Practical Steps for a Successful Private Counseling Practice

By Jenn Lowe, LPC, LCMHC

Starting a private practice can feel a lot like your first day as a new counselor — exciting, terrifying and full of possibilities. However, it requires careful planning and consideration because there’s no syllabus, no professor guiding your steps and no road map. Yet with thoughtful planning, clear boundaries and consideration, you can create a counseling practice that’s ethical, helpful and successful.  

Make Your Business Easy to Find

Don’t make potential clients hunt to find you. The goal is to be easily accessible so a client can book your services. In today’s virtual environment, it’s important to have an online presence with either a professional website or a business profile that helps you appear in search results in your local area.

Have a Business Phone Number 

Be accessible to clients with a dedicated phone number so they can reach you. A professional, HIPAA-compliant business phone service allows you to add a second phone number through an app on your cell phone. Make sure your voicemail is clear, warm and professional.

Be Intentional with Your Time

Set and maintain your business hours of operation by determining the type of schedule that fits your lifestyle. Be mindful to block time for organizing session notes, eating lunch and participating in professional learning so these essential tasks don’t get overlooked.  

Set Clear Boundaries and Policies

Establish communication boundaries and your business policies early on, as they both protect you and improve client care. Decide how and when people can contact you and create boundaries for yourself around tasks such as following up on business calls or marketing your practice. Working long hours for an extended period of time puts tremendous stress on our mental state, so prioritize rest by scheduling vacations or lighter days to maintain balance and longevity in your career.

Maintain Multiple Types of Documentation

Always have available necessary documents that fulfill your practice’s operational requirements. These include a professional disclosure statement, notice of privacy policies and a practice policies agreement. Also consider including in your practice policies agreement a no-show fee, paperwork fee, court fee, returned check fee, guidelines for separated or divorced parents, termination policies and your practice’s telehealth policy. Other forms you can keep on file are: 

• Sliding scale agreement if you decide to offer lower fee slots to clients who cannot pay your full fee. 
• Release of information form in case a client asks you to coordinate care with a psychiatrist, medical provider or school counselor.
• Good-faith estimate form, which is legally required if you see clients who pay out of pocket without using health insurance. 

Keep Proper Tax Records

A good rule can be to keep business and personal expenses separate by opening a business banking account. Consulting with a tax professional about the necessary deductions can help you keep everything organized for tax season. Even if you're just starting your practice, you can use bookkeeping software to track expenses and tax payments.

Building a successful private practice takes more than clinical skill — it requires planning, structure and balance. By making it easy for clients to reach you, creating a clear online presence, setting firm boundaries and keeping your documentation in order, you can set the foundation for a practice that serves both you and your clients well. With intentional effort, your private practice can be sustainable, ethical and deeply rewarding.

Note: Opinions expressed and statements made in this blog do not necessarily represent the policies or opinions of ACA and its editors.