Private Practice Elevation with Daniel Fava

Your website launched a few months ago. It looked great, it went live, and you felt good about it.

Then something started to feel off. Pages load a little slower. A contact form stopped sending. An email showed up about an "update," and you have no idea what it means or whether clicking it will break something.

A website keeps needing work after launch, and nearly all of that work happens where you can't see it.

This episode covers what that work is, how your platform decides who does it, and what a WordPress care plan takes off your plate.

This episode is brought to you by Helcim

When was the last time you looked at your payment processing statement? A 3% flat rate on one session feels small. Across a full caseload, it adds up to thousands of dollars a year just to accept payments.

Helcim works differently. Instead of a flat rate, they use Interchange Plus pricing, which passes the real bank rate to you plus one clear margin. That cuts processing fees by about 25% on average. No monthly fees, no software fees, no contracts, and full HIPAA compliance. You also get digital invoicing, automatic payment reminders, and cards on file for easy post-session billing.

Start now and your first $5,000 in transactions is completely fee-free. Head tohttps://helcim.com/ppe or click the link in the show notes.

Schedule A Call And Start Reaching More of Your Clients

If you’d like help improving your website and turning more visitors into clients, you can schedule a Clarity Call here:

https://privatepracticeelevation.com/kickoff

In this episode of the Private Practice Elevation Podcast, you'll learn how an independent practice can hold its own against the venture-funded therapy platforms crowding the top of Google.

Many therapists feel squeezed right now.

Headway just announced a $9.99 fee on every session with a new client it sends you. The big platforms have the budgets, the content teams, and the search rankings.

And the website that brought in steady inquiries a couple of years ago may have gone quiet.

Here's the good news.

A therapist starting from scratch needs 15 to 20 clients, and most of Jamie's clients only need 5 to 7 more.

You can win those clients with the things the big platforms can't give their providers: your personality, your expertise, and a website where people can picture working with you.

Today Daniel is talking to Jamie Reutershan, founder of Therapist Digital Marketing. Jamie spent 9 years at Google in New York, including 3 at Waze, then ran marketing for a portfolio of 5 brands.

In 2022 a family friend asked for help marketing his group practice in New York City. The referrals kept coming, and Jamie now works full time on websites and Google Ads for therapists. His motto for this moment: bully your bullies back.

Key Takeaways:

• Psychology Today now mostly sends people to your website. Jamie cited one analysis where 15% of profile visitors clicked through to the therapist's site and 5% emailed directly.
• Jamie cited a Herd analysis of therapists: those using 3 channels to bring people to their website were beating the average.
• Google Ads can target by state (useful for licensure), by what people search for, and, for cash-pay practices, by household income.
• Social media is free but slow. Someone may follow you for months before reaching out, though they're usually ready to start when they do.
• Paid traffic shows you where a weak website loses people. Jamie turns down ad clients whose websites aren't ready yet.
• Daniel's team uses AI for coding efficiencies and for SEO articles built on carefully refined inputs. Website copy is 100% human written.
• Google will spend as much money as you give it. Bringing in someone who knows ads usually costs less than learning it all yourself.

Links mentioned in this episode:

• Therapist Digital Marketing:https://www.therapistdigitalmarketing.com/
• Jamie's free guide:Therapist Niche Performance Guide
• Jamie's newsletter:Therapist Marketing Newsletter
• Jamie'swebsite templates for therapists andGoogle Ads for therapists

Ready to reach more of your ideal clients? Book a free call:https://privatepracticeelevation.com/kickoff

Our Sponsors:

Alma simplifies access to high-quality, affordable mental health care by giving providers the tools to build thriving in-network practices. Learn more at http://helloalma.com/elevation.

Zanda gives practitioners simple, secure tools that reduce admin and strengthen operations. Start your free trial today.

Someone is looking for a therapist tonight, and they have your website open next to 3 or 4 others.

They are scanning fast, a few seconds per site, and every one of those sites reads about the same. Warm, professional, safe space, judgment free, here to help you heal.

The site that gets the call is the one that named what this person is dealing with, in words that sounded like their own.

This episode is about the words on your page, where they matter most, and how to make one specific person feel seen.

Key takeaways

• Read the first 2 lines of your homepage, your service pages, and your about page. If they would fit any therapist in your city, that is the first thing to fix.
• Get the words right before you spend money on design or SEO. Copy that makes one specific person feel understood is what turns a visitor into a booked call.
• Writing this way about your own practice is hard when you are that close to it. The copywriting we do starts with one client and the exact words they use, and the Digital Trail Map session is where those details come out.

