Explore every episode of the podcast Productive Therapist Podcast

If you’ve tried AI and thought “that’s it?”, you don’t need another tool, you need a guide. 🧭

In this quick solo episode, I’m giving you a peek inside Claude for Therapists, a new community to help practice owners use AI for the business side of things. I’ll also share the very first thing we help every member build, and why it changes how useful AI feels almost overnight.

What You’ll Learn

• What you get inside Claude for Therapists and how the community works
• Why a master prompt is the first step to making AI genuinely useful for your practice
• The simple 30-day starting plan we give new members so resources don’t just pile up unused

Resources mentioned:

• Claude for Therapists membership community ($27/month): claudefortherapists.com

Thinking about Google Ads for your practice? Better check your website first. 👀

I sat down with Jamie Reutershan, founder of Therapist Digital Marketing, who spent nearly a decade at Google before focusing only on therapists. Jamie builds conversion-focused websites and runs Google Ads campaigns tied directly to new client inquiries. He learned the hard way that great ads can't rescue a website that isn't ready for visitors.

We get into how to find out if your website is actually working, why Google Ads usually beats SEO when you need clients now, and why AI-generated headshots are a hard pass. Jamie also shares which niches consistently perform well online and which ones struggle.

What you'll learn:

• How to calculate your website's conversion rate, and the 3-5% benchmark you should aim for
• Why your website has to come before Google Ads, and what happens when it doesn't
• Why Google Ads works with you while SEO has you trying to outsmart an algorithm

Resources mentioned:

• Jamie’s website, Therapist Digital Marketing: https://www.therapistdigitalmarketing.com/ 
• Jamie's free niche guide: https://www.therapistdigitalmarketing.com/therapist-niche-guide-2026
• Jamie's DIY website templates for therapists: https://www.therapistdigitalmarketing.com/squarespace-website-templates-for-therapists-psychologists

There are five things every thriving therapy practice has in common.

And most owners are only tracking one of them.

In this episode, I sat down with Cory Polonetsky, VP of Product at Ensora Health, to unpack the 2026 Practice Success Report. Ensora surveyed over 1,100 clinicians (with help from the American Counseling Association) to figure out what actually separates thriving practices from struggling ones. 

The answer? Five domains. And it turns out the gap isn't awareness, it's tracking.

Cory walks us through each domain with real numbers behind it: client outcomes, financial health, practice operations, clinician wellbeing, and client experience. We also swapped some stories from our own experiences (including my confession about the world's shortest clinical note) and talked about where AI tools like Scribe fit into the picture.

What you'll learn:

• Why "no-shows" are the most visible operational problem but not necessarily the biggest one, and what thriving practices do differently about them
• Why client experience ranks as the #1 domain in importance to therapists, even though it's often the most overlooked
• A simple, low-lift way to find out why clients actually stop coming to therapy (rather than guessing)

Resources mentioned:

• 2026 Practice Success Report: https://insight.ensorahealth.com/practice-success-report/
• Ensora Health: https://ensorahealth.com/
• Theranest: https://ensorahealth.com/product/theranest-mental-health/ 

Is Google Ads actually worth it for your practice, and if so, how do you know you're doing it right? 🤔

This week, Uriah talks with John Sanders of RevKey, who's spent years running Google Ads almost exclusively for therapists (90% of his clients, to be exact). He breaks down what a solid return on ad spend really looks like, the handful of mistakes that quietly burn through budgets, and why most practice owners are better off leaving this one to the pros.

If you've tried Google Ads before and gotten burned, or you're just starting to wonder if it's worth exploring, this episode will help you think about paid search a lot more clearly.

What you'll learn:

• What kind of return on ad spend is realistic for a well-run Google Ads campaign
• The two biggest budget-draining mistakes therapists make — including targeting the wrong household incomes
• The minimum monthly budget you actually need to see results

Resources/Links:

• Check out RevKey to learn more. 
• Find out more about our services at https://productivetherapist.com/

Key Timestamps

• 02:23 John's Marketing Journey
• 07:00 Google Ads Expectations
• 09:49 Budget and ROI Math
• 14:02 Common Google Ads Traps
• 17:03 DIY vs Hiring Experts
• 21:08 Build Beyond Yourself
• 24:41 AI and Search Changes
• 32:58 RevKey and Wrap Up

AI is everywhere in private practice right now, from note-takers, chatbots, scribing tools… you name it. 

But how do you actually know what's helpful, what's hype, and what you need to think through first? 🤔

This week, Uriah sits down with Samantha Schalk, founder of Guardian Clinical Essentials, to talk through exactly that. With 20+ years in behavioral health (and a practice of her own), Samantha turns confusing compliance jargon into stuff you can actually use — no law degree required.

What you'll learn:

• The PHI myth almost every therapist believes (spoiler: removing a client's name doesn't make it "de-identified")
• Why a website that says "HIPAA compliant" isn't proof of anything — and what you actually need on file
• Why chasing HIPAA "perfection" is the wrong goal, and what to focus on instead

Resources mentioned:

• Learn more and grab free HIPAA resources: guardianclinicalessentials.com
• Need help with your intake process? Book a free strategy call at productivetherapist.com

Ever feel like you're starting from scratch every time you open Claude or ChatGPT? 🤔

In this solo episode, Uriah shares a simple fix: the "Master Prompt." 🎉

Fresh off a three-hour presentation to testing psychologists in Fort Collins, Colorado, Uriah built a free tool to help practice owners give their AI assistants real context about who they are and how they run their business. 

This is the key to making every AI conversation feel like talking to someone who already knows you!

