Private Practice Checklist
Starting a private practice is exciting, and it can also feel like a lot. Most therapists experience a mix of joy and overwhelm at the thought of creating their own practice. The truth is, you do not need every detail figured out right away. Begin with what feels manageable, and trust that the rest will fall into place as your practice grows. Think of this checklist as a menu of options, not a strict to-do list.
Think about how and where you want to practice
Do you want to work from home through telehealth, commit to a full-time office, or blend both in a hybrid model? If you want a Google Business listing you will need to list an office address. In addition, most health insurance companies require a physical office address. If you decide to rent a physical office, consider what community you want to build your practice in. Some therapists want to work close to home, while others prefer the privacy of practicing in a different town. You can always move your practice later, but it often takes time to establish yourself in a new community.
Set up an online presence
These days, most advertising happens online. Even if you have been referred by another therapist, potential clients will likely look you up online to get a feel for you before they reach out. Therefore, clients need a place online where they can learn more about you. This could be a Psychology Today profile, a Google Business listing, or a basic website. In the beginning, you can absolutely keep it simple and even create it yourself. A polished, more expensive website can always come later once your practice is established if desired.
Take care of the business basics
Most cities require a business license. You will also need to decide if you want to operate as a sole proprietor or form a corporation. An accountant or CPA can help guide you through this choice. Liability insurance is another essential step, and it is usually simple to set up.
Choose how you run the administrative side of your practice
Decide whether you prefer handwritten notes or using an electronic health record system (EHR). Most EHRs are HIPAA compliant and offer scheduling, telehealth, intake and consent forms, credit card and insurance billing, and way compliant way to store notes and treatment plans. While not required, an EHR can make the administrative side of practice much smoother.
Decide how you will bill and accept payment
Think about whether you want to be private pay, accept insurance, or offer a mix of both. Each option has pros and cons, and you can always adjust as your practice evolves. You will also want to decide how clients can pay you. Credit cards are often the most convenient, though some therapists also accept cash or checks. Clarity around payment makes things easier for both you and your clients.
Set up your financial systems
Create a separate business bank account so your professional finances stay distinct from your personal ones. Decide how you will handle bookkeeping, either doing it yourself or hiring someone to help. Find an accountant who can support you with business taxes and answer questions as they come up.
Begin to clarify your specialty
It can be helpful to have a few areas of focus, whether that is anxiety, trauma, families, or something else that feels meaningful to you. Do not pressure yourself to have the perfect niche right away. Many therapists refine their specialty as they gain more experience and training. One of the things that is so enriching about our field is that our focus areas can evolve and shift over time, just as we do.
Create a way to share your information
You will want something simple to hand out or share when meeting colleagues or potential referral partners. This could be business cards, or you can keep your contact information ready to share directly from your phone. There are lots of great apps today that make sharing contact information simple.
Plan how to connect with prospective clients
There are many ways to bring in referrals. Some therapists form relationships at networking events or trainings, while others stay connected to colleagues from grad school for friendship and exchanging referrals, and many use Google Ads and social media. Most therapists experiment with several approaches before finding what works best for them.
Establish professional communication
Set up a business phone number that allows calls and texts, and create a professional email address. This helps establish healthy boundaries between your personal and professional life, while also giving clients a polished and reliable way to reach you.
Choose a business name
Some therapists use their personal name, such as Cristina Trette Therapy. Others choose a name that highlights their specialty or location, such as Encinitas Couples Therapy. Many therapists select a name that highlights the healing elements of therapy, such as Clear Path Therapy, while others highlight a symbol that is meaningful, like Coastwell Counseling. All approaches work. The key is to find a name that resonates with you and the goals you have for your practice. If you think you will always remain solo, choosing your own name helps your expertise as a therapist. If you may grow into a group practice, change your name through marriage, move to a new city, or adjust your specialty, you might want to keep the name general so it can evolve with you.
Final Thoughts
This checklist covers the essentials, but you do not need to complete it all at once. Start with one or two steps, move at your own pace, and trust that you will figure out the rest as you go. Every therapist I know has built their practice piece by piece, and you will too. What matters most is getting started so you can share your work in the way that feels most authentic to you.