Links mentioned in this episode

• Digital Trail Map session: https://privatepracticeelevation.com/digital-trailmap-session/
• Free 15-minute Clarity Call: https://privatepracticeelevation.com/kickoff

This episode is brought to you by Helcim

When was the last time you looked at your payment processing statement? A 3% flat rate on one session feels small. Across a full caseload, it adds up to thousands of dollars a year just to accept payments.

Helcim works differently. Instead of a flat rate, they use Interchange Plus pricing, which passes the real bank rate to you plus one clear margin. That cuts processing fees by about 25% on average. No monthly fees, no software fees, no contracts, and full HIPAA compliance. You also get digital invoicing, automatic payment reminders, and cards on file for easy post-session billing.

Start now and your first $5,000 in transactions is completely fee-free. Head tohttps://helcim.com/PPEhttp://helcim.com/PPE or click the link in the show notes.

Schedule A Call And Start Reaching More of Your Clients

If you’d like help improving your website and turning more visitors into clients, you can schedule a Clarity Call here:

https://privatepracticeelevation.com/kickoff

Growing a solo counselling practice into a 19-person team sounds like it takes a master plan. Barbara Egan didn't have one.

She built Alive Counselling in Kelowna, BC through a cold call, conversations at the hockey rink, and a lot of trial and error. In this episode she walks Daniel through the whole thing: from a career-ending hockey injury at Ohio State, to sole proprietor juggling nap times and clients during COVID, to an award-winning clinic with 19 therapists.

If you're a solo practice owner wondering whether to hire your first associate, or how to grow without losing what makes your practice yours, this one's for you.

Key Takeaways:

• Barbara's first hire came from a cold call. A therapist found her website, connected with a quote on it, and asked to move across the country to work for her.
• Most of her growth started with regular conversations at the rink and at school pickup, where people kept asking her for a trusted referral.
• People connect through pain, not highlight reels. Share the scar after it's healed, not while it's still raw.
• The business side isn't in the grad school curriculum. Barbara learned bookkeeping, contracts, billing, and hiring as she went.
• Her biggest lesson: delegate. A growing practice runs on a team, not the owner doing everything.
• What's next: a move to the US, a Tennessee license, and a new coaching business with her husband.

Links mentioned in this episode:

• Alive Coaching Group:https://alivecoachinggroup.comhttp://alivecoachinggroup.com
• Alive Counselling:https://alivecounselling.comhttp://alivecounselling.com
• Barbara's free resource, Top 10 Tips for Mental Preparation (for athletes and their parents)
• Ready to reach more of your ideal clients? Book a free call:https://privatepracticeelevation.com/kickoffhttp://privatepracticeelevation.com/kickoff

Our Sponsors

This episode is brought to you by Zanda. Zanda is practice management software built for health and wellness practices, with scheduling, client records, billing, and telehealth in one place. Learn more athttps://zandahealth.com/us/http://zandahealth.com/us.

This episode is also brought to you by Alma. Alma gives providers the tools to build thriving in-network private practices: insurance support, teletherapy software, client referrals, automated billing and scheduling, and a community of clinicians. Learn more athttps://helloalma.com/elevation/http://helloalma.com/elevation.

If you're deciding whether to build your own therapy website or pay someone to do it, this episode gives you a clear way to make the call based on where your practice is right now.

The hard part is that both paths can go wrong. You can lose a month of weekends to a DIY site that still doesn't bring in clients. Or you can hire on price alone and end up redoing the whole thing a year later.

You might think the deciding factor is a nicer template or a better designer. It's the strategy underneath the site, and that's true whether you build it yourself or hire out.

This episode gives you a simple way to know which option fits your practice today, so you can stop second-guessing and move forward.

Key takeaways

• The DIY site that never gets finished is the most expensive kind. It sits at 80% done for months and helps no one.
• Sending ads or SEO traffic to a site that doesn't convert just means more people landing and leaving.
• Picking a web designer on price alone often means paying twice, once now and again when you redo it in a year.
• "Looks good" and "gets clients" are two different goals. A pretty site that doesn't convert still isn't doing its job.
• Before you spend a dollar driving people to your site, make sure it's ready to turn that attention into inquiries.

This episode is brought to you by Helcim

When was the last time you looked at your payment processing statement? A 3% flat rate on one session feels small. Across a full caseload, it adds up to thousands of dollars a year just to accept payments.

Helcim works differently. Instead of a flat rate, they use Interchange Plus pricing, which passes the real bank rate to you plus one clear margin. That cuts processing fees by about 25% on average. No monthly fees, no software fees, no contracts, and full HIPAA compliance. You also get digital invoicing, automatic payment reminders, and cards on file for easy post-session billing.

