198. Is Traditional SEO Dead for Therapists?

In this episode of the Private Practice Elevation Podcast, you'll discover how the evolving world of SEO and AI is changing the way therapy practices grow online.  Daniel Fava sits down with Chris Morin of Moonraker AI to explore actionable SEO strategies, the future of search, and how to prepare your private practice website for the age of AI-powered discovery. Therapists are often overwhelmed by conflicting SEO advice and unsure how to adapt to the fast-changing world of online search.  Many feel stuck using outdated tactics or relying on blog content that takes too long to approve and publish. This episode demystifies what's working now in SEO and how therapists can keep their websites relevant, visible, and converting. You might think blog posts are the backbone of a strong SEO strategy.  But Chris and Daniel discuss why blog content may no longer be the best place to focus your energy, and what to prioritize instead to rank higher and connect with your ideal clients. Today Daniel is talking with Chris Morin, the founder of Moonraker AI, an SEO agency that helps therapists build visibility and client trust through smart, user-focused online strategies.  Chris brings years of experience, a personal connection to mental health work, and a wealth of insight into the future of search. This Episode Answers… 1. What are the most important elements of modern SEO for therapy websites? Chris breaks down the pillars of effective SEO today: fast, secure websites; clear site structure with specialty, modality, and location pages; and a focus on relevance over keyword stuffing. He explains how Google rewards clarity and penalizes outdated tactics. 2. How is AI changing the way people find therapists online? AI-generated answers and voice search are reshaping how people search for help. Chris explains how modular, conversational content (like expanded FAQs) can help your website appear in AI-generated results, even if you're not on page one of Google. 3. Should therapists still prioritize blogging for SEO? Not necessarily. Both Daniel and Chris talk about why blog posts aren't the silver bullet they used to be, and how homepage optimization, clear service pages, and press mentions can have a greater impact on SEO and conversion. Other Key Takeaways: Clear, structured content is essential: one service per page, with a focused keyword. Over-optimized pages may now hurt your rankings. Aligning your website with your Google Business Profile is more important than ever. Apple Maps and Bing Places are critical for visibility (not just Google Maps). Press releases and consistent citations build trust with search engines. AI chatbots (like Moonraker's Engage) may soon replace contact forms, boosting conversion. Therapists must embrace a conversational, user-centered tone online to connect and convert.   Links mentioned in this episode: Moonraker Website Get an SEO Assessment for your website   Watch The Video:   This Episode Is Brought To You By: RevKey specializes in Google Ads management for therapists, expertly connecting you with your ideal clients. They focus on getting quality referrals that keep your team busy and your practice growing.   Visit RevKey.com/podcasts for a free Google Ads consultation       Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events.   Learn more about building a thriving private practice with Alma at helloalma.com/elevation. About Chris Moran   Before marketing, I was a massage therapist for over 15 years, providing chair massage to local businesses. That work connected me to countless wellness providers and I had the opportunity to experience firsthand their deep desire to be of service in a world that desperately needs healing.   I also witnessed how so many amazing practitioners struggle to connect with the clients who need their services the most. A highly intuitive group, many feel that digital marketing is overwhelming, causing them to avoid the necessary steps to establish an online presence.   My goal is to help therapists and wellness providers boost their online visibility and connect with their ideal clients so they can build the practice of their dreams.   About Daniel Fava Daniel Fava is the owner and founder of  Private Practice Elevation, a website and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.    Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.  

