As a therapist, your primary focus is on helping your clients achieve their mental and emotional well-being. However, the administrative tasks involved in client on-boarding for your practice, such as managing forms, contact information, and scheduling, can often be time-consuming and overwhelming.
As your practice grows, if you fail to streamline your process, you’ll spend too much time trying to manage your calendar, send/receive signatures from clients on practice documents, all while knowing things could be running more smoothly with the right tools in place.
To continue developing a great client base and good reputation for quality services you need to pivot from juggling all the extra admin work and instead craft a client journey that is automated and seamless with the help of a great EHR.
In this blog post, we will explore best practices for streamlining your client on-boarding process with an EHR (I prefer Simple Practice) to ensure a smoother and more efficient experience for both you and your clients.
Let’s start crafting that client journey that fills up your calendar with clients you are eager to work with. That journey includes several key components which include your digital forms and documentation, contact/communication management, and efficient scheduling.
Digital Forms and Documentation
One of the most effective ways to streamline your client on-boarding process is to digitize your forms and documentation. Using Simple Practice or another set of EHR tools to help with practice management can automate client on-boarding and save time. Here are some key benefits:
Accessibility and Convenience
Digital forms can be accessed and completed by clients from the comfort of their own homes, reducing the need for paper forms and filing. This enhances convenience and makes it easier for clients to initiate the therapy process.
Create Forms and Digital Documents
You can customize your forms or use templates available for use in the Simple Practice system. I built all my practice forms from scratch and now it is easy to update them every year. I feel confident knowing my files are safely stored and I won’t misplace anything!
Data Security and Compliance
Simple Practice provides a Business Associate Agreement (BAA) which outlines their responsibility in safely storing and maintaining data security and compliance with privacy regulations. Always make sure that your chosen EHR platform complies with applicable privacy laws.
The easiest way to ensure compliance is to review and keep a Business Associate Agreement (BAA) for any services you utilize for business communication and record keeping.
Efficiency
With digital files, you can easily store, organize, and retrieve client records. This can significantly reduce the time spent on paperwork and administrative tasks, allowing you to focus more on therapy sessions. Clients can login and review their account, update their personal information, upload insurance cards, make payments, and print invoices.
E-Signatures
Implementing e-signature capabilities allows clients to sign consent forms, agreements, and other documents electronically. This eliminates the need for physical signatures and speeds up the on-boarding process.
You’ll never again misplace a signature!
Communication and Contact Management
Effective communication is essential in therapy, and managing client contact information is a crucial aspect of the on-boarding process. Clearly outlining communication guidelines and creating a central hub for that communication can really help you streamline your workflow.
Below are some ways you can better manage client contact.
Client Portals
Educate your clients on how to use the client portal. Give clients information on how to update their contact information, request appointments, and send messages. This centralizes communication and reduces the risk of missed messages or outdated contact information.
Automated Reminders
Utilize automated appointment reminders and notifications to ensure that clients don’t miss their sessions. This can be done through email, text messages, or a dedicated scheduling platform. Clients can choose from a variety of notification methods in their settings.
Communication Preferences
During on-boarding, ask clients about their preferred method of communication and consent to use it for appointment reminders and updates. Respecting their preferences fosters a positive therapeutic relationship.
Clearly outline how you prefer to communicate with clients outside sessions and explain when this may be needed.
Efficient Scheduling
Scheduling is a critical aspect of therapy practice management. I put this at the top of the list as it relates to priorities in vetting an EHR solution. Some of the things I love and can’t live without in Simple Practice include:
Online Scheduling
The ability for clients to self-schedule online has been a life changing time-saver as a private practice. My calendar keeps filling up with quality referrals, and I can control what services are available at any given time. This allows clients to view your availability and book appointments at their convenience. This reduces the back-and-forth communication often associated with scheduling.
Online scheduling options also reduce barriers for those who struggle to reach out, or don’t know how to get that first session on the books. Online scheduling options also empower clients with information on how often you can see them, and provides a way to get sessions booked with you quickly and easily.
Calendar Integration
Integrate your scheduling platform with your calendar software (e.g., Google Calendar or Outlook). This ensures that your therapy sessions are seamlessly integrated with your daily schedule.
You’ll never miss a beat! Personally, I live by my calendar, so being able to integrate my personal and professional calendars in a secure way was a great way to stay organized and reduce scheduling errors.
Waitlist Management
Create a waitlist for clients who are eager to book appointments but can’t find immediate availability. Notify them as soon as slots become available, enhancing client satisfaction.
Creating a waitlist inside Simple Practice is a new feature and a very needed addition!
Get Insurance Based Referrals
If you do take insurance, I am stunned by the amount and the quality of the referrals I’ve been getting through Simple Practice over the past several months. Simple Practice began collaborating with major health insurers several months ago to allow clients to browse and schedule an appointment directly with you!
The feature is growing and the referrals keep coming in!
The appointment requests come through with a summary of the reason for the visit and the client’s insurance and contact info. If you accept the request, you can send out your standard intake forms for them to complete.
Lately, I’ve gotten more quality client referrals that convert via Simple Practice than I have with my Psychology Today or Mental Health Match profiles which was an unexpected surprise.
Maybe I won’t need to keep paying for directory listings for the rest of my therapist career? One can only hope right!
In Summary…
Streamlining your client on-boarding process for therapy clients is essential for improving efficiency and providing a better client experience. Choosing a quality EHR like Simple Practice will save you time and streamline your practice operations.
One of the biggest complaints about Simple Practice is the higher cost compared to EHR programs with fewer features or those newer to the market. But I must say that the savings in time and effort plus all the continual features and updates are well worth it. I also get many qualified referrals that become clients right inside the Simple Practice platform and that essentially makes up for paying the subscription cost.
By digitizing forms, centralizing contact management, and optimizing scheduling, you can reduce administrative burdens and focus more on what truly matters – helping your clients achieve their mental and emotional well-being.
Ultimately, a well-organized on-boarding process can lead to increased client satisfaction and better outcomes in therapy.
If you want to explore Simple Practice, you can use my link to get a free trial and $150 off a future bill when you upgrade to a paid account.
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