Many therapists struggle to have simple systems in their Private Practice. In part 2 of this 2-part blog, learn immediate steps you can take to feel empowered and organized with the following 2 systems: client onboarding and digital file organization.

Simple Systems in Your Private Practice

In a recent FB poll,* I asked therapists, “If you knew you could get IMMEDIATE RELIEF, which streamlined system(s) in your Private Practice would you want support with?”

Three-hundred (300) responses indicated the top 5 most stressful systems as:

1. Notes | 2. Due Dates | 3. License Renewal | 4. Client Onboarding | 5. Digital File Organization

In part 1 of this blog, we explored systems #1-3 (notes, due dates, and license renewal). Part 2 explores systems #4 and 5 (client onboarding and digital file organization).

Creating or Reclaiming YOUR Systems

If you identify as a Highly Sensitive Therapist, simple systems that work for most people probably won’t work for you. And that’s okay! It might help to try the 3 A’s:

➤ Allow yourself to grieve the fact that your systems and business model will probably look very different than your friends and colleagues;

➤ Acknowledge that you get to make decisions about your business that are unique to your strengths and limitations; and

➤ Accept support when it comes to creating a sustainable business!

#4: Streamlined Client Onboarding Process

If you do NOT have a system to onboard clients, you might feel:

Consumed and annoyed >> You recreate the wheel EVERY. TIME. YOU. GET. A. NEW. CLIENT! You waste time rewriting the same email each time to new clients, and searching for updated paperwork to send.

Frantic >> Before you know it, you have a new client intake and forgot to send their paperwork. Or you realize that you forgot to open up new consult spots and have been missing new clients. Everything is last minute.

When you have a system to onboard clients, you will feel:

Confident! >> You have a funnel to minimize direct contact before the consultation or intake.

Like a Time-Saving Wiz! >> Your intake paperwork is already in your EHR. With 1 click of a button, you can send it to your client for electronic signature!

Organized! >> Lots of scripts & checklists of what to say and do before the initial session, what to collect from clients during the intake (i.e. paperwork, credit card, insurance + subscriber information), and scripts for emailing clients before you meet with them.

Professional! >> Your new clients will appreciate the ease and organization of your process, only increasing their confidence in why they choose *you* as their therapist!

If you need help creating a customized onboarding process that fits the needs of your business and your clients, contact Liz to schedule a VIP package!

#5: Organized Digital Files

If you do NOT have organized files, you might feel:

Overwhelmed >> Hundreds or thousands of unmarked files on your desktop.

Frustrated >> Files with generic names (i.e. doc_4428.pdf) that makes it impossible to easily locate documents.

Frazzled >> Files in multiple locations (i.e. desktop, Dropbox, google drive, & email) without a centralized location.

Disorganized >> No folders to organize and contain files

When you have organized files, you will feel:

Accomplished! >> Your desktop is clutter-free.

Calm! >> Each file is clearly named.

Relieved! >> All digital files are organized in clearly marked folders and subfolders, in 1 central location.

 If you’re totally overwhelmed with your unorganized digital files and even more overwhelmed by the thought of organizing them on your own, contact Liz to schedule a VIP day! I will be with you every step of the way and even make the process fun!

Not sure where to start?

Set up a clarity call with me (Liz), a Highly Sensitive Therapist + Consultant/ Coach to see how I can help you and your practice. We can schedule a 1:1 quick fix consult, a VIP Day, or a VIP Package depending on your unique strengths & needs!

* Facebook poll results were gathered from Organize and Thrive & The Burnt Out Therapist groups on 4/25/2021. Participants could vote for up to 3 systems.

Warmly,
Liz Gray + Bailey the Mini Goldendoodle