Personal Route To Private Practice

My personal route to private practice

Hey! I’m Shannon. A native Floridian who found herself moving to Kentucky for graduate school in 2014. Prior to moving, I graduated from Florida State University in 2013 with an elementary education degree and aspirations of attending graduate school and becoming a school counselor. During the research phase of various programs and graduate schools, I stumbled across the “community mental health” track that ran parallel to the school counseling track at several of the programs I was looking into. 

 I was immediately more drawn to this route but had a difficult time grappling with the concept of not “using” my undergraduate degree. After several hours on the computer Googling and multiple conversations with friends and family members, I decided to follow my gut and sign up for the required prerequisite undergraduate courses (since I hadn’t taken a psychology course since high school) needed to apply for the community mental health counseling tracks. After several applications were sent in and interviews were had, I landed on University of Louisville and attended their graduate program for clinical mental health counseling. 

Never in a million years did I think I would live in Kentucky, and at the time I was highly motivated to move here to be near family that had recently moved to Louisville. To my surprise, I fell in love with the city very quickly and after graduation in 2016 I decided to put down some roots and I now call Louisville, Kentucky my home. 

Throughout schooling I interned at various community mental health agencies and ended my internship at a local psychiatric hospital. After graduation, I was hired on at this hospital as a full-time therapist in the children’s outpatient partial hospitalization program and started racking up the direct clinical hours needed for my full licensure requirements. 

About a year after graduation I received a scholarship to attend the Wayne Institute of Advanced Psychotherapy certification program where I depended my knowledge base of psychodynamic therapy and heightened my clinical expertise as a treatment provider. This year long program assisted me in doing this by collaborating with a diverse group of professionals from around the world and with an interactive learning environment with hands on experience, vivid study material and group discussions. 

Another very important thing this program did for me was re-open my eyes to the world of private practice. I hadn’t thought about it in quite some time and honestly forgot that at the beginning of graduate school I wanted to open my own practice. I just never took the time to pause and see that along the way my dreams and visions for the future shifted based off fear of inconsistent pay and that shear fact that private practice was painted by my professors as something that we might get to do at the end of our times in the field but definitely not something that should be done immediately after graduation.

Anyways, back to the postgraduate work I did and how given the structure of psychodynamic therapy and its long-term components, the clients I currently had at the hospital were not always the best fit for the case consultations due to the programs short term nature. Therefore, during the program I started seeing 1-2 clients in the evenings in a colleague’s office for purposes of the program and to fully learn, digest and apply the material we were studying. 

At time it I was just so caught up in life, working full time and keeping up with the course materials that I didn’t even realize that I had opened up a private practice (or “hung my own shingle” as one of my graduate professors used to always say). Though it was small and not quite structured in the ways it should have been, it was mine. I quickly learned that I LOVED the work I was doing with my private practice clients and having full autonomy (with respect to my licensing board, ha) of what was and what wasn’t part of my practice . 

After the completion of the program, I decided to pick up a few more private practice clients and “legitimize” my practice with a name, business entity, website, and so forth. After my full-time gig was over, I would head to my colleagues private practice office that she let me rent by the hour and I saw a handful of private practice clients then went home. Sleep. Repeat. Repeat. Repeat. 

After a handful of months, I noticed more and more of my thoughts were becoming consumed with private practice this private practice that. I loved the energy that this new venture was giving me. At the same time, this made me realize that the work I was doing at the hospital was not hitting me in the same way it used to. Not that the work I was doing there wasn’t meaningful or needed (because it was very much both of those) but I just knew private practice was sitting with me in a different way, and that I liked that feeling. 

I am a firm believer of following your dreams (whatever they may be) and getting there in whatever fashion suits you best. For me that looked like switching from full time to PRN at the hospital after completing my supervision and receiving my full licensure and spending more of my time and energy on my private practice. During this time, I started to look for my own office and really took a deep dive into practice building. I read just about every blog I could find and listened to all of Allison Puryear and Joe Sanok’s podcast episodes on the ins and outs of building and maintaining a practice. 

Even though I knew this was the path I wanted and needed to take I couldn’t help but feel that I was doing something “wrong” or that I hadn’t “paid my dues” long enough. This wasn’t because I was making the wrong decision or that the individuals around me weren’t supportive, but more so something I just felt like I “should” feel because I was doing something “out of the norm”. What I quickly realized, was that this feeling was (unfortunately) often felt by many young therapists and that its roots were ingrained deep into some larger systemic issues within our field. 

Once I was able to separate myself from others and stop the comparison game, I noticed a complete shift and it wasn’t long before my entrepreneurial brain took over. This led to the idea to create a shared workspace for mental health and wellness professionals. Learn more about how that idea came to be and how I turned that dream into a reality here.

Anyways, nowadays I am a licensed professional clinical counselor in part time private practice, and the founder of b.mindful Louisville which is Louisville’s first shared workspace in Louisville, KY for mental health and wellness professionals. I split my time between the two businesses and wouldn’t have it any other way. I thank myself for having the courage to follow my dreams and I thank my friends and family for all the support, love and assistance they have thrown my way throughout this journey. 

Peace and love.

XOX

Shannon

“I want clinicians to feel empowered in the work that they do so they can bring their best selves to sessions and provide for their clients in the best ways possible.”

— Shannon Gonter

Learn more about the shared workspace and offices of b.mindful Louisville or reach out to Shannon Gonter if you are a human helper in the greater Louisville , KY area.

Why Psychologists Should Rent Furnished Offices

Unlike other solo entrepreneurs who can hang their shingle at any local Louisville coffee shop or out of their house, as psychologists we don’t have that same luxury. In order to abide by HIPAA and/or maintain confidentiality for our clients we have to have a private, safe and neutral space to meet with them in. This barrier can add a lot of additional costs and stress onto our plates, which quite honestly turns away a lot of clinicians from getting into private practice in the first place. 

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Going through the office hunt process = headache

Signing a long-term commercial lease (2-5 years on average) = Yikes! Most of us don’t have clients when we are first opening up shop (therefore no income), so committing to a lease for that long can be hard to wrap your head around 

Furnishing said office = $$$

Upkeeping said office = Décor, cleaning, trash, restocking supplies, paying bills, etc. 

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Why Psychologists Should Rent Furnished Offices

Ease

Instead of having to worry about all the items listed above, all you have to do is market your services, come in, do your work and leave. 

Low startup costs

If you aren’t having to put down a hefty security deposit, and furnish an office and waiting area, your startup costs are going to be drastically lower. Therefore, allowing you to start a practice for hundreds, and not thousands of dollars . 

Starting a practice for $200

Design 

If you are renting a furnished space, it is advised to rent a space that is used or has been designed by a like minded individual. 

Best to rent another licensed professional clinical psychologists office when he/she isn’t using it or from an office suite such as b.mindful Louisville that has offices for rent by the hour or by the day and was designed by a counselor with others in the field in mind.

By doing this you will avoid renting a furnished space with a huge conference table in it, or a very large desk with a chair on either side of it and get a space with comfortable seating for you and your clients, soft lighting opposed to harsh overhead lighting, multiple clocks to be seen by all, calming décor, sound machines and more. 

Possible amenities 

Dependent on the furnished office you are looking at renting, some of them may come with amenities such as printer/scanner/fax machine, WIFI, address for your business, onsite parking, private waiting room, complimentary drinks, etc. 

Time

If you are like most psychologists starting your own practice, this isn’t your only gig. Maybe you work full or part time at an agency or hospital and/or you are a mother/father or caregiver for someone else, maybe you are dealing with your own health issues and the list goes on and on as to what takes up time in our day to day lives. 

So, if you want to throw some love your way, save yourself the headache and time of having to get your own office, and rent one that is already set up, designed with you in mind and ready for you to come in and do the work you were trained to do. 

Smart

You don’t work 24/7 (and if you do, stop that! #selfcare), so don’t rent and pay for an office 24/7. There are 168 hours in a week and most of us are only needing a clinical office for about 20 or so hours (dependent on your case load).

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Perks of the digital age is that our documentation, marketing, expense tracking and other business-related tasks can be done anywhere. So be smart with your money and invest it where it counts the most. Rent an office for your client appointments by the hour or by the day, and do the rest of your work from home, in a shared break area, or from your favorite Louisville coffee shop or establishment.

Learn more about b.mindful Louisville and the office rentals we have for psychologists in the greater Louisville, KY area. Reach out to Shannon Gonter ( 502-528-1363 / shannon@bmindfullouisville.com ) with any questions or to set up your tour. 

How To Open Up Mental Health Private Practice

Lots of steps to hanging your own shingle. Below you will find the 9 logistical steps to opening a private practice for you mental health or wellness practice. These are not the only things that need to be done, but this will get you on the right path.

1.Proper Licensure

•  Make sure you are properly licensed for private practice 

  • Certain states/licenses dictate a certain amount of post graduate hours before hanging your own shingle.

    • Check with your state board

      • Kentucky Professional Licensing Directory click here

2.Figure out the answer to: 

• Why do I want to do private practice?

• How do I hope it will make me feel?

• What will I do if it doesn’t make me feel that way?

• How will I measure my accomplishments throughout the process?

• How will I adjust and shift to make sure my work and life goals are still in alignment?

