Products I Swear By for a Successful Private Practice

Beginning a private practice can be one of the most rewarding experiences, but it can also be overwhelming to know where to start. Thankfully, there are products and services available to support new business owners and help them get up and running. In this article, I will discuss the essential products and services that I use on a daily basis in my own private practice. From necessary office supplies to communication tools, this list will provide an overview of what is needed to successfully launch a private practice.

DISCLAIMER: Some of the links on this website are affiliate links, which means that I may earn a commission if you click on the link or make a purchase using the link. When you make a purchase, the price you pay will be the same whether you use the affiliate link or go directly to the vendor’s website using a non-affiliate link.

For your convenience we have listed our affiliate partners here: Amazon, Headway, Alma, Kate Doster, Elizabeth Goddard, Tonic Site Shop, Branden Drake, Canva, Mailerlite, ConvertKit, WordHero AI, ThriveCart, Airtable, System io, SimplePractice.

Though the products may not created by us, our opinions of the products are entirely our own. We only recommend products that we love and stand behind in hopes they help you as much as they helped us. By using the affiliate links, you are helping support this website, and I genuinely appreciate your support as it helps me to continue to create content such as this.

Legal Stuff

If you are going to start a business, you might as well do it right so you protect yourself. Make sure you are protected with the proper license, insurance, and state requirements.

For creating your contracts it is best practice to have them reviewed by a lawyer. One way to save big bucks is to draft your own contract then have it reviewed by an attorney, saving you billable hours since they do not need to create one from scratch.

Brandon Drake LLC’s Contract Club is the best, most comprehensive, legal resource I have seen online and has template wording for service based contracts (and more). This is a great and affordable (at time of writing this post, it is $30 LIFETIME access) resource to get you started in contract writing.

Note: SimplePractice also has sample contracts you can use when you sign up for their services.

Creature Comforts

Creature comforts may not seem essential to business, however when you think about how much time you spend at work, it is important to feel comfortable in what is essentially your home away from home. Creature comforts provide comfort and convenience for yourself, as well as clients (if running an in person office).

Creature comforts create a sense of pride in the work place, which makes you more likely to be productive. In addition, comfortable chairs or desks not only improve posture but also prevent fatigue from long hours in the office.

Creature comforts such as soundproof walls or noise-cancelling headphones also reduce distractions that may interfere with concentration in addition to maximizing client privacy. By providing yourself with personalized creature comforts, you are fostering a positive work environment and increase productivity by building a space where you WANT to be, vs feeling you NEED to be.

The list I have below outlines the creature comforts I use for my online business. Know that everyone’s wants and needs are different and that though these are my recommended essentials, they may not be yours. Use this list as inspiration and a thought playground to ask yourself, “what would build a workspace that promotes comfort, creativity and productivity” for you?

Note: If you are building an in person practice, there may be additional things to consider such as furniture, décor, and office accessories. Think about the atmosphere you want to create for your client’s and what is needed to build that space. Most likely you want the area to feel warm and comfortable but not distracting. (in a post COVID world, you also probably want things that are easily cleaned as well). Create an inviting atmosphere for clients when they visit the office or workplace — a cozy waiting area with comfortable seating can make a lasting impression on potential customers that could lead to future business opportunities.

• Yeti for drinks (keeps me tea hot and water iced all day long)
• Bigelow Herbal Tea (Hot tea is my instant comfort. Great between sessions but also something that I keep handy when I know I will be entering a particularly challenging session and use it a personal grounding tool so I stay on my A game)
• Desk fan (keeps me cool without having to cool an entire room)
• Hand Lotion (another great instant grounding tool between sessions. Bonus points if scented)
• Electric tea kettle
• Snacks
• Chapstick
• Mini fridge (I bought this during maternity leave when I was nursing my daughter so I didn’t have to go up and down stairs at night, and now that I have it I will never go back. Now that I am no longer nursing, it has made a permeant home in my office for drinks, snacks, and even hilled hand cream on hot summer days)

Technology

Technology plays an integral role in the success of any business. It is important for businesses to have reliable, competent, and useful technology systems in place to ensure that they can remain competitive and successful.

