Do You Want Your Busy Private Practice to Practically Run Itself?

 
 

🙋 Struggling to manage the huge amount of admin in your Practice

🙋 Unable to respond to enquires and emails in a timely manner

🙋Losing important documents because you don't have a system to organise your client and Practice information

🙋Have no idea how to create processes and organise your Private Practice

🙋 Bamboozled by all the technology solutions

If you’re here you’re an overwhelmed therapist who is:

You’ve been piecing together advice from Facebook groups, blogs and experts in your field and yet you’re still confused and overwhelmed

You’re ready to:

🙋 Streamline the administration of your Practice to save you time and money

🙋 Focus on what you love and have the rest taken care of

🙋 Have someone walk you through the whole process and set everything up for you

🙋 Feel more confident in your Practice. Have a professional business and more free time!

Let’s start!

You want someone who can talk you through your options when it comes to systems, processes and best practice. 

You’re ready to work with a specialist in the business of Private Practice and get everything set up with your vision and their expertise.

 

Full Service Private Practice Setup

This is for you if:

You’ve been in Private Practice a while and have over 10 clients currently

You want to automate as much of your admin as possible with the added bonus of an EHR (electronic health record) system

You’d like advice on things like Practice paperwork and SOPs (standard operating procedures)

You want 1:1 guidance and support but need the set up completely taken care of

If this doesn’t sound like you check out the Online Practice Set Up

We work together to create your Practice vision and we make that vision reality utilising the best systems for Private Practice organisation and streamlining.

What Happens?

Which Systems?

Google Workspace

  • A professional Practice needs a professional email and there’s no better email provider (in my humble opinion) than Gmail. From Gmail Templates, Inbox Management and Schedule Send features this email provider will help you run your Practice like none other

  • A place where you can store all of your Practice documents. Have an organised Practice back end virtual storage system created so you’ll never have to go searching again.

  • Get access to word documents, spreadsheets and forms so you can create templates for your Practice easily and for free. Be able to collaborate on any documents you create and securely share resources with clients.

  • Sync your Calendar with Power Diary so you can separate business and pleasure. Have calendars you can share with family members. Easily manage your whole life from one place both on the computer and on your phone

Power Diary

  • Easily manage all your session appointments from the front page of Power Diary. Create appointments with a simple click and client name entry, the rests is taken care of for you. Want to repeat a booking, you can easily do this with the repeat booking feature and specify how often these occur and for how long.

  • One of my favourite features of Power Diary is the client files. Securely keep ALL the information on your clients in one place. Personal details, details of contacts and professionals, billing info and session notes. Never send anything to the wrong place again or bill the wrong amount!

  • Description text goes here

  • Work face to face as well as online? Complete specific therapy such as EMDR where you need to log on to another platform to complete? Easily manage this visibly with colour coded appointments on your calendar view

  • Almost any drop down can be customised. Tweak the emails, the content, and timing. Customisation helps increase attendance rates with just a little set up from us.

  • Create online forms for client intake, release of information, therapy agreements and MORE! Set custom fields to automatically update the client profile once completed. Get electronic signatures and get notified once completed. The forms also automatically save to the client files in Power Diary.

  • Invoices automatically created upon appointment creation. One click and the invoice goes to the chosen receiver (client, guarantor or insurer)

    Someone not paid for their appointment? You’ll know this visibly by looking at the appointment in calendar view.

  • Have clients that you do a specific amount of sessions with? Maybe they have a pre authorised amount with a private insurer or a reduced fee programme with you for a certain amount of sessions. Easily set up session packs and the system will keep count for you. It will also notify you when you have 1 session left.

  • Want clients to be able to book intro sessions with you or even their own therapy sessions? Enable the portal and you can offer this to your clients. Get sessions paid for upon booking to never worry about non payments

  • Easily communicate to everyone in the system personally with the mailing list function. Want to advise your current clients of an upcoming holiday? You can do this in one go with this feature

  • Run reports on almost anything you record in the system. Invoices, payments received, appointments completed among lots more!

    Filter and sort your reports so that you can focus on the data that matters most to your Practice.

    Export to CSV or PDF

What You’ll Get

  • On our first call we’ll set up Google Workspace together. If you need to buy a domain we can do this together. If you need to transfer your current business email this will be fully taken care of. We’ll sort your settings and your new professional email will be ready to use right away. Everything will be taken care of so once the project is finished you’ll have everything you need to run your Practice.

  • You’ll have your email inbox setup with templates so you won’t have to think about what you’re going to say in any given situation with your clients. You’ll have folders created to keep your inbox tidy and organised. You’ll get a professional signature added.

  • Booking client appointments will be a breeze with quick 1 step bookings. Power Diary’s calendar will sync with your Google Calendar so you can make the most of your time.

  • Full organisation system created so you don’t ever lose anything important ever again. Secure client files created and organised for you. Master Client Log added so you can keep track of all client details from enquiries to past. Current clients added to Power Diary so you have all the required data and the system is ready to use.

  • Client paperwork advice. Forms created so clients can complete seamlessly online.

  • All templates I have created for Private Practice including: Master Client Log, Client Contact Information, Invoicing templates and log, Bookkeeping template, Medical Insurance templates and email signature

  • Weekly co-working sessions so we can set up systems together, agree on procedures. You can get help with tasks we have set you. Get training and updates on the project. You can use this time for whatever you need and I have been told this is one of the most valuable aspects of the set up.