What you'll learn: 

• What a "Master Prompt" is and why it's the single best first step for getting better results from AI
• How to to build your own Master Prompt in about 15–20 minutes
• Exactly where to paste your Master Prompt in Claude (Settings → General → Instructions for Claude) or ChatGPT (as a source document in a Project)

Try the Master Prompt here: http://crafted.productivetherapist.com

Book a 1:1 AI strategy session with Uriah: http://productivetherapist.com/consulting

Visit the website: https://productivetherapist.com/

Timestamps:

00:00 Intro + the Master Prompt Idea

01:57 Tool Walkthrough

03:22 Set Up in Claude + ChatGPT

04:36 More Free Tools

05:19 Wrap Up and Support

Cleaning your inbox feels great.

But is it actually moving your practice forward? Or is it just... busy work in disguise? 👀

That's the question at the heart of this episode. Uriah sits down with Brittany Shank, LCSW, 20-year military veteran, mom of four, and owner of Solace Counseling, a 13-clinician group practice in Fargo, North Dakota.

She's also the founder of "I'm Here," a client check-in app she built because she got bored one day and decided to just... make something.

Brittany and Uriah dig into the real difference between busy and productive, and it's not what you'd think.

Spoiler: it has a lot to do with vulnerability, dopamine, and why you'd rather reorganize your inbox than have that one hard conversation you've been putting off.

This conversation will make you rethink your to-do list. In a good way.

A things you'll learn:

Why "busy" often masks avoidance, and how to spot the difference between a task that's genuinely urgent and one that's just a comfortable distraction.

How to reduce the emotional labor behind your admin tasks (templates, systems, and delegation can save you more than just time).

Why the truly productive stuff usually feels a little scary, and why that's actually a good sign.

A few quotes:

"Busy is easy. Busy gives us a really good dopamine hit in the moment. Busy is usually what gets in the way of being productive."

"Usually the vulnerable thing is the productive thing."

"Build a system that reduces emotional labor as well as administrative labor."

A few links:

Solace Co Directory

Solace Counseling

Your admin team is about to get superpowers. 🦸

Here's a fun fact that'll make your jaw drop: in 2024, more people went to a behavioral health appointment than a primary care one. That's never happened before. 

Therapists, you are in demand.

Here's a less fun fact: Americans spend something like $960 billion a year just on healthcare admin. Not clinicians. Not care. Just the paperwork behind the paperwork.

So what happens when someone builds a practice automation platform specifically to close that gap?

Listen to this episode to find out.

Justin Ith, co-founder and CEO of Aria, joins Uriah to talk AI, automation, and why "human in the loop" isn't going anywhere anytime soon — even as the tools get scary good.

Top 3 things you'll learn:

Not all AI is created equal. There's generic AI (your Claude, your ChatGPT, your Gemini) and there's purpose-built AI for practice-specific problems. Knowing which tool solves which problem is half the battle.

The "big hospital" advantage is shrinking. Deep benefits verification used to take a human several minutes of digging through portals. Aria does it in 11 seconds — the kind of automation that used to be exclusive to billion-dollar health systems, now available to a 10-clinician group practice.

AI won't replace your team — it'll supercharge them. The future isn't fewer people, it's fewer openings as your existing staff's capacity grows. You still need someone to "drive the car," as Justin puts it — these systems aren't perfect, and they're not fully autonomous.

A few quotes:

"You have to not just love the problem — you really have to love who you're trying to help. That's the one consistent through line."

"The average person would take a couple minutes. We do it in 11 seconds."

"These tools are not intentionally designed to replace you. They're intended to empower you."

A few links:

Head to heyaria.com/productive for one month free on Aria's practice reporting tool — Justin's gift to Productive Therapist listeners.

Find out more about our services at https://productivetherapist.com/

Ever feel like your group practice is running you instead of the other way around?

Yeah, you're not alone.

That's why Uriah sat down with his friend Whitney Owens, founder of Wise Practice Consulting and one of the smartest group practice owners he knows, for her fifth time on the show. They got into the systems that keep a growing practice from turning into chaos, and the kinds of overwhelm almost every owner runs into along the way.

In this episode, they talk about the first systems you need to get right (intake, billing, and hiring), why hiring for values beats hiring for experience, the real reasons group practice owners feel so overwhelmed, and how a solid team and good SOPs can give you the freedom to step away when life calls for it.

Whether you're in year one or year ten, building your first systems or fine-tuning the ones you've got, this one will help you grow without burning out. 🎙️

If you've ever felt a little weird about asking people to book a call on your website, you're in good company.

Asking someone to book a call can feel salesy. Pushy. Kind of the opposite of why you became a therapist in the first place. So this week Uriah sat down with Kat Love, founder of Empathy Sites, who's spent 11 years building websites for therapists, to talk about calls to action and why they're so much kinder than they feel.

Her big reframe? A clear next step isn't a sales tactic. It's compassion. If someone's in pain and you know how to help, the warm thing to do is hold out your hand and show them the way. Hit play, and you might never look at that little button the same way again. 🎙️

Links:

• Empathy Sites: Therapist websites that help right-fit clients say "yes, this is my therapist." 
• SimpleIntake: All-in-one mental health CRM with a 24/7 AI receptionist 
• Productive Therapist: Virtual assistants who know the therapy world

Are you losing potential clients simply because no one got back to them fast enough? This episode is for you!

Join Uriah as he walks you through why your intake process might be quietly costing you clients... and exactly what to do about it. It's not a marketing problem. It's not a clinical problem. It's an intake problem, and the good news is it's totally fixable.

