The Foundation System
Open a practice that runs like a business — from day one.
Fifteen business systems, in the order that prevents expensive mistakes. You answer plain questions; we turn your answers into decisions, tools, scripts, and checklists built for your practice — not a generic workbook.
- 1
Business Model
Decide how your practice makes money: pay model, modality mix, and trajectory.
Done means: You can state your pay model, modality mix, and 12-month trajectory in two sentences.
- 2
Fees & Income Plan
Set your fee, target income, and the caseload that connects them.
Done means: You have a session fee, a monthly income target, and know your break-even caseload.
- 3
Startup Costs & Overhead
Know what it costs to open and to keep the doors open each month.
Done means: You have a startup budget and a monthly overhead number you trust.
- 4
Entity, Bank & Accounting
Business entity, separate bank account, bookkeeping, and quarterly tax rhythm.
Done means: Entity chosen, business bank account open, bookkeeping tool picked, quarterly tax dates on calendar.
- 5
Liability Insurance
Malpractice/liability coverage with renewal tracking so it never lapses.
Done means: Active policy with renewal reminder set.
- 6
EHR / Practice Management
The system that runs scheduling, notes, billing, and the client portal — or a deliberate decision to wait.
Done means: EHR selected and core settings configured, or a documented decision to run lean without one for now.
- 7
Phone & Communication
A business number and communication boundaries that protect your personal life.
Done means: Clients have one clear way to reach you that isn't your personal cell, with voicemail and response expectations set.
- 8
Payments & Billing
How money moves: card on file, receipts, superbills, late-cancel fees, follow-up.
Done means: You can charge a card on file, issue receipts/superbills, and enforce your cancellation fee without awkwardness.
- 9
Scheduling & Telehealth
Online booking, reminders, buffers, and a reliable telehealth setup.
Done means: Clients can book/reschedule within your rules and reminders go out automatically.
- 10
Business Email & Website
Professional email and a simple site that converts visitors into consults.
Done means: Custom-domain email works and your site has your niche, fee info approach, and a clear consult CTA.
- 11
Practice Policies
Cancellation, no-show, payment, late-arrival, and contact policies you actually enforce.
Done means: Policies written, in your consent paperwork, and you have enforcement scripts ready.
- 12
Inquiry-to-Client Pipeline
Every inquiry recorded, replied to fast, and moved to consult, waitlist, or referral — nothing dropped.
Done means: Every inquiry gets a status, a next step, and a reply within one business day.
- 13
Consultation Calls
A warm, structured free consult that converts fits and refers out non-fits.
Done means: You have a consult script, ask for the booking, and follow up on every maybe.
- 14
First-Session Handoff
Paperwork, card on file, policies acknowledged — business handled before the clinical work starts.
Done means: New clients arrive with forms done, card stored, and policies acknowledged.
- 15
Weekly Operations
A short weekly review: money in, notes done, follow-ups sent, next week ready.
Done means: You run a 20-minute weekly review with a fixed checklist.