The Tools You Need to Run a Private Practice

In the realm of private practice, a multitude of services and subscriptions are offered. Whether it's PsychologyToday, ALMA, ZocDoc, Quickbooks, or numerous others, each claims to be a solution to a problem. However, as these subscriptions accumulate, they can become problems of their own.

Today, I will guide you through every subscription and service I utilize as a therapist and owner of a group practice. I'll provide some insights on each one as well so that you can decide whether you need them for your practice.

The Framework

Before we dive into the list, let me first introduce the framework for evaluating these services and subscriptions in private practice.

Think of your private practice or group practice as the central hub. From there, consider what tools you need to ensure your practice operates according to your vision. For instance, if you prefer electronic documentation, an Electronic Health Record (EHR) like Jane can be beneficial. If you want more referrals, then having a listing on ZocDoc might be helpful. View all these services as tools to support your business goals. Keep this perspective in mind as we explore the list.

The Services I Utilize

EHR (Electronic Health Record)

This is a service, like Jane, that typically involves a monthly subscription cost. It's one of the most critical components of my practice, where I document notes, communicate with clients, store files, manage billing, submit insurance claims, and host virtual sessions. If I could choose only one subscription, it would be an EHR.

Gusto

Gusto is the payroll service I use for my group practice. If you plan to hire employees, you'll need a payroll service to handle HR-related tasks such as payroll, onboarding, and hiring. Managing taxes and compliance independently becomes too complex when you have employees.

QuickBooks

I started using Quickbooks on the recommendation of my accountant after starting my group practice. It became challenging to track expenses with a simple spreadsheet as I transitioned into a group practice. Quickbooks serves as a platform for bookkeeping.

ZocDoc

ZocDoc is the platform I use to acquire referrals. It's a popular provider database. My theory is that if you want to expand your practice, you should advertise where potential clients are looking, and ZocDoc is one of those places.

Psychology Today

Much like ZocDoc, I utilize Psychology Today as a marketing tool. Many individuals seeking therapy search here for therapists, which is why I list my practice in this directory.

ALMA

ALMA is an ever-expanding service that enables me to accept insurance in my private practice. They have paneled me with several major insurers and offer an easy way to submit claims. I'm also listed on their directory, which has gained popularity among therapy seekers. I use them as both a billing and marketing tool for my practice.

ALMA is aslo developing an EHR and introducing new tools all the time.

Headway

Headway is similar to ALMA in that I use it for credentialing and billing but specifically for my group practice and employees.

Thrizer

Thrizer is a service I use to help clients easily utilize out-of-network benefits. This is essentially a billing tool. After a session, I submit claims through Thrizer, and they work with the client to secure out-of-network benefits. It works great.

SquareSpace

I use SquareSpace for my practice website. I selected this platform because it offers advanced features, customization options, and ease of use. It's the best of both worlds, and you don't need coding skills to operate the site's backend.

Notion

Notion is the tool I use for task management and personal organization. I've created several videos explaining how I use it in private practice; you can check one of them out here.

Super

I've created an employee manual in Notion. Super is a service that allows me to transform my Notion pages into a website that my employees can access.

If you...

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