Links:

• SimpleIntake.ai: AI-powered intake CRM for therapists 
• Productive Therapist: Find the best solution for your practice. 
• Watch the workshop

You don't have to love numbers to benefit from them.

That's kind of the whole point of this episode. Uriah sits down with Jeff Bourque: data nerd, group practice husband, and the guy who basically built a dashboard so good that his wife's therapist friends started knocking on his door. Three years later? It's a whole business.

Jeff spent over a decade wrangling million-row datasets for hospital corporations and companies like Sony and HealthTrust. Then his wife Kelly launched Red Therapy Group in 2019, and Jeff did what any self-respecting data guy would do: he built her a dashboard. Kelly's practice owner friends saw it, wanted one, and the rest is history. Now Jeff helps group practice owners stop flying blind and actually see what's happening in their businesses.

This one's a little in the weeds, in the best possible way. 🤓

Links:

• SimpleIntake, all-in-one mental health CRM with a 24/7 AI receptionist 
• Therapy Intake Pro, expert training for your intake coordinator, level up their skills, increase your conversions
• grouppracticedashboards.com, grab a free 30-minute consult, no commitment, just a conversation about what you'd actually want to see.

You didn't start your practice because you love spreadsheets. You started it because you wanted to help people.

In this episode, I sit down with James Childress, CPA, and founder of CAC Advisors, a financial advisory firm built specifically for therapy practice owners.

James's perspective is one I hadn't heard framed this way before: the revenue cycle starts at the inquiry, not the invoice.

That first phone call, that first contact form; that's already a financial decision. Most practices are treating it like admin, and it's costing them.

He breaks down his wish list vs. strategy filter, three green lights you can check today even if your books aren't perfect, and why the financial decisions that matter most happen before you ever send a bill.

Links:

• CAC Advisors, financial guidance built for mental health practice owners 
• SimpleIntake, all-in-one mental health CRM with a 24/7 AI receptionist 
• Therapy Intake Pro, done-for-you intake coordination with US-based, HIPAA-trained specialists

What happens when someone finally works up the nerve to call your practice?

Someone who's been sitting with something heavy for weeks. Maybe months. Who talked themselves out of reaching out over and over again. Who finally said, "Okay, I need help," and picked up the phone. 

That moment is everything.

And what your practice does in the next few minutes (or hours) determines whether that person becomes your client or ends up on someone else's intake form.

In this episode, Uriah shares a story that kind of changed how he thinks about all of this (a personal one, from the other side of the phone) and then breaks down a framework that completely reframes intake. Not as an admin problem. As a care problem.

This is the AI Receptionist Blueprint. 🎙️

https://productivetherapist.com/blueprint/

This week's guest is Lisa Catallo, group practice champion. 

Nobody hands you a leadership manual when you start a group practice. You just... figure it out. Or you don't. 😬 Lisa Catallo figured it out, twice, and now she helps other group practice owners do the same.

Lisa Catallo is a psychotherapist turned business coach who helps Canadian therapists build profitable, sustainable group practices, without losing their minds (or their values) in the process. She's the founder of the Group Practice Network, host of the Empower to Lead podcast, and someone who has genuinely lived the messy, beautiful, complicated journey of building not just one but two group practices from scratch.

And fun fact, she got her master's degree the week she turned 50. Late bloomer energy, fully activated. 🌟

Ever wonder if your intake process is quietly costing you clients?

Yeah, we hear that a lot. That's why in this episode, Uriah is tackling the real problem practice owners keep running into — not marketing, not clinical skills, but intake. Specifically, what happens in that critical window between someone reaching out and someone actually responding.

We're talking about the stats that will make you rethink everything. The four solutions most practices try. The honest pros and cons of each. And the one combination that actually works: AI for speed, humans for care.

These aren't hypothetical scenarios. This is what's happening in group practices every single day. So we figured it was time to lay it all out, plain and simple. Hit play, and find out what your intake process has been missing.

Ever wonder if AI actually belongs in a therapy practice?

Yeah, we get that a lot.

That's why in this episode, I'm sitting down with Luci to tackle the real questions practice owners are asking before they take the leap with Simple Intake; the AI-powered intake system built specifically for mental health practices.

We're talking about stuff people are actually nervous about. The "but what if my clients hate it" fears. The phone number drama. The crisis call scenarios. All of it.

These aren't hypothetical questions. These are the conversations we're having every single day.

👉 Curious about what AI intake could look like for your practice? Learn more at productivetherapist.com/simpleintake

Ever wonder what AI tools are actually worth your time, and which ones are just hype?

Yeah, same.

That's why I'm pulling back the curtain on the 4 AI tools I use every single day to run Productive Therapist and InTune Family Counseling.

In this episode, I'm walking you through Claude (my go-to for basically everything), Gemini (underrated until recently, trust me on this one), Wispr Flow (the dictation tool that types faster than I think), and SimpleIntake, which is doing things I honestly didn't expect, like booking calls at 6:30am while I was still asleep.

These aren't tools I'm testing. These are tools I can't work without.

If you've been curious about AI but don't know where to start, or you're already using some of these and want to go deeper, this episode is for you.

Check it out at productivetherapist.com/simpleintake.

Ever find yourself drowning in software subscriptions and wondering if there's a better way?

Yeah, me too.

That's why I wanted to pull back the curtain and show you exactly what's in my 2026 tech stack: the tools that actually run both InTune Family Counseling and Productive Therapist.

In this episode, I'm walking through my practice management tools, team collaboration setup, phone system (and why I don't recommend what I currently use 😬), and how SimpleIntake replaced SIX different platforms I was paying for.

