Feeling Stretched Thin? 7 Pain Points Every Therapist Faces
Jamie Letcher • July 16, 2025
Booked, Burnt Out, and Behind on Admin? You're Not Alone.
Private practice is a dream for a lot of therapists. Until you realize just how much of it has nothing to do with therapy.
Suddenly you're not just a clinician. You're a receptionist, an admin, an accountant, a website manager, a digital marketer, and tech support.
Most of the therapists we work with aren’t struggling because they lack experience or motivation. They’re struggling because they’re carrying too much. Trying to stay on top of everything with a color-coded calendar, a few email templates, and whatever energy is left at the end of the day.
If you’re feeling behind, scattered, or just plain tired, this is your reminder: you're not doing anything wrong. You're just doing too much on your own.
You don’t need to scale your practice with a course or a podcast or a personal brand if that’s not what you want. Growth doesn’t have to mean going bigger. Sometimes growth means getting the right support so your practice feels more sustainable. More steady. More human.
So let’s talk about where the overwhelm is actually coming from. Here are six of the most common pain points therapists bring to us when they’re finally ready for support.
1. Your inbox never stops.
Emails from new clients, old clients, insurance companies, and intake forms are constantly flooding in. Even when you have a few minutes between sessions, responding thoughtfully feels impossible. And the longer you wait, the heavier it gets.
2. You can’t respond quickly enough.
You want to be responsive, but your plate is too full. Calls go to voicemail. Emails sit unanswered. It’s not that you don’t care (you care deeply) but it's hard to keep up. And then you start feeling guilty on top of everything else.
3. Payments are slipping through the cracks.
You’re losing track of who’s paid and who hasn’t. Following up on late payments feels awkward, even though it shouldn’t. You don’t want to be the “money person,” but it’s hard to keep letting it slide.
4. Everything feels a little disorganized.
You have folders, templates, sticky notes, and probably a spreadsheet or two, but it’s still chaos behind the scenes. You’re constantly jumping between tasks, forgetting things you meant to follow up on, or rewriting the same emails over and over again. You know there’s a better way to run things, but it’s hard to slow down long enough to fix it.
5. Your website feels out of date.
You’ve grown as a therapist, but your website hasn’t kept up. Maybe you threw it together when you first launched your practice, or maybe it just doesn’t reflect where you are now. Either way, it’s not doing your work justice.
6. You never feel caught up.
No matter how hard you work, you’re always behind. You’re reacting to what’s urgent instead of planning ahead. The idea of resting feels more stressful than helpful because you know it just means playing catch-up later.
7. You’re doing all of this alone.
There’s no one else checking for typos or confirming client forms or managing your calendar when you’re away. It’s just you, trying to carry the weight of an entire practice with no buffer. And you’re exhausted.
If any of this sounds familiar, you’re not broken and you’re definitely not lazy. You’re just maxed out.
If you’re craving more consistency, more clarity, and more room to breathe, we’d love to help you get there.
At Wellnix, we support Canadian therapists by stepping into the background of your practice so you can step back into your role without everything else pulling at you. From admin and billing to client intake and website support, we build systems that make your workday smoother and less draining.
You’re still the heart of your practice. But you don’t have to carry every piece of it by yourself.
Want to improve client retention in your therapy practice? These simple admin habits, like rebooking reminders and consult follow-ups, can help clients stay engaged and coming back.
Should you hire an admin for your therapy practice or work with a virtual assistant instead? Here’s how to decide and why more Canadian therapists are choosing VAs.
Running a private practice means wearing a lot of hats, and that includes making sure your phone system works just as hard as you do. Whether you’re a solo therapist or managing a group practice, having a secure, professional, and easy-to-use phone setup can make a big difference. But with so many options out there, how do you know which one’s the best fit for your practice? We’ve rounded up three of the most popular phone systems used by Canadian therapists and ranked them based on features, price, and overall ease of use. 1. OpenPhone: Best for Growing Practices 🏆 Price: Starting at $17/month CAD Platform: Desktop and mobile app (iOS and Android) OpenPhone is one of the most therapist-friendly options out there, especially if you’re growing a team or planning to. It gives you a dedicated business number that works from both your computer and phone, so you’re never tied to one device. You can call, text, send voicemail, and even share access with a team member (like a virtual assistant). Why Therapists Love It ✔️ Seamless call and text integration ✔️ Shared inbox (perfect if you work with an admin) ✔️ Canadian numbers available ✔️ Voicemail transcription ✔️ Easy to use and scale Heads-Up To ensure PHIPA compliance, you’ll want the Business plan and a signed BAA if you work with clients outside of Ontario too. Best For Therapists who want a professional, flexible setup that can grow with them. 2. Fongo Works: Best Free Option 🏆 Price: Free (basic version) Platform: Desktop and mobile app (iOS and Android) Fongo has been a staple for Canadian therapists who want a professional number without the extra monthly cost. You can get a Canadian number for free, use it for calling and texting, and upgrade if you want features like voicemail transcription or call recording. Why Therapists Love It ✔️ It’s free ✔️ Works on your phone and computer ✔️ Easy to set up and start using ✔️ No separate phone needed Things to Note Fongo doesn’t offer as many integrations or shared access features, so it may be better suited for solo therapists. Best For Therapists just starting out or keeping costs low. 3. Telus Business Connect (by RingCentral): Good for Large Teams Price: Starting at $35/month CAD Platform: Desktop and mobile app (iOS and Android) Telus Business Connect is a robust option built for businesses that need more traditional phone infrastructure. It’s a solid choice if you have a larger clinic with multiple therapists and want more advanced call routing and team features. Why Therapists Use It ✔️ Established provider ✔️ Good for clinics with multiple locations ✔️ High-quality call system ✔️ Option to integrate fax and conference calls Drawbacks It’s pricier, has a steeper learning curve, and may be more than you need if you’re a solo or small group practice. Best For Larger group practices with complex needs. Our Verdict For most Canadian therapists, OpenPhone and Fongo are the clear winners. If you're ready to invest in a sleek, scalable solution, OpenPhone is worth it. If you’re just starting out and need something simple and affordable, Fongo is a great choice. Want help setting up your phone system or managing client calls? Wellnix offers virtual assistant support tailored to Canadian therapy practices so you can spend more time with clients, not troubleshooting tech. ✨ Book a free consultation today to learn more! ✨
Thinking about starting a therapy blog? Here’s how the right posts can boost your SEO, connect with clients, and support your private practice.
Do therapists really need a website? This post explains why it matters and how we can help your therapy practice get found by the right clients.
Not sure if Google Workspace or Microsoft Outlook is right for your therapy practice? We walk you through the pros, cons, and what to consider as a therapist.
Wondering whether to choose Jane or OWL for your therapy practice? We compare both platforms and share why Jane is usually our top pick for Canadian clinicians.
You don’t have to scale your therapy practice to be successful. Here’s why thoughtful virtual assistant support might be exactly what you need to grow sustainably, on your own terms.
A virtual assistant can do more than just book appointments. Learn how the right admin support can help Canadian therapists save time, reduce stress, and focus more on client care.
Tired of feeling disorganized? Here’s how therapists can create simple, sustainable systems that save time, reduce stress, and make daily tasks more manageable.
