63. How Busy Therapists Can Get The Help They Need with Uriah Guilford

by | Nov 17, 2020 | Grow Your Private Practice, Podcast

In this episode of The Private Practice Elevation Podcast we’re talking with Uriah Guilford all about how busy therapists and private practice owners can get the help they need.

This episode is all about scaling your business to hit those big goals.

If you find yourself overwhelmed, wearing every hat in your business, and struggling to keep up with all those administrative tasks, this one’s for you.

If you’ve ever thought about hiring a virtual assistant in your private practice and what that would look like, this one’s for you too!

This week, I’m chatting with Uriah Guilford, a group practice owner and the creator of Productive Therapist, a virtual assistant company that serves private practice therapists.

I had a blast talking to Uriah all about the natural progression of businesses and the small but mighty steps we can take to continue to grow and scale.

I had many stories to share from my own business journey, as well as my wife’s as she’s currently in the early stages of building her group practice.

In This Episode, You’ll Learn:

  • How to determine when it’s time to hire a virtual assistant for your private practice
  • How much it costs to hire a virtual assistant and how to know if you can afford it
  • The first thing you should be outsourcing in your private practice
  • How hiring a virtual assistant can help you make more money in less time
  • 5 tips to get the help you need in your private practice
  • Can outsourcing your phone calls actually increase new client conversions?

Listen to this episode on Apple Podcasts

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About Uriah Guilford

Uriah Guilford is a licensed marriage and family therapist, a group practice owner and the creator of Productive Therapist, a virtual assistant company that serves private practice therapists. He is a technology nerd, a minimalist travel packer, a rock drummer and business development enthusiast.

Links mentioned in this episode:

Transcription of This Episode:

Daniel Fava  0:01  

All right, well, super excited to have on the podcast Uriah Guilford from Productive Therapist, how you doing? You’re

Uriah Guilford  0:08  

Doing great. It’s awesome to be here.

Daniel Fava  0:10  

Yeah. Thanks so much for for joining me today really excited to talk about productivity and growth for private practice group practice owners that sort of thing. 

Before we get into the things that you’re passionate about, and your expertise, always love to hear a little bit more about who you are. So tell us what you do first, and then really want to hear your story, where you where you came from, how you got to do what you’re doing today. And I’ll let you take it away.

Uriah Guilford  0:38  

Perfect. How many hours do we have on this podcast?

It’s long form, right?

Daniel Fava  0:45  

Absolutely. Yeah, yeah, that’s good for SEO, I’ll transcribe it, we’ll put it on the blog there.

Uriah Guilford  0:51  

Pages and pages. Good, good. So I am a born and raised native of California, and I am married with two daughters and live about 45 minutes north of San Francisco and kind of the wine country area, not about a place to be most of the time. 

And I have been, let’s see, gosh, I’m turning 20 next year in terms of my years of being a therapist. So I’ve been a marriage and family therapist, that obviously goes back to my intern days, but we used to call interns. So I’ve been doing this a long time and have a group practice here in my area, serving teens and families, mostly, but we also do some other things. But it’s really focused on teens and young adults. So I’ve been doing group practice for five years now, which has been a really cool, interesting journey. And then productive therapist was actually born out of solving my own problems, scratching my own itch and needing more admin support as I was growing, and didn’t actually intend to start a virtual assistant business that was not on my sort of vision map or whatever you want to call it. vision board. 

Yeah, but that’s been a really cool experience as well. And so we’re going into the fourth year of providing virtual assistant services to therapists specifically. And I just love that in so many ways, because it kind of ties in all the things I’m interested about interested in and the skills that I have, from understanding therapists and business, as well as being kind of a nerd about technology and marketing. And it kind of brings all those things together. Yeah. And it’s been fantastic.

Daniel Fava  2:29  

That’s awesome. Tell me a little bit more about that transition into like, oh, I’ve got this need or this issue going on in my group practice? How do I solve it to then launching your own business? I know where we’re limited to only six hours, as I said, just give us a little snapshot, because I love to hear those sorts of stories. 

You know, when people kind of have this, this idea, this project turns into business. And I’m sure many people like to hear a little bit about that, too.

