Hybrid Practice: Balancing In-Person and Virtual Therapy Sessions in Canada
Jamie Letcher • September 27, 2025
Finding a flow that works for you and your clients
Since 2020, many therapists in Canada have embraced virtual therapy out of necessity. Now, with in-person sessions back on the table, most practices are finding themselves in “hybrid mode”. Some clients prefer the convenience of online, others value the comfort of being face-to-face, and many therapists want to offer both.
But here’s the challenge: running a hybrid practice can get complicated. Managing two workflows, two sets of expectations, and sometimes even two different client experiences means you need intentional systems to keep it smooth.
At Wellnix, we help therapists across Canada juggle these demands every day. Here are some key areas to think about if you’re offering both in-person and virtual sessions.
Scheduling with clarity
Hybrid therapy only works if your schedule is airtight. That means:
- Using practice management software (Jane, OWL, or similar) that lets you clearly separate your in-office hours from your online availability
- Colour-coding or tagging session types so you don’t accidentally double-book yourself or offer an online slot when you’re commuting
- Making it crystal-clear for clients when they’re booking which type of session they’re choosing
Tech and setup that make it seamless
Switching between in-person and online sessions shouldn’t feel like shifting into two completely different jobs. A few things help:
- Reliable internet and a professional video setup (good lighting, microphone, neutral background)
- A dedicated therapy space in-office that’s free of interruptions
- Consistent forms and reminders, no matter the format. For example, everyone gets the same intake packet, but in-person clients get a reminder about directions and parking, while virtual clients get instructions about how to access their call
Boundaries and energy management
Hybrid practices can be sneaky energy drains. One client in the office, one client online, then back again — it’s a lot of switching. Protect yourself with:
- “Theme days” where you only see in-person or online clients
- Small transition breaks if you do mix formats in the same day
- A clear cancellation policy that covers both in-person and virtual sessions
Communicating with clients
Clients don’t always know what’s involved in hybrid therapy. A quick FAQ on your website or intake form can make a big difference. Consider including:
- How you handle switching between formats (for example, if someone wants to move their in-person session online last-minute)
- The tech requirements for virtual sessions
- Any differences in fees or insurance coverage (some plans still separate telehealth vs in-person)
Why it matters
Hybrid therapy isn’t just about logistics, it’s also about accessibility. Offering both options can make your practice more welcoming to clients who are juggling childcare, mobility challenges, commutes, or immune concerns. Done well, it can also make your practice more resilient by diversifying your client base.
Final thoughts
Running a hybrid practice doesn’t have to feel overwhelming. With the right systems, you can keep your schedule clear, your energy steady, and your client experience consistent,no matter how they choose to meet you.
At Wellnix, our virtual assistants support Canadian therapists with everything from scheduling systems to client communication. With the right support, hybrid therapy can be a smooth, sustainable part of your practice.
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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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