How To Keep Yourself Safe In Your Private Practice

There are lots of things to plan for and think about when going into business for yourself. But in the mental health and wellness fields there is an added level of intentionality needed for everything we do with our clients. As certified mental health professionals, it is critical to make sure that this extends into our business thought process as well. 

After getting all your business paperwork filed, business entities formed, clinical paperwork in order, and networking events attended; you would think the planning should be done right? Unfortunately, it doesn’t stop there. One of the most important elements in your practice is client and practitioner safety.

Below we will break down the most important safety items to keep in mind when finding your office, setting it up, and scheduling clients to ensure you have appropriate safety precautions set in place for your items, your clients and most importantly you. 

When looking for an office space…

• Ensure the office you are looking at has a lock on the office door or the ability to add one.  

• Best case scenario for your new office would be that your office door does not lead to the exterior of the building and that there are some interior barriers between you and the outside.

• Make sure that the office you are looking at has more than one exit and that you know where all the exits are. 

• Think about where all exits lead to. Does it lead to a busy street? Does it lead to an alley way?

• Think about the parking situation. Is the parking close by? Does it require a lengthy walk from the office door? Is it well lit? 

• Think about who is around you. Are you renting an office in a space where you will be the only one working late or weekends? Suggestion to rent somewhere around other like-minded health and wellness professionals with similar schedules so you aren’t the only one in the building at all times. 

When setting up your office space…

• When configuring the furniture in your office, ensure that there are no barriers between you and the door and that you are sitting closest to the door. 

• Look at the décor in your office and evaluate what could be used as a potential weapon. Remove items that could be dangerous to you or your clients. 

• If you have a waiting area, think about the population you work with and if giving them a locker in the waiting area would be appropriate. This then limits the possibility of dangerous items being brought back to your office. 

• If not already developed, make an office-wide emergency plan (fire, power loss, tornado, active shooter, agitated client…). 

When scheduling new clients…

• A great suggestion is to screen potential clients before scheduling intake appointments with a free 15-minute consultation call. Use this time to ask pertinent questions in regard to safety and to ensure that they are a good fit for your practice and expertise. 

• If possible, try not to schedule new client appointments late into the night or as your last appointment of the day. 

• If your office is around other people, give yourself an out and allow colleagues to interrupt if they hear a client getting volatile. Discuss with your coworkers that they can knock to inform you that you have a call or ask for your assistance with something. 

Extras…

• If possible, you can label one of your rooms a “panic” room so everyone in the office knows where to go in case of an emergency. 

• You can download specific apps for your phone that act as a panic button and will call emergency authorities at the touch of a button. Certain smart watches will do this as well. Panic Button Apps

• Keep your cell phone near you or in your pocket during sessions in case of an emergency. 

• You can learn self-defense techniques. 5 Self Defense Moves Everyone Should Know

Of course, we hope that no one ever has to use these suggestions and techniques in real life but always better to be safe and prepared than in danger and not having a plan. 

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Shannon Gonter, LPCC, Owner and Founder of b.mindful Louisville

b.mindful Louisville takes the safety of our tenants and their clients very seriously. We designed our offices with mental health and wellness professionals in mind and have taken care of a lot of safety measures for you. Our goal is to ensure our tenants feel confident, secure and prepared to tackle whatever comes into their office that day. 

Business Card 101

For a lot of us in the mental health profession, our business is built on referrals and recommendations. A quick and easy way to increase this practice is to have creative and informative business cards on hand at all times. But having a card with too much or too little information can be a poor first impression of your business. Below we answer the top business card questions and how to avoid etiquette mistakes.

Top business card questions answered:

 What should go on them?

• Logo and Tagline

Only if you have one. If you don’t, that’s okay. You don’t have to wait to order business cards until you have a logo and tagline. Your business cards can always be altered throughout the growth of your business and reordered.

• Name and Functional Job Title

• Contact Information

Dependent on your role, you may not need your address. Typically, an email and phone number are enough.

• Website URL

• Social Media Platforms - if helpful

You only want to list social media handles if you have an active social presence and it serves your business by directing people to the platforms. If you don’t frequently post on your social sites or use social media to promote parts of your business, it’s best to leave the social media URLs off of your card.

• White Space

• Creativity

Where can I design and order business cards?

•      Vistaprint

•      Canva

•      MOO

•      Overnight Prints

What do I write on the business card?

Not too much! Remember to leave white space on your card and not overcrowd the surface with words, patterns, or designs. 

What shape business card should I get?

