For group therapy practice owners
Step back from the day-to-day
without lowering the care you’re known for.
You’ve built a practice that helps people, and the clinical care is in good hands.
The way the practice runs, though, still lives with you. You can take time off, and you do, but the decisions, questions, and problems only you solve wait until you’re back.
There’s a version of your practice that runs well when you’re not in it.
It starts with getting what’s in your head
onto the page.
Start with a free SOP.
No cost, no commitment, and it’s yours to keep.
If this feels familiar,
you’re in good company
You built this to help people. Now a large share of your week goes to running the practice instead of the work that made you start.
Onboarding a new hire takes way longer than you wish it would, and how well it goes depends on who happens to be training them.
Too much of how your practice runs lives in people’s heads. When someone key is out, the gaps show up fast.
If the wrong person left tomorrow, a piece of how your practice works would walk out the door with them.
You tell your team to protect their time off, and you mean it. You just haven’t been able to fully unplug yourself in years.
You’re answering the same questions from your team again and again.
You already have systems.
You wouldn’t have a practice this size without them.
They just aren't all written down clearly, so they're hard to hand off and hard to keep consistent.
Getting them written down clearly and fully is
the part we do
together.
You’ve built something that matters.
Clients get better here.
Good clinicians want to stay.
When your systems live on the page instead of only in your head, your team can follow them without coming to you first.
That’s what lets you step back from a day, a week,
or a season and trust the care to hold.
It’s also what makes the practice easier to hand off,
or sell, if you decide to go down that path.
I Know Your World
From the Inside
I’m Lindsay Smith. Before I did this work, I founded and scaled two Silicon Valley counseling centers over fifteen years, and we served thousands of families.
So I know what these afternoons feel like.
Interviewing a clinician, attending a networking event, planning out social media content, seeing a client and writing a progress note, all before the day is out.
Loving the work, and still feeling like the practice couldn’t run well without you.
Here’s what changed it for me.
I clearly documented every aspect of how the practice ran. Intake. Clinician onboarding. Billing. The day-to-day. And more.
Once all of my systems were on the page, new team members got trained quickly and the same way every time, the client experience stayed consistent no matter who was doing the work, and the practice stopped depending on me being in every detail.
It got to where it ran with just a few hours a month of my time. Then I sold both centers in 2025.
It’s the clarity of the systems and the documentation that made that possible. Now I build the same kind of systems for practice owners who want their life back without lowering the care they’re known for.
“I didn’t wait until I was getting ready to sell
to document my systems.
I built that way from the beginning,
and it’s the reason I had both my time and my options.”
Everything Your Practice Runs On
This is the map of what a group therapy practice runs on,
from the first call to the final note.
Have a look at what’s possible, then pick the systems to document
that would help you most.
If what you need isn’t listed here, we can document that too.
-
New client inquiry calls
Follow-up cadence for inquiries who don’t answer, so no one falls through
Matching each client to the right clinician
Scheduling intakes so new clients show up
Intake confirmations to reduce cancellations
Welcome emails, client portal setup, and intake paperwork delivery
Insurance benefits checks and good faith estimates
Waitlist management
Referral source capture on every intake call
-
Cancellations, late cancels, and no-shows, with your cancellation policy applied the same way every time
Rescheduling and switching between in-person and virtual
Appointment reminders by text and email
Stepping clients down from weekly sessions as they reach the maintenance phase
Recovering open slots when clients cancel
Arrival, waiting room, and session-start flow
-
Intake session structure
Progress note standards
Mental status exams, diagnosis, and treatment plans
Goal reviews
Standard assessments and when to use each one
Safety plans, crisis protocols, and involuntary hold procedures
Mandated reporting and secure report handling
Monthly chart audits, both clinician self-audits and director reviews
Group therapy proposals
Group intakes
Group agreements
Group notes
Termination sessions and end-of-treatment letters
Aftercare follow-ups
-
Monthly coordination of care letters
Connecting to referring professional
Referral thank-you notes
Referring out
Inter-office referrals for additional services like family therapy or groups
Updates between clinicians who share a client
-
When to Hire and How to Find Qualified Candidates
Screening and License Verification
Phone screens, interviews, and reference checks
