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Simply Organized

Optimize Your Therapy Business: Solve Your Backend Problems


As a therapist, your main focus is on helping your clients, but that doesn't mean you should neglect the backend of your business. A disorganized system can lead to missed appointments, lost client information, and ultimately, a poor client experience. By streamlining your processes, you can create a more efficient workflow and dedicate more time to helping your clients.


One of the biggest frustrations for private practice owners is losing money due to inefficiencies in their backend systems. This could be anything from not following up on unpaid client balances, not properly verifying your client's insurance coverage before beginning treatment, or not following up on denied insurance claims. All these issues can result in lost revenue.


With the example of not properly verifying your client’s insurance coverage, you might assume that a client is covered by a certain insurance plan, but it turns out that the client is not covered or has limited coverage and you may end up not getting paid for your services.


Another issue that can arise is when a therapist does not submit claims to the insurance company in a timely manner. Insurance companies often have specific deadlines for when claims must be submitted, and if a therapist misses the deadline, they may not get paid.


In addition, insurance companies may deny claims for various reasons, such as incomplete or inaccurate information on the claim form, or because the treatment provided is not considered medically necessary or appropriate.


To avoid these issues and ensure that you receive payment for your services, you should verify your clients’ insurance coverage before beginning treatment, submit claims in a timely manner, and follow up on any denied or rejected claims.


Another area where therapists often struggle is email communication. It can be time-consuming to craft custom responses to every inquiry, especially when you receive a high volume of emails. By creating templates in Gmail, you can save time and ensure that every response is professional and consistent.


By implementing tools and systems, you'll be able to create a remarkable client experience that sets you apart from the competition and it will keep you from losing out on well-earned money. Your clients will appreciate your efficiency and professionalism, and you'll be able to focus on what you do best - providing quality therapy services.


Many therapists in private practice are hesitant to commit to ongoing administrative support services due to the financial commitment involved. While these services can undoubtedly be beneficial in saving time and reducing stress, they may not be the best option for everyone, especially those who are just starting their practice or are trying to manage expenses.


If you find yourself in this position, a 1:1 consultation session may be a more practical choice. It offers a more affordable option for those who need guidance on specific challenges they’re facing. You can pick the consultant’s brain on a particular topic, learn some new tools, and walk away with actionable steps to implement immediately.


In addition to the financial benefits, a 1:1 consultation session is more customizable to your specific needs. You get the undivided attention of the consultant, which can be invaluable when you’re trying to troubleshoot specific issues in your business. You’ll have the opportunity to discuss your unique situation, ask targeted questions, and receive tailored guidance.


Ultimately, the decision between ongoing administrative support services and a 1:1 consultation session comes down to your individual needs, goals, and budget. If you’re feeling stuck in the back end of your therapy business, don’t hesitate to reach out for help. Whether you choose ongoing support or a one-time consultation, taking action to streamline your administrative processes will ultimately benefit both you and your clients.


Are you struggling to keep up with the administrative side of your business? Do you find yourself spending hours creating email templates, organizing files in Google Drive, organizing your emails, client scheduling, dealing with insurance companies, and setting up project management tools like ClickUp? You're not alone! Many therapists struggle with the back end of their business, which can take away valuable time from their clients and practice.


Book a 1:1 Pick My Brain Session with me and let's tackle your business problems together. During our session, we'll troubleshoot your current systems and processes, and I'll provide personalized guidance and direction to help you streamline your therapy business.


In addition to our 1:1 session, you’ll receive a video recording of the call so you can reference it whenever you need it. You can revisit the session as many times as you need to fully implement the strategies and tools we discuss. You won't have to worry about forgetting what we discussed or feeling lost after our session is over.

So, what are you waiting for? Click the link below to complete a short form and schedule your 1:1 Pick My Brain Session. Don’t let the backend of your therapy business hold you back. Let’s work together to streamline your processes and create a remarkable client experience.




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Thanks for stopping by!

Hi! I wanted to introduce myself to you! My name is Kim Keller and I am the owner of Mindfulness Cubicle. As a former therapist turned private practice systems enthusiast, my goal for the clients that we work with is to systematize their private practice so they are able to grow and scale their business!


After working with dozens of therapists, I realized there was a commonality and a need with a large percent of them. They had no business systems. They were re-inventing the wheel every time they did tasks.

After creating systems within their business, therapists were able to either complete tasks themselves quicker and more efficiently or they were able to hand off those tasks to a Virtual Assistant without needing to do any training. I want you to see this same kind of success!

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