Is it possible to grow a thriving therapy practice while taking insurance? If you've ever wondered whether insurance billing is worth the headache, or how to do it right, this episode is for you. Today's guest, Jeremy Zug, co-founder of Practice Solutions, breaks down what private practice owners need to know about billing in order to be successful.  With over a decade in the healthcare industry and a team that manages billing for thousands of providers, Jeremy brings clarity and strategy to a topic that overwhelms a lot of therapists.  Whether you're solo and private pay or growing a group practice, you'll walk away with fresh insights, helpful mindset shifts, and even a few small changes that could dramatically improve your revenue. This episode answers... 1. Do I need to take insurance to grow my therapy practice? Not necessarily — but if you do, it needs to be intentional. Jeremy shares that some of the most successful practices limit themselves to one commercial payer and one government payer (like Medicaid or Medicare). This approach reduces administrative overwhelm and allows you to stay aligned with your clinical mission.  Trying to accept every insurance plan in your area can actually slow your growth, especially as your practice scales. Instead, focus on which payers make the most sense based on your long-term goals, who you serve, and what the reimbursement rates look like in your region.  Insurance can absolutely support practice growth, especially when it's chosen strategically. 2. When should I outsource my billing — and when should I bring it back in-house? Outsourcing makes the most sense when your caseload is full. That's usually around 25 to 30 active clients. At that point, billing becomes a time-consuming task that pulls you away from clinical work or team leadership. Jeremy recommends outsourcing to save time and reduce stress, which ultimately helps you grow faster.  But once your practice reaches about $2.5 to $3 million in revenue, it may be time to bring billing back in-house with a full-time hire. At that stage, having someone on your team who's dedicated to billing can help you scale more efficiently.  It's not a one-time decision. It's about matching your billing approach to your practice's size and complexity. 3. How can I improve my billing process and increase revenue? Even small tweaks to your billing workflow can make a big difference. Jeremy explains how simply reordering certain steps, like reviewing payment posting before resubmitting claims, can dramatically reduce denials and speed up revenue.  Many practices waste time by resubmitting the same flawed claims without resolving the underlying issue. He also stresses the importance of reviewing your insurance aging report regularly, which shows you what claims are still unpaid and where you might be losing money. Billing isn't just about submitting claims; it's about building a system that supports healthy cash flow.  The more visibility and control you have over your billing process, the more financially stable your practice becomes.  In This Episode, You'll Also Learn: Why less is more when it comes to insurance plans How your geography and demographics should shape your billing strategy The six key steps of billing, and which one to do before submitting claims When to outsource billing (and when to take it back in-house) How to use insurance aging reports to track lost revenue Why clean billing processes can boost staff retention The right way to negotiate insurance rates using data Real examples of practices recovering thousands of dollars   Links mentioned in this episode: Practice Solutions Website Insurance Rate Increase Request   Watch The Video:   This Episode Is Brought To You By:   RevKey specializes in Google Ads management for therapists, expertly connecting you with your ideal clients. They focus on getting quality referrals that keep your team busy and your practice growing.   Visit RevKey.com/podcasts for a free Google Ads consultation       Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events.   Learn more about building a thriving private practice with Alma at helloalma.com/elevation. About Jeremy Zug   Jeremy Zug has over a decade of experience in the healthcare industry. Jeremy is known for his expertise in insurance billing, and frequently writes and speaks on topics that support mental health professionals in achieving financial health and operational excellence. He co-founded Practice Solutions with his wife Kathryn in 2017, relying on their combined knowledge from private practices they had worked at while in college.    Practice Solutions is an expanded medical billing company offering billing services, professional services, and educational resources to thousands of mental and behavioral healthcare providers for optimal revenue cycle management.   About Daniel Fava Daniel Fava is the owner and founder of  Private Practice Elevation, a website design and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.    Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.  

If you've ever tried Google Ads and felt like you were just lighting your money on fire, you're not alone.  This week, Daniel sits down with John Sanders, founder of RevKey—a digital advertising agency that works exclusively with therapists and mental health professionals—to unpack why so many private practices struggle to make Google Ads work, and what you can do differently. In their conversation, John and Daniel dig into the most common reasons therapists waste money on paid ads.  And it often starts with your private practice's website.  If your site isn't designed to engage visitors and guide them toward action, your ad spend will likely fall flat.  John shares how generic service pages, weak content, and outdated design can tank your results—even if you're paying top dollar for clicks. They also explore why therapists need to be wary of Google's automated campaign recommendations.  What's best for Google's revenue isn't always best for your practice. John explains how his team disables default settings that typically waste money and instead builds tightly targeted campaigns focused on real conversions—not just traffic. This episode also covers the strategic role Google Ads can play for growing group practices. Whether you're launching a new service or need to quickly fill a clinician's caseload, ads can help bridge the gap while your SEO builds momentum.  