Why You Need Business Systems for Your Private Practice

Many people don't realize how much more work it takes to run a group practice or a private practice, especially as the practice owner. There's physical work, mental energy, and emotional labor of the practice. It can all take a huge toll when it feels like no one cares about it as much as you do, or that you can't trust anyone to do it the way you would.

So many practice owners fall into that boat. They know they are the most invested person in their business. They are afraid to delegate because they're worried about quality control. And often, I see practice owners buying into the number one fallacy of business ownership: If I'm doing the work, that means the work is free! But it has a cost, even if you don't see that dollar value when you run payroll.

It costs your time (which is also money). It costs your peace of mind, which you can't put a price on. Unintended costs like added stress, less time with family or friends, overworking, and over-functioning in your business can also be in play.

You don't want to be that practice owner. Create systems to keep yourself from overworking.

To avoid all that, what I like to do is break the practice into five systems:

1. Front Office, which usually consists of incoming calls, intakes, reception, and medical records.
2. Back Office, which is your accounts payable, accounts receivable, your billing, things like that.
3. The Marketing System, which has your social media, your website, community events, etc.
4. The HR System, which includes hiring, onboarding, terminations and disciplinary action, and retention of staff.
5. Finally there's the Clinical System which is includes retention of clients and the client's progress.

You have to think about the systems and processes that are going to be in each one of those five categories. Who's going to operate each of those systems, and how are you going to keep the whole practice as efficient as possible? Because if you now have more employees who are requiring your time, attention, and energy — all that is exhausting. You have to have those systems in place, so you're not spending additional time, energy, thought, etc to make everything function.

Most of the time, as individuals or as solo providers, we think we're super efficient. I certainly thought that about myself when I started! But many of the systems that I used for myself didn't work once I had five, ten, fifteen or twenty therapists!

Know there's going to be a time when you have to dedicate yourself to the business in order to grow the way you want to. That's part of it.

Growing a successful business requires dedication and hard work, and there are specific areas where your attention and commitment will be crucial for growth. For instance, implementing effective strategies to expand your customer base and reach new markets will demand thoughtful planning and execution. Building strong systems to streamline operations, such as automating processes or optimizing supply chains, will improve efficiency and scalability. Additionally, nurturing your team by investing in their professional development and creating a positive work culture will lead to higher employee satisfaction and productivity. While these efforts might demand sacrifices in the short term, the long-term rewards will be worth it. Embrace this phase with determination, knowing that your dedication will pave the way for a thriving and prosperous future for your business. Remember, the journey to success is a marathon, not a sprint, and your commitment is what will propel you forward. 

Next Steps

• Looking for more systems guidance? Check out Systemizer School! This 8-week class helps business owners dominate through order and efficiency!
• Looking for hands-on support in your healthcare business? Mindsight Partners is the only expert-led membership program for group practice owners looking to scale their business.
• Need more from Kasey? Her book Fix This Next for Healthcare Providers is out now! Grab your copy from Amazon.