Start now and your first $5,000 in transactions is completely fee-free. Head tohttps://helcim.com/PPEhttp://helcim.com/PPE or click the link in the show notes.

Schedule A Call And Start Reaching More of Your Clients

If you’d like help improving your website and turning more visitors into clients, you can schedule a Clarity Call here:

https://privatepracticeelevation.com/kickoff

Your client decides whether they feel safe in your office before they say a word. The room does that work.

Most therapists put real thought into their clinical skills, but what about the space a client walks into?

Harsh lighting, a stiff waiting room, a cold and sterile feel. When a client shows up nervous and the space adds to it, you spend the first session rebuilding trust you didn't need to lose.

Samantha Barash is a registered dietitian and the founder of The Practice Collective, a shared office space for mental health providers in Metro Detroit. She's designed several offices around one question: how do I want people to feel when they walk in? In this episode she shares the small, low-cost changes that make a space feel warm and safe.

In this episode, you'll learn:

• Why the space sets the tone before the work even starts
• The lighting change that shifts the whole feel of a room
• Simple ways to make an office feel like a home, not a clinic
• The fastest, cheapest upgrades you can make this month
• Why your office should match what clients see on your website

Links mentioned:

• The Practice Collective:https://www.practice-collective.com/
• The Practice Collective on Instagram: @practice.collective
• Tap Into Nutrition on Instagram: @tap.into.nutrition

Our Sponsors

This episode is brought to you by Zanda. Zanda is practice management software built for health and wellness practices, with scheduling, client records, billing, and telehealth in one place. Learn more athttps://zandahealth.com/us/http://zandahealth.com/us.

This episode is also brought to you by Alma. Alma gives providers the tools to build thriving in-network private practices: insurance support, teletherapy software, client referrals, automated billing and scheduling, and a community of clinicians. Learn more athttps://helloalma.com/elevation/http://helloalma.com/elevation.

Elevate Your Website with PPE

Ready to bring your brand to life on a website that matches the experience your clients get in person? Book a free call athttps://privatepracticeelevation.com/kickoffhttp://privatepracticeelevation.com/kickoff.

If you're planning a new website this year, the most important work happens before anyone starts designing.

Get that part right and you build the site once, instead of paying to redo it in 18 months.

Many therapists treat a website like a one-time purchase. You pay for it, it launches, you move on.

Then a year and a half later you're back where you started, writing another check for another site, because the first one never actually fit the practice.

You might think the fix is a better designer or a nicer template. It's not. The projects that work start with strategy, not design.

This episode walks through what that planning looks like, and why it's the difference between a site that works and one you'll replace.

Key takeaways

• A homepage that tries to speak to everyone connects with no one. Name your priority client first.
• "Look professional" isn't a goal. A booked consult call is a goal.
• Words come before design. Design makes a message land, it can't create one.
• Your analytics already hold answers. Before rebuilding, check what's working and what isn't. Sometimes 2 pages are doing all the work.
• Client language belongs in your headlines. The exact phrases people use ("I feel stuck," "my nervous system feels broken") become the pages that answer them.
• Sequence matters. Build the pages that convert first, then add ongoing content. Publishing blog posts on a site that doesn't convert is a common way to waste money.

Links mentioned in this episode

• Learn about the Digital Trailmap Session:https://privatepracticeelevation.com/digital-trailmap-sessionhttp://privatepracticeelevation.com/digital-trailmap-session
• Book a free 15-minute call to talk through your plan:https://privatepracticeelevation.com/kickoffhttp://privatepracticeelevation.com/kickoff

This episode is brought to you by Helcim

When was the last time you looked at your payment processing statement? A 3% flat rate on one session feels small. Across a full caseload, it adds up to thousands of dollars a year just to accept payments.

Helcim works differently. Instead of a flat rate, they use Interchange Plus pricing, which passes the real bank rate to you plus one clear margin. That cuts processing fees by about 25% on average. No monthly fees, no software fees, no contracts, and full HIPAA compliance. You also get digital invoicing, automatic payment reminders, and cards on file for easy post-session billing.

Start now and your first $5,000 in transactions is completely fee-free. Head tohttps://helcim.com/PPEhttp://helcim.com/PPE or click the link in the show notes.

Is your website actually bringing in clients, or are you just guessing?

Most practice owners track their website traffic, watch the number climb, and assume things are working. Then the schedule stays quiet.

Traffic is only the first step. Where most practices lose clients is everything that happens after someone reaches out.