Having a reliable technology helps you stay on top of day-to-day operations by allowing you to connect with clients quickly and efficiently. This can help boost client satisfaction which will strengthen your reputation (work of mouth is by far the best referral).

• Alma (Alma and Headway are billing and networking platforms for therapists that consistently fills my practice with clients. Click the hyperlinks for a complete review on my experience with Headway and Alma.)
• SimplePractice Electronic Medical Record (for a complete review on my experience with SimplePractice, click here)
• Computer — I use an Acer Aspire V Nitro. I like the gaming computers for the speed and video quality for telehealth.
• Google Voice (be sure to use the paid business version and sign the BAA for HIPAA compliance)
• G-Suite — I use it for email, I know other therapists that use it for note taking. Here is a Facebook group dedicated to how to use Google for therapy practices. Be sure to use the paid business version and sign the BAA for HIPAA compliance.
• Bluehost and WordPress for website creation and hosting
• Psychology Today (for both obtaining referrals and as a backup telehealth platform)
• Zoom (HIPAA compliant professional Zoom is included in the Alma membership fee)
• NASW Risk Retention group for malpractice and cyber insurance
• For income and expense tracking created and use: Excel Accounting Tracker for Mental Health Professionals

Networking and Marketing

The ability to network and market a business is essential for any company looking to thrive in today’s competitive marketplace. Having reliable, competent, and useful networking and marketing services is critical for a business to reach its full potential. Furthermore, implementing successful marketing strategies can help create an effective brand image that resonates with target audiences.

In order to take advantage of these opportunities, companies need access to reliable, competent, and useful networking and marketing services. Such services should include well-defined SEO (search engine optimization) strategies designed specifically for each company’s needs as well as guidance on how best to leverage social media campaigns or email lists.

• Wordhero AI — content creation and website copywriting is essential yet a long and detailed process. Wordhero AI helps to speed up the process x5 as fast as if you did it all yourself. I use it for brainstorming, title creation, and cleaning up paragraphs.
• Mailerlite— ideal for email marketing but important to know that it is not HIPAA compliant so I do not recommend using it for your active client list
• Facebook ( for my list of influential Facebook groups for private practice owners, click here)
• LinkedIn
• PO Box (an address is needed for any email marketing as well as to use Google My Business)
• Canva — for social media images and pins
• SEO Optimized Keywords to rank in Googles top pages

Continuing Education

Continuing education is a necessary and vital part of running a successful therapy business. Not only does it keep the therapist current on industry changes and trends, but continuing education also helps the therapist to stay up-to-date on best practices in their field. It can make the difference between providing effective care or not.

For therapists, continuing education is important to maintain professional certification and licensure requirements, as well as developing new skills that may be useful in their practice. Continuing education programs offer valuable insights into new developments in the field, including resources for research, techniques for helping clients, tools for improving outcomes and more. Furthermore, attending workshops or conferences can provide an opportunity to network with other professionals in the therapy community. This allows therapists to exchange ideas about therapeutic approaches and treatments that may be beneficial to their clients.

• For a complete list of my favorite books, please review the below blog posts:
  • Discover which books topped the list for mental health topics this year! 
  • Best Books to Read on Common Mental Health Topics
  • Therapeutic Children’s Picture Books to Help with Anxiety, Depression, and Trauma and More
• Amazon Prime — when you are stumped on a client you need resources fast. I am hooked on Prime’s 2 day shipping to get any physical books sent to me ASAP
• Amazon Audible — as a mom, audiobooks are my primary way of getting in reading throughout the day. I love these headband headphones and use them with my Audible account to listen to my favorite therapy books.
• Hoopla (FREE digital books, magazines and videos through your local library)
• Libby (FREE digital books, magazines and videos through your local library)
• NASW membership for CEUs and up to date info
• PESI is also a wonderful tool for workshops and courses but be sure to check with CEU eligibility (I know NJ NASW does not approve of PESI course)
• Alma— at the risk of sounding like a broken record, Alma is my one stop shop for many things, CEUs included. Between the discussion groups and monthly webinars hosted by NYU Silver, Alma has provided me with more education then I ever expected to get from a “billing” company

Physical Products

• Either a safety deposit box or fireproof safe— NJ NASW standards state that client records must be held for a minimum of 7 years. Those records, active or discharged, must be kept in a safe spot and the best way to guarantee that is under lock and key.
• External Hard Drive (make sure it is physically small enough to fit in the lock bock you pick)

Documentation Templates

Documentation templates can be incredibly helpful in streamlining these administrative duties, providing a consistent and organized approach that makes it easy to keep track of essential details.

