Jennifer Rollin recently spoke with Lauren Woodard about running a private practice.
Jennifer: What are some of your favorite systems and ways that you keep your practice running smoothly/organized?
Lauren: Simple Practice is my favorite all-in-one system. I utilize it for scheduling, text reminders to patients, intake paperwork, filing insurance claims, my session notes (you can even create a template for your PIE/SOAP notes so you can click through), and more. I also have my Simple Practice calendar synced with my iPhone which makes scheduling networking before and after work a breeze.
For to-do list/task management I use Work Flowy which I really like. I also keep a paper planner as back up which calms my own nerves/distrust in technology more than anything else.
For my accounting… I use Quickbooks Self-Employed. I use the desktop version and the app. For my website, I use GoDaddy for hosting and support.
Jennifer: What do you outsource in your practice?
Lauren: The only thing I outsource is my taxes which I highly recommend. By using a company, I believe they found many more deductions than I could have found on my own.
Jennifer: How did you learn how to effectively run your business. Did you have a mentor?
Lauren: I did the Abundance Practice Building Group with Allison Puryear in person in Asheville. It was tremendously helpful and I feel as though Allison covers everything you would possibly need to know (from networking, practice management, fee setting, marketing, etc) in order to open your business. Now that I have been open almost two years, I find that online groups as well as having friends in Asheville in private practice are the best support as a business owner.
Jennifer: If you could go back and do something different in terms of business management and organization, what would you have started right away?
Lauren: If I could go back, I would have started scanning paperwork (client homework, art work, signed consent forms) from Day 1. I am completely paperless now but that would have been easier to begin on Day 1.
Jennifer: How many patients do you typically see in a day and how did you make this decision?
Lauren: I work Monday- Friday and typically see four to five clients per day. I made this decision because for me personally I enjoy having long breaks each day (or the flexibility to come in later) more than working four days a week. I also enjoy working from 11 a.m. to 7 p.m. or 12-8 p.m. which I found out over time, through experience.
Jennifer: What are your boundaries around answering work email?
Lauren: I have very strict boundaries around work email and intentionally schedule two time periods a day for it at 10:30 a.m. and 6:30 p.m. I am a firm believer in the adage that “You run the day or the day runs you” and I know I can fall into the email rabbit hole if I don’t schedule time for it and stick to it.
Jennifer: Tell me about some of your favorite self-care practices during your workday and on the weekend.
Lauren: I begin and end each work day with a 10 minute mindfulness meditation. I love the Rituals app and Insight Timer. In between each client, I take at least a five minute break for water and stretching, and set a new intention/affirmation for each client. This helps me close one session and open the next energetically.
Outside of work, I love journaling and art journaling as well as walks outside, yoga, and using the five minute journal app each day.
Jennifer: What are some of your best tips for work/life balance as a self-employed therapist?
Lauren: I am a firm believer in setting boundaries around “work time” and “free time.” I block my time in my planner/calendar and unless it is an emergency or I have a deadline coming up, I hold firm to my schedule and do not work outside my allotted time. This took some trial and error as well as time to get right, but I hold firm to it now and it has made a huge difference! I do not check my email outside of designated times and I go completely tech free after 9 p.m. In the mornings, I don’t check my email or social media until I have had self-care time first. With any kind of routine where you are seeking balance, practice makes perfect and I also believe it is crucial to get very clear on your values, where you tend to waste time and if how you spend your time is aligned with your values.
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