There are lots of options. All different shapes, sizes, and thickness. Think practically when picking the shape and size of your card and choose something that aligns with your brand. I personally went with a square card for one of my businesses and get a lot of positive feedback on it. Caution to getting business cards that are too small, or odd shapes because you don’t want people to misplace them and you want people to be able to put them in their wallets. 

What colors should I use?

Be consistent with your branding colors. For example, if your office and website are all light and whimsical, don’t make your cards black or with bright colors. Remain consistent with the same color palette and maybe just use different shades of those colors. 

How many do I order?

The more you order the cheaper they will be per card. But I would start out with 100 or so to see how you like them, and what feedback you get (if any) when handing them out. From there I would make changes if needed and then order more to ensure you don’t run out. 

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So now that your informed on what should be on a business card, you might be thinking “why do I even need a business card, it’s not 2001” or “what do I even do with the business cards when they arrive.” 

Find out why your business still needs business cards here. 

Find out what to do with your business cards when they arrive here.

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Shannon Gonter, LPCC, Owner and Founder of b.mindful Louisville

Have additional questions? Feel free to message me and ask!

*permission was granted by business owners to use their cards as examples 

Benefits Of Business Cards

I hear you out there saying, “Business cards? What?! Who uses those anymore? It’s not 2000 anymore.” Sounds so old school, right? I know, I know but even in the digital age we shouldn’t forget about print marketing. It still has a place in this world and personally I think it’s a vital one. 

With a majority of our marketing efforts directed to digital marketing platforms it is easy to forget about or discard the benefits of some print marketing, such as business cards. Now don’t get me wrong, digital marketing has been a game changer in many ways and even with our relationship to business cards. There are now tons of apps out there that organize your business cards and make connections for you. Therefore, making it easier for you to follow up and keep track of them opposed to throwing them in a drawer and never looking at them again. 

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5 Things You Didn’t Know About Business Cards 

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1.    Business cards are one of the cheapest, most effective marketing tools

Digital marketing (email campaigns, SEO, social media, paid media…) are all great tools to use to attract leads and prospects, but they require more money and possible outsourcing. Business cards are something that you can 1) design by yourself 2) afford easily 3) execute by yourself. No matter how much money you spend on your marketing efforts, nothing is going to pay off more than an in-person meeting sealed with a handshake along with a business card exchange. 

2.    Business cards can assist you in remembering things 

How many of you have been at a conference, meeting or networking event and strike up a conversation with someone, become interested in what they do, and then they have to leave and you don’t get to finish the conversation. So, you’re left thinking “Wow Sally was really great, and her business sounds so interesting and there would be some overlap in the clientele we see, I wish I knew her email address to follow up with her.” 

. . . 

WELL if you had business cards and were able to exchange cards before leaving the conversation, you would have the physical card and information to remind you to follow up with her to continue that conversation and to build the relationship and referral base. 

3.    Business cards are more personal than digital connections 

Networking is all about making genuine, long lasting connections with people. Though it can be more convenient to whip out your phone and get their email or phone number; it isn’t as personal. Making eye contact, having an engaged conversation and then exchanging business cards at the end is going to show the other individual that you are confident, capable and professional. And honestly, we all know that once you get your phone out, it’s not that easy to put it away, and you don’t want to be that person at a networking event sitting in the corner on their phone. 

4.    Business cards could be the first interaction someone will have with your brand 

Think about those big-name brands you buy and interact with every day. What are some words that come to mind after hearing those liked, and familiar brands? Hopefully they are good words, and if not, maybe rethink interacting with a company that doesn’t leave you feeling good. So, applying this to you, for your business brand you want to ensure that you are leaving people with a calm, welcoming, warm (or whatever you are hoping to evoke) feeling and not a cheap, cold, or unapproachable (or whatever you are hoping to avoid) feeling. Use this thought frame work when designing your business cards, because your business cards may be the first interaction someone has with your brand. 

5.    Having business cards available shows others that you are prepared

Just imagine this. You are talking to two individuals who both spark your interest and you want to connect further with them, so you ask them if you could get their email to continue this conversation at a later date. One reaches into their bag and is scrambling to find a pen and a piece of paper to write their email down and the other one reaches into their wallet and hands you a business card. Just based on this interaction, who would you want to reach out to first? Showing that you are prepared at all times is a great indicator that you are a true professional. 

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So now that you’ve learned some new things about business cards and are thinking about getting some for your small business, bet you have some questions that popped up. 

Like…

Where do I order business cards? What do I write on the business card? What shape business card should I get? What colors should I use? How many do I order?

Find all those answers and more, here.