The best part? I'll share my golden rule for choosing tech tools that'll save you from the shiny object syndrome.

Whether you're building your first practice tech stack or looking to simplify the one you've got, this episode will help you make smarter choices.

Want to see SimpleIntake in action?

Check it out at productivetherapist.com/simpleintake.

Ever feel like you're running on empty trying to do it all yourself?

I used to feel that way too!

That's exactly why I finally hired an executive assistant, and within a week, she freed up 5-10 hours of my time. Wild, right?

In this episode, I'm breaking down the four support services that truly unlock growth in your practice (plus two that are nice to have).

We're talking about the kind of leverage that doesn't just save you time, it actually opens up opportunities you didn't even know were waiting for you.

Whether you're a solo practitioner white-knuckling it or a group practice owner trying to scale past that 3-5 clinician mark, this one's for you.

Want more options?

Check out our business directory for providers across all these categories.

And if you’re curious about our intake and admin support, let’s talk.

In this episode, I sit down with Wendy McSparren, licensed clinical social worker, group practice owner, and co-founder of Admirra, a CRM built specifically for mental health practices.

Wendy’s story is one of my favorite kinds, she didn’t wake up one day and decide to build software.

She was living inside the chaos of running an insurance-based group practice during the pandemic and simply needed a better way to survive it.

When the tools on the market didn’t fit the reality of how therapy practices actually operate, she and her husband (a software engineer) built what they couldn’t find.

Links:

Admirra - CRM for mental health practices

Westmoreland Psychotherapy Associates

Ever feel like you're drowning in intake calls while trying to actually run your practice?

You're not alone. In this episode, Uriah sits down with Luci Carrillo, Productive Therapist's Director of Operations, to talk about how virtual assistant services can transform your intake process and give you your life back.

Luci walks through the typical journey of a growing practice owner (spoiler: it involves a lot of stress and challenges) and explains how a dedicated intake specialist can handle everything in between the first contact and the first session.

Whether you're a solo practitioner feeling the squeeze or running a 45-clinician practice that needs serious support, this conversation will help you figure out if a VA is the right move for you.

If you're tired of checking emails at 9:30 PM and wondering if you missed another potential client, this episode is for you.

Book a strategy call with Luci to explore how our team can help you grow without the overwhelm.

At Productive Therapist our virtual assistant team turns calls & clicks into clients.

Every single day.

Therapists want to know how we do it. We get asked all the time for our secret sauce.

Here’s the thing.

Creating a great first impression is vital. A potential client’s first interaction with your practice is key to helping them know, like and trust you.

A good call script is an important first step in optimizing your intake process.

In this episode Uriah breaks down the 7 elements of the Magic Call Script and explains the intention and importance of each one.

It's a short listen, but a good one!

Download our Magic Call Script HERE.

What if you could replace ALL your marketing with a single story?

And grow your practice with less effort.

Yes, please. Sign me up.

If that sounds awesome and almost too good to be true, give this episode a listen.

I interviewed Kris Jones, a storytelling expert who turns expertise into sales success. 

She has a background working with major brands like Adidas, Nike and Guinness. She was also hand selected for mentorship by StoryBrand's Donald Miller. 

Kris explains how a single, compelling story can transform your marketing efforts and significantly increase your revenue. 

And she shares her proven story selling system that helps businesses scale effectively without the need for endless content.

Don't miss this one.

Hope you enjoy the episode!

Find out more about Kris Jones and her services at Red Door.

And of course, check out the amazing resources over at productivetherapist.com.

Ever wonder what happens when you listen to 10+ hours of business podcasts a week?

You might just end up with a seven-figure group practice. 🎯

Dr. Leah Clionsky wasn't kidding around when she decided to double down on business strategy. While most of us are trying to squeeze in one podcast episode during our commute, she turned podcast consumption into a full-blown business accelerator—and the results speak for themselves.

In this conversation, we dive into Leah's entrepreneurial origin story (spoiler: it started at age 7 with possibly the best birth announcement ever), how she's using podcasts as her MBA program, and why she likes to stay "slightly terrified all the time."

Plus, we talk about the creative rush of launching new things, the systematic magic that makes running multiple podcasts feel easy, and why curated content might just be your secret weapon in 2025.

What you'll hear:

• The unusual path from birth announcement to seven-figure practice owner
• How to actually implement what you're learning from podcasts (not just consume them)
• The power of experimentation when things feel uncertain
• Why being slightly terrified might be good for business

Whether you're podcast-curious or podcast-obsessed, this one's worth your time.

Connect with Leah:

• Worth It Practice Podcast
• Sign up for her free newsletter (seriously, do it—it's curated gold)
• Educated Parent Podcast

Nicole McCance is back for round two! She's a psychologist turned business coach who scaled her practice to 55 therapists and multiple seven figures in just three years—with twin toddlers at home. She sold her clinic in year four and retired as a psychologist in year five.

In this episode, we dive into:

• Nicole's five-step scaling method
• Why you MUST systemize before you delegate (or you'll regret it)
• The power of email marketing for client retention
• Overcoming the identity shift from therapist to CEO
• The future of group practice ownership and why Nicole's optimistic about what's ahead

Key takeaway: The fundamentals of scaling haven't changed: systemize your operations, stay consistent with what works, and tune out the noise about what's coming.

Also, listen to episode 198 - How to Scale to a 7-Figure Group Practice

Connect with Nicole:

• Podcast: The Business Savvy Therapist
• Weekly live masterclass on the five-step scaling method

Perfect for therapists ready to scale by working smarter, not harder.