  • A 60 minute call halfway through the project where we talk through each stage of the client journey. From enquiry (onboarding-managing client appointments-invoicing-communication-reports and client notes) to final session. Well talk through each of these stages and how they’ll work with your new systems. This is where everything we’ve doing really comes together and makes sense.

  • Everything will be set up ready to use. To help you learn each aspect of Google Workspace you’ll have access to my online course. In these bite-size video trainings you’ll be shown everything you’ll need to feel confident with what’s been set up.

  • Once everything is fully setup you’ll get a 1:1 training session where you can ask questions and get personalised training on whatever you feel is required

  • You’ll be given access to our video library and SOP folder for Power Diary so once you’ve finished working with us you’ll always know where to go if there’s a task you need to complete. They are quick, to the point videos showing you how to do everything you’d need within Power Diary for your Practice

My Simple 3-Step Process

We start with a free 15 minute discovery call. You can tell me a bit about your business and what you envisage for your Private Practice.

Based on our conversation I can advise you of your options and which I feel would ideally suit you. I will then send you a detailed proposal outlining the project and when we would be able to begin work.

At the beginning of our project we will have an initial 60 minute call where I will talk you through the project will run, set up your professional email and answer any questions you may have.

Lovely Words From Lovely Therapists

  • "I was feeling overwhelmed with moving my practice online in anticipation of a permanent move abroad. Kim helped me to transition to Power Diary to manage my notes, scheduling and payments and I concentrate on what I enjoy most; working with clients."

    Elaine Tarsh

  • “The overwhelm that I felt about setting up all my admin processes just rolled away when I was working with Kim. Her experience with the issues and concerns of therapists really comes through, so that the setup is pain-free and efficient.”

    Li Hsien Lim

  • "Kim and her team went above and beyond, not just providing a service that has enhanced my private practice skills and supported my business to run more smoothly but they also tailored the development and the end product to me, my practice and how I function best"

    Chris Oxborrow

I’ve worked with Psychotherapists in Private Practice since 2016 and have taken all that experience to create what I believe to be the best practice systems for you.

I have a passion for helping therapists and counsellors in Private Practice streamline their admin and organise their systems. I love technology and what it can do for your business.

We will work together on the project so that I can implement your vision. Using the ideal systems to get your private practice online so you can feel secure in knowing that from Day 1 everything will run smoothly for both you and your clients.

 

 FAQ’s

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Is this right for me?

If you have been in Private Practice a while and have more than 10 clientd this package is right for you.

How much time will this take?

That does depend how quickly you can complete your part of the work. Once we start we aim to complete in 6 weeks.

What exactly do I get?

You will get Google Workspace & Power Diary set up and optimised to your requirements. You will get training videos on each system. You will receive the downloadable template(s) and a video tutorial to explain how to use them. You will get paperwork advice and updates made based on the new procedures and systems. Weekly co-working or training calls. A Private Practice Workflow 1:1 half way through the project to bring all the systems, templates and processes together. At the end of the project you will receive personalised training on the systems and the day-to-day business workflow.

Do you outsource any work?

We are a small team at Virtually Irreplaceable. Nothing is outsourced outside the business but not everything is completed by me personally. All training and zoom calls are completed by me.

If I book today, how much do I pay?

We don’t take bookings without a discovery call. We will send you a proposal and once agreed we will send you an invoice for a 50% deposit. The remaining 50% will be payable on the first day of the project.

What happens after I book?

After you book you will be sent a contract and an invoice for a 50% deposit. We will set up the project and send you project questionnaires to complete.

Are you able to advise me on best practice and what works well for other people to help me make decisions about what I need?

Yes definitely! This is exactly what we offer.

I’m terrified of technology, once we’ve worked together am I on my own?

Firstly our job is to reassure you about all the tech systems. We only recommend tried and trusted systems. You will be given full training on them and access to videos that will answer the majority of the questions you may have when you start to use them yourself. If you’d prefer us to manage the admin of your practice for you we can discuss this at any point during the project.

If I already have tech and don’t want to change it, can you help me streamline my processes?

That’s a good question and definitely worth a discovery call but we usually will only work with therapists that want us to set up their systems and processes for them.

Do I need a website to work with you?

You will need to own a domain if you want a professional email address but a website is not necessary. HOWEVER if you’d like a website made we can recommend some great designers.

Can you work within my budget or help me to work out what I need to introduce first and then schedule things in to spread the cost?

It can be an expense to put systems and processes in place but I can assure you that by going through one of our online setups you will spend far less time on your admin and feel more confident to take on new clients.

 

Need Something Different?

2 Week Power Diary Setup

Full Service Practice Setup

Have over 10 clients?

Need an EHR (electronic health record system) to manage your Practice?

Need some assistance setting up other aspects of your Practice and getting your Paperwork in order?

Already have your Paperwork in place and a Gmail account?

Looking to upgrade to an EHR (electronic health record system) and want someone to do all the setting up for you?

Virtually Done Online Course

Starting in Private Practice and have a lower budget?

Confident to set up the system yourself with some guidance and a proven roadmap?

Want the support but don’t feel like you need as much hand holding?