The Tool That Transformed My Therapy Practice (And It’s Not My Website)

As someone deeply immersed in the world of websites and digital marketing for therapists, I've come to realize something crucial. While a private practice website is essential, there's another tool that has completely revolutionized the way I run my therapy practice. It’s my practice management system. For me, that’s Simple Practice (SP).

At High Five Design Co., one of my core values is sharing knowledge that makes private practitioners' lives easier. This means offering insights on streamlining business practices so that running a practice feels stress-free, maybe even fun! This blog post isn’t about websites or SEO; instead, it's a deep dive into how I have freed up valuable time to focus on other aspects of my practice, and, most importantly, live my life. Today, I want to share with you how my practice management system has been an essential step in achieving that vision. Keep in mind that I’m only sharing the key features that I use in my solo practice. I’m barely scratching the surface of what Simple Practice can do, so if this intrigues you at all, I encourage you to check out SP for yourself.

So, let’s get into it.

My Practice is Totally Hands-Off

Imagine not having to “manage” your practice every day. No billing to monitor. No emails to respond to. No clients texting you at all hours. No documentation to catch up on.

I have completely done away with “Admin Days” and I’m never scrambling to catch up on billing or notes after I’ve just spent hours with clients. What would you do with that time? Bring on more clients? Market your practice? Spend more time with your family?

As a therapist, I know you love your work, AND you recognize the importance of maintaining a healthy work-life balance. SP will allow you to separate work from the rest of your life, ensuring that your time is spent where it matters most—with clients and on my well-being. I've experienced firsthand how utilizing SP means there's nothing to catch up on—it's all seamlessly integrated into my workflow.

I am not exaggerating when I say that I only spend a few minutes every week on administrative tasks. Mere minutes!

Client Contact During Sessions Only

Let's start with the SP client portal—an absolute game-changer. This single platform serves as a hub where clients can schedule, cancel, or change appointments without needing to contact me.

From reviewing paperwork to updating billing information and accessing superbills, my clients have everything they need at their fingertips. This means no more back-and-forth emails, texts, or phone calls with clients requesting things.

Seamless Onboarding

Gone are the days of paper forms and lengthy onboarding processes. SP's online scheduling and digital form signing have transformed how I bring new clients into my practice. They can schedule consultations directly from my website, and the conversion rates* speak for themselves—practically 100% of inquiries become clients. Plus, the paperless approach means no more printing or scanning documents—everything is easily accessible in the portal.

*In web terms, conversion happens when someone goes from being a website visitor to becoming a client. For therapists, your website can turn a visitor into someone who contacts you. After that, the potential client still needs to decide if they want to work with you, often during a consultation call. Some therapists consider a website visit where a client schedules directly as the point of conversion. So when I mention conversion, I mean that Simple Practice helps me retain clients from the moment they reach out to when they officially become ongoing clients.

No More Scheduling Hassles

By fully embracing SP's online scheduling feature, clients can manage their appointments independently. This aligns perfectly with my No-Cancellation Policy, but it also means fewer interruptions for me. Even new clients can book their initial consultation seamlessly through the portal, creating a smooth experience from the start.

Automated Billing

I never chase payments or deal with invoicing headaches. In fact, invoicing and payment processing happen automatically after the appointment is finished. Superbills are generated and stored in the portal, making it easy for clients to access them whenever needed. Whether it's insurance claims or product rates, SP handles it all.

Keep Clients Out of Your Inbox

For those hesitant about using texts or emails for client communication, SP offers a secure messaging system. Clients can reach out through the portal, providing a swift and secure channel for conversations outside of sessions. If they load the SP app on their phone, messaging me is even easier.

Telehealth Integration

In a world where telehealth has become the norm, SP's integrated video platform has been a lifesaver. From sending session links to marking appointments as telehealth, everything is seamless and straightforward.

Simplified and Efficient Documentation

SP's customizable clinical notes and documentation tools have made my life infinitely easier. From check-mark-based progress notes to quick treatment plan creation, I spend minimal time on paperwork, allowing me to focus on my clients.

Calculating the Value of SP

For those hesitant about the cost, consider the immense value SP can bring. Calculate how few sessions it takes to cover the subscription cost or adjust rates slightly—it's an investment in your practice and your peace of mind.

To provide some insight, I have calculated this for myself. To offset the cost of SP for my practice, I would either need to see one client for 25 minutes once a month or raise my rates by just $0.64.

Transform Your Practice, One Feature at a Time

Before we conclude this article, I'd like to discuss a common issue I've observed among therapists using practice management systems: many of them don't fully utilize the capabilities of the system they've invested in. Essentially, they pay for the product but fail to make the most of all its features, leading to a lack of understanding regarding how it can truly benefit their practice.

It's easy to get overwhelmed by the myriad settings and features, but here's the truth—this disempowered feeling, coupled with inaction, does nothing for your business or your quality of life. My advice? Dive in, take the time to learn the platform, set everything up, and be open to learning along the way. Don't fear making mistakes; the growth that comes from figuring it out is invaluable.

Simple Practice has truly transformed the way I run my therapy practice. By embracing its features fully, I've reclaimed valuable time, improved client experiences, and reduced the stress of administrative tasks. If you're ready to streamline your practice, market with ease, and reclaim your time for what matters most, I invite you to explore Simple Practice.

So there you have it—my personal journey with Simple Practice and how it has made my practice nearly hands-off, allowing me to focus on what I love most. Here's to a more efficient, client-centered practice!

Disclosure: This blog post contains affiliate links. I wholeheartedly endorse Simple Practice because it has revolutionized my practice, and I am confident it can do the same for you.