  • Whether it be 10 pages long, or one paragraph, put it down on paper and make it fit your current business goals. 

  • Allow yourself to alter it along the way as needed. 

3.Business Structures

• Pick what structure works for you and your business. Pick one that suits your needs now and know that this can always be shifted down the road to accommodate for growing needs and dreams.

4.Find a private practice guru (there are tons) and sign up for their freebies!

• No need to reinvent the wheel when others have paved the path before you!

Allison Puryear with Abundance Practice Builders

Joe Sanok with Practice of the Practice 

Selling The Couch 

Kate & Katie with Private Practice Startup

Gordon with Practice of Therapy

Jo Muirhead

Laura with Your Badass Therapy Practice

Kelly + Miranda with Private Practice Experts

Michael with Lean Towards Joy

John Clarke Business Coaching

Lynn Grodzki with Private Practice Success

Refreshed Therapist Network

Naphtali Roberts

The Counselors Coach 

The Therapist Box 

5.NPI #

• The National Provider Identifier (NPI) is a Health Insurance Portability and Accountability Act (HIPAA) Administrative Standard. An NPI is a unique identification number for covered health care providers, created to improve the efficiency and effectiveness of electronic transmission of health information. Covered health care providers and all health plans and health care clearinghouses must use NPIs in their administrative and financial transactions. 

• You’d think you would know if you had one, but you would be surprised by the number of people that have one that never knew. So, see if you already have one here. 

  • If not, apply here (its free)

6.Business Entities 

• Click here to learn more about the options 

• Most common ones in Kentucky are going to be sole proprietorship, LLC, or PLLC

7.EIN

• A federal employer identification number (EIN) is a nine-digit number the IRS assigns to businesses for tax filing and reporting purposes. 

• Sole proprietors are the only business entity that are allowed to not obtain an EIN and use their SS#l instead. 

  • Suggested to obtain an EIN for all business entities to have an added protection against identify fraud (because if not you would have to use your social on all paperwork and some that may be distributed to your clients). 

    • Click here to apply (its free) 

8.Find An Office

• Make sure that it is private and that you, your clients and their information is safe. Don’t rush into signing a lease because it’s the first one you found. Do your research and take your time.

  • Confidentiality thoughts

    • Entrance/exit for clients

      • If possible, have these be separate for heightened confidentiality 

    • Waiting area for clients

      • Things to think about when designing yours

    • File storage

      • Check with your board to ensure you are complying with their guidelines

    • Sound between office walls 

      • Steps to take to assist in lowering the noise travel

• To get all of this and more, check out shared workspaces such as Alma, Therapy Space and b.mindful Louisville. These locations are designed with mental health professionals specifically in mind to ensure meeting all the unique needs this field has.

 9.Make Sure Your Practice Is Covered With Appropriate Insurance 

• Professional Liability

  • Professional liability insurance helps protect professional advice- and service-providing individuals and companies from bearing the full cost of defending against a negligence claim made by a client, and damages awarded in such a civil lawsuit. Learn more here.

• General Liability

  • General liability insurance often referred to as business liability insurance, is coverage that can protect you from a variety of claims including bodily injury, property damage, personal injury and others that can arise from your business operations. Learn more here.

•  Property Coverage/Renters Insurance 

  • Your landlord’s insurance will typically only cover physical damage to the space and not your physical items in the space. So, let’s say there is a break in at your office, your landlord’s insurance would cover the broken windows, doors, or damage to the physical property but not your personal items that were taken. That is where your renter’s insurance would step in and cover your computer, office supplies, telephones that were stolen. Learn more here.

    • CPH

    • HPSO

    • American Professional

    • Hiscox  

    • NASW Assurance

If you want to start your practice on the right foot, have a nice furnished space and have access to additional practice building resources, and a close knit community check out b.mindful Louisville. We have had tons of clinicians start their private practices in our offices and have grown their practice quite quickly with our low overhead costs, amenities and support provided. Reach out to Shannon Gonter at 502-528-1363 or at Shannon@bmindfullouisville.com for more details.

Written by Shannon Gonter, Owner, Founder of b.mindful Louisville and professional counselor with Therapy by Shannon

Disclaimer: This is not legal or tax advice. This information is for educational purposes only. You should consult with an attorney and a CPA to determine which type of business will best meet your needs.

Disclaimer: Each state will have varying needs and requirements, please check with your individual state to ensure you are checking all the boxes!

Importance Of Insurance For Your Private Practice

Cover Your Ass With Insurance

There may be more insurances you need to carry for your business dependent on your license and the state you practice in (so check with your board and state), but below are some details on the three main insurances your mental health and wellness private practice should carry.

Professional Liability Insurance 

Professional liability insurance helps protect professional advice given to others. It assists in spreading out and defending the individual or business against a negligence claim made by a client, and damages awarded in such a civil lawsuit. Learn more about what professional liability insurance is here.

This should be held by every practicing individual and if you are incorporated in anyway (LLC, PLLC, S corp etc.) make sure you get a “professional policy” not an “individual policy”. The professional policy will cover both you and your business, an individual policy will only cover you. 

If you are not incorporated now but will be in the future, you can always start with an individual policy for protection and then/if you become incorporated, you can switch your policy to a professional account. This is easy to do by simply calling your current provider and requesting the change. 

Make sure you are specific about the services you provide, ways you provide them (in person, online, group, family…) and if you have a full or part time caseload to make sure you are receiving the appropriate coverage.

Where do I go to get a policy?

Some of the most popular are:

CPH

HPSO

American Professional

Hiscox  

NASW Assurance

*Suggestion to get a quote from several and compare the numbers before signing a contract. Quotes can vary greatly by state/licensure/company.

General Liability Insurance

General liability insurance is often referred to as “business liability” insurance or “slip and fall” insurnace. It is a coverage that can protect you and your business from a variety of claims including bodily injury, property damage, personal injury and others that can arise from your business operations. This can typically be added onto your malpractice insurance policy quite easily and is often required by most landlords. Learn more about it here.

Where do I go to get a policy?

Some of the most popular are:

CPH

HPSO

American Professional

Hiscox  

NASW Assurance

*Suggestion to get a quote from several and compare the numbers before signing a contract

Renters Insurance

You may need to get renters insurance dependent on your current office set up.

If you are going the traditional route and are renting a solo office, or several offices and furnishing them yourself, you definitely need to carry renters insurance. This is because your landlord’s insurance policy will typically only cover physical damage to the space and not your physical items in the space. So, let’s say there is a break in at your office, your landlord’s insurance would cover the broken windows, doors, or damage to the physical property but not your personal items that were taken (computer, couch, tables, decor, supplies…). That is where your renter’s insurance policy would step in and cover your computer, office supplies, telephones, etc. that were stolen. Learn more about renters insurance here.

If you are subleasing a furnished office or using a shared workspace such as b.mindful Louisville you may not have to carry property insurance (which can save you a lot of $ each year). With the subleasing model, clinicians are typically leaving minimal items on property (if any), and typically these items being inexpensive. With this structure, if there was an unfortunate event on property and those items where damaged or stolen, they may not even total up to the insurance deductible amount, therefore leaving you with the sole responsibility to pay to replace the items. Meaning, in some cases, the subleasing model can totally eliminate the need to carry renters insurance, therefore lowering the financial overhead by quite a bit and allowing the clinician to take home more money for themselves. .

*Most landlords will require your business to have renters insurance if you are completely furnishing the space, but most shared workspaces will have you sign a “property insurance waiver”. This allows you to save money each month by not paying for renters insurance when you aren’t leaving items on property but also lays down the line to protect the individual you are renting from.

Where do I go to get a policy?

• Suggestion to check with your current homeowners or rental insurance agency to see if they offer coverage for commercial offices and if so, you can usually just add it onto your current policy. 

• Sharon Stivers is local to Louisville, KY and works with Kiely, Hines and Associates Insurance Agency and can assist you in getting navigating the insurance world and putting together a quote for you and your business.

• State Farm can also provide quotes for you and your business. 

• OR add on specific property coverage to your current malpractice insurance (computer, expensive treatment tools you use…)

  • CPH and Hiscox provide this option

Please check with your attorney and insurance agent to ensure that the insurance choices you are making are the best and appropriate coverage for you and your line of work.

Disclaimer: This is not legal or tax advice. This information is for educational purposes only. You should consult with an attorney and insurance agent to determine which type of business insurance will best meet your needs.

Disclaimer: Each state will have varying needs and requirements, please check with your individual state to ensure you are checking all the boxes!

If you are in the Louisville, KY area and interested in learning more about the opportunities b.mindful Louisville has for you and your private practice, don’t hesitate to reach out t o Shannon Gonter.

Why Social Workers Should Rent Furnished Offices

Unlike other solo entrepreneurs who can hang their shingle at any local Louisville coffee shop or out of their house, as socials workers we don’t have that same luxury. In order to abide by HIPAA and/or maintain confidentiality for our clients we have to have a private, safe and neutral space to meet with them in. This barrier can add a lot of additional costs and stress onto our plates, which quite honestly turns away a lot of clinicians from getting into private practice in the first place. 

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Going through the office hunt process = headache

Signing a long-term commercial lease (2-5 years on average) = Yikes! Most of us don’t have clients when we are first opening up shop (therefore no income), so committing to a lease for that long can be hard to wrap your head around 

Furnishing said office = $$$

Upkeeping said office = Décor, cleaning, trash, restocking supplies, paying bills, etc. 