And with the right tracking and targeting—like setting income levels or geographic focus—you can get more value from every click. If you've been burned by ads before or are thinking about using them to grow your practice, this episode will help you avoid common mistakes and make smarter, more strategic decisions. What You'll Learn in This Episode 1. Why do so many therapists waste money on Google Ads? Many therapists dive into Google Ads without a clear strategy or a website that's designed to convert. Often, the problem isn't the ads themselves—it's that clicks are being sent to generic service pages or poorly designed sites that don't guide visitors toward taking action. Another big issue is relying on Google's default settings, which prioritize Google's revenue over your results. John shares how to avoid these common traps and make sure every dollar is working toward bringing in actual clients. 2. How can I tell if my website is helping or hurting my ad performance? Your website is a critical part of your ad strategy—because if it doesn't connect with your ideal client or clearly guide them toward booking, even the best ad won't convert. John explains how to evaluate time-on-site metrics, user experience, and page content to know whether your site is supporting your ad goals. In competitive markets, the margin for error is smaller, so having engaging, specific, and fast-loading pages is key. 3. When should I use Google Ads vs. investing in SEO? John and Daniel break down how SEO and Google Ads can work together strategically. SEO is a long-term game—it can take months to see results—but it's incredibly valuable for sustainable growth. Ads, on the other hand, can generate leads quickly, which is especially useful when launching new services or hiring new clinicians. The key is understanding your goals and timeline, so you can decide when to run ads, when to focus on organic traffic, and when to do both. Links mentioned in this episode:  Previous Episode with John: 41. Everything You Need to Know About Google Ads for Therapists with John Sanders Revkey.com    Watch The Video:   This Episode Is Brought To You By: RevKey specializes in Google Ads management for therapists, expertly connecting you with your ideal clients. They focus on getting quality referrals that keep your team busy and your practice growing.   Visit RevKey.com/podcasts for a free Google Ads consultation     Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events.   Learn more about building a thriving private practice with Alma at helloalma.com/elevation. About John Sanders John Sanders is the founder of RevKey, a digital advertising agency that exclusively helps therapists and mental health professionals grow their practices using Google Ads. With a deep understanding of the unique challenges facing this audience—especially in regulated, HIPAA-sensitive environments—John built RevKey to be the go-to partner for private practices that want measurable results, not marketing fluff. What began as a solo operation in 2018 has grown into a thriving team of ten, all united by a belief in clarity, simplicity, and transparency in digital marketing. John's insights are trusted by leading therapy podcasts and conferences, and his team regularly talks with clients, ensuring every campaign stays aligned with their goals. His mission: to make sure therapists don't waste money on click metrics, but invest in strategies that bring real people through their doors. About Daniel Fava Daniel Fava is the owner and founder of  Private Practice Elevation, a website and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.    Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.  

Your homepage isn't just a digital introduction to your private practice — it's one of the most powerful tools you have to build trust and convert visitors into clients.  In this solo episode, Daniel shares his top tips for creating a homepage that doesn't just look good, but actually works hard for your business. He breaks down exactly what makes a homepage successful, from layout and copy to emotional connection and mobile performance.  If you're redesigning your website or wondering why your homepage isn't pulling its weight, this episode will help you focus on what really matters. You'll learn how to speak directly to your ideal client, keep your design clean and purposeful, and use emotionally resonant language that invites visitors to go deeper.  Daniel also shares practical tips for showcasing services, streamlining calls to action, and optimizing for speed and mobile responsiveness. Whether you're building a site from scratch or want to improve what you already have, these tips will help your homepage stand out and support your business goals. If your homepage isn't pulling its weight, this episode will give you the clarity you need to make it your most strategic page. Listen now and start transforming your homepage into a growth engine for your practice. Questions This Episode Answers How important is my homepage really, and why does it matter more than I think? Your homepage is often the very first impression potential clients have of your practice, and it sets the tone for their entire experience. A strong homepage quickly builds trust and helps people know they're in the right place. How do I write a headline that helps visitors instantly know they're in the right place? A great headline says who you help and what you help them with in simple, specific language. When someone sees their own experience reflected right away, they're far more likely to keep scrolling. What's the right way to use calls to action so visitors know exactly what to do next? Your homepage should guide visitors toward one clear next step, like scheduling a consultation. When you avoid giving too many choices and make your main CTA stand out, people are much more likely to follow through. Why do mobile-friendliness and speed matter so much for user experience and SEO? Most people visit sites on their phones, and if your homepage loads slowly or feels clunky, they'll bounce instantly. A fast, mobile-friendly site not only keeps visitors engaged but also boosts your chances of showing up higher on Google. This Episode Is Brought To You By   RevKey specializes in Google Ads management for therapists, expertly connecting you with your ideal clients. They focus on getting quality referrals that keep your team busy and your practice growing.   Visit RevKey.com/podcasts for a free Google Ads consultation       Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events.   Learn more about building a thriving private practice with Alma at helloalma.com/elevation.   About Daniel Fava Daniel Fava is the owner and founder of  Private Practice Elevation, a website and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.    Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.

