Cost Per Acquisition Focus
Plan management margins are known. We build campaigns around target acquisition costs that keep your economics healthy, not vanity metrics that look good in reports.
Plan Management Marketing Australia
Healthcare Marketing for NDIS Plan Managers
Plan management economics demand scale. Every participant matters, and every churned participant costs twice: the lost revenue and the acquisition cost of their replacement. We build acquisition strategies that attract the right participants and retention systems that keep them.
Trusted by 100+ healthcare practices, including HotDoc, Better Rehab and AHTG
Our Director Has Been Seen On
Built for Plan Management Scale
Acquisition Efficiency That Supports Sustainable Growth
Plan management is a numbers game. We understand the metrics that matter and build campaigns designed to deliver efficient, sustainable participant acquisition.
Plan Review Timing
Participants choose or change plan managers at plan approval and review. We time campaigns to capture these decision windows when participants are actively evaluating options.
Frictionless Conversion
Every extra field on your sign-up form costs conversions. We design acquisition paths that minimise friction and maximise the percentage of interested visitors who become participants.
Differentiation Strategy
Basic claim processing is a commodity. We help you articulate what makes your service genuinely better and communicate that difference to participants weighing their options.
National Reach Capability
Plan management can be delivered anywhere. We build campaigns that expand your geographic reach efficiently, whether you are growing state by state or going national.
Retention Integration
Acquisition without retention is a leaky bucket. We integrate communication strategies that maintain participant satisfaction and reduce the churn that erodes your growth.
The Plan Management Landscape
A Competitive Market That Rewards Efficiency
With hundreds of plan managers competing nationally, success belongs to those who acquire efficiently and retain effectively.
The Scale Imperative
Plan management is fundamentally a volume business. The per-participant economics work only when spread across a large participant base. That reality shapes everything about how plan managers need to approach growth: efficient acquisition, high retention, and operational systems that scale without proportionally scaling costs.
We have worked with plan managers from early-stage businesses trying to reach viability to established providers managing thousands of participants. The challenges evolve, but the fundamentals remain: you need more participants, you need them at the right acquisition cost, and you need them to stay.
Where Participants Come From
Participants find plan managers primarily through online search and coordinator recommendations. At plan approval, participants with plan management funding start searching. At plan reviews, dissatisfied participants look for alternatives. These are the moments when marketing matters most.
Google captures these searches effectively, but the competition is fierce. National players invest heavily in ads and SEO. Smaller plan managers need smarter strategies: better targeting, more compelling differentiation, and conversion paths that waste no opportunities.
The Differentiation Challenge
To most participants, plan management looks the same everywhere. You process claims, you manage budgets, you send statements. The challenge is communicating why your service is meaningfully better than the alternatives, especially when participants are comparing you against well-funded national providers.
Differentiation might come from your technology platform, your responsiveness, your educational content, your human touch, or your specialisation in particular participant groups. We help you identify your genuine advantages and communicate them in ways that influence participant choice.
Acquisition and Retention
Complete Strategies for Plan Management Growth
From first click to long-term retention, we build the systems that help plan managers grow sustainably.
High-Intent Search
Google Ads
Google Ads campaigns informed by first-party data across healthcare accounts. We benchmark, optimise, and outperform at a level most agencies can't seem to match.
Explore Google Ads Social Advertising
Meta Ads
Facebook and Instagram campaigns built to reach your ideal patients. 44,000+ leads generated.
Explore Meta Ads Organic Growth
SEO
Healthcare SEO strategies to rank for high-intent local searches. Done for 100+ medical practices.
Explore SEO Services Digital Experience
Website Design
Conversion-optimised medical websites with seamless booking integrations and AHPRA compliance built in.
Explore Website Design Conversion Science
CRO
Data-driven A/B testing and funnel optimisation to maximise patient booking conversion rates.
Explore CRO Services Campaign Pages
Landing Pages
Purpose-built campaign pages that convert ad clicks into booked appointments. Every element tested and optimised.
Explore Landing PagesAnalytics & Reporting
Custom dashboards and transparent reporting that show exactly where your marketing dollars go.
Content Marketing
AHPRA-compliant medical copywriting that educates patients and builds trust.
Email Marketing
Automated patient nurture sequences to keep patients engaged between appointments.
Social Media
Full-service social media management. AHPRA-compliant content that builds your brand.
Reputation Management
Review generation and response management for healthcare practices.
Marketing Strategy
End-to-end healthcare marketing strategy. We audit, plan, and build a roadmap tailored to your practice goals and budget.
TikTok Ads
Reach younger patient demographics. Authentic video content for cosmetic, dental, and allied health.
ChatGPT Ads
Reach patients researching health topics in AI conversations. Early mover advantage.
AI & Automation
Streamline your practice with automated workflows, CRM integrations, and smart booking systems.
Not sure which services fit your healthcare practice?
Book a Free Strategy CallMedical Marketing Results
Healthcare Marketing Case Studies
rumen.com.au
Marketing & design by our team
Case Study
Rumen Medical Weight Loss
$1M ARR in 6 weeks
“We went from launch to $1M ARR in six weeks.”
Mitchell — Founder, Rumen
Challenge
New telehealth clinic needed rapid patient acquisition and efficient operations to scale in the medical weight loss market.