You know AI could help your practice, you just don't know where to start.

Most therapists are either overwhelmed by AI or ignoring it completely. But there's a sweet spot in the middle where AI becomes your secret weapon for getting more done while avoiding burnout.

In this episode, I'm sharing the top 5 ways you can use AI in your practice in 2026. (#5 is definitely my favorite!)

What You'll Learn:

1. Write your clinical notes – Stop working late by using AI to draft your notes in minutes instead of hours. Tools like Berries, Blueprint, SimplePractice's Note Taker, TherapyNotes' TherapyFuel, and Quill can transform your documentation workflow.

2. Get 24/7 business coaching – Build an AI Advisory Team that gives you expert help with marketing, finances, and strategic planning without the hefty price tag. I'll tell you about Sam, Brenda, Jason, and Steve (my AI team members).

3. Enjoy marketing again (or at least hate it less 😅) – Use AI to write blog posts, create email campaigns, and generate social content in your voice. You edit and approve, but the heavy lifting is done.

4. Speed up every admin task – From sorting your inbox to creating email templates, AI can help you reclaim 5+ hours a week by handling the busywork.

5. Never miss another call – Your AI receptionist can answer every single call and respond to every chat instantly, 24/7/365. This solves the #1 problem all practice owners face: missing new inquiries.

Resources Mentioned:

• Clinical Notes: Berries, Blueprint, SimplePractice Note Taker, TherapyNotes TherapyFuel, Quill
• Business Coaching: Claude, ChatGPT
• Marketing: Claude, ChatGPT, Canva AI, Ideogram, Google AI Studio
• Admin Tasks: Claude, ChatGPT, Fyxer
• AI Receptionist: SimpleIntake

Pick ONE of these to try this week. Just one. Start small, test it out, and see if it saves you time or makes your life easier.

Remember: AI isn't about replacing the human connection in therapy. It's about freeing you up to provide more of that human connection to the people who need it most.

Ready to never miss another call? Check out SimpleIntake and see how it's changing the game for practices tired of missing calls and losing clients.

I've been testing AI Receptionists with dozens of therapy practices.

Here's what I'm learning.

The good, the challenging, and the surprising.

What's tricky:

👉 Some therapists worry their clients aren't ready to talk to AI about therapy.

👉 Setup takes some patience, it's not 100% plug-and-play (yet).

👉 Complex scenarios (cancellations, routing to specific staff) can be tricky to configure.

What's working:

✅ Response time drops from hours (or days) to seconds, for every single call.

✅ We can get an AI Receptionist up and running in a few days and it requires very little time or effort for the practice owner.

✅ The quick response plus consult booking features are a game changer, especially for busy admin teams. Quite an elegant solution.

✅ This tech is brand new and improving weekly. What works well now will work brilliantly soon.

If you're getting 10+ inquiries a week and hate missing calls, this might be your new favorite tool.

Every call answered. Every client connected. That's the goal.

Want to experience it yourself?

Listen to a few AI demo calls and talk to my team about your specific setup.

http://productivetherapist.com/info/

Tired of being the chief fire-putter-outer in your practice?

In this episode Emily Ferguson shows you how to stop living in the weeds and start leading like the visionary you're meant to be.

What Emily Does

She helps practice owners stop firefighting and start running profitable practices. Get out of the weeds, be the visionary.

Services:

• Operations manager services (temporary or long-term)
• Intake coordinator training (50%+ conversion rates)
• Client retention training (aiming for 90%+ retention)
• Comprehensive business coaching (rates, metrics, hiring, SOPs, the works)

The Big Mistake

You're stuck doing admin tasks instead of leading your practice. Solution: Get an operations manager who actually knows the therapy business.

Do This Week

Calculate your retention rate. Under 90%? Figure out why some therapists retain clients better than others. (Hint: therapeutic alliance + smart processes)

The Real Talk

Hire someone with expertise who solves problems, not just someone who follows instructions. Short-term investment, potentially hundreds of thousands in long-term profit.

Reach out to Emily at confidentprivatepractice.com for a free consultation + resources.

Meet Your New AI Receptionist (No Benefits Required) 🤖

After 7 years of saying "sorry, we don't do live answering," we are announcing SimpleIntake, our AI-powered solution that finally answers your phones 24/7.

The backstory: Every since Productive Therapist began in 2018, practice owners have been asking if we can live answer their phones. It was never possible, until now.

Enter SimpleIntake: The AI receptionist that never sleeps, never takes lunch breaks, and definitely never calls in sick with "food poisoning" after a long weekend.

Here's what it actually does:

• Answers calls 24/7 with full knowledge of your practice
• Knows your fees, insurance, specialties, and policies
• Books consultation calls directly with your human intake coordinator
• Includes an AI chatbot for your website (that people actually want to use!)
• Comes with a full HIPAA-compliant CRM if you want the whole enchilada

Most importantly: This isn't replacing your intake team, it's making their lives better and their jobs easier. The AI handles the "Do you take Blue Cross?" questions at midnight. Your human coordinator handles the heart-to-heart connection work during business hours.

The numbers: $97/month + 19¢ per minute vs. $2-4 per minute for call centers. Yup, the math checks out.

Ready to never miss another call? Listen to demo calls and sign-up at productivetherapist.com

This is an exciting time for the team at Productive Therapist. And we are excited to help more therapists connect with more clients. Thanks for listening!

People need your help.

