Strategies for Running Your Therapy Practice with Ease
One of the hardest parts of owning a private practice is figuring out how to do it all! Efficiency is key to keeping your practice running smoothly. In this blog post, we’ll explore practical strategies to help you streamline your operations, reduce stress, and maximize your time so you can focus on what matters most—serving your clients. Whether you're just starting out or looking to improve your current workflow, these tips will help you build a more efficient and sustainable private practice.
1. Be Kind to Yourself
It’s easy for all of us high achievers to get caught up in trying to make sure we are doing everything right and perfectly. But this is a journey, and you have no choice other than to learn as you go. Be patient with yourself in the process. And remember, there is no race to a particular finish line, give yourself grace and time while making this happen. And, practice self-care! Set aside time for relaxation, hobbies, and activities that recharge your batteries and prevent work-related stress from taking its toll.
2. Outsource
Figure out ways to outsource tasks that are the most stressful. For example taxes, bookkeeping, a virtual assistant for answering phone calls, etc. There are a lot of easy options for outsourcing tasks you don’t love, or tasks that take up a lot of time. Don’t be afraid to spend money on software, contractors, or programs that will save you time. Focus your energy on delivering high-quality therapy services while others handle the administrative tasks.
What we use to help us run our practices:
Links below include referrals/affiliate links. You can visit this page for more information.
*Don’t forget that for all apps/programs that will utilize PHI, you need to have a Business Associate’s Agreement (BAA). Read this blog post for more information.
Simple Practice: Electronic Health Record (EHR)
Scheduling sessions
Documentation
HIPAA Compliant client messaging
Claims submission
Heard: Tax Accounting and Book-keeping
For your first 30 days free email your first and last name with your business email to info@practicepusuit.com
Gusto: Payroll
HIPAA Compliant email
Calendar and task management
You can also get a HIPAA compliant phone through Google Workspace
Psychology Today: Marketing
Get 6 months free by emailing your first and last name to info@practicepusuit.com
Faxage: HIPAA Compliant Fax
Square Space: Website
Headway: Referrals, Billing and Credentialing as a 1099 Contracted Worker
Sondermind: Referrals, Billing and Credentialing as a 1099 Contracted Worker
Use name Adrienne Schmidt for the referral in this link
3. Implement Time Management Techniques
Figure out what works for you! Don’t try to force a structure on yourself that doesn’t flow with your natural rhythm. Discipline is important, but one of the best things about running your own business is getting to make the business work for you!
You can start to track things like when you have the most energy in the day or during the week, when you need walks or food or maybe even naps, etc. Start to build your calendar around your internal clock.
Schedule in time blocks for completing tasks. You can also break tasks down into actionable steps and plan in the week when you will complete them by adding the task to your calendar.
Give yourself a whole day or a half day or multiple half days for completing notes, admin tasks, etc. Sometimes it can be hard to transition back and forth throughout the day from therapist mode to admin mode.
Take advantage of time management apps or techniques including the Pomodoro Technique, Tasks apps, Habit Tracker apps, etc.
Prioritize tasks based on their importance and urgency to maximize productivity and minimize stress.
4. Streamline
Learn the best ways to utilize your EHR to streamline documentation processes. Create Excel templates for tasks such as audit charts, claims tracking, etc. Get creative, consistent and habitual with your systems. This helps remove some of the brain power it takes to complete administrative tasks!
5. Invest in Professional Development
Investing in professional development opportunities can enhance your skills and confidence as a therapist, ultimately making your practice more efficient and effective. For example, take a CE course on Practice Building, HIPAA Compliant Documentation, etc. These can boost therapy practices and give you the hours you need to maintain your license. You can also read books, listen to podcasts or attend webinars on topics about time management, business management, etc.
6. Embrace Teletherapy Options
Incorporate teletherapy options into your practice to provide flexibility for both you and your clients. Teletherapy platforms can reduce commute time, expand your reach, and accommodate clients who prefer virtual sessions. This can result in more free time in your day, less traffic stress, reduced cancellations or no shows, and getting to work in the comfort of your own home!
7. Continually Assess and Adapt
Regularly review your workflows and processes to identify areas for improvement. Solicit feedback from clients, colleagues, and staff to gain insights into areas where you can streamline operations. Notice if there are tasks that tend to take more mental energy or time, and figure out ways to streamline, outsource, or resource yourself enough to get tasks done efficiently! Running a business requires constant assessment of effectiveness and efficiency. Don’t be afraid to ask for help, or admit something isn’t working.
Conclusion:
Running a therapy practice can be complex, but it doesn't have to be overwhelming. By implementing any of these strategies, you can simplify your workflow, enhance efficiency, and create a more rewarding experience for both you and your clients. Remember to prioritize self-care, stay adaptable, and continuously seek opportunities for improvement to ensure long-term success in your therapy practice.
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