Whitney Owens tracks all of it. She runs Water's Edge Counseling, a private-pay group practice in Savannah, and coaches practice owners through Wise Practice Consulting.

In this episode she shows you where the leaks really are, and what to do once you can see them.

A few things you'll learn:

• Why website traffic is the wrong place to stop looking
• The first thing to track when you feel overwhelmed
• How to find out which marketing actually brings clients
• The conversion gap between a phone call and a contact form
• Why no-show numbers matter more than you think
• How often to check your numbers without it eating your week

If you've got Google Analytics installed and haven't opened it in months, this one's for you.

Links:

• Wise Practice Consulting:https://wisepracticeconsulting.com
• Water's Edge Counseling:https://watersedgecounseling.com

Our sponsors:

Alma simplifies access to high-quality, affordable mental health care by giving providers the tools to build thriving in-network practices. Learn more at http://helloalma.com/elevation.

Zanda gives practitioners simple, secure tools that reduce admin and strengthen operations. Start your free trial today.

68% of Google searches now end without a single click. When someone searches for a therapist, most of the time they never reach a website at all.

That's a problem if your practice depends on being found online. You can have a beautiful, well-written site and still get skipped, because people are getting their answers before they ever click.

The way people search for a therapist has changed fast. AI summaries now sit at the top of Google, and more people are skipping search altogether and asking ChatGPT for a name. Your future clients are forming opinions about you before they land on your site.

In this episode I break down what's happening with AI search, why it hits therapy practices harder than most local businesses, and what it takes to make your website one that AI can read and recommend.

If you've wondered whether your site is ready for how people search in 2026, this one's for you.

Key Takeaways:

• 68% of Google searches end without a click (SparkToro, June 2026)
• 45% used AI to find a local business last year, up from 6% (BrightLocal, 2026)
• AI Overviews on 92% of informational local searches
• Most therapy sites bury the facts AI needs
• AI-ready: plain facts up top, answer-style content, current GBP, schema, specific copy

Links mentioned in this episode:

• SparkToro zero-click study, June 2026 (via Search Engine Land) — the 68% zero-click stat
• BrightLocal 2026 Local Consumer Review Survey — the jump from 6% to 45% AI adoption
• How AI Is Impacting Local Search (ALM Corp) — the 68% local and 92% informational-search numbers (Whitespark data)
• How AI Overviews Impact Local Businesses (LocaliQ) — why pages that persuade instead of explain get skipped

Schedule A Call And Start Reaching More of Your Clients

If you’d like help improving your website and turning more visitors into clients, you can schedule a Clarity Call here:

https://privatepracticeelevation.com/kickoff

Your practice is making money. Your bank account doesn't seem to know it.

If that sounds familiar, this one's for you. A lot of practice owners hit a point where the numbers say "profitable" but the account always feels empty, and they can't figure out why.

My guest is Emily Bowie, a CPA and Cash Flow Strategist with more than 15 years of experience, including her time as an audit manager in Big Four accounting. She's the CFO at Thorne Advisors, where she helps therapists and other service-driven professionals find the money that's slipping out of their business.

We get into where practices quietly lose cash, why pricing is almost always the biggest leak, and what your balance sheet is telling you that your profit and loss isn't. Emily also shares the difference between the person who files your taxes and the person who actually helps you pay less. They're not always the same.

If you've ever looked at your books and thought "where did it all go," Emily will help you find the answer.

Key Takeaways:

• Get your books done monthly, not just at tax time. You can't fix leaks you can't see.
• Pricing is the biggest leak in most practices. If you've never checked your fees against your overhead, you're probably undercharging.
• Raise prices with new clients first, then bring existing clients up slowly.
• Run an expense audit at least once a year. For every expense, ask: what is this, do I still need it, and is it giving me a return.
• Keep personal and business spending separate. Mixing them muddies your numbers and adds liability risk.
• A tax preparer files your return. A tax strategist helps you lower the bill. They're not always the same person.

Links mentioned in this episode:

• Thorne Advisors
• Emily on Instagram: @emilyvbowie

Our sponsors:

Alma simplifies access to high-quality, affordable mental health care by giving providers the tools to build thriving in-network practices. Learn more at http://helloalma.com/elevation.

Zanda gives practitioners simple, secure tools that reduce admin and strengthen operations. Start your free trial today.

Welcome back to On The Trail, where we cover the common questions therapists and private practice owners have about websites, SEO, and online marketing as they grow their practices.

A lot of therapy websites have the same gap. No real logo. Just the practice name typed in a nice font, sitting up in the corner.