By having pre-defined fields with standard formatting, it’s easier to quickly enter and store all relevant information in one place. Additionally, documentation templates provide an efficient way for clinicians to collaborate on cases since all team members have access to up-to-date, easy to read information, keeping everyone is on the same page.

I created these for my practice after years of workshops, mentoring, and old fashioned “trial and error.” I finally came up with the “perfect” templates that I have been using consistently in my practice for the past 3 years. I have listed them below so you now can use them for your practice or you can view the product page here.

• Biopsychosocial Intake Template
• Discharge Note Template
• SOAP Note
• DAP Note
• Treatment Plan Template
• Treatment Plan Review Template
• Client Session Summary Sheet
• Client Letter Templates (Includes: 3 Discharge Letter Templates, 4 Excessive Absences Templates, 1 Request for Medical Records Letter, 2 Insurance Requests for Services, 1 Patient Notification of Insurance Authorization Denial letter)
• Ultimate Therapy Documentation Bundle

The below Weily Progress note planners are great when you are stumped as to what to include as interventions in your SOAP and DAP notes. These work great in conjunction with the above listed templates.

• The Child Psychotherapy Progress Notes Planner
• The Adolescent Psychotherapy Progress Notes Planner
• The Adult Psychotherapy Progress Notes Planner
• The Severe and Persistent Mental Illness Progress Notes Planner

Not sure where to start when developing a treatment plan? I use the below Weily Progress note planners when I am stumped as to what to include as interventions in the SOAP and DAP notes. These work great in conjunction with the above listed treatment plan and treatment plan review templates.

• The Family Therapy Treatment Planner
• The Complete Adult Psychotherapy Treatment Planner
• The Adolescent Psychotherapy Treatment Planner
• The Addiction Treatment Planner
• The Child Psychotherapy Treatment Planner
• The Couples Psychotherapy Treatment Planner
• The Parenting Skills Treatment Planner
• The Severe and Persistent Mental Illness Treatment Planner
• The Crisis Counseling and Traumatic Events Treatment Planner
• The Co-Occurring Disorders Treatment Planner
• The Family Therapy Treatment Planner
• The Group Therapy Treatment Planner
• The Social Work and Human Services Treatment Planner
• The Suicide and Homicide Risk Assessment and Prevention Treatment Planner
• The Veterans and Active Duty Military Psychotherapy Treatment Planner
• The Juvenile Justice and Residential Care Treatment Planner

Client Resources & Homework

• DSM 5-TR
• Homework Planner(s)– great for inspiration as well as the flexibility to print and use as is with clients
  • Child Psychotherapy Homework Planner
  • Adolescent Psychotherapy Homework Planner
  • Grief Counseling Homework Planner
  • Adult Psychotherapy Homework Planner
  • Group Therapy Homework Planner
  • Veterans and Active Duty Military Psychotherapy Homework Planner
  • Parenting Skills Homework Planner (w/ Download) 
  • Family Therapy Homework Planner
  • Addiction Treatment Homework Planner
• Client Session Summary Sheet
• Insight timer (Its FREE! There are some paid products on the app but there are literally thousands of free options. I have yet to find a reason to have to pay anything and have been using this app for the past 6+ years)
• Gratitude logs

Office Supplies

• Ergonomic Mouse
• Mousepad
• Desk
• Do not disturbed sign — I personally like that they have the red and green coloring for the extra visual representation in case people do not read the sign
• Headset — A must have for telehealth sessions to reduce background noise. Also works great when dictating notes into Word
• Chair
• Whiteboard — I use this to map out my to-do list and priorities using the Eisenhower method
• Rocketbook — my go to notebook when I listen to conferences or am taking notes in a meeting. It allows me to easily create PDFs to store online. Important to note that it is not HIPAA compliant so no PHI please
• appointment planner
• Post Its
• Business bank account