If you've ever felt frustrated by missed client inquiries or uncertain about whether your marketing is actually working, you're not alone.  Many practice owners rely on spreadsheets, sticky notes, and scattered inboxes to manage new leads — and the result is lost revenue, inconsistent follow-up, and plenty of sleepless nights. In today's episode, I'm joined by Brent Stutzman, founder of TheraSaaS, a HIPAA-compliant CRM built specifically for therapists in private practice.  Brent brings years of experience helping practices scale through smarter marketing systems, and he's here to share how a CRM can completely transform your sales and marketing process. You'll learn how to bring all your leads, communications, and marketing efforts into one central place, so nothing falls through the cracks and you can make confident, data-informed decisions about your practice's growth. In this episode, you'll learn: The three levels of CRM implementation that save hours each week and boost conversions How to track exactly where your best clients come from — and why a 50/50 Google-to-referral ratio signals a healthy practice The difference between a CRM and your EHR, and why they're not interchangeable Why consistent, value-based follow-up sets your practice apart from the competition Simple automation ideas to respond faster, build trust, and stay connected with potential clients Links mentioned in this episode: TheraSaaS: therasaas.com 157. How to Position Yourself As the #1 Trusted Practice In Your Community Brent Stutzman   Watch The Video:   This Episode Is Brought To You By: RevKey specializes in Google Ads management for therapists, expertly connecting you with your ideal clients. They focus on getting quality referrals that keep your team busy and your practice growing.   Visit RevKey.com/podcasts for a free Google Ads consultation   Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events.   Learn more about building a thriving private practice with Alma at helloalma.com/elevation. About Brent Stutzman After helping his wife successfully launch her counseling practice in 2016, Brent Stutzman saw a need to help other practice owners build powerful sales funnels to grow their brand and practices. Since then he's launched over 12 private pay practices across the country, a CRM software for therapists called TheraSaaS, and an eCourse called Private Pay Practice Program.   His mission is to help 30,000 private practice owners launch, grow, or scale their practices by 2030.   He's a former Storybrand Guide and lives in Chicagoland with his wife of 21 years, and their 4 beautiful children. About Daniel Fava Daniel Fava is the owner and founder of  Private Practice Elevation, a website and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.    Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.  

If you've ever felt unsure about what SEO really is — or why your website isn't getting the traffic or clients you expected — this episode is for you.  Daniel pulls back the curtain on the most common misunderstandings therapists have about SEO and shares what's actually working in today's digital landscape. This episode was born out of behind-the-scenes conversations with our Lead SEO Specialist — and the real, recurring questions and roadblocks we see come up with our clients.  Whether it's confusion about how SEO works, frustration over slow results, or the instinct to write your website like a clinical bio, we get it.  We've been there with so many therapists, and we wanted to create an episode that clears the air and sets the record straight.  In this conversation, Daniel unpacks the top things we wish every therapist understood about SEO — so you can stop second-guessing the process and start seeing how strategy, clarity, and patience lead to real growth. The Key Takeaways: Therapists fall under the YMYL (Your Money or Your Life) category, which means Google holds your website to a higher standard. Building E-E-A-T (Experience, Expertise, Authoritativeness, Trustworthiness) is crucial. Your homepage — especially the hero section — should speak directly to your ideal client, not just talk about your practice or credentials. Clinical language often creates distance, unless your audience specifically needs that. Everyday, emotionally resonant language is far more effective. Clients are looking for connection and relief, not a resume. Show them you understand their pain and can help them feel better. Effective SEO isn't a guessing game — it's built on strategy, structure, and research. Following a defined plan gets results. SEO is not the same as running Google Ads. It's a long game, and results build over time — not overnight. Your site might include copy that doesn't sound exactly like you — and that's okay. We're balancing voice with visibility. Nothing in our SEO work is arbitrary. Every tweak and piece of content is intentional and goal-driven. Before you can convert visitors to clients, you have to show up in search results. Visibility comes first. Think of SEO as a marathon, not a sprint. Momentum builds with consistency and time. With the rise of AI and changing search behaviors, SEO today is more like search engineering — blending human psychology and technical strategy. Links mentioned in this episode: 176. Our Top Predictions for SEO in 2025: What Therapists Need to Know What are YMYL websites? How does Google evaluate these? SEO Assessments for Private Practice Schedule a 15-minute Clarity Call This Episode Is Brought To You By   Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events. Learn more about building a thriving private practice with Alma at helloalma.com/elevation. About Daniel Fava Daniel Fava is the owner and founder of  Private Practice Elevation, a website and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.  Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.  