It feels like a small detail. It carries more weight than that. In this episode, we look at what a logo actually does for your practice, the mistakes most owners make when they try to fix theirs, and what a good therapy logo really needs to pull off.

If your site has a text-based logo right now, or no real logo at all, this one's for you.

Key Takeaways

A logo is a trust signal, not decoration

• It works in about 3 seconds — When someone lands on your site, a real logo tells them they've found a legit practice run by someone who pays attention to the details.
• It makes you memorable — Most people aren't looking at only your site. They've got 4 or 5 therapist tabs open and they're comparing. A clear logo makes you the one they remember.
• It ties your brand together — Your website, Psychology Today profile, Google Business profile, and directory listings all point back to one recognizable identity. That consistency reads as trust to clients, and it's a signal Google and AI tools notice too.

Typography is not a logo

• A name in a font is a starting point — A real logo pairs a mark, a color system, and a font that work together as a set.
• The opposite mistake is just as common — Some owners pay for an elaborate, over-designed logo before they have consistent branding anywhere else, so the fancy mark ends up on a site that doesn't match it.

What a good therapy logo needs to do

• It scales both ways — Simple enough to work as a tiny favicon and clear as a large header image.
• It works in one color — Print it in black and white. If it still reads, it's solid.
• It matches your practice — A trauma-focused practice and a couples intensives practice serve different people, so their logos should look different too.

The fix doesn't have to be expensive

• You don't need a full brand overhaul — A simple wordmark, a consistent color palette, and one supporting icon covers about 90% of practices.
• Typography is okay for now — Especially in your first 1 to 3 years. It beats a blank space. Getting a real logo sooner rather than later still pays off.
• Affordable options exist — Real designers on 99designs, Upwork, and Etsy can create a logo without a four-figure rebrand.
• We settle this before design starts — The brand details behind a logo are exactly what we map out in a Digital Trailmap Session, before any design work begins.

Links mentioned in this episode

• 99designs
• http://Upwork.com
• http://Etsy.com
• Our Digital Trailmap Session

Schedule A Call And Start Reaching More of Your Clients

If you’d like help improving your website and turning more visitors into clients, you can schedule a Clarity Call here:

https://privatepracticeelevation.com/kickoff

You can build a group practice with a full team and still feel like nothing runs without you. That's the trap this episode is about.

Daniel opens by sharing something that came up on a recent family vacation: his wife, who leads a team of 5 clinicians, often had to field texts and questions while trying to enjoy family time. It's a familiar pattern for a lot of practice owners, and Brittany Schank knows it well.

Brittany is the owner of Solace Counseling, a 13-clinician group practice in Fargo, North Dakota. She's also a mom of 4, a nearly 20-year member of the Air National Guard, and runs the business alongside her husband, who serves as COO.

In this conversation, Brittany talks about why being needed feels good long before it starts costing you, and the real systems she put in place to change it.

This episode answers:

• Why do practice owners end up as the bottleneck by default?
• What made Brittany realize she needed to change this?
• What are the practical steps to build a team that doesn't need you for everything?
• Plus: why some tasks that drain you might genuinely fulfill someone else on your team, and how Brittany went from overseeing 13 clinicians directly to overseeing 2 team leads.

Our sponsors:

Alma simplifies access to high-quality, affordable mental health care by giving providers the tools to build thriving in-network practices. Learn more at http://helloalma.com/elevation.

Zanda gives practitioners simple, secure tools that reduce admin and strengthen operations. Start your free trial today.

If you've been wondering where to actually start with AI in your practice, this episode is for you.

Documentation, insurance, intake, session prep. For every 45 to 50 minutes of therapy, a clinician spends about 90 minutes total, and most of that is admin that eats into your evenings and weekends.

Daniel talks with Ian Knox, Chief Product Officer at SimplePractice, about the 4 places AI saves therapists the most time, why you don't need AI to start automating, and how to add these tools without losing the human side of care.

In this episode, you'll learn:

• You don't need AI to start. Appointment reminders, online scheduling, auto pay, and mass document sharing save real time and are already built into your tool.
• Note-taking is the biggest early win. SimplePractice sees an average of 5 hours saved per week and documentation done 40% faster.
• The 4 buckets where AI helps most: clinical support, insurance and billing, practice operations, and building your business.
• Beyond time, you get better care. When you're not writing notes mid-session, you're more present with the client.
• The next wave of AI does tasks for you: verifying benefits, catching claim errors before submission, and deciphering insurance denials.
• AI can fill cancelled slots, pull from your waitlist, and match new clients to the right clinician in a group practice.
• SimplePractice doesn't train its base model on your data. A clinical team grades notes to guide quality, and they just launched a Trust Center.
• AI supports clinical judgment. It never replaces it.

