Book Strategy Call Thanks for grabbing this amazing resource!
I know these templates will help you save time as you organize your practice and build your team.
Feel free to reach out to us at [email protected] if you have any questions.
The table of contents below is linked, so you can find what you need quickly.
Admin Staff
1. Magic Call Script
This is our intake call script. You can make changes based on the specifics of your intake process, but this will save you some time as you create your custom call script.
2. Client Referral Log
Here's a spreadsheet with two options, one for collecting only the essential info and one that has more detailed categories.
3. Admin Onboarding Checklist
This is the basic template that we use to onboard and train new virtual assistants at Productive Therapist.
4. Conversion Tracking Document
This is a simple document that allows you to track your conversion numbers each month and also see the annual totals as the year progresses.
5. Intake Process Mind Map
This is a visual representation of the various contact points for new clients and how we handle the process.
6. Clinician Specialties Spreadsheet
This is a handy spreadsheet that will give your intake coordinator access to important info for scheduling new clients.
7. Day In The Life Template
This is a template that we use for all the practices we support. It provides a snapshot of the practice info as well as the important tasks that get handled by the admin.
Practice Owner
8. Employee Manual
This is the entire employee manual for InTune Family Counseling. Go ahead and make a copy so you can make your own edits to serve the needs of your practice.
9. Admin Assistant Job Description
Here's the admin job description that we use to hire new virtual assistants. You might need to make a few adjustments for the needs of your practice.
10. Admin Annual Review
Here’s the outline of our annual review process for our team of virtual assistants. Overall, we keep it fairly simple with a series of insightful questions.
11. Therapist Annual Review
Here's the detailed annual review that we use with our team of therapists. There are sections for the employee to fill out as well as their direct manager.
12. Client Satisfaction Survey Questions
This is the client satisfaction survey that we send to new clients within a week of their first appointment. You can re-create this survey on Google Forms or another platform.
13. Performance Improvement Plan
This template will be helpful when you need to formally address issues with employee performance. It provides structure for the entire process.
14. SOP Outline
Here's the top level outline for our standard operating procedures. Certain sections are only available to the leadership team and others are available to the whole team.
15. Interview Questions
Here's a list of the interview questions we use when hiring clinicians. We also added a ton of other great questions that you can choose from.
16. Client Retention Checklist
This checklist covers each stage of the therapy process with specific tasks. Following these steps will help your clinicians keep their clients engaged in therapy.
17. Tasks To Delegate Checklist
Here’s a list of many tasks you can outsource in your group practice. It’s not comprehensive, but it will give you some ideas about what you can delegate.
18. 5 Ways To Make More Money
Here are the 5 ways to make more money that I share with my team. I want to support them in making as much money as possible and also give them options.
19. Client Care Plan
This is a helpful structure for the therapeutic experience that can be shared with clients at the beginning, middle and end of treatment.
20. Admin Offer Letter
This is the offer letter that we send to new hires for the administrative assistant position. We use this in combination with our employee manual, instead of a contract.
