Do You Want Your 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.

 

Private Practice Online Setup

This is for you if:

You’re just starting out or you have under 10 clients currently

You’re wary of technology so want to automate as much of your admin as possible with the minimal amount of systems

You need advice on things like Practice paperwork, invoicing, bookkeeping and SOPs (standard operating procedures)

You want 1:1 guidance, support and hand holding

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

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

What Happens?

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.

  • 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.

  • We’ll set up your calendar so you can make the most of your time. Booking client appointments will be a breeze with quick 1 step bookings, online call links (if required) and invites sent to clients.

  • 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.

  • 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 system. 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 the system 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

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 are just starting in Private Practice or have less 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 4 weeks.

What exactly do I get?

You will get the system 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 for 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?

If you’re new to Private Practice it can be an expense to put systems and processes in place with little or no clients. 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?