The end of the year is a natural time for reflection—and not just on your clients’ progress. It’s also the perfect opportunity to get your practice admin in order so you can step into the new year with clarity, efficiency, and confidence.
Here’s a checklist we recommend for therapists preparing for a fresh start:
1. Review your voicemail and email greetings
Ensure your outgoing messages are up to date, warm, and informative. Include expected response times, holiday hours, and referral guidance if you’re not accepting new clients.
2. Audit your website
Is your clinician directory current? Are your services and insurance policies clearly stated? Are all the links working? Even one broken contact form can lead to lost opportunities.
3. Evaluate your intake process
From inquiry to appointment, is your system easy for clients to navigate? Consider testing it yourself or having a trusted friend try it to see where there might be confusion.
4. Analyze your response times
Pull data on how quickly you or your team are responding to inquiries. The industry benchmark is within 24 business hours. If that’s not happening consistently, it may be time to get additional support.
5. Update your policies
This includes cancellation policies, payment protocols, and telehealth consents. Make sure everything aligns with current best practices and is easy to understand.
6. Organize your calendar
Block off holidays, vacations, or professional development days now—before the year fills up. Planning ahead helps you maintain balance and avoid burnout.
7. Confirm your contact list
Are emergency contacts, referral partners, and support services still accurate? Clean up old or duplicate entries.
8. Explore new tools or services
Maybe this is the year to invest in a virtual receptionist or try a new HER feature. A small shift in tools can have a big impact on your workflow and well-being.
9. Reflect on your time management
How much time are you spending on admin vs. client care? If you’re handling phone calls, scheduling, and follow-ups yourself, consider what could be delegated or automated.
10. Communicate any upcoming changes to clients
Whether it’s new hours, new fees, or an updated platform, giving clients notice sets a tone of transparency and respect.
This kind of review doesn’t have to feel overwhelming. Spread the list across several days or weeks. You might even schedule a dedicated “admin day” each quarter moving forward.
Happy Highlight
A well-run practice gives you space to focus on what matters most: the healing work. The more organized your backend, the more grounded and effective you’ll feel as a clinician.
Need support getting organized for the new year? Contact us to see how Happy Desk can step in.