Uriah Guilford  2:59  

Yeah. So let’s see, I’ve been a fan of virtual assistants for a long time before starting productive therapist, and I had the same virtual assistant, or actually five years, which is kind of uncommon. And it was a fantastic experience. And she was able to kind of grow with me as my own practice grew. And sort of just add hours as we went along. I remember always kind of bragging to my therapist, friends, like, Hey, did you know Do you want a virtual assistant is I have a virtual assistant. Like, I think I felt really important for some reason. But I also thought it was just really fantastic to have, you know, just to have a very small team, but to have helped with certain things. 

So always, always love that. And fast forward. I don’t want to make the story too long, but had that same VA for the longest time into my expansion into group practice, which kind of happened slowly, you know, hiring one person hiring another person, then we eventually got up to 10 therapists are along the line there was no longer able to work with with Gina. 

Unfortunately, she passed away from breast cancer was very, very difficult and sad. Yeah. And so what I did is actually transition to hiring an in office assistant to come in. So I had this new office space with an actual little space for admin person hired a friend, which I don’t recommend happened there. But I hired a friend to come in. You have done that? 

Daniel Fava  4:26  

Yeah, well friends have hired me…

Uriah Guilford  4:28  

Yeah, it can be awesome. And then it can also be the worst decision you’ve ever made. So yeah. That’s just a footnote about hiring friends and family. Right?

Daniel Fava  4:38  

Yes, yes. Boundaries are super important with that, for sure. That’s that’s another conversation another episode.

Uriah Guilford  4:43  

Yes, of course. I hired an office person essentially. He wanted full time hours and I couldn’t afford it. I couldn’t afford to pay him full time. So I got this idea from another therapist to contract his time out to other therapists that were I was already friends with I kind of became more and more aware of the need for very part time administrative support. Yeah. And it just kind of built from there. 

To be honest with you, I was in a mastermind group of my own. And I was telling the group like, hey, I want to start this, this blog called productive therapist calm. And I’m just going to talk about software and cool things that I used for my private practice. And I think on on the back end of that, we might do some VA services, you know, and my mastermind group was like, No, that’s the thing. That needs to be the thing. So with their guidance, I kind of decided to start off with promoting as the main offering, if you will.

Daniel Fava  5:42  

Yeah. That’s awesome. Thank you so much for sharing that. That’s cool.

Uriah Guilford  5:45  

Yeah, for sure.

Daniel Fava  5:46  

Love to hear those stories. All right. Well, let’s let’s get into a little bit about you know, what you want to share today? I know you have lots of great tips and philosophies and just so much that you’ve learned from being productive in your own practice, you know, leading to businesses, it’s only two right? You don’t have another business we haven’t talked about right?

Uriah Guilford  6:06  

Keeping it to two, man. Okay. It’s a lot of work.

Daniel Fava  6:10  

Yeah, I say only but yeah. All right. So, so open up your mind. And let’s, I want to open up your mind and just hear a little bit about your expertise here. So I’ll just kind of let let you leave your station here, we’re just gonna hang out and nerd out on productivity here.

Uriah Guilford  6:28  

I love it. Always, always talk for hours and hours about delegation, productivity, and outsourcing all that kind of good stuff. I think, if I’m being honest, one of my driving motivations. And if I, if I had sort of a mission that I was on with productive therapist, it really is about helping therapists find balance in their lives, and be successful in their practice, and then also have a good balance of enjoying their life. Literally, we just came up with a new kind of tagline. And on the website, it says, change the world love your life. And then kind of Saturn is world class virtual assistants for busy therapists.

Daniel Fava  7:07  


Uriah Guilford  7:08  

That’s what we’re about. And I just want to help people have a better time. I’m not putting the words together correctly there. But you know, like, you know, people, you know, plenty of therapists that have that are, I would say ambitious, that are driven, maybe entrepreneurial, probably, right. Yeah. And they’re going after some pretty big goals, whether that’s just a thriving solo private practice, or a small to medium or larger group practice. 

And for all of us, when we hit those sort of goals that we’ve defined as being successful, it comes along with all kinds of other stressors that we never anticipated. Yes. Yeah. 

And usually, that’s like, I’m seeing 20 or 25 clients, and I don’t have time to answer phone calls, potential clients, I’m really behind on my QuickBooks. And you know, any number of things that just kind of stack up once, success starts to really kick in. Yeah. 