Offers, welcome packets, and employment paperwork
New Clinician Onboarding
Supervision structure for associates
Clinician Meetings
The transition when an associate becomes licensed
Recognition systems that keep team deadlines met
Quarterly and annual reviews, and team satisfaction surveys
Clinician offboarding: client transition plans, exit interviews, and access removal
-
Session charges, invoice statuses, and autopay
Billing for calls, emails, and collateral work
Monthly superbills for out-of-network reimbursement
Declined card recovery and credit card updates
Refunds, account credits, and mistaken charge handling
Check logging and deposit flow
Insurance verification and eligibility checks
Prior authorization requests
Denials and peer-to-peer reviews
Posting insurance payments and reconciling remittances
Invoicing outside contracts
Collecting and recording monthly practice statistics
Payroll and clinician compensation
-
Phone and voicemail handling
Office opening and closing routines
Daily, weekly, and monthly facilities upkeep
Supplies ordering and tracking
Records requests, treatment summaries, and subpoena handling
HIPAA practices for a paperless office
Password management and account access
Incident reporting
Keeping documentation current as the practice changes
-
Inquiry tracking, so you know where every lead stands
Referral source statistics, so you know what’s working
A networking strategy and schedule for you and your directors
An outreach strategy for building referral relationships
A monthly newsletter
Holiday appreciation for your top referral sources
Social media planning and posting
Social media engagement and response
Ads management
Website upkeep
SEO and AEO
-
New patient intakes
Transfers of care
Appointment confirmation and follow-up visit flow
Refill requests and pharmacy communication
Medication documentation standards
Coordination between your prescriber and your therapists
-
Inquiry to Consultation Flow for Private Pay
Inquiry to Consultation Flow for Insurance Pay
Benefits and eligibility checks
Prior authorization requests
Denials and peer-to-peer reviews
Session extensions and letters of medical necessity
What a TMS treatment session looks like, start to finish
Brain mapping and motor threshold determination
Daily treatment protocol and coil positioning
Patient comfort and in-session adjustments
Add-on protocols for anxiety, OCD, and PTSD
Weekly symptom scales and progress documentation
The treatment log kept across a full course of care
Following each treatment: patient handoff, room reset, and next-session scheduling
Appointment status updates and session tracking
Insurance remittance auditing and payment posting
Patient account closeout audits
-
Weekly time-blocking and focus protection
The what-only-I-can-do audit and delegation review
Decision-batching routine
Energy and recovery rhythm
How you review the numbers that tell you the practice is healthy
Your own calendar and communication boundaries
*Many owners overlook their own systems. Your weekly time-blocking, the work only you do, the decisions you remake every week. These live only in your head, and putting them on the page often creates great relief.
If you’re not sure where to start, I can help you choose
the system that will create the biggest immediate relief.
What You Get
This is customized to your practice, and every SOP build includes:
A clear, detailed SOP that captures how the systems work, step by step
A companion checklist, so the steps are easy to follow and nothing gets missed
Templates and scripts wherever they reduce errors and save time
Clearly marked spots to fill in the few details only you hold
Delivered as a Word document, ready to use and easy to update
You've built something that works.
This takes what's in your head, and shapes it into clear steps someone else can follow.
On our call, I ask the questions that bring more clarity to how the work runs, so the SOP is something
you can hand to your team or a new hire, and they'll know what to do.
That means less time spent training and re-explaining.
How the free
SOP Works
Step 1
We talk for 30 to 45 minutes. You pick one system that would help you most. I ask the questions that draw it out of your head.
Step 2
I do the documenting. You don’t prepare or write anything. I turn our call into a clear SOP and a companion checklist.
Step 3
It’s yours to keep. You get a Word document you can use within a week.
What Good Systems Create
When SOPs are done well for a practice like yours, they create:
Faster onboarding, with less time pulled from your seasoned team members
A consistent client experience, no matter who’s doing the work
Fewer missed steps in billing, scheduling, and follow-up
Knowledge that stays in the practice when a team member leaves
A practice that’s easier to hand off or sell one day, because how it runs is on the page instead of locked in your head
Room for you to step back from a room, a week, or a season, and trust it will hold
More of your energy saved for the work that lights you up, and for your life outside of work
This is how you protect the care you’re known for
and get your time back at the same time.