Every day they're calling, texting, searching... and landing in voicemail purgatory. 🤦🏻‍♂️

Picture this: Sarah calls at 11 PM after a panic attack. Your AI receptionist answers immediately, gets her info, and schedules her with your intake coordinator first thing tomorrow morning.

How It Works:

1. AI receptionist answers 24/7
2. Human intake coordinator connects and schedules
3. Your practice is there when people need you most

The AI knows EVERYTHING about your practice—fees, insurances, modalities, policies. It answers their questions AND seamlessly hands them off to your caring human team.

They called 10 practices. Yours was the only one that answered.

That's a win-win. ✨

Listen to a few demo calls: simpleintake.ai

Tired of avoiding your practice numbers?

Nate Hendrikse from Navigator Bookkeeping gets it & he's here to help therapists turn financial fear into financial confidence.

What we cover:

• Why therapists dodge their financials (hint: it's not about being bad at math)
• The 15-minute monthly check-in that changes everything
• Simple tracking that actually works

This week's action step: Start a basic dashboard. Track visits, cash in, cash out. That's it! 🎯

The money quote: "I can't tell you how many times therapists thought they had a terrible month, then we looked at the numbers and it was actually pretty good."

Connect with Nate:

• Website: navigatorbookkeeping.us
• YouTube: Free therapist-specific resources
• LinkedIn: Nate Hendrikse

AI Voice Dictation Apps: My New Secret Weapon for Getting Stuff Done

Ready to 4x your writing speed? (Yeah, I said 4x!) 🚀 In this episode, I'm geeking out about AI-powered voice dictation apps that have completely changed how I work. Spoiler alert: I literally can't function without these anymore.

What You'll Learn:

• Why AI dictation apps beat regular voice-to-text (hint: they actually make you sound smart)
• My honest comparison of Super Whisper vs. Wispr Flow
• How I use these tools for everything from emails to AI conversations
• An easy HIPAA-compliant way to write therapy notes faster
• Live demo of how ridiculously fast this actually works

Key Takeaways:

✅ Super Whisper (Mac only) vs. Whisper Flow (all devices) are both game-changers

✅ Auto-formatting and grammar fixes happen on the fly

✅ Perfect for collaborating with AI tools like Claude and ChatGPT

✅ Wispr Flow has a free tier with 2,000 words/week

✅ HIPAA-ready option available for therapy notes

The Bottom Line: If you're still hunting and pecking your way through emails, you're doing it wrong. This isn't just about typing faster, it's about thinking out loud and letting AI clean up the mess. Trust me, once you try this, there's no going back.

Links Mentioned:

• Super Whisper
• Wispr Flow

Pro Tip: Start with the free version of Whisper Flow and see how it feels. Your keyboard might get jealous, but your productivity will thank you! 😉

In this episode of the podcast, Uriah chats with Greg Higdon, owner of Grow The Books, a bookkeeping service dedicated to helping therapists manage their finances with confidence. Greg shares the most common financial mistakes he sees therapists making, the benefits of having regular check-ins with a knowledgeable bookkeeper, and how outsourcing your books can actually give you more clarity, confidence, and peace of mind as a practice owner.

Whether you’re a solo practitioner or run a group practice, this conversation is full of valuable tips and simple steps you can take to get a better handle on your cash flow—all so you can focus on what you do best.

Ready to stop guessing about your business finances? Listen in for practical advice and insights you can implement right away!

Resources mentioned:

• Grow the Books
• Productive Therapist Directory

Don’t forget to subscribe, leave us a review, and check out more support resources at ProductiveTherapist.com.

📊 If you've ever lost a potential client in a Google Sheet maze, this one's for you.

In this episode, I'm chatting with Brent Stutzman from TheraSaaS—a guy who watched his wife's therapy practice drown in spreadsheets and said, "Nope, there's gotta be a better way."

Spoiler alert: there was.

We're talking about the moment when 80 people on a waitlist and color-coded chaos became a streamlined, lead-converting machine. But this isn't just another "buy our software" pitch.

It's a real conversation about the mistakes that are costing you $4-6K monthly (yep, that's what falling through the cracks looks like), why 85-90% of your leads are closing via text (not email, friends), and how your intake coordinator could save an hour daily with the right system.

Plus, we dive into why transparency matters, how to stop playing hide-and-seek with your leads, and why flying blind on your conversion data is like driving with a blindfold on. 🚗💥

If you're tired of wondering "Did they ever call that lead back?" or watching your intake team drown in manual tasks—this episode's your wake-up call and solution, rolled into one.

▶️ Hit play and let's turn that spreadsheet chaos into CRM clarity.

Find out more about Brent Stutzman and TheraSaaS:

Check out TheraSaaS at https://therasaas.com

Schedule a demo and see what's possible for your practice

🤖 If you’ve ever opened ChatGPT and thought, “Wait... is this cheating?”—you’re not alone.

In this episode, I’m sitting down with Greg Goodman—founder of Goodman Creatives, marketing wizard, and one of the first folks in the therapy space to say, “Yep, AI’s here, and it’s actually kinda amazing.”

But this convo? It’s not a “rah-rah robots are taking over” fest.

It’s a grounded, nuanced, actually kind of inspiring exploration of how AI (specifically large language models like ChatGPT) is changing the way therapists show up in the online world—ethically, intentionally, and maybe even… joyfully? 😄💻

We also talk transparency, consent, HIPAA (yep, that again), and how your philosophical stance on AI might shift once you realize it can give you your Saturday back. 

So if you’re a therapist who wants to market ethically and efficiently, or you’re still feeling a little icky about handing over your writing to a robot—this episode’s your warm hug and reality check, all in one.