Links mentioned in this episode:

• SimplePractice Trust Center
• Book a free 15-minute call with Daniel: http://privatepracticeelevation.com/kickoff

Our sponsors:

Alma simplifies access to high-quality, affordable mental health care by giving providers the tools to build thriving in-network practices. Learn more at http://helloalma.com/elevation.

Zanda gives practitioners simple, secure tools that reduce admin and strengthen operations. Start your free trial today.

You launch a new website. It looks great. Your service pages are dialed in. You move on to running your practice.

Then 6 months later, you realize you're not getting inquiries. What happened?

A lot of practice owners assume their website will just work once it's live. And the truth is, some parts of your website can absolutely be set up once and left alone. But other parts? They need consistent attention if you want the site to actually bring in clients.

In this episode, Daniel breaks down exactly which pieces of your website fall into the "set it" category and which ones you can't afford to forget about. He also talks about a pattern he's seen over the years with clients who come back months after launch wondering why the phone isn't ringing.

Key takeaways

• Your design, structure, and core pages are the foundation. Get them right at launch and they hold.
• Ongoing blog content builds your visibility over time. Google rewards consistency.
• Each article is a chance to rank for a new keyword and strengthen your service pages through internal linking.
• Traffic without engagement is a vanity metric. Check your analytics to make sure people are actually using your site.

Links mentioned in this episode

Schedule a free kickoff call: http://privatepracticeelevation.com/kickoff

What if the heaviest part of private practice isn't the clinical work, but everything around it?

For most therapists, burnout isn't about the sessions. It's the admin, the paperwork, the after-hours notes. You're working all the time and something feels off, but you don't have space to figure out why.

Damien Adler makes the case that a draining practice is usually a design problem, not an inevitability. And design problems can be fixed.

Damien is a registered psychologist and co-founder of Zanda, a practice management system used by tens of thousands of practitioners across more than 20 countries. He built a group private practice with his wife before turning to technology, so he's lived this himself and now sees the same patterns play out worldwide.

In This Episode, You'll Learn:

• Why your training prepared you for clinical work but not for running a business
• How "vanity metrics" like staff count and revenue pull you away from what you actually want
• Why a practice built around one key admin person is a hidden risk
• How most practice management systems can do far more than scheduling
• Where AI lightens the load, like drafting SOPs and writing clinical notes in your style
• Why you should block recurring quarterly time to work on the business, not just in it

Links mentioned in this episode:

• Episode 186. From Burned-out Psychologist to Software Entrepreneur with Damien Adler
• Zanda Health
• Damien on LinkedIn and X
• Damien's Substack

Our Sponsors:

Alma simplifies access to high-quality, affordable mental health care by giving providers the tools to build thriving in-network practices.

Zanda gives practitioners simple, secure tools that reduce admin and strengthen operations. Start your free trial today.

AI tools are everywhere right now. And if you've spent any time on Instagram lately, you already know — there's a new one in your feed every single day.

It's exciting. It's also a little exhausting.

As a practice owner, you're already juggling a full caseload, managing your team, and trying to keep up with your marketing. The last thing you need is another shiny tool that takes weeks to figure out and never quite delivers on the promise.

Daniel's been deep in the AI world lately, testing tools, building automations, and figuring out what's genuinely useful for running a small business. And right now, there's one tool he keeps coming back to.

It's called Victor (spelled VIKTOR), and it's unlike most of the AI tools you've probably seen.

Instead of being another dashboard you have to log into and learn, Victor lives inside Slack, which is a communication tool a lot of small teams already use. You talk to it like you would a team member. You tell it what you need, and it gets to work.

The best part? It connects to over 3,000 platforms.

So if you're already using popular online services, Victor can start connecting the dots between them, and automate the tasks that are eating up your time.

In this episode, Daniel walks you through exactly how he set it up and what it's doing for him every single week — including how it now handles his entire podcast publishing workflow without him lifting a finger.

Key Takeaways

• Victor (VIKTOR) is an AI tool that lives inside Slack and connects to over 3,000 platforms — think Google Drive, Asana, WordPress, ConvertKit, YouTube, Spotify, and more.
• It works conversationally, like having a team member in Slack you can assign tasks to.
• Daniel used Victor to fully automate his Monday morning podcast publishing workflow — from pulling show notes out of Asana to embedding Spotify and YouTube links and publishing to WordPress.
• Victor also drafts the weekly email newsletter and drops a draft Google Doc, ready for Daniel to personalize before scheduling.
• The tool gets smarter over time. As you refine it, it updates its own "skills files" so it knows what to do next time.
• You don't have to be a developer. The whole thing is conversational, you just tell it what you need.
• Great use cases for practice owners: blog post ideation, content publishing workflows, social media post creation and scheduling.

