Is your client intake process holding you back from getting more therapy clients?

In this episode of The Group Practice Exchange Podcast, I’m diving into the all-important topic of how to get more therapy clients with my guest, Uriah Guilford from The Productive Therapist. We’re zeroing in on what’s often the biggest roadblock for practices: an inefficient client intake process.

If therapy clients are struggling to book appointments or connect with your practice, this episode is for you. Uriah and I share strategies to simplify your client intake process, making it easier for clients to get started and for your team to deliver a seamless experience. We also discuss how optimizing your client intake process is not only how to get more therapy clients, but can lead to a more efficient admin team, happier therapists, and ultimately, a thriving practice.

Here’s what you’ll learn in this episode:

• Why people drop off during the client intake process—and how to get more therapy clients by fixing this common issue.
• The dangers of overwhelming potential therapy clients with too many contact options and how to simplify for better results.
• How tracking metrics can transform your client intake process and help you make smarter decisions for your practice.
• How to leverage AI and other tools to streamline the client intake process and create a stress-free experience for therapy clients.
• Real-world lessons from Uriah’s “secret shopping” of other practices—discover what works (and what doesn’t) to improve your client intake process.

Your client intake process is the foundation of how therapy clients first experience your practice. If it’s overly complicated or inefficient, you risk losing clients before they ever get through the door. 

Uriah shares practical advice on how to get more therapy clients by ensuring your client intake process is streamlined, user-friendly, and designed to convert inquiries into scheduled appointments.

LINKS:

Need extra support? Join The Exchange, a membership community just for group practice owners. 

The Group Practice Exchange Programs + Courses

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Intake Accelerator - use the code TGPE25 to get 25% off!

SPONSORS:

TherapyNotes: An EHR software that helps behavioral health professionals manage their practice with confidence and efficiency. Go to therapynotes.com/r/thegrouppracticeexchange for two free months! 

GreenOak Accounting: An accounting firm that specializes in working with group practices. Mention TGPE to get $100 off your first month!

Ever had a therapist on your team get subpoenaed and panic? 

As group practice owners, it’s not just about managing our own responsibilities—it’s also about supporting our therapists when they face daunting tasks like preparing to testify in court. In this episode, I sit down with Dr. Tracy Masiello to discuss how to help your team navigate the courtroom with confidence. 

From therapist court prep to understanding what can a therapist say in court, Dr. Masiello shares strategies to ensure you and your team feel prepared and informed.

Whether it’s preparing for a therapist testifying in child custody cases or helping therapists handle other legal scenarios, this episode provides a roadmap for practice owners who want to be proactive and supportive.

Here’s what we cover:

• The ultimate therapist court prep guide for group practice owners—how to help your team review case files and clinical notes effectively.
• Common pitfalls therapists face when preparing to testify in court and how you, as the owner, can help them avoid over-explaining or veering into personal opinions.
• Building confidence in your therapists: Tips for coaching them to stay composed under pressure while testifying in court as a witness.
• What every group practice owner needs to know about what can a therapist say in court to stay within ethical and professional boundaries.
• Proactive steps you can take to help your therapist preparing to testify in court, from training to understanding the differences between direct and cross-examinations.

Supporting your therapist court prep doesn’t have to feel overwhelming. With Dr. Masiello’s expert advice, you’ll have the tools to help your team approach court testimony with clarity and confidence.

LINKS:

Need extra support? Join The Exchange, a membership community just for group practice owners. 

The Group Practice Exchange Programs + Courses

The Accountability Equation™ Quiz

The Accountability Equation Book

Group Practice Forecasting Support GPT

Episode 232 | Navigating Subpoenas and Testimony in Mental Health Care with Tracy Masiello

CONNECT WITH MAUREEN WERRBACH & THE GROUP PRACTICE EXCHANGE:

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CONNECT WITH DR. TRACY MASIELLO:

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SPONSORS:

TherapyNotes: An EHR software that helps behavioral health professionals manage their practice with confidence and efficiency. Go to therapynotes.com/r/thegrouppracticeexchange for two free months! 

GreenOak Accounting: An accounting firm that specializes in working with group practices. Mention TGPE to get $100 off your first month!

Have you ever thought, “No one seems to want to work anymore”?

If you’re struggling with hiring and retaining staff in your group practice, growing it might feel like an uphill battle. 

You’re definitely not alone! In this episode, I sit down with Patrick Casale and Gabrielle Juliano-Villani to tackle one of the biggest challenges facing group practice owners today: building a team that aligns with your mission and thrives alongside your practice.

And the best part? We’re giving you a sneak peek into our Adapt and Succeed event, where we’ll go even deeper into these topics to help you turn challenges into opportunities.

Here’s what we chat about:

• Why values-based recruiting is the secret to finding the right candidates.

• How to craft job descriptions that are clear, engaging, and set the tone for success.

• The role of leadership structures in boosting employee retention.

• Real-world struggles (and solutions!) for finding qualified candidates in today’s market.

• How aligning job roles with your practice’s core values leads to long-term success.

This episode is packed with actionable tips to help you adapt and succeed in a constantly evolving industry. Don’t miss out—and don’t forget to join us for our Adapt and Succeed event, where we’ll share even more strategies to help you build a thriving group practice.

LINKS:

Adapt and Succeed event - January 21st-23rd, 2025

Need extra support? Join The Exchange, a membership community just for group practice owners. 

The Group Practice Exchange Programs + Courses

The Accountability Equation™ Quiz

The Accountability Equation Book

Group Practice Forecasting Support GPT

CONNECT WITH MAUREEN WERRBACH & THE GROUP PRACTICE EXCHANGE:

Website

Facebook

Instagram

LinkedIn

CONNECT WITH PATRICK CASALE:

Website

All Things Private Practice Podcast

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YouTube

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CONNECT WITH GABRIELLE JULIANO-VILLANI:

Website

Instagram

LinkedIn

SPONSORS:

TherapyNotes: An EHR software that helps behavioral health professionals manage their practice with confidence and efficiency. Go to therapynotes.com/r/thegrouppracticeexchange for two free months! 

GreenOak Accounting: An accounting firm that specializes in working with group practices. Mention TGPE to get $100 off your first month!