The practice operations playbook
Therapy practice management guides
Thoughtful operating guides for the decisions behind a healthy independent therapy practice.
Build a repeatable operating habit
19 resources
How to choose a reporting tool for your therapy practice
Choose practice analytics by testing the decisions you need help with, checking the numbers and comparing the work and cost each option involves.
Practice guideHow to check why your therapy practice reports disagree
Find out why session and payment totals differ between reports. Use simple checks for dates, people, appointment types and later corrections.
Practice guideHow to measure whether therapy clients return
Follow the same group of new clients to see who reaches a second appointment, allowing enough time and keeping planned treatment endings in view.
Practice guideHow to understand your therapy practice’s profit
Work out what a session leaves after its costs, how many sessions cover practice bills and why money can still arrive too late to pay expenses.
Practice guideHow to decide when to hire another therapist
Check whether new inquiries fit the role, existing openings could help, and the practice can afford and support a new clinician as their schedule fills.
Practice guideHow to tell whether your therapy billing is on track
See which sessions still need billing, which payments are missing and what happens next. Use a small set of checks with clear examples.
Practice guideHow to make a yearly plan for your therapy practice
Turn the practice you want to run into a workable yearly plan for appointments, hiring, expenses and owner time, with room for a slower year.
Practice guideHow to spend less time on therapy practice administration
Find the administrative work taking up your week, hand over complete tasks and check whether you have more time for care, supervision and leadership.
Practice guideHow to switch your therapy practice to a new EHR
Plan a switch to new practice software while keeping records, appointments and billing in order. Check what moves, what stays and what needs testing.
Practice guideHow to build useful referral relationships for your practice
Help other professionals understand whom your therapy practice can serve, share current appointment information and make referrals easier to follow through.
Explained simplyTherapy practice benchmarks: what makes a fair comparison?
Understand starting points, targets and benchmarks for therapy practices, with worked examples of weighting, conversion and a reproducible measurement method.
Explained simplyHow to check your therapy practice reports
Use synthetic appointment, payment and capacity examples to test reporting definitions before relying on an EHR or analytics dashboard.
Practice guideAI receptionists for therapy practices: what they can and can't do (2026)
What AI receptionists do well for therapy practices, where callers still need a person, published 2026 prices, and HIPAA questions to ask a vendor.
Practice guideVirtual assistants for therapists: costs, tasks and when a team fits better (2026)
Compare therapy virtual assistants by task, published hourly rate and who signs the BAA, and see the work that stays with the practice owner.
Practice guideHow much do mental health billing services cost? (2026)
Published 2026 prices from seven mental health billing companies, what each fee is charged on, the extras, and what an in-house or part-time biller costs.
Practice guideAnswering service vs. virtual receptionist vs. intake team for therapy practices (2026)
Compare answering services, virtual receptionists and therapy intake coordinators on published price, live answering, insurance checks, matching and BAAs.
Practice guideOffice manager or outsourced operations? Options for a growing therapy practice
An office manager, a front-desk hire, a VA, separate vendors or one operations team. What each covers and costs, and what stays with the practice owner.
Practice guidePractice management company, platform, MSO or operations team: what's the difference?
Who holds your insurance contracts, brand, clients and equity under each model, and who does the front desk and billing. A guide for therapy practice owners.
Practice guideA 30-minute weekly review for your therapy practice
Run a focused weekly practice review with a timed agenda for intake, clinician capacity, attendance, billing and accountable follow-up.
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