And those are problems that we don’t know how to solve by nature of not being usually business oriented, or having the roadmap for what that looks like. Right? I’m sure you’ve seen that.

Daniel Fava  8:24  

Yeah, absolutely. So as you know, we were talking before we hit record here, it’s just sharing about my wife. And in the last two months, she she went from solo to having three contract employees underneath her and so she’s, she’s in that place right now, just learning how to, you know, how to balance this stuff, how to onboard them. Now how to market them and get some clients for them and all that stuff. 

And it’s going good so far, but you know, I do hear those things that I am really behind on notes, or I need to make room for my consultation call so I can get my new, my new hires clients, you know, that sort of thing. And it all of a sudden, there’s these new problems that she didn’t have before I even mentioned about what you do your idea to her. 

She’s right outside the living room. I was like, I got a guest episode. And we’re talking about productivity of virtual assistants. And she’s like, Oh, I might have to have to check that out. So she’s done that. She’s in that perfect, your perfect client sort of space right there. So these are the types of things that we talked about in our whole time.

Uriah Guilford  9:29  

Yeah. And in order to scale a business of any kind, you have to have some sort of a team. And most of us therapist startup. It’s just us, like, very rarely do you meet a therapist that starts out with a group practice. It does happen. 

Yeah, but usually, it’s just one office, one therapist, right. Mm hmm. A website. Hopefully, you can obviously help with those kind of things. Right. But that’s a very, you know, a modest beginning that then hopefully turns into something that’s, that’s more more involved, I find that bringing on a part time virtual assistant is often the best first hire, if you will. 

Yeah. Because they can do any number, any number of things that the therapist really shouldn’t be doing. And we’ll talk about this in a bit, I think. But if you look at the, the value of the time of the therapist, there’s no reason they should be doing certain things at a certain point, right?

Daniel Fava  10:29  

Yep. Yeah, that makes

Uriah Guilford  10:30  

A lot of things. A lot of things they should should hand off as time goes on. Yeah. Hong Kong has been the one the first ones, I think, Yeah, yep.

Daniel Fava  10:41  

Yeah, totally, totally agree. A virtual assistant was actually the first hire that I had in my own business, and Oh, nice. She’s been amazing. 

I think we’re going on like, three, three or four years, actually, you know, that’s fantastic hearing you say that you were with one for five years. So Amanda’s been with me about three or four, something like that. And it’s just it blows your mind when you start to like, just give tasks all these things? Are these these repetitive things that you’re like, should I be doing this? And that’s one question that I asked myself, even today, like, you know, I myself doing stuff, jumping into projects and things. 

And obviously, my business is different than a therapist business. But there’s in any business, there’s those tasks that are repetitive, there’s those tasks that you can train people to do. There’s those tasks that are even just simple, but you have to keep doing that we keep doing them. And then if you just pause it, ask yourself, should I be doing this?

Is it worth it for me to be doing this, especially for you know, therapists who’s charging 125 150 $200 for an hour, and you’re sitting here answering the phones or responding to simple emails that you can create some canned responses for, you know, that can be that can be extra time that you can be, you know, using to be interviewed on a podcast or in your community building authority, that sort of thing.

Uriah Guilford  11:58  

Any number of things that therapist that only they can do? Right, right? Yeah. I’m curious, from your experience, how did you decide to pull the trigger on hiring that person three years ago.

Daniel Fava  12:09  

So, she came to me pretty serendipitously, I was in a small mastermind group. And one of the other women in that group, well, as a group, there’s only like three of us. And so she I think she was a friend of a friend. And so Amanda started working with, with this woman in my mastermind group. And I was kind of in that place of like thinking, I need help, I got all these tasks, I’ve been learning about virtual assistants, I’ve been, you know, keeping a journal of all the things that I could hire a virtual assistant for. And that was kind of my, like a tip there just leading up to when you are ready to pull the trigger, like have in mind what you’re going to be hiring them to do. 

So I was doing, I was creating all those lists and that sort of thing. And so I was like, oh, would you mind if I spoke to her too. And so I think I think we were her first two clients. And she’s gone on to kind of create her own virtual assistant business. And she does also like social media management and stuff like that. And so she just kind of came through a friend of a friend sort of thing. And I spoke to her and she’s just completely just organized and on top of everything, and she’s been amazing.