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Why Social Workers Should Rent Furnished Offices

Ease

Instead of having to worry about all the items listed above, all you have to do is market your services, come in, do your work and leave. 

Low startup costs

If you aren’t having to put down a hefty security deposit, and furnish an office and waiting area, your startup costs are going to be drastically lower. Therefore, allowing you to start a practice for hundreds, and not thousands of dollars . 

Starting a practice for $200

Design 

If you are renting a furnished space, it is advised to rent a space that is used or has been designed by a like minded individual. 

Best to rent another licensed clinical social workers office when he/she isn’t using it or from an office suite such as b.mindful Louisville that has offices for rent by the hour or by the day and was designed by a counselor with others in the field in mind.

By doing this you will avoid renting a furnished space with a huge conference table in it, or a very large desk with a chair on either side of it and get a space with comfortable seating for you and your clients, soft lighting opposed to harsh overhead lighting, multiple clocks to be seen by all, calming décor, sound machines and more. 

Possible amenities 

Dependent on the furnished office you are looking at renting, some of them may come with amenities such as printer/scanner/fax machine, WIFI, address for your business, onsite parking, private waiting room, complimentary drinks, etc. 

Time

If you are like most social workers starting your own practice, this isn’t your only gig. Maybe you work full or part time at an agency or hospital and/or you are a mother/father or caregiver for someone else, maybe you are dealing with your own health issues and the list goes on and on as to what takes up time in our day to day lives. 

So, if you want to throw some love your way, save yourself the headache and time of having to get your own office, and rent one that is already set up, designed with you in mind and ready for you to come in and do the work you were trained to do. 

Smart

You don’t work 24/7 (and if you do, stop that! #selfcare), so don’t rent and pay for an office 24/7. There are 168 hours in a week and most of us are only needing an office for about 20 or so hours (dependent on your case load- the average case load for a full-time private practice therapist is approximately 20 individuals seen on a weekly basis). 

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Perks of the digital age is that our documentation, marketing, expense tracking and other business-related tasks can be done anywhere. So be smart with your money and invest it where it counts the most. Rent an office for your client appointments by the hour or by the day, and do the rest of your work from home, in a shared break area, or from your favorite Louisville coffee shop or establishment.

Learn more about b.mindful Louisville and the office rentals we have for social workers in the greater Louisville, KY area. Reach out to Shannon Gonter ( 502-528-1363 / shannon@bmindfullouisville.com ) with any questions or to set up your tour. 

Sliding Scale

What is a sliding scale?

Offers variable fees for services based on a customer's ability to pay. Such fees are thereby reduced for those who have lower incomes, or alternatively, less money to spare after their personal expenses, regardless of income.

Why do people offer a sliding scale?

To be able to provide services and the same level of care across the board for those with fewer resources. 

If you are going to offer a sliding scale…

What will it be?

• A set fee (ex. $40 across the board for everyone)

• Based on client’s household income (ex. annual income x .001 = fee)

• Flexible (ex. more conversationally based with client on what they can afford for weekly sessions…may be $75 for one sliding scale client and may be $30 for another)

How will you determine who gets to use your sliding scale?

This is important to figure out before you start getting calls. If not you may just start offering your sliding scale to anyone who pauses after hearing your full fee. 

If a client does meet your criteria for sliding scale or cannot afford your full fee or sliding scale spot it is important to have a handful of providers on hand that you trust and know will slide lower than you do.  

Figure out how many sliding scale spots will you have in your caseload? 

Some clinicians have an entire practice of sliding scale clients, and others set a limit on how many sliding scale clients they will take at a time (maybe 1, 2, 3 or 4 based on their caseload size).  

If you aren’t going to offer a sliding scale…

Make sure you have a solid referral list for individuals that cannot afford your full fee or that you are not paneled with so you can point them in the direction of someone who might be able to meet their financial needs. 

Having a hard time deciding?

Open Path Collective is a fantastic company for mental health professionals to use that streamlines the sliding scale process for you. Open Path generates referrals for your sliding scale slots, advertises your practice profile for free, and enhances your ability to serve your community.

If referring out because you don’t offer a sliding scale, or are full-- You can always refer prospective clients to Open Path Collective for affordable therapy. If clients meet the needs requirements set by Open Path, they can receive reduced rate therapy for a lifetime membership fee of $50! They can then log on anywhere nationwide and find a clinician through their directory.  

Listen here to learn more. 

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Written by: Shannon Gonter, Founder, LPCC

Here at b.mindful Louisville, we not only provide our tenants with a comfortable, modern and safe space to practice out of but we also like to have an open dialogue around these topics and more. We have structured consultation hours to frame the conversation but also just find it beneficial to be open and transparent with one another about best clinical and business practices to assist each other in tackling the world of private practice. We are better together, if one of us succeeds we all succeed. 

To learn more about the shared workspace of b.mindful Louisville click here, or call Shannon Gonter at 502-528-1363 to book your tour today. 

Getting Paid In Private Practice

Here at b.mindful Louisville, we not only provide our tenants with a comfortable, modern and safe space to practice out of but we also like to have an open dialogue around these topics and more. We have partnerships with billing companies to provide our tenants with discounted rates and wide knowledge base of the best practices and systems to use in your practice.

We have structured consultation hours to frame these conversations but also just find it beneficial to be open and transparent with one another about best clinical and business practices to assist each other in tackling the world of private practice. We are better together, if one of us succeeds we all succeed. 

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In graduate school we are told that we will graduate, get a job and then work for what we get hired for. If we are lucky, we will get a raise each year (to keep up with inflation), keep working our hours and getting our bi-weekly paychecks. 

In private practice getting paid looks quite different than it does within the employment model or at a hospital, or agency. 

Side note: Being in private practice is a commitment to having inconsistent pay at times, and therefore it is suggested to have various streams of income. Some people create courses, workshops, groups, trainings, supervision, or other non-clinical income streams to assist with these inconsistencies. Learn more about that here. 

For this post we will be specifically focus on how we get paid for “butt in seat” clinical hours spent in our practices with our clients. 

Easy break down, we get paid by our clients (private pay), or on behalf of our clients from their insurance companies.

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Private Pay

Private Pay Benefits

• You typically make more per hour 

• You see fewer people

• Paperwork is easier

• Immediate payment (cash/check/card from client)

• Clients are often more dedicated and follow-through on treatment

Private Pay Cons

• You should specialize and niche down more to bring in your ideal client

• Marketing is key because you don’t have a provided referral network (insurance company)

• You need to understand how to articulate your value and be confident in your hourly fee 

Cash

• Simple as it seems (set fee- exchange fee- done). 

• In today’s world, an all cash business isn’t the most convenient for your clients or yourself. This requires your clients to go to the bank and take out money each session and for you to go to the bank multiple times a week if not every day to deposit your earnings. 

• Also, you must have a safe space to keep your earnings in between sessions because you aren’t going to want to have wads of cash sitting or stashed around your office. 

• Some clients will prefer to pay with cash (for whatever reason) and if so, make sure to be specific with them about if you will or will not have change to provide them if they do not have the exact amount. 

Check

Similar to above there are some implications that come with accepting checks as a form of payment. 

1. Make sure you write down the check # before depositing 

2. Actually make sure that the check doesn’t bounce, and it gets deposited 

3. Make sure you deposit it! Have known several clinicians who have filed away checks without depositing them, therefore not getting paid! 

Card (debit/credit or HAS/FSA account through clients insurance)

• Your EHR may be integrated with a processing software (like Simple Practice and Stripe) but if you don’t have an EHR you can get a Square, Ivy Pay, Stripe or use WRS health for a card processor. 

• With whatever card processing system you use, you will have to pay a processing fee but to me it is worth it and I just count it as a cost of doing business and I also write off the card processing fee so that’s nice too! 

• Don’t use Venmo/Paypal/other money apps, because they are not HIPAA compliant and will not sign a BAA (yet…maybe one day they will…). 

• For all clients, it is suggested to keep a card on file (for no shows, and late cancellation appointments). 

• Make sure that the client is aware what this card will be used for and that it is listed in your informed consent and/or financial agreement and that they are initialing or signing to acknowledge agreement to card policy.

• If it is an insurance-based client, you will need to check with each specific contract to see if you can charge a no-show fee or charge a client at all. 

Insurance

Benefits of taking insurance

• You have a built-in referral network (the insurance company)

• People expect to use their insurance for medical purposes

• Doctors refer more often to therapists that accept insurance 

Cons of taking insurance

• You don’t get paid right away because you have to file the claim, have insurance review it and then you get paid. 

• You need an EHR (electronic health record)

• If your systems are off, you sometimes will lose money and not get paid

If you decide that insurance is something that fits your practice structure, do your research on what panels to get on before just getting credentialed with all of them. See what is popular in your area (talk with other therapists and see what they take, and if there are any gaps in the market…) and pick two or three that you feel are going to benefit your practices structure the best. Could be all Medicaid, all private, EAP or a combination. 

If you get credentialed and sign a contract with an insurance provider, you are an “in network” provider for them.

In network Provider

• You have to get credentialed and paneled with each insurance company (process can take around 6 months give or take). 