And if you ever choose to bring in a partner, step back, or sell,
a documented practice is one that can transition well.
Choose Your Package
Start with your free SOP.
When you're ready for more, pick how many systems you'd like documented.
Each system becomes one SOP, and you choose which ones from the menu above.
Foundation
5 systems
$3,000
The systems taking the most off your plate.
Rhythm
10 systems
$5,500
The core of how your practice runs.
Most owners start here
Freedom
20 systems
$10,000
Whole areas handed off, so you can step back.
Who This Is For
This is a great fit if you are:
A group practice owner who wants the practice to run well with less dependence on you
A practice that cares about consistent, high-quality care across every team member
A practice ready to turn what lives in people’s heads into clear documentation
A practice that wants onboarding and training to be faster and more consistent
An owner who may want to bring in a partner, step back, or sell one day, and wants the practice ready for it
Not a fit if:
You want a generic template you can download and fill in
You’re not able to have the system owner participate in review and refinement
You want someone to manage long-term adoption inside your team (I can refer you if needed)
Frequently Asked Questions
-
One system. It usually takes about 30 to 45 minutes on a call together to draw out and get fully clear on a single system, and then I document it and deliver it as a Word document with a companion checklist. For your free SOP, that's one call. Inside a package, we often group a few systems into one longer call, so a single session can produce several SOPs.
-
Not much, and that's the point. You don't need to prepare anything or write anything up. On our call, you talk me through how you do the thing, I ask the questions that pull out the details, and I do the documenting afterward. Your part is a quick review and filling in the few marked spots only you hold, like your exact wording. You skip the hours it would take to write it all yourself.
-
Yes. I owned two counseling centers for fifteen years. I know intake, progress notes, superbills, coordination of care, and supervision from the inside. I’ll build system documentation that fits how a therapy practice truly runs, not a generic business template.
-
Then a quick screen recording makes the SOP even better. For anything that lives on a screen, you can record a short Loom of yourself doing the task the way you normally would, and I'll turn it into clear step-by-step instructions with the screenshots built right in. It's an easy way to capture the exact clicks without writing a thing, and it's the best way to document anything on-screen.
-
Yes, truly. Your first one is on me, with no cost and no commitment. It's the best way to feel how this works and to walk away with something useful, whether or not you ever do more. Pick the system that would help you most.
-
Many owners come to me with everything living in their head and very little clearly written out. Getting it out of your head and onto the page is the whole point. You don't need anything prepared, just a willingness to talk through how you do the work.
-
The packages are all done virtually, from our calls, which keeps them simple and easy to schedule. If you'd like me on site to observe your team and document how you work in person, that's a different kind of project. Reach out and we'll scope it together.
-
We'll scope it together on a call. The menu covers most of what a practice runs on, and if what you need isn't there, or you want more than twenty systems documented, I'm happy to build something that fits.
-
The heart of this work is creating the SOPs and handing them to you ready to use. Putting them into daily practice is its own kind of work, and if you'd like support with that, I can point you in the right direction. What you'll have from me is documentation your team can pick up and follow.
-
Always. You're trusting me with how your practice runs, and I treat that with care and discretion. Nothing you share goes anywhere.
-
You'll get each SOP as a Word document that's yours to keep, use, and edit. You can store it wherever your team already works.
-
Tools that record your screen or hand you a blank template still leave the hardest part to you: knowing what to capture and putting it into words clearly enough that someone else can follow it. That's the part I do. I draw the process out of your head, ask the questions that sharpen the fuzzy parts, and hand you a finished SOP. You skip the work, and you skip the generic template you'd still have to fill in yourself.
Let’s protect the care and give you your time back
You’ve built a practice that helps people.
Now let’s build the systems that keep the care consistent and give you your time back.
Start with one free SOP. Pick the system that would help you most, and see what it feels like to have that part of your practice off your plate.