Uriah Guilford  13:27  

So great. If you find the right person, whatever the arrangement is, honestly, if they’re a full time employee, or if they’re a part time shared virtual assistant, if you find the right person to help you with your business tasks. Yeah, literally is I’m not even being over exaggerating, it will change your life. Like literally, you will feel less stressed, you will feel more in control, you’ll feel like you can actually have the time and space to do things that you want to do. Yeah, that’s your business or just in your life. It’s Yes.

Daniel Fava  13:54  

So great. I’d say it’s addicting to be outsourcing.

Uriah Guilford  13:58  

Yeah, yeah. It’s an addiction with very few side effects, I think. Unless you like spend all your money and all your profits on the right. Yeah, yeah, make sure you’re gonna shine your shoes or whatever.

Daniel Fava  14:11  

Right. But it’s like, oh, what else can I give her to do? What else? What else can she be doing? And you kind of think of all these little these little tasks that you can hand off.

Uriah Guilford  14:21  

I don’t know if this would apply to some of the people listening to your podcast. But it occurs to me that it is tricky to figure out when is the right time to hire a virtual assistant. We’ll just go with that. Right. Yeah. And then whether or not how to figure out if they can afford it. I think those are two, two of the kind of roadblocks that I see most often. 

Yeah, absolutely. And I think as far as when I often make this comment on this. It’s like, well, when’s a good time to get a marriage therapist and I think most of us would agree that you know, before you sign a divorce paper, the answer is proactively may and maybe before you think You need it. Because we’ve seen this. So many times where people are very busy. They’re very overwhelmed. They’re very disorganized. And then they’re like, I need help. 

I need a virtual assistant. And then they come and they try to work with us. And then sometimes it has, I would say, because they were just too underwater to even like, know how to grab the lifeboat. You know? Wow. Yeah. So if that makes sense. Yeah. You want to do it sooner than you think?

Daniel Fava  15:29  

Yeah, absolutely. I think one thing, too, that I learned was that it’s more affordable than you think like, because there are, there’s tons of virtual assistants out there that you could use, you know, onshore offshore, different different, you know, price points. But you can also hire somebody for just like, five hours a week. And I think that’s how I started with Amanda was like, three to five hours a week, something like that. And it’s grown, it’s grown from there. And she helps with more project management type stuff now. But, you know, at first, it was like, Okay, this is a stretch, this is an extra cost in my business. But then just seeing how it freed up so much more of my time that I could get so much more done. was just amazingly, it was totally worth it.

Uriah Guilford  16:19  

Yeah. And, and it’s a good idea to run the numbers. And because there could be a sense of like, I can’t afford it, I don’t have the money. Or sometimes people look at the cost of an assistant. Honestly, whether it’s $17 an hour, or it’s $45 an hour, it can feel like too much. And again, like money that’s going out, that’s not bringing money back in. But if you take a look at your, at your time and what it’s worth, obviously, you can’t spend every waking hour seeing clients, not every hour of your time is worth 200 bucks. 

But you know, if you can get a virtual assistant for and usually for us base ranges, probably 25 to 45. I think it’s fair to say, yeah, you can find more specialized people that cost more, maybe their graphic designers or their web designers should you know, cost more than $45, I hope.

Daniel Fava  17:09  

Yeah. Yeah, absolutely.

Uriah Guilford  17:12  

But for an admin, essentially 25 to $45. And look at your average fee. And if that’s somewhere, let’s just go with $100, just to keep a round number. And if you can find a good VA for $25. If you spend one hour seeing a client, you can actually pay for roughly four hours of admin support. That’s a good deal. Yeah. Yeah. So usually, the numbers look really good. If you really take a look at them. And kind of kind of take your fear and anxiety. Try to put it in the backseat, you know,

Daniel Fava  17:44  

Yeah, yeah, absolutely. Yeah. And then I just think it’s just you got to take those baby steps. And then you’ll kind of, you’ll learn to as you go, you know, yeah, if this is the right fit, if this is the right amount of hours each month, or each week, that sort of thing. Because you know, if done, right, it can really free up your time. And then definitely, you can make more money, obviously. And that’s, that’s well, more money in less time.

Uriah Guilford  18:11  

100%. Is it okay, if I share these five tips that I just wrote up this week for getting the help you need? Yeah, absolutely. Maybe that can be a little teaser for the free download that I’m creating right now. Sounds good?

