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How do you actually build a group practice from scratch? What systems should you set up before hiring your first clinician? And how can project management tools, delegation, and content systems make scaling your practice easier?
In this podcast episode, Joe Sanok and his assistant Jen discuss the practical side of launching Great Lakes Online Counseling, including building workflows, creating systems, onboarding clinicians, and organizing the operational side of a growing group practice.
Podcast Sponsor: Alma
As a clinician, you probably chose this field because you wanted to support people in navigating challenges and finding personal growth. But many mental health care providers end up spending almost as much time on billing, insurance, and other documentation as you do in sessions with clients.
That’s where Alma can help.
Alma supports clinicians in building rewarding private practices—with simplified insurance credentialing in under 45 days, enhanced reimbursement rates, and guaranteed two-week payback.
Plus, a free profile in their searchable, filterable directory—making it easy for clients who are the right fit for your practice to find you.
Learn more about how Alma could support you in building a thriving private practice at helloalma.com/joe.
In This Podcast
- Create systems before scaling
- Use Project Management Tools to Stay Organized
- Build Your Hiring and Onboarding Process Early
- Make Your Marketing Feel Human
- Small Operational Wins Build Momentum
Create Systems Before You Need Them
One of the biggest themes throughout this episode is the importance of building repeatable systems early.
Rather than waiting until things become overwhelming, Joe and Jen discuss setting up processes ahead of time so future growth becomes easier to manage.
“One of the things that’s been really helpful is turning these processes into templates and systems now, because then every future hire becomes easier. Instead of reinventing the wheel every single time, we can automate a lot of the onboarding and administrative side of things.” — Joe Sanok
Some of the systems they focus on include:
- Offer letter templates
- HIPAA documentation
- SOPs and resource folders
- Password management systems
- Intake and scheduling workflows
The conversation highlights how much easier delegation becomes when processes are documented clearly from the beginning.
Use Project Management Tools to Stay Organized
Trello becomes the central hub for organizing tasks, assigning responsibilities, and tracking progress.
Joe and Jen discuss how helpful it is to separate workflows into categories like:
- To-do tasks
- Tasks in progress
- Resources and SOPs
- Completed items
“I’m really enjoying Trello because it’s super user-friendly. It makes it easier to manage tasks, keep track of projects, and stay organized without things getting lost.” — Jen
Build Your Hiring and Onboarding Process Early
Before bringing on clinicians, it helps to have onboarding systems already in place.
“The goal is really to build systems now that can grow with the practice later. Even things like contracts, intake forms, scheduling, and HIPAA documentation become a lot easier when there’s already a process in place.” — Jen
Joe and Jen discuss preparing:
- HIPAA contracts
- Intake systems
- Scheduling workflows
- Headway onboarding
- Contact forms and calendars
A major takeaway from the episode is that every step you standardize now saves time later as the practice grows.
The conversation also highlights the importance of thinking ahead about how clients will move through the practice experience from first contact through scheduling.
Make Your Marketing Feel Human
Joe and Jen also explore how social media can help a new practice feel approachable and relatable before it officially launches.
Rather than relying entirely on polished marketing content, they discuss the value of creating simple, human-centered content that helps potential clients connect with the practice.
Ideas discussed include:
- Short-form video content
- Introductory videos
- Interactive posts and polls
- Content around divorce recovery and rebuilding
“People are literally craving human interaction because AI is taking over so much.” — Jen
The episode encourages practice owners to focus less on perfection and more on creating authentic content that helps clients feel understood.
Small Operational Wins Build Momentum
Throughout the conversation, Joe and Jen repeatedly return to the idea that launching a practice happens one system at a time.
“It’s funny because these things can feel small individually, but every system we put into place now creates momentum for the future. Every little operational win makes the next step easier.” — Joe Sanok
Small operational tasks may not feel exciting in the moment, but they create the infrastructure that allows long-term growth to happen.
Sponsors mentioned in this episode:
Learn more about how Alma could support you in building a thriving private practice at helloalma.com/joe.
Resources mentioned in this episode:
Work with us one-on-one!
Sign up for Group Practice Boss!
Check out these additional resources:
- Joe Sanok’s Inner Critic – with Emily Pagone | POP 1376
- Practice of the Practice Network
- Group Practice Launch
- Group Practice Boss: www.practiceofthepractice.com/grouppracticeboss $149 a month
- PoP Group Practice Owners Facebook Group
- Free resources to help you start, grow, and scale
- Work with us
- Practice of the Practice Network
Meet Joe Sanok
Joe Sanok helps counselors to create thriving practices that are the envy of other counselors. He has helped counselors to grow their businesses by 50-500% and is proud of all the private practice owners who are growing their income, influence, and impact on the world. Click here to explore consulting with Joe.
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