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Shannon Gonter, LPCC, Owner and Founder of b.mindful Louisville

Have additional questions? Feel free to message me and ask!

4 Tips To Save Big When Opening Your Practice

Opening a business is obviously going to require a financial investment on your end, and that reality can really suck sometimes. A recent article I read stated that:

“I learned that it is possible to pursue business ownership with around $15,000. To go big places, you’ll always need more money. But you can start out with very little as long as you take care of some careful planning and are passionate about your company.”

Great words of wisdom, but a majority of mental health and wellness professionals don’t have an extra $15,000 laying around (sure would be nice though!). Heck, most people don’t even have an extra $1,000 hanging out in the bank. 

So, what do you do when you have limited financial backing but still really want to open up shop? 

Unfortunately, a lot of people’s answer to this is to not start their private practice because they think you need to have thousands to do so. 

This reality doesn’t settle well with me because I am a firm believer that everyone should be able to follow their dreams and get there in whatever fashion suits them best. Remember that being in private practice is a commitment to be an entrepreneur and being an entrepreneur is a commitment to thinking outside the box. 

If you are having a hard time thinking outside the box on money saving tactics, keep reading and I will connect you with resources so you how you can lower your overhead costs and turn a profit even faster. 

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4 Tips To Save Big When Opening Your Practice 

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Use shared office space 

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b.mindful Louisville Group Room (Moberly Photography)

When another therapist isn’t using their office, you could use it! No one works 24/7, therefore freeing up some time that an office is sitting empty and could be subleased out to another clinician. Similar to this, there are specific companies, like b.mindful Louisville, that are dedicated to supplying mental health and wellness professionals with safe, clean, modern and practical offices to use for their practices. These are great cost-efficient options for those just starting out or for those that don’t want to hassle with the big investment of first/last month’s rent, furnishing, decorating and upkeep of an office. 

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Skip the advertising

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A big mistake people make in the beginning stages of opening their private practice is funneling a lot of money into marketing, and frankly this just isn’t necessary right at the start. In order to have an effective advertising campaign one must have a clear marketing message, have disposable income to test what works and what doesn’t, and have the goal of bringing in the masses.

For most mental health and wellness professionals we don’t have a clear marketing message in the beginning, don’t have tons of extra cash flow (hence why you find yourself reading this blog) and don’t need to bring in 1000s of clients. Instead of spending money on advertising right now, what you should do is hone in on your marketing message. You can do this by attending networking events, clinical trainings, and talking with other professionals about what it is you do and taking note on how they respond. With this data, you can then tweak your message and elevator speech to ensure it is clear and to the point.  

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Use social media

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In order to have a good website and maintain your SEO appropriately you will either have to hire out (and spend hundreds or thousands of dollars) or you will have to dedicate time out of your weeks to build out and maintain your site. If you have the extra $ to hire out, go for it, or if you have the drive and excitement to build out your site and learn the ins and outs of SEO for yourself, go for it. But if you are strapped for cash and aren’t digitally savvy or have any desire in learning SEO take advantage of the free online tools that are already out there! 

Google+: Allows you to add your business so you’ll pop up in Google local searches.

Facebook: Allows you to create a professional looking business page that other professionals and clients can interact with all while keeping your personal page private. Also it is very easy to link your FB and Instagram accounts so everything posted on Instagram is automatically posted to Facebook.

LinkedIn: Perfect to connect with other professionals and also provides a free blogging platform.

Instagram, Twitter, Reddit: Depending on the age of your ideal clientele, it may be beneficial to have one of these accounts as well in order to meet your clients where they are hanging out. 

YouTube: Fantastic, free video platform to post Q&A, interviews with other professionals, and provides a great space to reach your ideal clients via video. 

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Take advantage of the free incentives that directory sites offer

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Majority of the online directories will offer between 1 - 6 months free if you were referred by a current member, so be sure to take advantage of this! Reminder to take your time when writing your profile, and don’t rush through it to get something posted quickly. This may be the first interaction a prospective client has with you and you want to ensure you come off as calm, professional, competent, welcoming and approachable. If you are having a hard time figuring out how to do all of this, check out this amazing resource!

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Final Takeaways

There are many ways to save when starting your private practice, and I decided to just touch on 4 of the most important ones in order to not overwhelm the most likely already overwhelmed business owner! 

The difference between been an entrepreneur and a smart, long-lasting entrepreneur is the ability to know when to pull back and allow others to assist you and when to jump in and get your hands dirty doing it yourself. If you feel like you are stuck in the middle and don’t know where to turn, don’t hesitate to reach out to Shannon with b.mindful Louisville and see how our office rentals, supportive community, and business building resources can assist you and your business.  