Daniel Fava  18:23  

Yep, absolutely. Yeah, we can.

Uriah Guilford  18:25  

I’m just gonna run through them up in the show notes, see if we can jump into specifics if you want. But let’s do it. Tip number one is to admit that you need help. Tip number two, like we were talking about calculate the value of your time. Number three, is to accept that done is better than perfect. Oh, that’s a good one. Yes, that’s one of my favorites. Yeah, there’s, there’s a lot of meat on that one. Yes. Number four is to use our master resource list, basically simplify the way to find somebody you can trust, right? And then number five is start small delegate something this week. So and I’ve got, you know, with each one of those tips, I’ve got sort of the problem, that therapist is facing our insight solution, and they’re like a simple step that they can take. But you’re probably jumping on number three. Yeah, that is the other major hurdle that I see.

Daniel Fava  19:18  

Yeah, yeah, there. I mean, the reason why I got excited about that is because it’s something that I’ve, I’ve learned myself, and it’s, and I work with a lot of different people, a lot of different backgrounds, a lot of different personalities, you know, on their, on their websites. And there are plenty of people that I’ve worked with, or, you know, discuss in our Facebook group, where they’re just afraid to pull the trigger or put something out there, write their first blog, whatever it is. And I’ve really been using this analogy lately about investing, like when, especially with SEO, when people are like, you know, How many times should I blog and putting content on my website and it’s like, Well, it’s kind of like investing, like, you read all the books on investing, he talking about, you know, your rate of return. 

And especially when it comes to interest, like when’s the best time to start investing is like now if your money is not sitting and some sort of high interest yield, whatever, it can’t do anything for you. So if your content is not on your website, if you if you’re not adding content and blogs to your website, Google’s not seeing that content. And every day that goes by is another day where somebody can’t find you, that sort of thing. And so, to me, it’s more important, like, get it out there, get going, get your feet wet, that sort of thing, because at least it’ll be doing something for you and for your business. 

So that’s kind of that’s kind of the context that I see it. And I often use it in my own business. And, you know, for myself, like I wanted all my video content, all my blogs to be perfect when I first started now, I’m just like, I’m just so excited to hit publish, you know, not that I’m just putting out garbage. I want it to be good. But it’s like, oh, I know that there’s things that can help someone with what I’m putting out. 

So let me get this published. It’s better out there than just in my head. So that’s that’s my context for it.

Uriah Guilford  21:10  

Yeah. And that applies to, like you’re saying a therapist creating content and publishing it? And sort of to set Gordon’s book, language? ship it right. Get it? Get it out there? No one? Yeah. And then iterate, I think it’s called ship or ship it? It’s a good one. It’s a short book, basically, just about that, but get it done, get it out there. And so applies to that for sure. And then it applies to outsourcing, also, because the hurdle in my mind is, you know, nobody can do intake calls, like I can, I’m really good at and they’re just, they’re not going to do it, like I want it to be done, fill in the blank for whatever the task is. Yeah. 

And then I think it’s helpful to realize that 80% good, is really good, you know, somebody else is doing it, and you don’t have to do it. Right. If you find the right person, and you have reasonably good communication and instructions, the job is going to get done. Yeah. And the trick for the therapist is to go a little hands off and let go of a little bit of control. Yeah, otherwise, you end up micromanaging. Right? And your assistant, or whoever you’re working with, will run away from you. Because they don’t like it.

Daniel Fava  22:22  

I think part of it too, you know, it just comes to mind. Like, you know, thinking about that is also owning your identity as a CEO, as a business owner, you know, you don’t see the CEO of Nike answering the phones, you know, for whatever. And so it’s kind of like, it takes a little bit to kind of make that mind shift to write, okay, I need to train up somebody because I need to make sure that I’m doing the most important tasks in my business. 

And I know that my wife, and I’ve had that conversation too on the same topic of, you know, answering the phones, because she’s thought about that, like, wonder if I can train somebody to answer the phones. But you know, no one can do it like I do it like, yeah, obviously.

Uriah Guilford  23:03  

Yeah. I’ll give you this sort of little insight, from my experience. Knowing where your wife is that in her group practice, one of the challenges early on, especially for somebody who’s built up reputation in the community as being a quality therapist, is that the majority of those people calling and googling and find the website are looking for her and want her.