Grab your favorite beverage and get comfy. Let’s decode the ethics, artistry, and opportunities of AI—together.

▶️ Hit play and let’s dive in.

Find out more about Greg Goodman and the work he is doing:

Check out Greg’s Website https://goodmancreatives.com

Goodman Creatives on Facebook https://www.facebook.com/GoodmanCreatives/

Follow Goodman Creatives on Instagram https://www.instagram.com/goodmancreatives

Connect with Greg on LinkedIn https://www.linkedin.com/in/greggoodman10044/

Subscribe on YouTube https://www.youtube.com/@goodmancreatives

Have you ever felt allergic to networking events? 

Allergic to being “the brand,” or just plain overwhelmed by the loud, shiny world of online business… you’re gonna want to hear this one. 👀✨

Because in this episode, I’m sitting down with Dr. Melvin Varghese—psychologist, podcaster, and the original Quiet Builder.

Now, Melvin didn’t take a single business or marketing class. No MBA. No corporate blueprint. Just a deep love for meaningful work, a steady commitment to service, and a whole lotta curiosity. And yet—he built one of the most respected platforms in the therapist world. (Hi, Selling the Couch fam 👋)

So, how did he do it?

Spoiler: no dance reels required. 💃🚫

Instead, Melvin shares the story of how growing up between two cultures—India and the U.S.—shaped his perspective on legacy, leadership, and building a business with roots and reach. He talks about the power of building around your energy (not your ego), why margin is the unsung hero of a sustainable business, and what it means to grow something that outlives you.

From seeing a man handcraft combs on the side of the road in India, to reflecting on his great-grandfather’s selfless act of feeding an entire village during wartime, Melvin threads it all together in a way that’ll make you pause… and maybe even tear up a little. (I did. No shame.)

This episode isn’t a pep talk—it’s a grounded conversation with someone who’s been through the hustle, hit pause, and chose to build something sustainable instead. Think of it as a gentle nudge to look inward, reassess what you really want, and maybe start planting something of your own.

So whether you’re burned out from client work, exploring new offers, or just craving a business model that doesn’t drain your soul... this one’s for you.

To find out more about Melvin and the work he's doing, check out the following links:

Selling The Couch https://sellingthecouch.com

Listen to Melvin’s Podcast https://selling-the-couch.captivate.fm/listen

Connect with Melvin on LinkedIn https://www.linkedin.com/in/melvinvarghesephd/

Let’s be real - most therapists were trained to be the calm in the storm. Stay grounded. Stay humble. Stay in your neatly labeled little lane. 🙃

But what happens when a therapist doesn’t play small? When she starts questioning shady practices, calling out corporate nonsense, and using her voice online to shake things up?

Well, it looks a lot like Candice Thompson.

In this episode, Candice shares how a casual preschool drop-off convo turned into a deep dive into LinkedIn... and how LinkedIn turned into a platform for advocacy, viral posts, and a growing chorus of therapists who are done being quiet.

Candice is a licensed marriage and family therapist in CA & OR. She considers herself a well-rounded generalist, with twenty years of experience in the field of mental health; fifteen practicing psychotherapy. 

This episode is your permission slip to take up space. To speak your truth. To remember that you are the expert—and your voice matters.

Whether you're curious about dipping your toe into LinkedIn, dreaming of private practice, or just trying to keep your head on straight in a loud (and sometimes sketchy) industry, this convo is a breath of fresh air.

So grab your coffee (or LaCroix—we don’t judge) and get ready to feel fired up. 💬✨

Find out more about Candice here:

https://candicecandelaria.com

https://candicecandelaria.com/dateology

https://www.linkedin.com/in/candice-thompson-lmft/

What if the structure of your group practice is actually holding you back?

The hierarchy. The unspoken rules. The way you’ve always done things. It might be time to shake it up.

In this episode, I talk with therapist, consultant, and unicorn-in-human-form Sarah Buino about the dysfunction that shows up behind the scenes in group practices — and what to do about it.

Sarah runs Group Practice Revolution, a bold new platform that supports both practice owners and employees. 

She’s on a mission to rebuild group practice culture from the ground up — with more transparency, collaboration, and heart.

We dig into the real issues: power struggles, trust breakdowns, and why doing your own inner work isn’t optional if you want to lead well.

Whether you're a seasoned owner or just starting your group practice journey, this conversation will stretch your thinking — and maybe even spark your own mini-revolution.

To find out more about Sarah and the work she’s doing, check out the following links:

https://grouppracticerevolution.com/

https://www.headheartbiztherapy.com/

Consent isn't just paperwork.

It's protection, prevention, and partnership.

You might be surprised to hear this, but informed consent is your #1 risk management tool.

It's also an underrated way to provide better care to your clients.

This is your invitation to revisit your informed consent process.

Maybe even rethink the way you're using it in your practice.

What happens when a social worker turned lawyer teams up with a clinical psychologist?

Listen to this episode to find out.

Clinical experts Dr. Karen Pavlidis and Fran Schopick from The Working Alliance share powerful insights on creating consent processes that are intentional, relational, and legally sound.

Whether you're a solo therapist or leading a group practice, this conversation will change the way you think about consent—and help you sleep better at night.

You’ll learn:

• Why consent is more than a signature—it's the foundation for trust, boundaries, and safer client relationships
• How transparent onboarding and over-communication can protect your practice and prevent future ruptures
• How ongoing consent conversations support clarity and safety when working with teens, families, or in high-conflict cases

Visit https://theworkingalliance.com/ to learn more and use coupon code PTFANS25 to get 25% off their document package.

