Mid-Year Check-In: Clean Up Your Practice Management

We’re halfway through the year — a perfect time to stop, check in with your systems, and clean up anything that’s slowing you down. Whether you’re running a solo practice, managing a group, or overseeing operations for a behavioral health organization, your back-end operations matter just as much as your clinical work.

Check Your Systems

Take a look at what’s working and what’s not. Are your workflows clear? Is your team clear on their roles? Are things getting done efficiently?

Quick system audit questions:

• Do clients move through the intake process smoothly?

• Are you or your team drowning in admin tasks?

• Are you stuck fixing avoidable billing issues?

Helpful tools:

• EHRs like SimplePractice or TherapyNotes

• ClickUp, Trello, or Asana for task management

• Google Drive for organization

Time Block

Time blocking is one of the most underused strategies for business owners. It can help ensure your client care doesn’t come at the expense of running your business.

Ideas to start with:

• Admin Hour – Weekly time to knock out documentation, billing reviews, etc.

• CEO Time – Monthly block for big-picture planning and checking your financials

• Money Check-In – Look at your cash flow. Know what’s come in, what’s pending, and what’s falling through the cracks. I recommend doing this weekly.

Pro tip: If it’s not on your calendar, it probably won’t happen.

Billing & Cash Flow: Clean It Up

Do:

• Verify benefits before the first session OR make it the responsibility of the client to do so (I can help you create a document that instructs clients on how to check their benefits)

• Submit claims consistently

• Follow up on unpaid claims WEEKLY- rely on your EHR reporting functions to manage this

• Check your cash flow regularly

• Know when it’s time to outsource- ASK FOR HELP. Consider investments vs expenses for your business.

Don’t:

• Assume benefits stay the same

• Don’t leave billing to just one person without oversight. Whether it’s you, a team member, or a third-party biller, always have checks and balances in place. Regularly review reports, claim statuses, and payment trends. No one should be the only person who understands your revenue flow.

• Wait until month-end to sort out what went wrong

Stay Organized or Stay Stressed

If your files, passwords, or client info are scattered everywhere, you’re spending too much time hunting instead of leading.

Organizational essentials:

• Client documentation checklists

• Credentialing & billing trackers

• Naming systems that keep digital files tidy

• Monthly operations review (include cash flow!)

A well-run practice doesn’t just happen — it’s built with intention, systems, and boundaries. Don’t wait until the end of the year to clean it up. Check your cash flow, protect your time, and get the support you need.

Let’s make the rest of the year smoother, more profitable, and way less stressful.

Reach out to me if you need help: info@ivyacc.com