How to Create Systems That Save You Time
Jamie Letcher • May 31, 2025
(And Not Just More To-Do Lists Disguised as “Productivity”)
Let’s be real: therapists are busy. Between client sessions, note-taking, billing, inquiries, cancellations, and “I meant to follow up with them a week ago” moments, your schedule is full.
You’ve probably heard that “systems” can help you get more organized. And maybe you’ve even tried setting some up. But if your systems still involve Post-its, a half-filled planner, and hoping you remember to check that email folder... something’s not working.
Here’s the truth: good systems should give you time back, not take more of it.
So, how do you actually build systems that support you (and don’t secretly stress you out)? Let’s break it down.
1. Start with what’s already working (even if it’s messy)
Before you throw everything out and try to go full Type A overnight, take a moment to look at what you are doing consistently. Maybe you always send intake forms right after a consult call. Maybe you respond to emails at the end of each day. That’s a starting point.
Build systems around your habits, not against them.
2. Create repeatable workflows for your most common tasks
If you find yourself reinventing the wheel every time you onboard a client, confirm a session, or follow up on payment, it’s time for a system.
Try this:
- Make a checklist (digital or paper, whichever works for your brain)
- Use templates: email replies, intake forms, follow-up messages
- Set auto-reminders for things you often forget
A good system turns recurring tasks into muscle memory.
3. Use the tools you already have (but actually use them)
You don’t need ten new apps to get organized. Chances are, your practice management platform (Jane, OWL, etc.) already has tools that can streamline your day, like auto-confirmation emails, waitlists, and client tags.
Learn the features, set them up once, and let them work for
you!
4. Automate what you can, delegate what you can’t
If it can be automated, automate it. If it can’t, hand it off. Your time is valuable, and chances are, you didn’t become a therapist to send calendar invites or fix PDF formatting.
This is where a VA (👋 hi!) can step in. We love the stuff you don’t have time for: forms, follow-ups, workflows, reminders, and all the little tasks that eat away at your day.
5. Don’t overcomplicate it
If your “productivity system” takes 45 minutes to update each day, it’s not a system, it’s another job.
Start small. One streamlined process at a time. One shortcut. One template. One less thing on your plate.
The best systems are the ones that make your day smoother without demanding your attention 24/7. They should reduce your mental load, not add to it.
And if that still sounds overwhelming? You don’t have to build it alone. At
Wellnix, we specialize in setting up systems for therapists that are simple, sustainable, and tailored to you, so you can focus on your clients, not your admin tabs.
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.
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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! ✨
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