Daniel Fava  23:25  

That’s what we’ve been running into already.

Uriah Guilford  23:26  

Yeah, right. She’s already busy. And she wants to, to give clients to her contractors and not herself. So one of the things that happened to me was, when I first handed off the phones to my assistant, I thought, the conversion rate is going to go down, because I’m obviously such an amazing therapist, and I can talk people into therapy like nobody else. 

What ended up happening is the actual numbers went up, which was a surprise. And I think part of part of that was that the person calling did not have the ability to with the person on the phone. Right? My assistant was not a therapist. And no matter how nice and empathetic and wonderful they were, they could not provide the service. Right? 

So that’s a key sort of pivot or pivot point, whatever you want to call it for a new group practice. Yeah, and somebody else is handling the intakes, then they can say I’m sorry, you know, the practice owner is full not taking on new clients, but we’ve got this great person over here. That’s really, really great.

Daniel Fava  24:24  

Yeah, and I think that’s also like, kind of like instant authority building almost, it’s like, “ooo, they’ve got an assistant, they’ve got, like, you know, the person in their phones”, that sort of thing. Like, oh, this is a, this is a, you know, a group practice. Like, this is a counseling center, you know, right, whatever you want to call it. 

Yeah, that’s great. Thank you for that. 

I think one thing that we’ve been kind of brainstorming is, like, I’ve been saying to her is, “you need to not take on new clients.” And so like, that’s your first thing on those consultation calls. Like Actually, “I’m not taking on new clients right now, but we’ve got three clinicians”, and I’m This is just my ideas. I’m not a therapist, and I run a group practice. But it’s just my thought because it kind of creates that instant boundary of like, “’m not taking anyone on right now. But, you know, I’ve got these other great clinicians who I work with and I’m overseeing or supervising”… whatever it is.

Uriah Guilford  25:15  

That’s the way to go. Yeah. And even put on the website. Right. Right. Yeah. Not, you know, currently full not taking new clients, right when the person gets on the phone. Ideally, they already know that would be great. Yeah, that’s really nice. Yeah,

Daniel Fava  25:27  


Uriah Guilford  25:28  

It’s that it’s step by step. You know, nobody starts a group practice, and has all this figured out. And like on day one hires, a practice manager and a clinical supervisor and a virtual assistant. It’s just something you do as you grow. And you add layers. I love the quote from Michael Hyatt, who’s an author and amazing… he’s a virtual mentor guy. He says, “If your dream doesn’t require a team, your dream is too small.” Right? Yeah. Yeah. Dream big, and then build the team around you to achieve it.

Daniel Fava  26:02  

Yeah, absolutely. Awesome. Well, this has been great. I feel like we can just kind of chat forever. Like, Oh, for sure. I love talking about business. I love talking about productivity, team building all that stuff. Is there any any last words of wisdom you want to leave with us? Before we wrap up?

Uriah Guilford  26:19  

Well, there’s so many things that I could share. But I will say, on the topic of delegating and outsourcing, that most therapists should not be building their own website. Right. So if you happen to be listening to this, and you’re stuck on that point, definitely reach out for help. Because to get that therapist or the website launched, and if you’re not inclined to do it yourself, get help from somebody that knows about that. So there’s my little pitch for your, for your services,

Daniel Fava  26:49  

Thank you. Amen to that. Yeah. I mean, I, you know, with that, I will just tack on. Like, as we talked about, you know, having an out there is better than having it perfect. So I will say if you’re just starting out, like yes, get your website up there. So at least you have a place you can send people. But once you start rocking and rolling, start saving to invest in that therapy website so that somebody can help you get found in Google and also, you know, build a website that’s built to convert people and get leads to your website. So yes, we can help with that.

Uriah Guilford  27:21  

Yeah. Yeah. Good, good. And then if you want more details on the five simple steps to to get the help, you need to practice therapists calm and check it out.

Daniel Fava  27:30  

Awesome. Yeah, we’ll put all that stuff in the show notes for this episode. This is episode number 63. So private, gotta go private practice elevation comm slash 63. And you’ll find everything there. Everybody can get the links and check out productive therapists and all that. You doing. Well, thank you so much for your time, your I this has been awesome. It’s been great to chat with you.

Uriah Guilford  27:54  

Thanks for having me on. I appreciate it.

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