Starting a private therapy practice involves much more than just obtaining your psychology degree. The process of onboarding clients for private therapy practice is crucial. Going full-time into private practice as a therapist is much more than just getting an educational degree (master’s in psychology and M.Phil./Doctorate).
A website that speaks of your therapy experiences with client testimonials as evidence.
A credible social media presence that is equally warm. Or in other words, warm enough to make your prospective client say, “Will you be my therapist?”
You will find yourself wearing multiple hats. It does not end here.
To gain real insights into the working systems, you should try to attend workshops organized by reputable institutions like NIMHANS.
It is essential to remember that onboarding a client as a therapist is beyond just paperwork. Some people may have their first experience with you and can be vulnerable. Others may have been to therapy before and are restarting or wanting to change therapists.
However different their experience is, they all mustered the courage to reach out to you. They might find you from social media, LinkedIn, word of mouth, or your website. Either way, they have taken the first step to embark on their journey with you.
Let us get started with onboarding clients for private therapy practice.
The Art of Onboarding: Discovery Call
The discovery call is a screening call with your prospective client. The duration of the call can range from 15 minutes to 30 minutes. Your agenda should be to make the client comfortable. Further, try to understand their reasons for seeking therapy and their expectations.
As a private therapist, transparency about your niche helps you cater to your target customers. Being upfront about which clients you provide your therapy services to sets the right expectations.
If you feel you are not a right fit for the client, always try to refer them to the right practitioner or therapist.
Your prospective client might hesitate to ask questions in the discovery call. However, as onboarding clients for private therapy practice, you should give them the following details. It may also open doors for them to ask follow-up questions.
- Fees: Fees per session, mode of payment, and the fee amount for late/declined payments.
- Location of running offline: Routes and modes of accessing your centre.
- Duration of the sessions: 50 minutes, for example.
- Your expertise: Trauma-informed, Internal Family Systems (IFS)
Client Onboarding: Sealing the Deal with Welcome Email
1. Follow-up email
Give your potential client time to think and decide. However, you should also not miss the chance to convert your prospect into your client.
Follow up with them after 48-72 business hours of the discovery call. It can be a WhatsApp message or an email.
If you have limited slots for the month, it is always a clever idea to communicate about the same.
Below is a template you can use. Tweak it to personalize it.
Hi <Client Name>
How are you doing? I wanted to check if you had a chance to think about when we can start with your sessions.
It is okay in case you have not made up your mind. It is just I have only <2 slots> available for this month. You can confirm your appointment by <Date>.
In case you have any doubts, you can always reach out to me. Looking forward to your reply.Cheers
<Your Name>
2. Welcome Email
The email should familiarize them with basic details such as appointment date, day, and time. You can also embed the link to the location of your centre (if operating offline).
Now that you have onboarded the client- fulfil all the paperwork requirements via email. Your email should consist of the following:
- Intake Form – The purpose is to capture as much data as possible about the client before the first session.
- Informed Consent – This ensures that the client’s decision to seek therapy is informed and voluntary.
- Therapeutic Contract – A therapeutic contract is a written document that at length discusses the roles & responsibilities of the therapist and the client.
- Session Policies – These policies make it essential that the client adheres to the professional boundaries of the therapy sessions.
Indian Psychiatric Society (IPS) enlists guidelines to address the recurring ethical and legal issues arising from therapy practices. The paperwork process must be completed before the commencement of the therapy sessions.
3. Informed Consent
Send your client an informed consent form to sign after giving them all the therapy details. It typically includes therapy modality, fee structure, and limitations (if any).
The informed consent should clarify that the client’s information will remain confidential. The only exceptions are cases of emergency (client being a potential harm to themself or others). Make sure that the client has understood everything entailing the therapy sessions.
Get an informed consent signed by the guardians of clients under 18 years. In the case of family, group, or couples therapy – ensure everyone signs the consent form.
If you are providing online therapy sessions, you should mention these details by NIMHANS in the consent form.
4. Therapeutic Contract
The therapeutic contract should be a collaborative process between you and the client. You should mutually discuss and agree on the issues to include in the contract.
It should consist of the following:
- Fees of the sessions (if you offer a sliding scale – it’s a good idea to mention the same)
- Duration of the sessions
- Mention all the practice policies, their consequences in instances of non-adherence, and the fee charged for the same
- Obligations on the client’s part and the responsibilities of the therapist
- Use of therapy modality by keeping the client’s details and psychiatric history in consideration. State the limitations of the same if any
- In case of boundary violation, mention the steps to minimize the harm. You can refer the client to another therapist, for example.
It is always better to include the therapy policies in the therapeutic form. However, you should also verbally explain them to your client, so they understand them well.
Streamlining Your Therapy Practice: Policies and Procedures
Having well-defined policies for private practice helps maintain the boundaries. It also helps you and your client maintain professionalism.
Cancellation Policy
It includes the terms and conditions for cancellation and rescheduling of therapy sessions.
We know your job is to help your clients and be empathetic towards them. However, you should also see that it does not hamper your financial stability. Your client must adhere to the appointment time unless there is an emergency.
How to develop a cancellation policy?
- Cancellation Notice: It could be 48 to 24 business hours before the session. It saves you the trouble of last-minute notices.
- No-Show Policy: Your clients must know the consequences of missed appointments without prior notice. This involves charging some of the session fee as a cancellation fee.
- Exceptions: You can loosen up in case of emergencies or severe physical health issues. It should be clear to the client that they do not inform you at the last minute.
Policy for Between-Session Contact
Your client may need to contact you between the therapy sessions via phone, email, or text. So, between-session contact is when you and your client connect before the upcoming session.
However, to avoid blurring boundaries, you can update your available timings. You can schedule an emergency session and accommodate the client in your next available slot in an emergency.
Welcoming The Client: First Therapy Session
You are finally having the first session with your client!
You can start with small greetings and asking about their well-being. Remember, the session is about them.
As much as your client needs help, they also want to gauge if YOU are the right therapist. They are looking for a space where they feel heard and cared for.
Let your client take their time to open. They may not do it in the first session. And that is okay!
Therapy is a slow but fulfilling journey!
Conclusion
Establishing a private therapy practice goes beyond education; it includes a welcoming online presence, efficient discovery calls, and smooth client onboarding. Building trust from the start, being transparent about services, and maintaining boundaries is vital. Proper documentation with informed consent and therapeutic contracts is necessary. Setting clear policies for cancellations and between-session contact ensures professionalism.
Remember, initial sessions focus on making clients feel at ease and heard. Therapy is a slow, rewarding process, and your empathetic approach can make all the difference in your client’s healing journey.
Reach out to Vinyasa to make the entire process smoother and more efficient for you! After onboarding clients for private therapy practice, learn about the tips and tricks on How to Engage and Retain Clients as a Therapist.
Note: This blog is not medical advice or a substitute for any healthcare advice given under the care of a qualified MHP. The content is only for informational purposes. If you are struggling and need help, contact the emergency helpline number in your country.