Year-End Checklist for Behavioral Health Providers in Private Practice
- Ivy Livengood
- 2 days ago
- 3 min read
Setting yourself up for a smoother, stronger year ahead
As the year comes to a close, private practice owners often find themselves juggling clinical responsibilities while also trying to tie up loose ends on the business side. A thoughtful year-end review not only keeps your practice compliant and financially healthy—it gives you a clean slate to step into the new year with clarity, confidence, and intention.
Below is a practical year-end checklist to help behavioral health providers wrap up the year and prepare for what’s ahead.
1. Get Your Practice Ready for Tax Season
Taxes can feel overwhelming, but a little preparation now saves a lot of stress later.
✔ Gather all deductible expenses
EHR subscription fees
Office rent or home-office expenses
Continuing education and supervision
Marketing and website costs
Professional memberships
Office supplies + technology
Services with me!
✔ Reconcile income and expenses• Make sure your bookkeeping software (or spreadsheets) are up-to-date. Double-check that all bank and credit card accounts are reconciled to avoid surprises during tax prep.
✔ Connect with your tax professional early• Slots fill quickly. Now is the time to ask about estimated taxes, quarterly payments, potential deductions, and any changes in tax laws that may affect your practice.
2. Run Your EHR & Billing Reports
Your EHR can be one of your biggest allies at year-end—if you know what to pull.
Key reports to review:
Aging report / outstanding balances: Identify clients who still owe money.
Superbills or claims report: Check for unbilled sessions or claims that need resubmission.
Income summary: Compare monthly revenue trends over the year.
Service utilization: Review no-shows, late cancellations, and session counts.
Once you know what is unresolved, follow up on outstanding balances, send reminders, and finalize end-of-year billing. This is also a good time to check for any open insurance claims and make sure everything is processed before the year ends.
3. Review Policies, Rates & Consent Forms
A new year is an opportunity to tighten up systems and boundaries.
Ask yourself:
Do your session rates need to increase?
Do you need to revise your cancellation/no-show policy?
Are your intake forms, informed consent, and practice policies up to date?
Does your Good Faith Estimate template need updating?
If you plan to implement any changes, give clients clear communication with reasonable notice.
4. Evaluate Clinical & Business Goals
Reflect on where your practice has been—and where it’s going.
Clinical reflections:
What client populations were most rewarding?
Which areas of practice do you want more (or less) of next year?
Are there CEUs, certifications, or trainings you want to pursue?
Business reflections:
How was your caseload balance this year?
Do you need better systems for documentation, scheduling, or billing?
Are there tasks you’d like to outsource to reduce burnout?
Intentional planning helps you build a practice that sustains both you and your clients.
5. Prepare Your Practice for the New Year
A few hours of admin now sets you up for a smoother start in January.
Consider:
Updating availability in your scheduling system
Cleaning up your EHR (archive old clients, update client statuses)
Creating a calendar for CE deadlines, license renewal, and professional goals
Setting revenue targets and reviewing insurance reimbursement rates
Creating or updating your practice budget
If you have a group practice, this is also the time to review onboarding processes, contracts, and staff needs.
Final Thoughts
Your practice is the foundation of your livelihood and the gateway through which clients experience healing. Taking time to review, reflect, and reset at year-end ensures you’re stepping into the next year organized, empowered, and aligned with your goals.
If you’d like support with credentialing, audits, business structure, or private practice consulting, I’m always here to help.
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