What should you outsource first as your therapy group practice grows, and when are you actually ready to hand those responsibilities to someone else?

In this episode of The Therapist Business Growth Podcast, I’m sharing the first four responsibilities I handed off, when I hired my first admin, and what I would prioritize if I were starting today.

I’ll also explain which parts of leadership you should continue managing yourself as your team grows.

What You’ll Learn in This Episode

When to Hire Administrative Support: How your team size, workload, personality, and capacity can help you decide when it is time to bring in an admin or virtual assistant.

What to Outsource First in Your Group Practice: Why billing and credentialing, your website, referral management, and paperwork are the four areas I would prioritize today.

What Practice Owners Should Continue Managing: Why hiring, staff check-ins, and team meetings still need your voice and leadership as you build your team.

Episode Timestamps

• (00:54) - The first four things I outsourced and what I would do differently today
• (03:40) - Hiring my first admin four months after my first therapist
• (04:56) - Outsourcing referral management and consult scheduling
• (10:41) - Creating a system for client and insurance payments
• (14:00) - Handing off paperwork and schedule management
• (19:12) - The four things I would outsource first today
• (28:18) - What group practice owners should keep managing themselves

Top Takeaways on What to Outsource in Your Group Practice

1. Hire Support Before Your Systems Become Overwhelming

I hired my first admin four months after hiring my first therapist, when we had grown to a team of five. Around three or four therapists is a good time to consider administrative support.

Hiring early allows someone to learn your processes and strengthen them as the practice grows.

2. The First Four Things I Would Outsource Today

Step 1: Billing and credentialing. Hire someone who can track claims, resolve denials, verify coverage, and make sure you get paid.

Step 2: Your website. Invest in a professional website that attracts clients, supports referrals, and represents your brand.

Step 3: Referral management. Create a system for responding, following up, scheduling consultations, and tracking conversions.

Step 4: Paperwork. Assign someone to manage consent forms, releases, record requests, and other essential documentation.

3. Keep Leading Your Team

Continue managing hiring, staff check-ins, and team meetings during the early stages of growth.

Your first therapists need to understand your expectations, feel your investment in their success, and see the culture you’re building. You can develop other leaders as the practice grows.

Resources

✨ Instagram: @dranahitabanoo

✨ Website: dranahitabanoo.com

✨ Solo to Group Practice Accelerator

✨ Freedom First Group Practice Accelerator

✨ Get your free marketing audit to help fill your caseload

✨Jane App Referral Code/Link: https://signup.jane.app/ (code: ANAHITA1MO)

Work With Me

Ready to build a profitable group practice that gives you more freedom and time outside the therapist chair? Explore my Group Practice Accelerator programs above or reach out directly.

🎙️If you want to fill your life with more motivation and belief that scaling a multi million dollar group practice is possible for you too, then hit subscribe and share this podcast with your therapist bestie!

Disclaimer: This podcast is for educational purposes only and is not a substitute for therapy, supervision, or legal or financial advice.