But remember that you can do it and that you aren’t alone!

Resources for more information:

How To Start A Private Practice In One Day For Less Than $200

Costs For Starting A Counseling Practice

How To Start A Private Practice On A Budget  

How To Start A Private Practice Cheap (And Eventually Leave Your Day Job)

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Shannon Gonter, LPCC, Owner and Founder of b.mindful Louisville

Have additional questions? Feel free to message me and ask!

I’m Shannon, a professional counselor, that understands the importance of having a safe space to practice in, consulting, networking, having a solid referral list, and being around other like-minded professionals.

Shared Office Space VS. Traditional Office Leases

For most solo entrepreneurs, working from home is the cheapest option. But with domestic distractions and the loneliness that often creeps in when working for yourself, working from home is not always the desired choice. 

Focusing specifically on mental health and wellness solo entrepreneurs, having your sole office at home is not always desirable or may not even be an option due to the unique needs of mental health and wellness private practices and your clients, as well as concerns with confidentiality. 

One of the downsides to being a solo clinician is a loss or lessened sense of community. This can have drastic and direct impacts on your work/life satisfaction and your ability to grow and scale your business. Specifically, for mental health and wellness professionals whose chosen careers are already so demanding of your intentional time and energy. 

When looking for an office space, if finding the right office, furnishing it, keeping up with the bills/supplies and finding someone to sublease the space when you are not using the office… does not sound appealing to you; you might be in the market to rent within a shared office space. There are several benefits to doing so, and even more if that space was designed with mental health and wellness professionals in mind. 

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Below we will focus on b.mindful Louisville, which is a shared workspace for mental health and wellness professionals in Louisville, KY. We will dive into the perks you can expect when renting an office within their co-working suite. 

Perk 1. Affordable Office Space

In order to sign a lease for an office most landlords require first and last month’s rent and a security deposit. Whatever your monthly rent is, this will be a hefty amount to fork over to someone before seeing your first client. On top of that, you now have to furnish the office, stock said office with supplies, and ensure that your electric, water, and WiFi bills are paid on time each month. 

While running a business, that often comes with unexpected events; keeping track of the bills, supplies and the upkeep of an office can often push us over the edge from being busy to feeling overwhelmed. In order to avoid this, it would be in your best interest to rent from a shared workspace. Shared workspaces work from a unique business model which allows them to split the costs of furnishings, utilities and amenities across several tenants making it affordable for all. 

Perk 2. High End Office Décor And Better Location

With most things in life, some of the best things come with a high price tag attached to them. But with shared offices spaces, the tenants are able to get the best for an affordable cost. With every rental, tenants will get high end, durable furnishings and a convenient location for an affordable monthly price due to the benefits of its unique business structure. b.mindful Louisville is located in the Bashford Manor neighborhood, directly off the Watterson Expressway with easy access to downtown, South Louisville, the East End and public transportation. 

Perk 3. Fast Setup

By eliminating your need to buy furniture, décor and office supplies you save money and there is no need to block off an entire weekend to move and set up your office. b.mindful Louisville offices are furnished and ready for you to start seeing clients the second after you sign your lease!

Perk 4. Free Amenities

Within traditional leases and having your own office space, you are responsible for paying utilities, supplies, amenities, etc. With shared office spaces all of that is included in the cost of your rent. For example, if you rent a 4.5 hour block from b.mindful Louisville one day a week, you will have access to all the same amenities that an individual who rents 4 full days a week has. 

Some of the most popular amenities are free coffee and tea for you and your clients, WiFi access, print/scan/fax, separate entrance and exit for clients, onsite parking, professional cleaning services and a built-in like-minded environment. Having these extra perks custom to your private practice’s unique needs makes this office rental much more than just a physical space. Learn more about the amenities included in every b.mindful Louisville rental here.

Perk 5. Flexible

Some of the benefits of being a mental health or wellness professional in private practice is that you know have higher levels of autonomy and flexibility with what clientele you will see, when you will see them and for how long. Unfortunately, traditional office leases do not align with the unpredictability of life and your caseload. Below is an example of how a clinician that was new to private practice used b.mindful Louisville rentals without having to make large business sacrifices.