• While you are waiting for credentialing, you can see people at your private pay rate or at a sliding scale fee to build up your clientele and then switch them over to an insurance-based client once you are fully paneled. 

• You can take care of all things billing (credentialing, verifying, maintenance, claim filing…), or you can hire out for this. Bardstown billing is a Louisville local agency that provides affordable services for mental health professionals and Practice Solutions is a nationwide biller that could assist you getting paid by insurance companies. 

If you do not get credentialed and sign a contract with insurances, you are an out of network provider with them. 

Out of network Provider

• Providers who do not have a contract with each insurance company but provide or file a superbill for client services so the client can get reimbursed for sessions at a later date.

  • I am a self-pay therapist and have some clients who use superbills and I always suggest that they call their insurance provider and inquire about out of network benefits and reimbursement to maybe get an idea on what they may be reimbursed. 

Private Practice Fee Setting

All clinicians need to set fees for their services (yes, yes even those insurance-based practices). Clinicians who accept insurance need to set fees because not everyone who wants to see you is going to have insurance, want to use their insurance or maybe you just aren’t paneled with their insurance company.

First thing to do when setting fees is figure out what services you provide. Do you see individuals? Couples? Children? Families? Groups? Workshops? Webinars? A little bit of everything? Do you do longer intake appointments? Will you have options for clients to do 50-minute, 60-minute or 90-minute sessions?

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Think of all the options out there and paint a clear picture of what you want your practice to look like. 

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After this, set prices for each individual service and become comfortable with stating your prices. This is a very important step because we need to be confident in our prices so when we get prospective client calls we aren’t fumbling all over our words and reducing our fees for everyone just because we aren’t comfortable with the amount we have set.  

For the services we provide, this process can look different than with other goods (tangible items) because we are essentially pricing ourselves. For the bulk of us, our service is our knowledge, compassion and skills. 

Also, the mental health and wellness fields as a whole don’t do a good job at empowering us to explore our worth. We often tie it to what we hear so often “there isn’t any money in this field” or that “we are here to serve not to make money”. 

For most individuals in private practice our fees and hourly rate is going to be higher, if not significantly higher, than what our hourly rate was when we were in a different setting. 

These higher rates often make the clinician uncomfortable (fear of judgement from other clinicians, prospective clients, their loved ones, imposter syndrome…) and sometimes leads to clinicians setting their hourly rate quite low to begin with. This can be problematic because it may not be taking into account self-employment taxes, business expenses and lifestyle expenses. 

For example, a counselor who is used to working at an agency where they approximately made $16 an hour (gross annual of about $33,000.00) charges $40 per 50-minute session in private practice thinking they will more than double their annual salary. 

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 $40 per session x 40 hrs per week = $1600 a week x 49 weeks (3 weeks off for vacation) = $78,400 gross a year

Issue with this thinking is that full time private practice work is not 40 clinical (billable) hours a week, it is typically closer to 20. 

So, it would look more like $40 per session x 20 hrs per week = $800 a week x 49 weeks (3 weeks off for vacation) = $39,200 gross a year 

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Which is not a lot more than the agency salary and we still haven’t paid self-employment tax or our business expenses yet. 

So, let’s factor in our expenses (self-employment tax, rent, and other expenses of doing business) into our session fees. 

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If your monthly expenses are $1,800.00 and you typically have 20 sessions a week so 80 sessions in a 4-week month you know that $22.50 (1800 divided by 80) of each session is going straight towards expenses. Therefore, out of your $40 fee to your clients you are only seeing $17.50 of that. 

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Hmm…what the crap. So, what now?

1.    Remember that being in private practice is a commitment to having inconsistent pay at times, so factor this in from the get-go. Maybe you raise your rates a little to account for this, maybe you see less clients per week to allow time for your side hustle, maybe you diversify your income and do groups, workshops, or something nonclinical that brings in “steady” money. 

2.    Know that your rates for services wont all be the same. Maybe you are doing couples and individual work and charge differently for those or maybe it’s the difference between your self pay rate, insurance-based rate and sliding scale rate. Account for these variances.

3.    Don’t forget about your business expenses. 

4.    Remember that the services that you offer are special and needed in this world and that customers (yes your clients are consumers) expect to pay for services. 

So, to figure out this “fee setting thing” let’s start with what you need to sustain your lifestyle. Maybe its $30,000.00 a year or maybe it’s $100,000.00.

• Spend some time figuring this out and make sure you are factoring in all your current expenses but also accounting for having extra to save for the future (home buying, family growth, retirement, vacations, home renovations…). 

• After this figure out how many weeks you need off for vacation each year (I would say a minimum of 3). 

•  Then figure out your business expenses (actual or estimated). Checklist here.

•  Now it’s time for the math. See full example here. 

  • As human helping private practice owners we often forget that we are a business (because we are here to help) and that we need to make a livelihood. With not switching our therapist hat in for our business owner hat we can get in the way of our business surviving and thriving. Therefore, we need to slip our business hat on every once in awhile and make sure we are factoring expenses into the costs that we charge our clients.

1. Want to make $60,000 a year

2. Need 4 weeks off a year

3. Business expenses of $1200 a month 

   1. $1200 monthly business expenses x 12 months = $14,400 yearly business expenses

   2. So, need to gross $74,400 a year to cover the expenses and bring home $60,000

   3. If working 48 weeks a year then we need to divide $74,400 by 48 to get our weekly amount ($1550.00)

   4. Then we can divide $1550 by the cost per session to see how many sessions we will need each week. 

Ex) 

$1550 divided by $60 = 26 sessions per week

$1550 divided by $80 = 19 sessions per week

$1550 divided by $90 = 17 sessions per week

$1550 divided by $100 = 15.5 sessions per week

$1550 divided by $150 = 10 sessions per week

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Looking at the graphic below we see that the national averages for cost of counseling are between $75-$250 a session. 

Information collected by Simple Practice

These higher hourly rates that often make people uncomfortable and lead to clinicians setting lower rates to begin with can hopefully now be looked at through a different lens. A lens that assists us in creating a fruitful life for ourselves outside the office, all while making sound business decisions and allowing us to provide the services we want to our communities.  

Here at b.mindful Louisville, we not only provide our tenants with a comfortable, modern and safe space to practice out of but we also like to have an open dialogue around these topics and more. We have structured consultation hours to frame the conversation but also just find it beneficial to be open and transparent with one another about best clinical and business practices to assist each other in tackling the world of private practice. We are better together, if one of us succeeds we all succeed. 

Written by: Shannon Gonter, Founder, LPCC

To learn more about the shared workspace of b.mindful Louisville click here, or call Shannon Gonter at 502-528-1363 to book your tour today. 

Before, During & After A Networking Event

With most important things in life there are multiple steps and items to keep in mind before, during and after said event. So networking isn’t going to be any different (and yes networking is important). So let’s jump right into it.

Things to keep in mind BEFORE a networking event

Do your research

•  What event are you going to?

• Who is hosting the event?

• Is there a public guest list? (to see if you know anyone else going)

• What time does it start?

• Is the entire event networking or is only the first 30 minutes open networking and then a talk

• What’s the address?

• Do you know where to park?

Dress appropriately

•  Is there a dress code?

  • Sometimes better to be overdressed than underdressed

Practice your elevator speech

•  Keep it short

• Keep it light

• Practice to make it sound natural

Get materials ready

•  Business cards

• Promotional material (if allowed at event)

• Name tag

Power in numbers

• If allowed, take a friend :)

• But if not, know that you will not be the only one there flying solo. Majority of people go to networking events alone and are just as nervous as you! 

Things to keep in mind DURING a networking event

Name tag etiquette

•  Write legibly

• Use your first and last name

• Place it within ones eye sight line on the right side of your body

Keep your phone in your pocket/purse/bag/etc.

•  You will look busy to others if you are on your phone

• Busy people typically don’t look approachable

Hand out your business information

• Don’t let it be the first thing you do though

  • Don’t be pushy

  • Shake their hand first and/or have a conversation before handing out your cards

  • Best practices to ask for ones consent or interest in having your card opposed to assuming they want your information

Be yourself  (easier said than done)

• Focus on yourself

  • Might help to focus on three of the most important qualities you want to shine through in your conversations (empathy, trustworthy, organized, good listening, “normal”, good eye contact, story teller…)

Things to keep in mind AFTER a networking event 

Organize information collected from others

•  Business card or resources collected from events should be organized. If this isn’t done soon after the event, resources and cards can often get lost or forgotten about.

  • DIY excel sheet

  • App

Follow Up

• Do it within 24 hours

  • How?

    • You can connect via email, LinkedIn or call (majority will prefer online communication so they can respond when is most convenient for them)

  • What do I say?

    • Mention a conversation from the event, offer to help, ask to meet up…

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At b.mindful Louisville we only rent to individuals that are licensed or certified mental health or wellness professionals. Therefore, making it easier for our tenants to naturally network, consult and refer to each other within our like-minded community.

We also host bi monthly socials for our tenants to step outside the office, let their hair down and get to know each other in a non-clinical atmosphere. Our tenants love this and see heightened levels of success in their practices because of built in networking opportunities.

Want to learn more about us? Message and ask away :)

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

Shannon Gonter, licensed professional counselor and founder/owner of b.mindful Louisville understands the nuances of private practice and finds immense joy in assisting other mental health and wellness professionals on their journal in private practice.