Sometimes, strangers from the internet make the best business besties.

Sounds weird, but it’s true.

Growing a private practice can be super lonely. And super hard.

But the right community? It can make all the difference.

Like the old saying goes:

“If you want to go fast, go alone. If you want to go far, go together.”

That’s exactly what I talked about with my friends Christy Pennison and Stephanie Korpal from The Practice Collab.

In this episode, we dive into the power of community, collaboration, and accountability for practice owners—and why you don’t have to figure it all out on your own.

We cover:

• How authentic relationships can fuel your business growth
• Practical tips for finding your people—online and IRL
• Why advice from people who get it beats anonymous internet threads every time

Oh—and there were plenty of laughs mixed in with the strategy.

Hope you enjoy this one!

What if you could replace ALL your marketing with a single story?

And grow your practice with less effort.

Yes, please. Sign me up.

If that sounds awesome and almost too good to be true, give this episode a listen.

I interviewed Kris Jones, a storytelling expert who turns expertise into sales success. 

She has a background working with major brands like Adidas, Nike and Guinness. She was also hand selected for mentorship by StoryBrand's Donald Miller. 

Kris explains how a single, compelling story can transform your marketing efforts and significantly increase your revenue. 

And she shares her proven story selling system that helps businesses scale effectively without the need for endless content.

Don't miss this one.

Hope you enjoy the episode!

Find out more about Kris Jones and her services at Red Door.

And of course, check out the amazing resources over at productivetherapist.com.

This is one of my favorite frameworks.

The 3 keys to productivity

1. Elimination
2. Automation
3. Delegation

I've been talking about this for years. All the way back to episode 10 of the Productive Therapist Podcast! 

But now it's 2025 and I have an update.

The 3 keys . . . powered by AI.

You're a caring therapist and you love connecting people to helpful resources.

Especially counseling services that can change their lives.

Me too!

In this episode I break down an almost perfect intake call that I did a few years back.

Grab our FREE resource, the Magic Call Script to learn the exact words to say to turn more callers into happy therapy clients.

Also, text a friend or colleague and tell them about the Productive Therapist Podcast!

Fake it until you make it.

Not great advice when it comes to business finances.

For many years, I was just winging it. Using my undeveloped instincts to make financial decisions. Oh boy!

That is until I built my money team and gained the financial knowledge I needed.

It has made all the difference in the world.

In this episode I interview Carla Titus, the CEO of Wealth & Worth Within. Our conversation was both fun and informative.

Here are the 4 things you will learn:

1. Understanding gross margins and net profit
2. Effective compensation structures for group practices
3. How accountability drives profitability
4. How a CFO can help you grow your business

Visit Carla's website to learn more and sign up for her email newsletter.

Working with a virtual assistant can be a huge hassle.

Or it can change your life.

Listen to this episode to avoid the most common mistakes and find success working with a virtual assistant.

Also, learn how Uriah used Notebook LM to create this engaging podcast episode from his online course, The Virtual Advantage.

An effective follow-up process will absolutely increase your conversion rates!

People are busy and life is full.

Also, many people are somewhat ambivalent about starting therapy.

Your consistent helpful follow-up might be just the nudge they need to follow through on getting help.

This episode provides some simple tips to improve your follow-up process.

For access to our full course on streamlining your intake process, check out Intake Accelerator.

At Productive Therapist our virtual assistant team turns calls & clicks into clients. Every single day.

Therapists want to know how we do it. We get asked all the time for our secret sauce.

Here’s the thing.

Creating a great first impression is vital. A potential client’s first interaction with your practice is key to helping them know, like and trust you.

A good call script is an important first step in optimizing your intake process.

In this episode Uriah breaks down the 7 elements of the Magic Call Script and explains the intention and importance of each one.

It's a short listen, but a good one!

Download our Magic Call Script HERE.

You should fire your intake coordinator.

Here me out.

I found a way that you can save money and still provide great client care.

No, I'm not talking about replacing a human with artificial intelligence.

Something a bit more unexpected.

Empowering your clinicians to do their own consultation calls.

For many practices this would be a huge change.

But, you might be surprised how well it could work out for you.

In this episode I talk with John Clarke about his recent experiments with changing up his intake processes.

Removing the need for an intake coordinator.

Completely revamping the client journey and seeing some positive results.

John has a group practice in San Francisco and has also been a business consultant for therapists for many years.

I always enjoy talking to him and learning from his insights.

Top 3 thing you will learn:

1. How to increase your conversion rates
2. While saving money by replacing your intake coordinator
3. And empowering your clinicians to do their own initial consults

A Few Links:

• Magic Call Script
• Calm Again Counseling
• Private Practice Workshop

You are losing potential clients by responding too slow.

Uh-oh!

If it was humanly possibly . . .

You and I both would answer every single call on the spot.

We would respond to absolutely every email and text within minutes.

Of course that's not super realistic.

Still, there are some great ways to increase your response time to new inquiries.

In this episode we share tips for solo practices and group practices.

If you want to grow your practice with more happy clients, don't miss this episode.

Top 3 things you will learn:

• The impact of outstanding client care
• 3 quick response tips for solo practices
• 3 quick response tips for group practices

A few quotes:

"The first person that they actually speak to, is likely to be the practice that they go with."

"It takes so much courage for someone to pick up the phone for the first time and call a therapy practice. You want them to feel like they're seen and heard as a human being."

A few links:

• Well Received
• Intake Accelerator
• The Power of Online Scheduling
• 14 Qualities of a Great Intake Coordinator
• Quiz - Are you ready for an intake coordinator?