Work Smarter, Not Harder: Leveraging Technology to Optimize Labor Efficiency in Private Practice
Here are some tools and technologies that can help streamline practice management, reduce administrative burdens, and allow private practitioners to focus more on client care:
1. Practice Management Software
Examples: SimplePractice, TherapyNotes, Jane
Benefits: All-in-one platforms for scheduling, billing, client documentation, and secure messaging. These systems also offer client portals, allowing clients to manage appointments and payments independently. There are way too many softwares that include everything: don’t use cheaper software and piece it together-the more softwares you use the bulkier your workload. I personally use SimplePractice and recommend it for solo private practices, not so much with group practices, but it can work.
2. Bookkeeping and Accounting Software
Examples: Tiller HQ, Monarch
Benefits: I hate all Intuit products and they own a lot of them-also don’t rely on your practice management software for accounting. I’m a spreadsheet lover lover (said in Shaggy Boombastic voice), and Tiller HQ above allows me to avoid Intuit and download from my banking institutions safely into Google Sheets. I’ve never used Monarch but I heard it is similar. Though because it’s so great, Intuit is probably gonna try and buy them…and then I’ll be forced to review my life choices.
3. Workflow Automation Tools
Examples: Zapier, Automate.io, IFTTT
Benefits: While I don’t love using a bunch of different software systems, if you do, you can automate repetitive tasks, like data entry, appointment confirmations, and follow-up emails, by connecting different apps and systems. This reduces the manual effort needed for routine processes.
4. Project Management and Task Organization
Examples: Google Calendar, Google Tasks, and Google Keep
Benefits: Trello, Asana, Notion, Tick Tick, Monday- I’ve tried them all. As said above, I avoid using multiple softwares as often as possible to streamline my life and my business. I like to use Google Workspace and included are Google Tasks, and Google Keep. If something has a deadline and it is specific-it goes in the calendar. If it’s a task that I know I need to do but don’t have details or a time yet-it goes in tasks. If it is a checklist of something that is recurring like preparing for a CE, it goes in google keep.
5. AI
Examples: Chat GPT
Benefits: so many. I use it to help create ideas for blogs, marketing plans, editing. I’m super interested in learning more about AI note taking, but I’m holding off on that for now. But I’m using it for a lot of my behind the scenes admin work. I even used it for this blog, now I had to take out a whole bunch and edit a lot but it makes my life so much easier.
We do not have unlimited time, money, or energy so we need to be efficient in our lives but being a solo private practice owner it matters even more so. Make sure you are evaluating your work tools and systems to work smarter not harder. Talk to your trusted peers to find out which systems are working for them, share what is working for you. Private practice can be overwhelming and isolating so make sure to build your community and check here for signs you may need to hire some support people.
