Spring Clean Your Private Practice: A 2025 Refresh for Therapists Who Do It All
There’s something about spring that whispers: start fresh. And in private practice, that invitation can be more than just a tidy office—it’s an opportunity to recalibrate your systems, reset your mindset, and make sure your business is working for you, not the other way around.
After all, you didn’t build your practice just to stay buried in to-do lists and outdated policies. You built it to do meaningful work, with clarity and purpose. So let’s give your practice a deep, strategic spring cleaning—one that touches every corner of your business, from compliance and finances to forms and workflows.
Here’s your 2025 Private Practice Spring Cleaning Guide—because you deserve a practice that’s as healthy and resilient as the care you provide.
Start with the Essentials: Legal & Compliance Check
1. Opt Out of Medicare (If Necessary)
As of 2024, LPCs and LMFTs are now recognized Medicare providers. If you do not want to accept Medicare, you must formally opt out—otherwise, claims submitted by clients could create issues.
2. Review Your Insurance Panel Info
Now’s a great time to log in to each insurance portal you’re credentialed with and confirm:
Your address and NPI are up to date
Your services and availability are accurate
Your rates reflect what you should be earning
(Pro tip: This is a great time to request a raise!)
Refresh Your Finances
3. Update Your Budget & Review Subscriptions
Print out the last 3 months of statements and look for:
Services you no longer use
Subscriptions that snuck in quietly
Opportunities to consolidate or cut costs
4. Evaluate Your Current Rates
Have you given yourself a raise recently? Are there clients paying significantly below your current fee? It might be time to re-evaluate and realign.
Ethical and values-driven practices can still be financially sustainable. It’s okay to earn more while continuing to serve well.
Update Your Forms, Fees, and Files
5. Review and Update Policies
Policies should be reviewed annually. Make sure you’ve included:
A clear cancellation policy
A credit card on file policy
Updated contact info, fees, and telehealth consents if applicable
6. Resend Forms to Long-Term Clients
Anyone who’s been with you over a year should re-sign your documents. And don’t forget those teens who turned 18—they now need to sign as adults.
7. Inactivate Old Clients
If it’s been a while since you heard from someone:
Reach out to reengage, if appropriate
Or send a discharge notice and close the chart
This also helps clean up your EHR and your emotional bandwidth.
Tidy Up Your Digital Presence
8. Update Your Website
Are your services, fees, and groups listed correctly?
Do your booking links work?
Is your headshot current?
Ask a friend to go through your site—they’ll often catch things you miss.
9. Review Online Directories
Make sure your information is accurate and consistent across platforms like:
Psychology Today
TherapyDen
Alma
Headway
Open Path
Your state licensing board
Update fees, accepted insurance, bios, and photos.
10. Refresh Your Google Business Profile
If you haven’t claimed yours, do it now—it’s free and improves local search visibility. If you already have one, update:
Services
Office hours
Photos
Announcements
11. Edit Your Voicemail & Email Signature
Make sure everything is current. Add helpful info like:
How to book an appointment
Your updated fees
The 988 Mental Health Crisis Line
Streamline Your Systems
12. Fix What’s Bugging You
What process keeps tripping you up? What do you keep saying you’ll fix when you “have time”?
This is your time.
Maybe it’s:
Your client intake flow
Your note templates
How you manage referrals or supervisees
Scheduling and reminders
Small tweaks now can save you big headaches later.
13. Clean Up Digital Clutter
Archive old Google Drive folders
Delete outdated form templates
Reorganize your EHR
Automate or template recurring tasks
A digital clean-out can reduce stress and boost efficiency.
Reconnect with Your Mission
Let’s zoom out for a moment.
Are you still working with the clients who light you up?
Are there services you’re offering out of obligation instead of alignment?
What would make your work feel more joyful this year?
Spring isn’t just about getting rid of what’s broken. It’s about making space for what you actually want to grow.
You Don’t Have to Do It All at Once
If this list feels like a lot—it is! But you don’t have to tackle it in a weekend. Pick one area a week, or even just one task a day.
The goal here isn’t perfection. It’s clarity. It's leadership. It’s building a practice that actually supports the life and mission you’ve chosen.
Your work is sacred. Your time is valuable. And your practice deserves to run as beautifully as the care you give every single day.