Links Mentioned in This Episode

• Try Victor:https://privatepracticeelevation.com/viktorhttp://privatepracticeelevation.com/viktor - (PPE referral link)

Schedule A Call And Start Reaching More of Your Clients

If you’d like help improving your website and turning more visitors into clients, you can schedule a Clarity Call here:

https://privatepracticeelevation.com/kickoff

If AI feels overwhelming, ethically murky, or like one more thing you don't have time to figure out, well, you're not alone.

Most therapists we talk to land somewhere between "nervous" and "fully avoiding it."

But AI isn't going away. And the therapists who learn to use it well are going to have a real advantage when it comes to marketing their practices.

In this episode, Daniel sits down with Dr. Carolyn Solo, PhD, LCSW, for an honest, behind-the-scenes look at exactly how she uses AI in her business every single week.

From writing blog posts and social media captions to optimizing her website, building courses, and creating freebies for her email list, Carolyn walks through the real workflows that have saved her hours of time.

Carolyn is an EMDRIA-approved consultant, the founder of Integritas Wellness and Recovery in Vermont, and the host of the Future Template Parent podcast.

She'll be the first to tell you she was skeptical of AI for a long time. But over the past year, she's built a thoughtful, ethical workflow that helps her show up across more platforms, without losing the voice that makes her work feel like hers.

If you've been hesitant to dip your toes in, this episode is your permission slip.

Other Key Takeaways:

• Why blogging isn't dead, and how 8 to 10 strong posts can carry your SEO
• How to use AI to repurpose one piece of content across blogs, social, and email
• Why a website alone isn't enough anymore for a premium-fee practice
• How in-person therapy is becoming a real asset again in the age of AI
• Why niching down matters more now than ever before
• How Carolyn used Claude to optimize a 12-hour video course and tighten it up without losing value
• A simple way to use AI to plan webinars and trim your slide decks
• Why your "marketing ecosystem" matters,and how AI cuts the blank-page overwhelm that stops most therapists from posting consistently

Links mentioned in this episode:

• Future Template Parent Podcast
• Integritas Wellness and Recovery
• Instagram:@futuretemplateparent and@integritas_intensive_emdr
• Free Intensive Workbook (available on Carolyn's website)
• Carolyn's freebie: "5 Things You Can Do to Start Marketing Intensives"

Our Sponsors:

Alma simplifies access to high-quality, affordable mental health care by giving providers the tools to build thriving in-network practices. Learn more at http://helloalma.com/elevation.

Zanda gives practitioners simple, secure tools that reduce admin and strengthen operations. Start your free trial at http://zandahealth.com.

Most private practice owners ask the SEO vs. Google Ads question like it's a one-or-the-other decision. Pick one, commit, go.

But that's the wrong question.

In this episode of On The Trail, Daniel breaks down when Google Ads actually make sense, the one quiet mistake that drains ad budgets, and why the smartest practice owners run both, and shift the balance over time.

If you've been wondering whether to start ads, turn them off, dive into SEO, or some combination of all three, this episode will give you a clear way to think about it.

Key Takeaways

• Google Ads buy you speed. You can be in front of people searching for a therapist within days — useful when you just opened, a clinician left and you have openings to fill, you've added a new service or location, or your caseload dipped and you can't wait for SEO to catch up.
• Don't pour traffic into a leaky bucket. Ads only work if your website works. If someone lands on a confusing, slow, or unconvincing site, you've paid for that click and gotten nothing.
• Your website needs to do three things before you spend a dollar on ads: clearly explain who you help, build trust, and make it obvious how to get started.
• Work with someone who understands the numbers. Knowing whether ads are actually producing booked clients (not just clicks) requires someone who can read your analytics and tell the whole story.
• SEO is the long game — and it builds an asset you own. Ads stop the moment you stop paying. Organic rankings keep working and compound over time.
• The smart move is running both, then shifting the balance. Ads carry you through the months while SEO is still building. As your organic visibility grows, you can dial ad spend down — because clients are finding you for free.
• It's possible to grow on organic alone. Daniel's wife has run her practice since 2011 without ever running Google Ads — SEO and blog content are her primary driver for new clients.
• Think timeline, not either/or. Ads for now, SEO for later, both working toward the day you need ads less and less.