Networking Categories

Networking is typically used in a very general or vague way and as mental health and wellness professionals we don’t typically spend much time digging deeper into how networking could benefit us or others.

For those of us who want to dig deeper, the broadness of “networking” can be confusing. It makes us feel like we have to network with anyone and everyone, and then we get overwhelmed and just don’t network with anyone (which isn’t helping anyone). 

In order to avoid getting completely overwhelmed we first need to spend time thinking about our ideal clients. 

Who they are…

What they do…

Where they hang out…

Who they interact with…

What their hopes and dreams are…

Once we have this picture painted it’ll help narrow our lens and point us in the direction of who we should be networking with. 

For example, if our ideal client is a father who has recently divorced and is struggling with co-parenting and the transition into single adulthood. I would suggest networking with divorce attorneys (an individual every person getting a divorce has to interact with) and gyms (somewhere a recently single male might join during this transitional period) over physicians or business coaches. 

But if your ideal client is an entrepreneurial spirited man who struggles with “work life balance” and stress, I would network with physicians (men are more likely to seek help from medical professionals prior to mental health professionals) and business coaches (someone they may already be in contact with to assist them in building their company) over gyms and coffee shops. 

Below we will outline and break down the specific networking categories for mental health professionals. 

1.Community Groups

Group of individuals from like-minded and different occupational backgrounds than you, coming together for a common purpose (networking, volunteering, advocacy…). 

It can be very beneficial to be one of the (if not the only) mental health professional in the room at these events. We all know how difficult it can be to navigate the behavioral health world, therefore we can be the natural advocate for our profession as well as the connector for others. Therefore, when the individuals we network with need mental health services for themselves, their loved ones, or friends; they’ll think of us and we will be able to work with them and/or refer them to someone who is a more appropriate fit. 

On the local front, you should check out:

•       Young Professionals Association of Louisville (YPAL)

•       Chamber of Commerce

•       Network After Work

•       No Rules Networking

•       Louisville Urban League Young Professionals

•       The Heart Link Network

•       Therapists Need Therapy 2

•       Etc.

On the national front, you should check out: 

•       Abundance Practice Builders

•       Therapists in Private Practice (TIPP)

•       Online Therapist Group

•       Therapreneurs

•       Etc.

2.Influencers

People, businesses, and professionals that your ideal client already has a relationship with. Idea is to build a relationship with these individuals/businesses so you can stay at the forefront of their mind when one of their clients/friends/family members is seeking mental health services you can be the first on their mind!

Examples:

Medical Providers (physicians, holistic medicine, PT, OT…)

Attorney

Accountant

Bookkeeper

CPA

Financial planner

Coffee shop

Gym (yoga studios, Crossfit,barre studios, run club, Fit 4 Mom…)

Business Coach

3.Clinical

People who do similar things to you. Maybe they have the same license as you, or maybe they don’t. Maybe they use the same theories and modalities in session as you do, and maybe they don’t. Maybe they work with the same population and niche as you, and maybe they don’t. Either way, it is beneficial for you and your business to network and be around other mental health professionals. It will provide you with an increased network of support, larger referral and consultation base and increased exposure for your business.

• You can reconnect with individuals you went to graduate school with (in person or online). 

• You can reach out to professionals within your office building. This may be easier for those of you in a group practice with other mental health providers or those that practice out of a shared workspace such as b.mindful Louisville. 

• You can join local therapist exclusive Facebook page dedicated to networking. 

• You can join a mental health organization and attend their meetings and conferences. 

• You can follow and connect on social media with local providers. 

• You can ask other professionals to a networking coffee date.  

4.Other wellness professionals

Majority of our clients are on the path to wellness and may be interested in other wellness professionals’ services before, during or after their mental health treatment. Therefore, it is important to increase your awareness and connection with other wellness providers in your community. 

Including:

•       Prescribers

•       Psychiatrists

•       Psychiatric Nurse Practitioners 

•       Massage therapist

•       Energy work providers 

•       Essential oil providers

•       CBD oil providers 

•       Life coaches

•       Fitness instructors or gyms 

•       Nutritionist or dieticians 

•       Etc.

Remember that the point of networking is not to just meet as many people as possible, but to build strong, meaningful relationships with these individuals and businesses as well. Therefore, the intentionality of who you network with is just as important as how you nurture that relationship going forward. 

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Here at b.mindful Louisville, we only rent to licensed or certified mental health or wellness professionals. Therefore, making it easier for our tenants to naturally network, consult and refer to each other within our like-minded community. We also host bi monthly socials for our tenants to step outside the office, let their hair down and get to know each other in a non-clinical atmosphere. Our tenants love this and see heightened levels of success in their practices because of built in networking opportunities.

Shannon Gonter, Founder and Owner of b.mindful Louisville

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

I’m Shannon, 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. 

Fear of Networking

When I opened my private practice and started reading about the “powers of networking” and how if I didn’t do any marketing or have a social media strategy I better make sure I am networking. Such a vague term ..networking… and honestly, I found it quite overwhelming. 

Networking. Hmm. Don’t know much about it. Guess I’ll go to my trusted, wise, old friend Google and see what wisdom can be dropped on me there…

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 Louisville networking

Louisville networking for young adult female

Louisville networking for counselors

…

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I found that the definition of networking is “A group of people who exchange information, contacts, and experience for professional or social purposes”.

And that Louisville has LOTS of networking groups for all different types of businesses and individuals all geared towards connecting them with other individuals and businesses. 

After lots of research I still felt like networking wasn’t something I needed to do and that it was…

Boring

Stuffy &

Not for me

But then I remembered that I shouldn’t judge a book by its cover and that I might as well give it a shot before writing it off. Spent a little bit more time narrowing down all the different groups and organizations in Louisville to be involved with and finally stumbled upon one I aligned with, joined, and signed up for my first event. 

Went to my first event and immediately regretted it. Walked into a room of what looked like a group of people that all knew each other, and I was the odd man out.

Immediately went the restroom and convinced myself that I could just walk back out, get in my car and go home and no one would notice. Which if we are being honest, no one probably would have noticed, but that wouldn’t really be me giving this networking thing a fair shot, now would it? That would be me happening to use the restroom at a bar that happened to be hosting a networking event. 

So, I mustered up the guts to leave the restroom and enter the event. Looked around the room, immediately felt panic again that everyone else is squaded up talking and I am the ONLY ONE ALONE in the room.

So, I go wait in line at the bar and in line the individual behind me was wearing the same shoes as me, so I mentioned to her that I liked her shoes. She said thanks and laughed and we then went on to have a conversation about where we got them, which led to what parts of town we hang out in, live in and work in, to what we do for work, to how long we have been in Louisville…and so on. At the end of the conversation we exchanged business cards and went our separate ways (aka im alone again). 

PANIC.

GO TO THE BATHROOM.

GO HOME.

THIS IS AWKWARD. 

But…

I reminded myself to breathe. I didn’t go to the bathroom, didn’t go home, but I just acknowledged the awkwardness and kept breathing through it. 

Throughout the night I met a handful of people and exchanged business cards with some of them. Had lots of small talk and conversations that started with “oh you’re a therapist…how amazing of you… must be such hard work…gosh I could use your services…” and drank some beer.

…

Concluding thoughts:

1. My first networking event didn’t kill me (Yay!)

2. Definitely felt awkward and self-conscious the entire time but…

3. Glad I went because if not I would have never known that…

• Practically everyone else there also felt awkward (because they told me, or I could tell when I was talking to them by their body language, verbiage, etc)

• AT ITS CORE, NETWORKING IS TALKING TO STRANGERS. 

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Once I was able to reframe this in my head all future networking events were so much less intimidating because:

1. I know how to talk. I do it all day long.

2. I love what I do (counselor) and advocating and normalizing mental health…so the more people that will listen to me the better :)

4.. The more events I went to the more people I recognized and the less awkward walking into a room of “strangers” was.

Long story short.

I get it. Networking is scary, new, intimidating, hard, anxiety inducing…

But as mental health and wellness professionals in private practice we do need to network because…

1. IT IS FREE (or low cost) - No need to spend hundreds on a fancy marketing team when you’ve got all you need! Just be yourself! Be genuine. Advocate for your profession all while spreading the word about the services you provide.

2. Builds your confidence - Know that networking doesn’t come easy to anyone (even those that make it look easy). The more you do it the more comfortable it will become. Trust me.

3. Creates connections - It gets you out of your office and off your computer and out into the community. Teaching you about the services around you that could assist you, your loved ones, or your clients down the road.

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If the sound of networking still makes you want to crawl out of your skin. That’s okay. 

Start small

Start “networking” (AKA talking) with anyone. Maybe its your spouse, your kids, your friends, or your office suite neighbors. Tell them about what you do and the clients that you best serve (of course leaving all PHI out of the conversation). If your office neighbors aren’t other mental health or wellness professionals this can be intimidating, but you’ve got it! If your office mates are in the mental health and wellness community themselves, even easier (and you’ve still got it)!

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Here at b.mindful Louisville we only rent to individuals that are licensed or certified mental health or wellness professionals. Therefore, making it easier for our tenants to naturally network, consult and refer to each other within our like-minded community. We also host bi monthly socials for our tenants to step outside the office, let their hair down and get to know each other in a non-clinical atmosphere. Our tenants love this and see heightened levels of success in their practices because of built in networking opportunities.