Solution
Full-funnel digital strategy with automated bookings, patient management, and retention-focused campaigns.
Results
350 to 6,500 patients in 15 months. $1M ARR in 6 weeks. 90% admin workload reduction through automation.
Client Results
Trusted by healthcare leaders
Medical practices across Australia share how they transformed patient acquisition with AHPRA-compliant marketing that delivers measurable outcomes.
"Casey and his team have been a true partner to Better Rehab, helping to grow the business through successful campaigns. Casey shows high levels of expertise and we've been lucky to have him on board as the 'Marketing Engine'."
"We went from 350 to 6,500 patients in under 15 months. Admin load cut by over 90% and patient retention jumped by more than 450%."
"They have single-handedly grown my business. We're now turning away $60,000 every week in organic leads. Because, we just don't have the capacity."
"Since going with Casey and his team, we have had nothing but wins. They've got awesome results with low lead costs and have taken the time to really understand our business."
"If you're looking for a highly experienced, knowledgeable and ideas-driven marketing agency, look no further. He's helped transform our business from a fairly humble start-up to a fast growing service provider."
"Super impressed with his promptness, communication, professionalism, and knowledge of the full suite of digital marketing. You and your team are second to none!"
"As an experienced health professional I am a hard sceptic. Casey and his team over delivered on my project with an A+ website design having actively listened to every point I was seeking."
"Working with Casey and his team was nothing short of exceptional. The final product exceeded all expectations, both visually and functionally. It was a seamless experience from start to finish."
"Casey and his team were an absolute lifesaver. They understood exactly what our vision and goals were and did not fall short of delivering an exceptional piece of work."
"The communication was quick, clear and easily understandable. They balance patience and efficiency really well, resulting in a superb end product. Highly recommended."
"Casey was so empathetic and patient in listening to my ideas. He goes above and beyond. If you want a marketing agency that REALLY wants to help you grow your business, pick Casey and his team."
"Excellent company to deal with and their web design is incredible. Would use them again and again."
"They show high levels of expertise and we've been lucky to have them on board as the 'Marketing Engine'. Would definitely recommend to anyone looking to invest in growth."
Beyond Acquisition
Retention as a Growth Strategy
Every participant you keep is one you do not need to replace. Retention is not just about service quality. It is about communication.
The Cost of Churn
When a participant leaves, you lose their ongoing revenue and incur the acquisition cost of their replacement. High churn rates can make even strong acquisition performance feel like running to stand still. That is why retention deserves as much strategic attention as acquisition.
Service quality is foundational. Participants leave when claims take too long, when questions go unanswered, when budgets are unclear. But service quality alone is not enough. Participants also leave when they forget you exist, when another provider makes a compelling pitch, or when they simply drift toward a change at plan review.
Communication That Maintains Relationships
Proactive communication keeps your plan management service top of mind. Regular updates, clear budget reporting, helpful content about maximising NDIS plans, and genuine engagement all contribute to participant satisfaction that survives plan review scrutiny.
We build retention communication strategies that complement your acquisition efforts. The result is a growth curve that actually holds its gains, not one that constantly leaks participants out the back while you pour new ones in the front.
Coordinator Relationships
Many participants ask their support coordinator for plan manager recommendations. Building visibility with coordinators creates a referral channel that complements your direct acquisition. Coordinators want to recommend plan managers they can trust to serve their participants well. That trust develops through professional visibility and demonstrated quality.
Common Questions
Plan Management Growth
Questions
Practical answers from a team that has helped plan managers scale
Online search is the primary channel. Participants search for plan management when their plan is approved or at review time. Support coordinator recommendations also drive volume. Google Ads and SEO are typically the most efficient acquisition channels.
Beyond basic claim processing, differentiation comes from technology (portal quality, app functionality), responsiveness, additional support services, and the quality of budget visibility you provide. Your marketing needs to communicate what makes your service genuinely better.
Plan management can be delivered nationally, but national marketing requires significant investment. Regional focus may be more efficient for smaller providers. We can help you determine the right geographic scope based on your growth objectives and budget.
Focus on practical benefits: provider choice (access unregistered providers), faster payments to providers, budget visibility, and relief from administrative burden. Help participants understand what plan management enables rather than the mechanics of how it works.
Critical. Every friction point in your sign-up process costs you conversions. Easy online sign-up, minimal form fields, and clear next steps significantly improve acquisition efficiency.
Growing plan managers typically invest between $2,000 and $6,000 monthly. National reach requires higher investment. The key metric is cost per acquired participant relative to lifetime value.
Many coordinators recommend plan managers to participants. Direct outreach, professional networking, and demonstrating reliable service builds coordinator relationships. Once coordinators trust your service, they become a consistent referral source.
Service quality is foundational. Beyond that, proactive communication, clear budget reporting, and fast claim processing maintain satisfaction. Participants leave when they feel ignored or when payments take too long.
Still have questions? We're here to help.
Book a free strategy callReady to Scale Your Plan Management Business?
Growth Strategies Built for Your Model
We understand plan management economics. Tell us about your growth objectives and current participant numbers, and we will show you what efficient acquisition can look like.
Acquisition cost modelling
Retention strategy review
Competitive positioning
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