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Episode 36: Hiring Support Staff



  • Episode 36: Hiring Support Staff 00:00


In this episode we’re going to be talking about hiring support staff for your group practice: the when’s, the who’s, the where’s and the how’s.

Who to hire:

  1. Take a sheet of paper, and write down all the tasks that you can’t do, don’t want to do or don’t have time to do.
  2. Take those things and group them into like tasks. (It will be unlikely that you’ll find just one person to do everything). This will give you a sense of who you need to cover these tasks.

When to hire:

  1. Whenever you start to think about it, it tends to mean that you probably should have already hired someone.
  2. As soon as possible.
  3. Before you’re overwhelmed or overworked, etc.

Where to find support:

  1. Some tasks might make sense to have someone who is virtual, and some might make more sense to have someone in person. Make a note of which you need on the list you made earlier.
  2. Ask other group practice owners. Word of mouth is usually the best way to find someone, especially for in-person hires.
  3. Facebook ads (you can target just your area), job listing sites, friends and colleagues, etc.
  4. If you’re looking for someone virtual: look up online business management companies, ask other group practice owners who they use, google VA for social media management, etc.

How to Interview & Hire:

  1. Find someone with package deals who can grow as you grow
  2. If you’re hiring in-house: make sure that you check references and background, that you’re transparent of your needs, do a mock-up of their potential job so they have a sense of what that will entail.
  3. If you’re interviewing a virtual assistant: they need to be more independent, they need to have the skills already in place, and the only sort of training you should have to give is on your specific needs, but not necessarily how to do it.
  4. Screen and check for references. Check with other clients. What other practices use them and what do they think of them?
  5. Check their website: is it professional? If they are working all online, they should have a good website that is clear, concise and easy to navigate.
  6. Ask for their recent work, if possible.
  7. Ask what you can expect from them. If they’re a virtual assistant, it means they’re their own business and have set ways of doing them. When are they available, what’s their turnaround time, how will you communicate, etc.

Episode 36: [Tip of the Day] Hiring Support Staff

Uriah Guilford and his team at The Productive Therapist provide the admin support that you need to grow your practice and also have a life! Your dedicated assistant can help with phone support – return calls and emails promptly, intake coordination, content & email marketing, EHR setup & management, social media & much more. And what’s great, is that Uriah knows what group practice owners need because he’s a group practice owner too! Mention TGPE and get 2 hours of free training time with your assistant!

Maureen Werrbach is a psychotherapist, group practice owner and group practice coach. Learn more about her coaching services here: LEARN MORE HERE


Maureen Werrbach

Thanks For Listening

Thanks for listening to the group practice exchange podcast. Like what you heard? Give us five stars on whatever platform you’re listening from. Need extra suppor? Join The Exchange, a membership community just for group practice owners with monthly office hours, live webinars, and a library of trainings ready for you to dive into visit www dot members dot the group practice exchange dot com forward slash exchange. See you next week.


Here are the resources and guides we recommend based on this episode

Do you have an in-office or virtual intake coordinator? Do you want to increase your conversion rate, create a smooth intake process that works, and empower your intake coordinator to feel successful and perform better?

Therapy Intake Pro is a unique program that is designed to help your intake coordinator level up their skills and feel increasingly confident & effective in their role. Check it out here!

Use coupon code TGPE15 for 15% off a purchase of $100 or more!

* I am an affiliate for some of the businesses I recommend. These are companies that I use in my own group practice, and make recommendations based off of my experience with them. When you use some of these companies through my links, I receive compensation, which helps me continue to offer great free information on my podcast, blog, Facebook group, and website.

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Meet your host


Maureen Werrbach is a psychotherapist, group practice owner and group practice coach. Learn more about her coaching services here:


The show

The podcast is structured so that you get practice building tips in small doses, where an episode can be listened to (and a group practice building lesson can be learned) in a single car ride.

Episodes are structured into categories: coaching sessions where I coach a group practice owner on a specific topic, tips of the day by yours truly, real talk where you get to be a fly on the wall while an established group practice owner and I talk about the highs and lows of ownership, and trainings done by experts in the field.

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* The content of this post is intended to serve as general advice and information. It is not to be taken as legal advice and may not account for all rules and regulations in every jurisdiction. For legal advice, please contact an attorney.

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