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

Shannon Gonter, Founder and Owner of b.mindful Louisville

I’m Shannon, 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. 

What Can I Do In Graduate School To Prepare For Private Practice?

When I was in graduate school private practice was not something on my radar. I knew it was an option of course, but it just seemed like something I would do when I was 50 not when I was 25. I really do wish my professors talked about it more, or that we had a class or speaker or even a handout on it at some point. 

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Long story short. I graduated with my masters in 2016, landed a job at my internship site, opened a part time practice in 2017 and left my full-time job in 2019 to pursue the self-employment life. 

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Once I started working at a local psychiatric hospital after graduation, I quickly noticed I had significantly less free time, and definitely less energy at the end of my days then compared to when I was in graduate school. I was fortunate enough to not have to work throughout graduate school and therefore had a good bit of free time on my hands while I was not in class, studying or writing papers. I wish I could have used that free time to research and plan for my private practice future. 

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But you can’t do what you don’t know. So I am here to get you in the know so if you want to take action you can start now!

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What can you be doing in graduate school to prepare for private practice?

Take advantage of all things FREE

Download Freebies

Allison Puryear

Kate and Katie

Laura with Your Badass Practice

Joe Sanok

Kelly + Miranda

Gordon Brewer

Join Facebook Groups

Therapist in Private Practice

Abundance Practice Builders

Online Therapists

Louisville Therapy Networking Group

Kent School of Social Work Group

Professional Organization Groups (KCA, KPA…)

Listen to Podcasts 

Modern Therapist Survival Guide

Abundance Practice Builders

Many more…

Think about your ideal client

Right now it is okay to be broad with your ideal client population. IE) teenagers, young adults, children, new moms….but when you are licensed and start practicing you are going to want to dive deep into the specifics of who your ideal client is. Reason being, so your marketing efforts can speak directly to them and you can be sure to call in the individuals you do your best work with. 

To figure that out, ask yourself:

•       What am I passionate about? 

•       What traits in people do I highly value?

•       Am I more active? Passive? Confrontational? Calm?

•       Are there any holes in my areas current counseling market? 

•       Are there areas of counseling that I definitely DON’T want to work with?

•       What does my ideal client look like? (be specific from age, race, interests, career…)

•       How does my ideal client show their pain? (not sleeping, irritable moods, erratic bx…)

Be as detailed and specific as possible. The clearer the image in your minds eye, the easier it'll be to draw in that clientele. 

Build an audience on social media

Everyone from the pope, to your aunt, to the president uses it, and so should your business (or future business)! Important to note that this is something that is separate than your personal social media profiles. Maybe you create another Instagram dedicated to mental health quotes and positive messages allowing yourself to build a professional audience and then when you are licensed and have a business you can swap your name to “therapybyshannon” or “LouisvilleCounselor” etc. and continue sharing with your already jump started community. 

Reasons why: It is free! How amazing, right!? These days you don’t run into a lot of marketing strategies that are free, so take advantage of it.

There are so many different platforms to join so if you hate one of them, then you don’t have to use it. Try Facebook, Instagram, Pinterest, Twitter, Reddit, YouTube, Tumblr, LinkedIn, Flickr etc. Important to think about who you are wanting to attract and where they are hanging out. You want to meet your clients where they are. Meaning if you want to work with adults 40+ you will most likely find best success using Facebook. But if you want to work with adolescents or young adults, Instagram, Twitter or Reddit will probably be a better platform for you to reach your ideal population. No need to have a presence on all of them, work within your comfort zone and pick one or two of them and start building your platform! 

Create content

In graduate school you are already creating a lot of content (it is just in the format of research and formatted papers). During this time while you are in the “writing” phase, crank out some content that is less clinical and more for the masses. The idea of content creation is to get your work out there in a variety of formats to build your audience, and give you credibility. Maybe it’s a blog, vlog, podcast, audio recording, or infographic. Whatever it is, make sure to focus on topics that your ideal client would be searching for to draw in the right crowd.

Network 

Why do it?

It’s free (or low cost)

No need to spend hundreds when you don’t even need clients now. Just be yourself, be genuine and get out there and meet people!

Builds your confidence

Know that networking doesn’t come easy to anyone (even those that make it look easy). The more you do it the more comfortable it will become. 

Create connections

It gets you out into the community and making connections for potential jobs, business building assistance, and just general plug ins to the Louisville mental health community happenings. A great place to start doing this is inside your practicum and internship placements 

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If you want to start your practice on the right foot, have a nice furnished space and have access to practice building resources, and a close knit community check out b.mindful Louisville. We have had tons of clinicians start their private practices in our offices and have grown their practice quite quickly with our low overhead costs and support provided. Reach out to Shannon Gonter at 502-528-1363 or at Shannon@bmindfullouisville.com for more details. 

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

Shannon Gonter, Founder and Owner of b.mindful Louisville

I’m Shannon, 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. 

Every Successful Therapy Office Needs…

Secure entrance(s) and exit(s).

Preferably separate doors for the entrance and exit to ensure highest levels of confidentiality. Also, so the clinician doesn’t have to trek through the waiting area to get to their office. We all have those clients who get there super early and some of us are those clinicians who stroll in right before our sessions. Last thing we need is to be running through the waiting area at 9:58AM with our 10:00AM session watching us!

Seating for you and your clients.

Minimum of two chairs. Dependent on the population you see, you may need more seating. No need to spend thousands, but be sure that they are at least comfortable (you’ll be sitting in yours quite often), sturdy (don’t want it falling over on you), and durable (want it to last more than a few sessions). 

Sound Machine(s). 

If you don’t have sound proofing drywall or insulation of some sort (or even if you do) you will most likely have to utilize sound machines within your office hallways, waiting room, office or all the above. The white noise will add a buffer between you and the others in the office suite protecting your clients confidentiality even more. 

Clock.

Make sure it is visible for you and your client (or have two separate ones) and make sure you can actually tell the time on it! Though decorative analog clocks can add a nice flare to your wall, no shame in going digital for the ease on telling time. 

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Those are the basics that every office NEEDS but below are the common things offices SHOULD have. 

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Comfortable waiting area for clients.

I don’t mean a hallway or an empty room. I mean a secure, private or semi-private designated waiting area for your clients to sit and wait for their sessions in. This room should have enough chairs to accommodate the office suite and maybe even some reading material, soothing music and aromatherapy. 

Tissues.

Suggestion to keep a box by your chair and your clients. Therefore, you will always have a backup for when your client pulls the last tissue mid-session. Stock up and be prepared! 

Desk. 

Along with your client clinical hours, comes a good bit of paperwork and documentation. Most clinicians don’t need a large desk but something structured and big enough for your computer can be helpful in getting you out of your “therapist chair” and into a more upright ergonomic typing position. 

Shredder.

Must have for all sensitive information and PHI that is not kept within client files. Even if it is a post it note with a client’s name and number on it, don’t toss that in the trash — shred it. Though we are probably the ones taking out our own trash, better safe then sorry. Follow the protocol and protect your clients confidentiality. 

Fax Machine. 

I know it’s the 21st century but insurances and HIPAA compliance can be “old school” and sending/receiving a fax is still one of the most secure ways to send PHI. 

Soft lighting. 

No one wants to feel like they are under interrogation while in session. If you don’t have the capability to dim your overhead lights, invest in a few standing and table lamps to soften the lighting throughout the space. 

Décor.

Ask yourself the following questions: What do I use my office for? Is my office comfortable? Are there organizational systems in place? Do the colors within the space evoke any emotions? Needing help answering those questions? Read more here.

WIFI. 

Lots of therapist don’t invest in WIFI for the office because they can just “document when they get home”. But then you are taking your work home with you which can cause strains on your work life flow, as well as cause complications for abiding by HIPAA. There are tons of ways to get WIFI at your office (that are affordable and portable) so you can document at the office and not have to take your work home with you (literally and figuratively). 

Amenities. 

Some of the common offices amenities to have in the waiting area are water, coffee, tea, mints, hard candies, reading material, toys for children, music, TV, etc. Some of the common office amenities are blankets, weighted blanket, fidgets, candles, salt lamps etc. 

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Of course there are other things you will “need” for your office and that will assist you in treating your clients to the best of your ability but this list will get you going. 

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If you don’t want to hassle with the high startup costs associated with outfitting an office, getting all this set up for yourself and keeping up with replenishing the supplies? Check out the shared workspace of b.mindful Louisville. We provide office rentals for mental health and wellness professionals in the greater Louisville, KY area that are completely furnished and loaded with amenities. Learn more here. 

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

Shannon Gonter, Founder and Owner of b.mindful Louisville

I’m Shannon, 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. 

7 Business Models For Private Practice

In school we are taught that there are a few different places we can work as mental health and wellness professionals.

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Community agencies

Hospitals

Private practice

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While in school we don’t really understand the inner workings and behind the scenes work of all these settings; after we graduate, we don’t always figure out much more. We graduate, get a job and for the bulk of us forget that we have other options out there.

For those of us that end up going into private practice (full or part time) we still aren’t all that educated on the different options we have under the “private practice” umbrella. We just say we are going to do private practice join an established practice or hang our own shingle.

