Streamlining Your Business Process: 7 Tips for Private Practice


A new year has begun! For many mental health professionals, we are resuming our schedules after holiday travel and hoping to start the year off right! What are your goals for the year? Perhaps you want to streamline your paperwork process to maximize time with clients? Or maybe you want to explore a billing support business to stay on top of your insurance claims and expenses? Perhaps you want to transition to only taking private-pay clients so you aren’t required to identify a diagnosis and can work with clients from a different lens? So how do we stay on top of our thriving practice addressing client needs and interventions while still remaining compliant with the more mundane and time-consuming processes of paperwork and billing?  Below are some tips and tricks to consider in maintaining a balance of both organization and time management!


Tip #1: Go Paperless

In today’s day and age, technology continues to enhance our processes of organization and time management. Consider going paperless with your client note system to complete paperwork in less time. Companies like SimplePractice, TherapyPartner, and TherapyNotes offer encrypted, protected and thus confidential note systems that can support your client files electronically as well as connect clients to appointment reminder texts and emails and offer billing services to streamline claims submissions and payment.


Tip #2: Set a Schedule

When trying to balance your time with clients and stay on top of paperwork demands, it can help to set a schedule.  Setting aside some time daily or weekly to submit your billing not only helps you complete it when the content is fresh in your mind and getting paid in a timely manner, but can assist you with leaving work truly at work, representing a transition ritual from work to home.


Tip #3: Use a List

This may seem strange when we’ve just discussed the benefit of going paperless bur having a to-do list where items can be crossed off when completed can be very satisfying. Consider using a planner or notebook that’s with you at all times. For others, consider using your to-do list in your phone where you can set reminders and due dates for completion. In our busy world, it can be hard to keep track of everything so a list that’s accessible from anywhere at any time can help record thoughts and ideas that come up in our daily living.


Tip #4: Creating Connections

Staying on top of trainings, webinars, books and other materials can help you streamline your niche and business practices. There any many great materials out there but we especially love Simon Sinek’s Start with Why in discovering what drives us as helping professionals and business owners. Joining an online community for mental health professionals can also be helpful in asking in-the-moment questions about business practices.  We suggest checking out The Private Practice Startup and Building Brilliance as two online communities that offer tips, tricks, and offer access to a community of like-minded individuals.


Tip #5: Have a Business Plan

Working as hard as you do, it helps to have a business plan to create a sense of direction. Is your goal to have 20 clients per week consistently? Do you want to expand to include other insurance panels to serve more clients? Perhaps you want to identify a stream of secondary income? By creating and reviewing your business plan on a regular basis, you can check in on both short and long-term goals of being your own business. Templates for creating a business plan can be found online.


Tip #6: Have an Accountability Buddy

Even with a business plan, life can sometimes get in the way of tracking where we are headed. Combine that with how private practice can feel isolating at times and we can find ourselves procrastinating or drowning in the details. Connecting with a colleague and identifying one another as our accountability buddy can help hold us to our goals as well as remain connected within our community. Engaging your accountability buddy can help inspire your process, define your goals, brainstorm strategies to achieve those goals, and celebrate your successes along the way.


Tip #7: Take Time Off

Being a business owner can take a lot of our time and energy. Don’t forget to take time off to prevent burnout and allow creativity to flow from s different headspace in another environment. We know that being our own business means we can potentially work 24/7 not only in serving clients but the behind-the-scenes responsibilities. Time off can support us in being grounded, compassionate clinicians as well as focused, driven business owners who can enjoy the results of our hard work and remain inspired to continue to serve the populations we value most.