Tenant started out with 1 block rental (4.5 hours) and used the 1st month to logistically set up and start marketing her practice before having any clients. She said the office space was extremely helpful for her to have a space outside her house that she could go to clear her mind, knock out her to do list and have other clinicians around to bounce ideas off of. After a lot of time and effort put into the start up of her practice, she got her first few clients! After some more hard work in the networking arena, her case load out grew her 4.5 hour block rental so she decided to start a new lease and do a 24 hour rental to accommodate her growing practice.

Here at b.mindful Louisville, we understand that a majority of you in private practice are in it because you love being an entrepreneur, and love the flexibility and autonomy brought forward by working for yourself. Therefore, if the office space is available, we are always willing to start you a new lease in another office that better meets your growing private practice’s needs.

Perk 6. Opportunities For Networking

Not all co-working spaces, or shared offices emphasize community, but b.mindful Louisville does. Being a tenant of b.mindful Louisville is so much more than just writing a monthly check to your office landlord. We are interested in creating a like-minded, safe environment for you and your clients while providing you with full-service amenities and serving you to the best of our abilities.

Final Thought

It is important to note for mental health and wellness professionals, that not all fully furnished office rentals are created with your specific needs in mind. At b.mindful Louisville, we take security and confidentiality very seriously in order to create a like-minded supporting environment and to ease the process of being a human helper. 

We would love to show you the space and learn more about the wonderful services you are providing to our community. Feel free to browse our website and reach out to schedule a tour. 

Have additional questions? Feel free to message me and ask!

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I’m Shannon, a professional counselor, that understands the importance of having a safe space to practice in, consulting, networking, having a solid referral list, and being around other like-minded professionals.

Worry Free - Full Amenity Office Rentals

b.mindful Louisville provides safe, clean, practical, & modern offices for mental health and wellness professionals in private practice. We make it easy for you to enter your office each day feeling secure, confident, and prepared to tackle what the world brings to you. 

We know the work mental health and wellness professionals do is so important, and vital to our community’s success, and we understand how demanding these chosen careers are on your mental, emotional, cognitive and physical energy levels. Therefore, we don’t want you to have to do anything more than run your business. We handle the maintenance of the office, paying of the bills, stocking of office supplies/amenities and many more so you can focus on your clients’ needs and the growth of your business.  

Below are our amenities included in every rental:

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Practice Building Resources

From the baseline physical criteria needed to open a private practice, to the clinical must haves, and the items to do and figure out while growing your practice. We’ve got the support and resources available for you to use to build and create a thriving practice.

Private waiting area

With separate entrance and exit to ensure client confidentiality, complimentary drinks, reading material and a revolving slide show displaying the clinicians in the space, as well as upcoming local events.

Professional collaboration

Bond with your office mates, & build a community of like-minded individuals that can assist each other in becoming the best mental health & wellness professionals possible.

Learn More

Secure personal & file storage

In office shelf storage, break area storage, HIPAA compliant file cabinet, and locked lockers for purchase.

WIFI & printing

High speed WIFI provided. As well as printing, scanning and faxing services.

ADA compliant

First floor office suite with two ADA compliant restrooms and 8 offices.

Office supplies

All supplies included in cost of rent. Includes: paper, pens, highlighters, envelopes, tissues, etc.

Smart locks

Heightened security measures for your clients, you and your items.

Cleaning services

Weekly cleaning services provided by professionals.

Learn More

Modern design

Newly renovated and fully-furnished office suite outfitted for mental health and wellness professionals.

Learn More

Parking

On-site parking for you and your clients.

Mailing address

For your business in order to separate and protect your home address.

Complimentary drinks

Coffee/tea/water available for you and your clients.

Commuter friendly

Conveniently located in the Bashford Manor neighborhood. Directly off the Watterson Expressway with easy access to downtown, south Louisville, the east end and near public transportation.

Table & chairs

Treatment table provided for providers who do energy work, and extra chairs (12) available for those who do family, or group work.

Easy access to office manager

Renting from b.mindful Louisville is so much more than just writing a monthly check to your office landlord. We are here to walk by your side & ease the process of being an independent service provider.

Learn More

By becoming a part of our community, you will be provided with the like-minded support network that you so desperately need in this field, as well as all the furnishings & amenities to support your thriving practice. 

Renting from b.mindful Louisville is so much more than just writing a monthly check to your office landlord. We are here to walk by your side & ease the process of being an independent service provider.

Call us at 502-528-1363 for a tour of our space, or click here to schedule a walkthrough. 

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Shannon Gonter, LPCC, Owner and Founder of b.mindful Louisville

Have additional questions? Feel free to message me and ask!

I’m a professional counselor and understand the importance of having a safe space to practice in, consulting, networking, having a solid referral list, and being around other like-minded professionals.