insurance payouts may be lower than private pay rates, and billing services (like TLN) take a percentage.
Delayed Payments – Reimbursement can take weeks or even months, depending on the insurance provider.

For those who want the benefits of accepting insurance without taking on the administrative burden, using third-party billing services can help make it a viable option. However, as the practitioners’ experiences show, insurance isn’t a one-size-fits-all solution, and each wellness business must carefully assess whether it aligns with its financial and operational goals.

Email Marketing for Wellness Practitioners: The Overlooked Goldmine

Email marketing is often underrated, but it remains one of the most powerful tools for wellness practitioners to nurture client relationships, retain customers, and secure repeat business. Many practitioners emphasized that while social media marketing for wellness professionals and partnerships with local businesses bring in leads, email is what keeps those leads engaged and turns them into loyal, returning clients.

Using Email to Educate and Reinforce Sessions

Beyond just reminders, email can also be a tool for reinforcing what clients learned in a session and ensuring they stay on track with their wellness goals.

  • Christi Slaven, a corrective posture therapist, uses email sequences to make sure clients retain the value of their sessions:“I use email follow-ups to reinforce what we covered in our session. Sometimes people forget exercises or small details, so I send them a recap with instructions. It keeps them accountable and makes them feel supported.”
  • Nati Oron notes that while newsletters help keep her on-top of her clients’ mindst, they haven’t been a major driver of new business: “I think the consistency of the emails helped people remember—oh, she does teach virtually these days, so let me hop on a thing. But it wasn’t something that made a huge impact. The people that make the biggest impact on my schedule are my consistent clients, and I’m lucky to have a lot of them.”

For wellness practitioners, educational email marketing builds credibility, deepens client relationships, and increases repeat bookings.

Reactivating Past Clients Through Email Marketing

Email is also an effective way to re-engage clients who haven’t booked in a while.

  • Owen Campbell found that sending personalized check-in emails led to surprising results:“Sometimes people drop off because life gets busy, but a simple email checking in on their progress brings them back. I started sending ‘How’s your injury feeling?’ emails, and it led to more people rebooking than I expected.”
  • Leah Frazier also emphasized the importance of email sequences for wellness businesses to reactivate old clients:“A lot of times, people need a reminder. They may be interested but get distracted. Having an automated follow-up system—whether it’s a simple ‘Hey, are you still interested?’ email or a reminder about an expiring promo—helps bring them back to booking.”

A well-timed follow-up email campaign can turn inactive clients into returning customers, boosting revenue with minimal effort.

The Role of Email Automation in a Successful Wellness Business

Most practitioners agreed that automating key emails saved time while maintaining a personalized client experience.

Leah Frazier emphasized how automation supports long-term success:

“Your bread and butter is going to be in your emails, in your email newsletter. If you’re not using email automation to stay connected with past clients, you’re leaving money on the table.”

successful wellness healer sharing on How to Grow a Successful Wellness Practice
Leah Frazier, founder of Leah Heals

Shaina Brickner shared how automated follow-ups improved client retention in her lactation consulting business: “I send follow-up emails after every session with helpful tips and reminders. It makes a huge difference in keeping clients engaged and coming back.”

Beyond post-session emails, educational content and appointment reminders kept clients on track. Christi Slaven saw client engagement improve when she began automating her follow-ups: “Sometimes clients just need a little nudge. I started using automated reminders to check in with them, and it led to more consistent bookings and fewer last-minute cancellations.”

How Wellness Practitioners Can Use Email Automation Effectively

Welcome Email Sequences – Introduce new clients to your services, resources, and what to expect.
Post-Session Follow-Ups – Reinforce key takeaways, share exercises, and provide next steps.
Appointment Reminders – Reduce no-shows and encourage repeat bookings.
Newsletters & Updates – Keep clients engaged with health tips, promotions, and success stories.

For wellness business owners, email marketing automation ensures clients stay engaged, feel supported, and continue booking sessions.

Key Takeaways: How to Leverage Email Marketing for Client Retention

Use email to nurture client relationships – Provide value beyond sessions with educational content and follow-ups.
Follow up consistently – Automated email sequences increase bookings and reduce drop-offs.
Segment your email list – Send the right message to the right people, whether it’s reactivating old clients or reminding new ones of their next session.
Make it easy to book – Every email should include a clear call to action (CTA) that encourages booking.
Use automation strategically – Save time by automating appointment reminders, follow-ups, and client check-ins.

By implementing smart email marketing strategies, wellness practitioners can increase client retention, boost bookings, and grow a sustainable practice with ease.

Putting it in Action: How to Grow A Successful Wellness Practice

Building a successful wellness practice isn’t just about mastering your craft—it’s about mastering the business behind it. The practitioners in this guide didn’t just wake up one day with fully booked schedules. They took strategic steps, learned from their mistakes, and refined their processes to create sustainable, thriving businesses.

The biggest lesson? Passion alone is not enough. Without financial planning, clear client acquisition strategies, and strong retention systems, even the most talented practitioners struggle. But when you approach your practice like a business, you set yourself up for real success.

  • Know your numbers. Financial stability gives you freedom, not just survival.
  • Make it easy for clients to find and book you. Your website, SEO, and social proof matter.
  • Leverage multiple marketing channels. Relying on just one strategy limits your growth.
  • Build trust at every stage. From the first interaction to follow-ups, nurture relationships.
  • Keep learning and adapting. Every business evolves—stay flexible and open to growth.

Whether you’re just starting out or looking to refine your practice, remember: this is a long game. Success isn’t built overnight, but with the right strategies, consistency, and willingness to learn, you can create a practice that not only sustains you financially but also fulfills your purpose.

So, how do you grow a successful wellness practice?

If there’s one thing to take away, it’s this: You’re not just a healer or specialist—you’re a business owner. Treat your practice like a business, and you’ll create a career that lasts.

Now, go build the thriving wellness practice you’ve envisioned. And if you need any help, please reach out to us at Crunchy Buzz! We’re always happy to meet passionate wellness practitioners and would be happy to give you a free marketing consultation.

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