Running the administration of a therapy practice

Why admin deserves a system

Most sole practitioners don't set out to run a small business, but that's what a practice is. Admin that lives in your head, a paper diary and three email threads tends to leak into evenings. A simple, consistent system protects your time and your clients' information.

Scheduling

• Keep one diary as the source of truth, and link each appointment to the client and the note.
• Agree a cancellation policy at contracting and write it down, so it's never a difficult conversation later.
• Send reminders in a way the client has agreed to, and keep their content minimal: a time and a place, not the reason for the appointment.
• Block time for notes, supervision and breaks, not just sessions.

Contracting and consent

A clear written agreement at the start sets expectations on fees, cancellations, confidentiality and its limits, how you keep records, and how to contact you between sessions. Keep a signed or acknowledged copy with the client's record, and revisit it if anything changes.

Records and retention

• Store records securely, with access limited to you, or to the people in your practice who need it.
• Decide in advance how long you keep records after therapy ends, based on your professional body's guidance and your insurer's advice, and apply it consistently.
• Have a plan for what happens to records if you're unexpectedly unable to practise.
• Keep supervision and CPD records alongside your practice admin, so they're ready when your body asks.

Invoicing and money

Issue receipts or invoices consistently, keep them for Revenue, and reconcile payments weekly rather than at year end. Whether VAT applies to your services, and whether clients can claim relief, depends on your circumstances, so check with an accountant or Revenue rather than assuming.

A weekly routine that works

1. After each session: write the note, record attendance and any payment.
2. End of each day: check tomorrow's diary and approve any outstanding note drafts.
3. Once a week: reconcile payments, follow up cancellations, and review clients due a progress review.
4. Once a month: back up or export what you need, and tidy documents that should be archived.

Mira Practice brings the diary, client records, notes and progress reports into one workspace. This guide is general information; Your professional body (for example the IACP, PSI, IAHIP or ICP), your supervisor and, as statutory registration is introduced, CORU set the standards that apply to you.