A Behavioral Health Care Provider grew patient volume 13% over three years

Case Study

A Behavioral Health Care Provider *grew patient volume 13%* over three years

The behavioral health provider needed to grow patient volume across inpatient and outpatient programs. Growth depended on a stronger referral engine and better field coverage, but the team did not have clean referral data, clear territory ownership, or reliable reporting to scale outreach and expansion decisions.

• Revenue Operations

• Sales

• Marketing

*Company’s Challenge* Execution was slowed by basic operating gaps:

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• No trusted, up-to-date referral source list to work from.
• Duplicates and missing contact data made outreach inconsistent
• Territory ownership and coverage priorities were unclear for BDLs
• No consistent outreach workflow to track progress from contact to active referrer
• Limited reporting on activity, conversion, and referral impact

Cortado Group *Results*

• Identified 3 priority geographies for added BDL coverage: Boston, Santa Clara/Alameda, Orange County/Newport Beach.
• Supported the decision to open 3 new facilities: Denver, Austin, Houston.
• Drove 15% patient-volume growth over 3 years versus 3 to 5% industry growth.
• Improved data integrity by flagging 4,000+ referral-source records for keep or merge to resolve duplicates.
• Validated contactability through testing: a sample of 100 referents showed about 80% had good contact data.
• Quantified expansion opportunity, including 1,415 A-tier inpatient referents across the top BDL expansion areas.
• Put in place a CRM and reporting foundation to track territory coverage, outreach activity, and performance.

Cortado Group *Solution* *Strategies*

• Diligence and Cleanup Sprint
• Data Fix and De-dupe
• Territory Buildout
• BDL Outreach Process
• CRM Configuration
• Pipeline Reporting and Cadence
• Adoption Support

• Pulled referral lists and CRM data, reconciled sources, and created one working universe of referral targets.
• Standardized fields, resolved duplicates, and flagged records that needed merge or removal to improve data integrity.
• Assigned territories and built prioritized target lists by market so each BDL knew who to work, where, and why.
• Defined stages, required steps, and follow-up expectations so outreach moved consistently from first touch to active referrer.
• Set up stages, fields, and tracking to capture outreach activity, meetings, referrals, and outcomes in one place.
• Built dashboards and launched a weekly operating cadence to review coverage, activity, conversions, and next actions.
• Trained the team and worked alongside them to tighten reporting and improve usage in the first cycles.

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• Solutions Provided

• Segmentation + ICP

• Data Cleansing

• RevOps Execution

• CRM Configuration

• KPI Dashboards

• Sales Enablement

Key *Insight*

Patient volume grew 13% over three years by cleaning referral data, clarifying BDL territories, configuring the CRM to track outreach, and running a weekly pipeline cadence.