Links Mentioned in This Episode

• Last episode of On The Trail:How Long Does SEO Take to Work?
• RevKey: Our reccommended Google Ads management for therapists: https://www.revkey.com
• Book a free consultation with Private Practice Elevation:https://privatepracticeelevation.com/kickoffhttp://privatepracticeelevation.com/kickoff

Schedule A Call And Start Reaching More of Your Clients

If you’d like help improving your website and turning more visitors into clients, you can schedule a Clarity Call here:

https://privatepracticeelevation.com/kickoff

What if the path to growing your therapy practice has nothing to do with adding more clients to your caseload?

If you've ever come home from work so drained that all you can do is crawl into bed, this episode is for you.

Today's guest, Jenny Melrose, helps therapists stop trading time for money by turning the psychoeducation they're already teaching in session into digital products and services they can sell while they sleep.

Jenny isn't a therapist herself. She's a former inner-city teacher who built a successful food blog back in 2010 (before Pinterest and Instagram existed), sold it in 2019, and now helps practice owners apply those same marketing principles to grow their revenue without working more hours.

A lot of therapists assume that the only way to make more money is to fit more clients into the week.

But that thinking is exactly what leads to seeing 36 clients, hitting a wall, and having to take two weeks off just to recover.

Jenny shows you a different path. One built on niching down, creating supplemental resources, and building a real relationship with your audience through email.

This Episode Answers...

• Why isn't getting more clients the answer to growing my practice?
• How do I figure out what digital product or service to create?
• Why does my email list matter more than my social media following?

In This Episode, You'll Also Learn:

• Why niching down attracts more clients, not fewer
• How to spot the "psychoeducation patterns" hiding in your sessions that could become a product
• Real examples of digital offers therapists have successfully created — courses, workbooks, journals, and group intensives
• How a supplemental resource can actually improve outcomes inside the therapy room
• Why your blog and website are the only platforms Google can find (and social media isn't)
• The simple monthly newsletter strategy that keeps you front-of-mind with past and potential clients
• How to use your email list for real-time market research before you build anything

Links mentioned in this episode:

• Jenny Melrose's Strategic Growth Guide
• The Practice to Profit Podcast
• Schedule a Free Clarity Call with Daniel

Our Sponsors:

Alma simplifies access to high-quality, affordable mental health care by giving providers the tools to build thriving in-network practices. Learn more athttp://helloalma.com/elevation.

Zanda gives practitioners simple, secure tools that reduce admin and strengthen operations. Start your free trial athttps://zandahealth.com/us/http://zandahealth.com.

If you've been hearing about SEO and wondering whether it can turn your slow season around, this episode is for you.

A lot of practice owners are feeling the pinch right now — fewer inquiries, quieter schedules, more pressure to keep clinicians busy. When things get quiet, SEO starts to look like the fix. But here's the honest truth: if you need clients this month, SEO probably isn't going to save you.

Daniel busts the biggest myth that frustrates practice owners — the idea that SEO delivers new clients in a few weeks. The reality is that meaningful results take 6 to 12 months, sometimes longer in competitive markets.

Google has to crawl your site, trust your content, and decide you deserve to rank above therapists who've been at this for years. There's no shortcut.

So why bother? Because SEO is like a 401k. The best time to start was a year ago, and the second best time is today. It compounds — one ranking page leads to more traffic, more visibility, more backlinks, and a stronger site overall.

The practices winning right now are the ones who started a year or two ago and stayed consistent.

If you need clients right now, you'll want faster tools: Google Ads to get in front of people actively searching, networking with referral partners, reactivating past clients through email, and dialing in your directory profiles.

The smartest move isn't SEO or ads — it's both. Ads and networking keep the lights on today, while SEO builds the steady, sustainable growth that carries your practice into next year.

Key Takeaways

• SEO takes 6 to 12 months to show meaningful results — sometimes longer in saturated markets like NYC or San Francisco.
• If an agency promises rankings in a month, be cautious. They may be overpromising or using risky "black hat" tactics.
• Think of SEO like a 401k: it compounds over time when you stay consistent.
• A realistic timeline: small movement around month 3, real traction by month 6, compounding results by month 12.
• If you need clients now, SEO isn't the answer — Google Ads and networking are.
• Don't treat SEO and ads as either/or. Stack them: ads for now, SEO for later.
• Simple short-term moves: network with referral partners, reactivate past clients, and update your directory profiles.
• Don't skip SEO just because it's slow. It's what keeps your practice sustainable when ad budgets tighten or referrals dry up.

Links Mentioned in This Episode

• Schedule a clarity call with Private Practice Elevation: http://privatepracticeelevation.com/kickoff