Grow Your Practice. Protect Your Boundaries.

How do I set up online booking for a therapy practice?

Offer a short consultation slot for new clients and regular session slots for existing ones.

1. Create a free or low-cost consultation slot
2. Create session types with length and fee
3. Show only the hours you want to work
4. Send confirmations and reminders automatically

How do I write a cancellation policy?

State the notice needed and the fee for late cancellations, and have clients agree before booking.

1. Set the notice period (for example 24 or 48 hours)
2. Set the late cancellation fee
3. Allow exceptions for emergencies at your discretion
4. Show the policy before payment

How do I protect client privacy?

Keep clinical information in tools designed for health data and limit what goes through general apps.

1. Use general tools only for times, names and payments
2. Keep notes and clinical messages in privacy-appropriate systems
3. Check which health privacy laws apply to you (for example HIPAA in the US)
4. Get client consent for how you will contact them

How do I take payments?

Take payment at booking or after each session with receipts clients can use for reimbursement.

1. Collect card details or payment at booking
2. Send receipts automatically
3. Offer packages if appropriate
4. Track payments for tax

How do I find new clients ethically?

Share helpful general information and make it easy to book a consultation.

1. Write about issues you treat, without client stories
2. Keep directory listings up to date
3. Build referral relationships with doctors and other clinicians
4. Follow your licensing board's advertising rules

Can I use AI in my practice?

For general admin like scheduling messages, yes; do not put identifiable client information into AI tools not designed and agreed for health data.

Should I offer a free consultation?

Many therapists offer a short call to check fit; it helps both sides decide.

How do I handle no-shows?

Apply your agreed policy consistently and send reminders.

Can clients book online without calling?

Yes; online booking reduces phone tag and suits clients who find calling hard.

How do I pay tax in the US as a self-employed therapist?

Self-employed people generally file annually and pay estimated tax quarterly (IRS).