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Hold up. Not how it should go!

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This is a big decision you are making and I believe that if we are more educated on all the options out there for mental health and wellness professionals in private practice we could make more informed decisions about where we want to work and therefore lowering the chances for burn out and compassion fatigue.

This post will focus on the private practice sector and the subcategories associated with it. Keep reading to learn about the 7 most common models for therapists, counselors and other wellness professionals in private practice.  

Solo model

Number of people: 1 person + any contracted non clinical assistants (website designer, virtual assistant, biller…)

Day to day: Clinicians exchange their time spent with clients for a stated fee. They are also responsible for running the business side of things (tracking expenses, marketing, networking, documentation, billing…) by themselves or with outsources assistance (attorney, accountant, marketing professional…).

Growth comes when you increase client volume or fees

Downside: It is just you and your clients. Easier to fall into the isolation of private practice world and run into safety concerns. To combat this make sure your office is located around other professionals (preferably like-minded professionals) and that you have a strong clinical network to consult and grow with.  

Co-op model

Number of people: 2 or more clinicians

Day to day: In this model several solo-practices simply share costs of running the practice (a set monthly fee - not a % of what you make). Some just share the expenses of the physical space (rent, utilities, supplies, décor, furniture…)  and others include a marketing budget for website management, etc. Each clinician operates as a solo provider under their own business entity and simply splits the costs with the other providers in the space. These clinicians can then refer to each other and draw on each other for support but are not contracted to split a % of their earnings with each other.

Growth comes when you increase your personal client volume or fees and/or add on other clinicians to lower your monthly shared costs value

Downside: Less independence and autonomy on the design of the physical space and marketing materials due to splitting the costs with others therefore having to compromise to ensure it meets all your needs and not just your own.

Contract model

Number of people: 2+

Day to day: Practitioner works as a solo clinician with their own business entity providing services for an established practice as an independent contract provider (1099 filer). Usually the established practice will provide you with credentialing, referrals and sometimes even an office space to practice out of (some allow you to practice out of your own office).

Growth comes when you increase client volume or renegotiate your split fee schedule with the established practice

Downside: Dependent on the practice you contract with they may have strict guidelines about your scheduling, billing, your clinical work etc. Ensure that you have an attorney review your contract before signing to ensure that it is in your best interest to contract vs being an employee vs solo practitioner.

Group model

Number of people: 2+

Day to day: Practitioner owns the practice and hires either contract providers or employees to see clients for a percentage of their earnings. Typically, an office space is provided with this model, receptionist, referrals, EHR, assistance getting credentialed with insurance panels…etc.

Growth comes from adding more clinicians to work under the group name

Downside: Decreased financial autonomy due to being contracted to provide your practice owner with 30%-60% of your earnings to cover the practice overhead, referrals and amenities. Ensure that you have an attorney review your contract before signing to make sure that it is in your best interest and know that you are allowed to negotiate with these contracts.

Sublease model

Number of people: 2+

Day to day: Practitioner subleases office space to other clinicians. Some office spaces are rented furnished, and some are not. Clinicians in the space may or may not be under the same practice name, and often all have different licensing backgrounds and work with varying presenting concerns. b.mindful Louisville is a shared workspace for mental health and wellness professionals in Louisville, KY that is a great example of this model.

Growth comes from adding clinicians and filling the office space available

Downside: As a landlord you have limited say on how your tenants run their businesses. Ensure that a trusted attorney draft your contract to ensure that you and your office suite are appropriately covered in case of a malpractice or liability concern from one of your tenants or their clients.

Employment model

Number of people: 2+

Day to day: Clinician simply works as an employee of an established private practice. Could receive benefits and a regular salary based on the contract with the practice.

Growth comes from getting salary raises

Downside: Possible decreased freedoms with your schedule and autonomy as a clinician given the established practice policies and culture. Make sure to have a trusted attorney review your contract before signing and know that items within the contract can be negotiated.

Non-traditional services model

Number of people: 1+

Day to day: Practice is built using non-traditional services delivery models (such as teletherapy). Clinicians can solely offer their services online or they can do a hybrid of online and in person services.

Growth comes from adding clients or increasing fees  

Downside: Can be more restrictive by nature due to the clientele that are ethically appropriate to be seen via telehealth. Therefore, limiting the populations of people that would be good fits for this line of work.

There is no right or wrong path to private practice and a lot of these can be used in combination. I know tons of therapist who use the solo model and contract model together to fill their caseload and I know tons of mental health and wellness professionals that belong to any of those models and also do the sublease model on the side renting their unused space to other professionals. Mix and match to make a combo that works best for you and your life at that moment and allow yourself to adjust accordingly down the road.

Like I said before, having the knowledge of all the different ways one can do private practice can allow us to pick the best fit for us therefore (hopefully) lowering the chances of regret and burn out in the future.

b.mindful Louisville provides safe, clean, practical offices for those in private practice. Our spaces are designed with mental health and wellness professionals in mind.

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

Exclusive Growth Strategies Checklist

Are you wanting to hang your own shingle for your mental health or wellness practice?

Are you wanting to grow your current private practice?

Are you looking for cost effective ways to market and scale your practice?

Are you running into a brick wall every time you sit down at your desk to sketch out a plan of how to market yourself?

Are you too busy working another job or caring for yourself and your family to sit down and do the research on “how to market yourself on a budget’?

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If you answered yes to any of those questions, keep reading because we have the help you are looking for!

We understand the stress of owning your own practice and also know that there are not a lot of people out there telling you how to do it. So we have spent the time doing the research for you (personally from own experience, on Google, and polling other local solo entrepreneur wellness professionals) and want to share with you what we found. 

Sign up for our exclusive Growth Strategies Checklist that will provide you will 8 helpful and affordable ways to grow and market your practice.  

P.S- If you sign up for the checklist, there may be some bonus marketing materials, tips and tricks coming your way as well! :)

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

Have additional questions about our office rentals for mental health and wellness professionals in Louisville, KY? 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.

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Marketing Strategy That Will Work For You and Your Business

How To Create The Best Marketing Strategy That Will Work For You & Your Business

Allow lots of flexibility into this strategy because it will need to grow and shift as your business expands. 

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SET YOUR GOALS

Take some time to sort out your goals for your current practice. Make sure they are:

• Specific – Define the exact content tactics you will use. Learn more here.

• Measurable – Make sure you are tracking your return on investment (ROI) – financially and time wise

• Attainable – Have a clear picture of the outcome 

• Relevant – Target your ideal clientele 

• Timely – Check back in with yourself and your efforts to ensure that you know when you are succeeding 

NICHE DOWN AND DEFINE YOUR AUDIENCE 

If you don’t know who you are talking to, how will you know what to create? Spend some time focusing on and envisioning the type of audience you want to have for your future content.

Ask yourself: 

• Who is this for?

• What are their pain points?

• What questions do they want answered?

• How are they seeking out answers?

CHOOSE THE RIGHT CHANNELS FOR YOU AND YOUR PRACTICE 

There are endless options for where you can post your content and you don’t need to be one all of them. If you don’t know how Reddit works, have tried to figure it out and cant, then don’t have a presence there. If your ideal client is hanging out on Reddit, I bet you they are also on Twitter, so have a presence on there. Focus on the platforms that you are most comfortable with and make sure they are also ones that your ideal clients spend time on those as well.

Ask yourself:

• Where do they hang out (online and in person)?

• Where do they shop?

• What is their style?

• What local businesses do they follow on social media?

TRACK AND MONITOR PROGRESS

Make sure you know if what you are doing is actually working…because it if isn’t then you are going to want to take a step back and go back to the drawing board. Remember that its okay if it takes you a couple times to find your grind. The more you do, the more you will learn.  

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

Have additional questions? Feel free to message and ask! 

I’m Shannon, 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.

If you want to learn more about our rentals, don’t hesitate to reach out to Shannon at Shannon@bmindfullouisville.com or call 502-528-1363. Click here to learn more.

Where To Post Your Digital Content

In today’s digital world, everything is about good, quality content. In order to appear in search engine results when people are looking for services in your industry, you have to build engaging content and post it in strategic locations. To start, there are some basic locations you should definitely post content to. Such as your business website. You absolutely need to be posting your content on there at a minimum. This is the first place most people start when researching companies. Your content should also be shared on any social media accounts you have (Facebook, Instagram, LinkedIn, Twitter…). But that’s not it! 

There are so many other platforms that you can post your content on to reach a larger audience. And posting in multiple places, with different readers increases your chances of getting your content seen by your target audience. So you should strategically post on at least three to five platforms if you want to intersect with your intended audience.

Some examples of good platforms to post content on include:

• Google

• Slideshare

• Youtube

• Vimeo

• Medium

• LinkenIn Pulse

• Pinterest

• Email List – send weekly, bi weekly, monthly updates to your mailing list with your most recent content creations 

• Guest posting on other blogs – other providers in your community, association pages, wellness blogs… This is a great way to build connections between your name, your practice’s name and other credible sources. Make sure to include a link to your guest post on your site as well, to get the most SEO value.

• Printed Magazines/newsletters

• Ezines

• Forums

• Itunes – for podcasts 

• Your website

• Directory site blogs

• Social Media (personal and professional profiles)

• Reddit

• Tumblr

• Quora

• Yahoo Answers

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Have additional questions? Feel free to message and ask!

