Recommended Resources

The Group Practice Exchange believes that using resources helps us grow personally and professionally. On this page, you will find valuable resources that have helped others become better business owners.

* I am an affiliate for some of the businesses listed below. 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.

LuxSci is HIPAA compliant email and web service software. With LuxSci, you can send, receive, and store encrypted emails. They also have secure forms that you can use on your group practice website, and secure web hosting so you can keep everything in one place. They offer options for secure marketing and high volume sending, meaning you can worry less about security while you grow your practice.

Use code “TGPE” for 5% off when you sign up! 

Tech Centered Practice is a business consulting company that provides services to healthcare practices who want to increase revenue, reduce administrative burden, and make their office more efficient by using CRMs and coordinating technology. They work with practice owners in the healthcare industry operating private practices who are looking for ways to level up their game in order to compete in this changing environment.

The Clinical Supervision Directory is a nation-wide searchable directory of state approved clinical supervisors for LPC/LPCP/LMFT residents – and all of the other alphabets that make up the counseling professional credentials – who have registered their own personalized listing. Each supervisor has full control of their own listing, and can update the content, contact information and availability at any time. Supervisors can be searched under multiple fields including state, specialty, setting and other areas. Additionally, every counseling, social work and allied health field program in the US will have free access to the directory for their students at graduation.

Vimeo is my favorite place to host videos, because they give you so much control over the privacy settings, which I obviously care a lot about as a group practice owner. You can add chapters and captions to your videos to help folks find exactly what they’re looking for, and you can control where your videos are embedded so that they can only be watched by the people you choose. You can also adjust the playback speed of your videos, which can come in handy when you’re watching long or confusing videos.

If you sign up with the link below, you’ll get a $50 Amazon gift card (and I will, too!)

SiteGround is a web hosting company that offers WordPress hosting, WooCommerce hosting, website transfers, and various collaboration tools to help you manage clients, collaborate on sites, and more.

Get three months StartUp hosting for $0.99 here

Specialized Accounting for Private Practice

At GreenOak Accounting, we offer accounting services that cater specifically to solo and group therapy practices. Our services range from bookkeeping to budgeting & forecasting, Profit First support, profitability analysis, payroll, tax preparation, compensation analysis, and much more.

Through working with over 100+ therapist clients, we have seen what works and what doesn’t, so our team can help guide you on the path to financial. Our specialized services can be customized based on the size and needs of your private practice.

For more information about our packages and the different ways to work with us, please visit our website at https://www.greenoakaccounting.com/ and schedule a complimentary consultation with one of our team members!

Practicery is a company that helps practitioners get recognized in new, creative ways. Their services include visual branding, websites, motion graphics, print and digital ads.

Empathysites by Kat Love

Therapists helped Kat heal from childhood sexual abuse, and now they help therapists with creating their websites at Empathysites. The all-inclusive solution includes design and ongoing support. Perfect for any small or large group practice needing a website solution.

When your team needs to kick off a project, hire a new employee, deploy some code, review a sales contract, finalize next year’s budget, measure an A/B test, plan your next office opening, and more, Slack has you covered.

We use clack to communicate within the office. It is almost like Facebook, in that you can search through old threads, which makes it easier than sending the same emails over and over. We have threads like general, clinical, administrative, and referrals to help us communicate without emails.

Infinitely flexible. Incredibly easy to use. Great mobile apps. It’s free. Trello keeps track of everything, from the big picture to the minute details. Great to use with administrative staff on project and task management.

Mary Beth Storjohann, CFP® and Founder of Workable Wealth works as a financial planner and accountabilty coach to help clients across the country make smart, educated choices with their money. She focuses on working with entrepreneurs in helping with personal and business financial planning and has a subset of clients specializing in private and group mental health focused practices. Her recent accolades include the “Top 40 Under 40” by Investment News, “10 young Advisors to Watch” by Financial Advisor Magazine, and “10 of the Best Personal Finance Experts on Twitter.” She frequently appears on NBC as a financial expert and her expertise has been featured in The Wall Street Journal, CNBC, Forbes and more.

Rob is a guru of marketing, finance, and technology in the counseling private practice realm. He has a business, Tame Your Practice, that helps private practitioners navigate this area of running a counseling business. There is an especially great blog post about EHR systems that I found useful when deciding how and what to use to to integrate billing, notes, and scheduling for my practice. Check it out below!

