Redefining Success for Therapists in Private Practice
Jamie Letcher • May 31, 2025
Everywhere you look, someone’s talking about scaling.
“Create a course!”
“Start a podcast!”
“Build your personal brand!”
“Passive income, multiple revenue streams, go go go!”
And if that excites you? Amazing! But if you’re sitting there thinking, I just want to focus on my clients without burning out, you’re not alone. And guess what?
You might not need to scale to be successful. You might just need support.
Let’s bust a myth real quick.
Scaling isn’t the only way forward. Growth doesn’t have to mean more clients, more content, or more stress.
Growth can look like:
- Having a smooth intake process you don’t have to manage manually
- Actually responding to emails on time without dread
- Feeling caught up at the end of the week (or at least not buried)
- Taking a full lunch break without checking your inbox
- Reclaiming evenings that don’t include “just one more admin thing”
That’s not scaling. That’s support. And it’s wildly underrated.
You became a therapist to help people, not to run a mini corporation.
You’re not “doing it wrong” if you don’t want to launch an online course or build a team. You’re not lazy if you’re not batch-creating content for Instagram. You’re not unambitious because you’d rather spend your time in session than building a brand.
There’s nothing wrong with staying small and intentional. But small doesn’t have to mean alone.
Support is not a luxury. It’s a strategy.
If your practice is running mostly on “vibes and Google Calendar,” it’s no wonder you feel overwhelmed. There comes a point where doing everything yourself becomes the bottleneck - not because you’re not capable, but because you're stretched too thin.
Hiring a VA isn’t about going big. It’s about making the work you already do feel more sustainable. More spacious. More aligned.
So, what can support actually look like?
- A VA responding to emails so your inbox doesn’t give you anxiety
- Someone helping with invoicing and gentle follow-ups (so you don’t have to be the “money person”)
- Clean, streamlined systems that don’t rely on you remembering 14 things at once
- A calm voice behind the scenes who knows your practice and how you like things done
You’re still the face and heart of your work. But you don’t have to carry every piece of it by yourself.
Redefining success!
What if success didn’t mean “doing more”? What if it meant feeling good about the work you do, and having enough energy left over to enjoy your life outside of it?
If you’re ready to stop spinning your wheels and start feeling held in your practice, we're here to help!
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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! ✨
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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.
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