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

I’m Shannon, 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.

If you want to learn more about our rentals, don’t hesitate to reach out to Shannon at Shannon@bmindfullouisville.com or call 502-528-1363. Click here to learn more.

Content Creation

What Type Of Content Should I Be Creating For My Private Practice?

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Content marketing is the best way to reach your target audience and gain their attention. It establishes you as a credible resource, builds your expertise in the industry, and puts your name in front of your target audience. The rule of thumb in marketing is that your message needs to be seen 7 times before a viewer takes note. So building multiple types of content is essential for getting your message out there.

Sometimes when we think about content creation we only think about blogs, articles and social media, but there is so much more to content marketing. For example, your content marketing strategy can include…

• Blogs

• Tweets

• Ads

• Comments

• Photos

• Animations

• Slide decks

• Events

• PDFs

• Press

• Print marketing

• Memes

• Infographics

• Lists

• Videos

• Webinars

• How-tos

• Polls

• Case studies

• Guides

• Reviews

• Interviews

• Podcasts

• Tutorials

• Research

For more, check out the post by Zazzle and the 101 Types of digital content they found!

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

Have additional questions? Feel free to message and ask!

I’m Shannon, 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.

If you want to learn more about our rentals, don’t hesitate to reach out to Shannon at Shannon@bmindfullouisville.com or call 502-528-1363. Click here to learn more.

Content Marketing And Why Your Practice Should Use It

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What Is Content Marketing & Why You Should You Use It To Grow Your Private Practice

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What Is Content Marketing?

Content marketing is a strategic marketing approach focused on creating and distributing valuable, relevant, and consistent content to attract and retain a clearly defined audience — and, ultimately, to drive profitable customer action.

Compared to the traditional marketing strategies of just pitching your products and services, content marketing allows you to provide your audience with truly relevant and useful information that will help them solve their issues. 

What Types Of Content Can You Create?

Sometimes when we think about content creation we only think about blogs, articles and social media, but there are so many more types of content marketing. For example, your content marketing strategy can include infographics, lists, videos, webinars etc. Continue reading more about what type of content you should create here.

Where Do You Post This Content?

If you have a business website, that’s the first place you should post content. It should also be shared on any social media accounts you have (Facebook, Instagram, LinkedIn, Twitter…). But that’s not it! There are so many other platforms that you can post your content on to reach a larger, more diverse audience. Continue reading about where to post your content here.

Why Should Mental Health and Wellness Professionals Use Content Marketing To Grow Their Business? 

We all know that the relationship between client and provider is very important to the healing process, and content marketing can assist you in building that relationship before you even meet your client. With this strategy you are able to reach larger audiences and better distinguish yourself from the other providers in your area. Your audience can learn about you (before meeting you), begin to see your expertise and start trusting your process. This trust can turn prospective clients into clients quicker and can lead to a higher commitment level and retention rate for your clients.

Below are the top 4 reasons why mental health and wellness professionals need to use content marketing. 

• GENERATE TARGETED LEADS

The goal is to of course is to get people to interact with your content, learn and grow from it and hopefully bring in some new clients. But you don’t want to just bring in any and every one. You want to be intentional about the content that is created and what individuals it is drawing in. For example, if your ideal population is middle school males, you are going to want to target a lot (if not all) of your content creation speaking to the parents and guardians of the middle school boys struggling with X, Y and Z. You definitely want to focus on creating content that appeals to the individual who is seeking services, but you also can draw in other healthcare professionals, possible referral resources, and local media outlets with your content creations.  

• INCREASE YOUR VISiBILITY

In the recent years, research has shown that consumers no longer respond to traditional marketing strategies (ads) and that they want to have a relationship (or feel like they do) with the individual(s) they are seeking goods and services from. By creating easily digestible and valuable content you are building a loyal following and greatly increasing your visibility compared to other mental health and wellness providers. 

• ESTABLISH TRUST AND AUTHORITY IN THE FIELD 

You want to do this with both prospective clients and your referral sources. The more you show your audience that you know what you are talking about (by posting eye grabbing, consistent, valuable content) the quicker they are going to build a relationship with you and/or understand your expertise in your field of work.

• IMPROVE YOUR REACH 

The digital age has brought us the wonderful and powerful gift of being able to extend our network and community tenfold. As opposed to sending out mailers or an email to your mailing list, you can now make one post on social media accounts that can easily reach thousands. Put the time in, produce desired content, and watch your practice audience grow! 

How To Create A Bomb Content Marketing Strategy And Stick To It

• SET YOUR GOALS

Take some time to sort out your goals for your current practice (allow this plan to be flexible and change with you over time). 

• NICHE DOWN AND DEFINE YOUR AUDIENCE 

If you don’t know who you are talking to, how will you know what to create? Spend some time focusing on and envisioning the type of audience you want to have for your future content. 

• CHOOSE THE RIGHT CHANNELS FOR YOU AND YOUR PRACTICE 

There are endless options for where you can post your content and you don’t need to be one all of them. Focus on the ones that you are most comfortable with and the ones that your ideal clients spend the most time on. Read about this in more detail here.

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

Have additional questions? Feel free to message and ask!

I’m Shannon, 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.

If you want to learn more about our rentals, don’t hesitate to reach out to Shannon at Shannon@bmindfullouisville.com or call 502-528-1363. Click here to learn more.

Voicemail Script For Your Mental Health Or Wellness Private Practice

As mental health and wellness professionals we are busy people and what busy people need in their lives is highly efficient processes. In this field, on top of efficiency, we also need to be able to exude confidence, competence, organization and professionalism all without seeming fake, rushed, cocky or robotic.

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“So…how does this pertain to my voicemail message?”

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Having a solid voicemail message that is clear, concise and natural sounding can significantly lower the number of hang-ups you get, wrong number voice messages you receive and help you turn more of your calls into new clients.

Majority of healthcare professionals don’t answer calls unless they know the number, therefore sending the bulk of calls to voicemail. For some, your voicemail message may be the first time a prospective client hears your voice and forms a connection with you. So, you want to make sure you are coming across as welcoming, professional and natural (no pressure).  For those of you who write blogs or do videos already, your prospective clients may have some formation of who you are and what you do so your voicemail prompt will just be an added impression to that. 

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“How is reading off a script going to make me sound more natural?”

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By using a script and rehearsing it, you will build confidence and the flow will become more and more natural with time. At first you will just be reading it, but once you get used to how the words string together you will be able to tweak it, add in pauses and your own personality. 

Scripts to be altered to fit your practice’s needs: 

Solo Wellness Practice:

“Hello. You’ve reached Molly Hill, Licensed Massage Therapist with Healing Touch. I am currently unavailable to take your call, so please state your name, phone number, and a detailed message after the beep and I will get back with you within two business days”

Solo Mental Health Practice:

Those of you coming from an agency or hospital that are used to saying “Hello you have reached the confidential voicemail of …” be aware that agencies and hospitals pay BIG money to have secure phone lines and neither your iPhone or Android is. Be mindful of the wording you use for your private practices voicemail and maybe try something like this:

“Hello. You’ve reached Shannon Gonter, Licensed Professional Clinical Counselor with Therapy by Shannon. I am currently unavailable to take your call, so please state your name, phone number, and a detailed message after the beep and I will get back with you within two business days. If you are wanting to learn more about my services, please visit www.therapybyshannon.com and schedule your free 15-minute phone consultation online. If this is an emergency, hang up and dial 911 or go to your local emergency room. If you’re not in immediate danger, but you would like to speak with someone, you can reach the National Suicide Prevention Lifeline at 1-800-273-8255.”

Group Practice:

It is highly beneficial in a group practice office to get a voicemail system that allows the caller to leave a private voicemail for each clinician. For example, a client calls, listens to general voicemail message, selects a number, listens to their clinicians voicemail prompt, leaves a private voicemail message, then the clinician can sign in to listen to their messages.  

“Hello. You’ve reached Therapy Specialist of Louisville. We are currently unable to take your call. If you’d like to leave a message for Brad Morris, press one. For Joanna Smith, press two. For Emily Hopkins, press three. If this is an emergency, hang up and dial 911 or go to your nearest emergency room. If you’re not in immediate danger, but would like someone to speak with, you can reach the National Suicide Prevention Lifeline at 1-800-273-8255.”

Before recording:

• Alter the script with your practices name and contact information

• Rehearse your message before recording (maybe even audio record yourself first and play it back to make sure you sound how you want to)

• Find a quiet place to record, with no echo

• Make sure you are holding the phone close to your mouth

• Take a deep breath

• Record

• Be patient with yourself

  • For some it will take more recordings than others, and that’s okay. It may be helpful to read it out loud to a friend or loved one before recording. Then after recording ask another friend to call as if they were a client and listen, providing you with feedback. If you are having a hard time sounding natural, it may help to record yourself with a friend present. Have them stand in front of you during the recording so you can act as if you are just talking to a friend. 

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Like scripts and templates and want more? Check out our office rentals at b.mindful Louisville. With each fully furnished office rental our tenants get full access to all our amenities and our practice building courses. Jam packed with tips and tricks to assist you in building your business including but not limited to detailed scripts and templates for your email and phone calls. Learn more here.