For Illinois based group practices, Scott Hammer is one of the few attorneys in the country who focuses on the defense of mental health professionals in medical malpractice cases. In his current practice, Scott handles malpractice cases arising from suicides, alleged boundary violations, adverse reactions to medications, and breach of confidentiality claims. He has extensive experience and frequently represents mental health professionals in licensure matters before the Illinois Department of Financial and Professional Regulation and in ethics hearings before various professional associations’ ethics committees. He also provides counseling on risk management issues such as the duty to warn and has handled Medicare compliance audits as well.

Crown Creatives Virtual Services, owned by sister duo Emily & Stephanie, is a team of virtual assistants focused on providing you creative support & giving you back time to focus on the big picture of your business. Crown Creatives offers content creation, blog management, social media management, ecourse creation & support, as well as a long list of smaller services. With custom packages to fit your needs, they’re focused on providing you the best creative & virtual support so you can get back to doing what you love.

Mention my name or TGPE and get one hour deducted from the cost of your first month’s package. 

Danielle Kepler went from a group practice to having a solo practice and paneling herself with over 30+ insurance/EAP panels. She feels strongly that clinicians should know how to credential and bill insurance themselves before outsourcing these tasks and created Be Your Own Biller where the goal is to empower clinicians so that they do not need to hire long-term services for insurance tasks. Services include an EHR cleanup package, a “pick-my-brain consult, and credentialing and billing packages to help you get your practice billing ready.

Gusto is an AH-MAZING payroll service that pretty much does it all. It’s got an awesome, user-friendly interface that makes it so easy to run payroll in a matter of seconds. You’re able to do percentage based payments, add health insurance or retirement or any other benefit into it, calculate sick time or vacation time, all at the click of a button. And customer service is pretty awesome too. Don’t waste time trying to do it manually or pay some company a million dollars to do it for you. Try it out!

Go here to get $100 when you sign up for Gusto (and I will too!)

G Suite Business is a great HIPAA compliant tool that allows for sending HIPAA compliant emails interoffice (add on service for sending HIPAA compliant emails to clients), HIPAA compliant use of google drive, docs, forms, sheets, slides, and more. You can share documents between clinicians in an organized way too. G Suite Business also has HIPAA compliant video through Google Meet, that comes with the Business package.

Email us to get a promo code for 10% off your first year of Google Workspace.

PCT, helmed by Roy Huggins, LPC NCC, is your go-to expert partner on all things technology, ethics, teletherapy, and HIPAA in mental health group practice. Their dedicated group practice offerings include:

  • Comprehensive, unlimited guidance HIPAA security compliance program for group practices — consisting of all the materials (policies & procedures, forms and logs, risk analysis tool, leadership and workforce security manuals) needed for documented HIPAA Security compliance + role-based training, guidance with tech and system selection and configuring, securing of all devices (including personal devices) that access PHI. Getting HIPAA compliant the PCT way doesn’t mean losing functionality or spending more money, they take a holistic approach focused on optimizing your practice while legally, ethically and effectively leveraging tech in your group practice.
  • Group practice teletherapy program and certification — everything you need for efficiently and affordably establishing a standards-based, clinically effective, and profitable teletherapy practice. Highlights include director/supervisor training, clinician training, teletherapy policy and procedure manual, and consultation support.
  • Role-based staff HIPAA trainings for your security officer, clinicians, and admins (CE for clinicians)
  • Be sure to listen to their podcast, Group Practice Tech!

All you need to do is show up at the right time.

Acuity Scheduling is your online assistant,
working 24/7 to fill your schedule. Acuity Scheduling is a great way to have your clinicians schedule their appointments.

And it’s HIPAA compliant.

Meet Edgar is a social media automation tool that takes your great content and shares and reshares it automatically on your key social channels.

Fill your library, set your schedule, and Edgar does the rest!

Use it for your Facebook business page, Facebook groups, LinkedIn, or Twitter to up your business social media game!

Use our code and get $10 off regular price on your first month.

All Call Technologies provides customized virtual phone services for mental health professionals and small medical offices. All systems include encrypted voice mail for HIPAA compliance. And “Dial Through” allows the clinician to make calls out and show the business number as the caller ID.

To receive a $50 discount off of your setup fee enter code TGPE. 

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!

*Need a good EHR for your group practice? TherapyNotes is it. I’ve been using it for years in my own group practice, and it does really well when it comes to having the features group practice owners need. Try it out for FREE for 2 months by clicking here.

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