It takes time to get your systems in place to create a smooth-running practice. But once you do, it saves you so much time and effort. In this lesson, I’ll give a brief introduction and overview of all the systems we’ll be using throughout this course.

Canva

Canva is a graphic design tool website that allows you to create beautiful graphics. We will be using Canva to create a .pdf document that will be your Phone Consultation Guide. I like creating this in Canva because it allows you to add clickable links to your document. You can use the basic version of Canva for free - which is all you will need for this course. I opt for the paid version of Canva because I use it frequently in my practice and there are additional features available. If you don’t yet have Canva, you can create your account here with this referral link.

Acuity

Acuity is an online appointment scheduling software that you can use for potential clients to book phone consultations through your website. The basic version of Acuity is free; however, you can opt for the paid version to unlock more features to make your practice run even more smoothly. Note that Acuity is not HIPAA compliant out of the box, but you may opt for a paid option that is. Therapists can instead use the online scheduling feature of Simple Practice for their phone consultations, which will be introduced next. I personally use a paid version of Acuity because of its robust features. Sign up for Acuity here.

Simple Practice

Simple Practice is a practice management software that houses your electronic health records for clients - and so much more. My favorite features of Simple Practice are the ability to have a paperless practice, store credit cards on file, send text reminders for appointments, and offer online scheduling for clients - all things that make for an easy and streamlined practice. Some of you may already have Simple Practice, but if you don’t you can get a FREE 30-day trial and a $50 credit with this referral link.

Google Workspace

I use several Google tools to help streamline my practice. Don’t worry if you don’t have a Google account. It’s free and easy to create; however, if you would like for these systems to be HIPAA compliant, be sure to get a paid account with a Business Associate Agreement (BAA). You can sign up for your Google Workspace account and save on your subscription with this referral link. Use the promo code D4DVFQKFLUR7WL4 or U7CY3NGEWY4AN3T.

-Google Calendar: I highly recommend Google Calendar because it syncs with Acuity and Simple Practice so that your appointments show up in one convenient place.

-Google Voice: No matter the carrier you use, you’ll need to create a voicemail greeting that your potential clients will hear when they reach out to you.

-Google Drive: It doesn’t matter whether you use a document in Word, Pages, or Drive, as long as you have a place to jot down templates and frequent email responses to save time. Just make sure it’s handy and easy to access.

Website

You’ll need a website as a home for many of these systems, as it will house your Call To Action (CTA) that invites potential clients to schedule a phone consultation through Acuity or Simple Practice, as well as the online scheduling for current therapy clients through Simple Practice.

What else you will need for this course (optional):

• Your practice logo
• Your branding hex color codes
• Your best professional headshot