In this episode of the Private Practice Elevation Podcast, we're joined by Michael Diettrich-Chastain, founder of Arc Integrated — a leadership development consultancy that helps teams and leaders around the world create cultures of engagement, sustainability, and purpose. Michael brings a unique background that blends psychology, therapy, and organizational development.  He's worked in everything from community mental health to corporate coaching and now supports leaders in shaping healthier workplace dynamics.  His insights have been featured in Time, Entrepreneur, and The Washington Post, and his bestselling book Changes explores how individuals and teams can navigate growth more effectively. Whether you're a group practice owner, leading a small team, or simply looking to strengthen your leadership mindset, this episode will give you practical frameworks to improve communication, foster autonomy, and influence your team without micromanaging.  Michael shares why curiosity — not control — is the key to effective leadership, and how asking the right questions can shift your entire team culture. In This Episode, You'll learn: How to influence your team's behavior through inquiry rather than command Why understanding communication styles (like DISC) can prevent conflict and boost collaboration Simple questions to start meetings with intention and end them with clarity A 3-step framework for performance reviews and post-mortems (great for handling breakdowns without blame) How to balance autonomy and accountability with tools like the Success Path and Communication Map Why your response to failure is one of the most defining elements of your practice's culture Michael also shares some incredible free resources, including a quick leadership quiz and an invite to his annual leadership retreat in Costa Rica. Links from this episode: Arc Integrated Take the Leadership Quiz Conscious Leader Quest Retreat   Watch The Video: Take Me to YouTube This Episode Is Brought To You By   Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events. Learn more about building a thriving private practice with Alma at helloalma.com/elevation. About Michael Diettrich Chastain Michael Diettrich Chastain is an author, speaker, professional coach and consultant dedicated to peak performance. Michael is an expert on peak performance in the workplace and is passionate about helping leaders and teams create company cultures of engagement, sustainability, and purpose. He is the founder of Arc Integrated, a leadership development consultancy serving teams and leaders around the globe. Michael is widely regarded by the various CEO's and leaders he has worked with as the "go to resource" for helping to transform the company cultures in which he works. His writing has been featured in Time, Money, Entrepreneur and The Washington Post and his first book (Changes) which was released in 2019 became an instant best seller in multiple categories. Michael's mission is to help create and maintain purpose driven organizations that elevate the consciousness of all involved. About Daniel Fava Daniel Fava is the owner and founder of  Private Practice Elevation, a website and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.    Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.  

If you've ever thought, "Just build me a website," and assumed it was a straightforward process, this episode is for you! Daniel is joined by Paula Allera, Private Practice Elevation's own project manager, for a behind-the-scenes look at what really goes into website project management.  With a background in web design, development, and digital marketing, Paula brings a rare blend of technical knowledge and operations savvy that helps keep projects on track. In this conversation, Daniel and Paula unpack the often-invisible side of website development — from estimating timelines to handling revisions and communicating with multiple stakeholders.  You'll learn why timelines can shift, how a single project can involve dozens of communication touchpoints, and why having one main point of contact can save weeks of time.  Paula shares the tools she uses to create realistic projections (including the beta distribution method) and why even the most well-planned projects need buffer time. If you're planning a website project or currently working with a web designer, this episode will give you the insights you need to be a more prepared and empowered client.  Understanding the process isn't just helpful — it can actually speed things up and lead to a better result. Key Takeaways: Project timelines aren't guesses; they're calculated using a formula that considers best- and worst-case scenarios, plus client responsiveness. Revision requests should be thoughtful and consolidated — too many small changes can create delays and affect other projects. Website drafts are not the final product. There's a process in place for revisions, pre-launch QA, and ongoing post-launch edits. Technology limitations (like device compatibility) are real. Perfecting a site for every screen isn't realistic or necessary. Communication can quickly become overwhelming when too many people are involved. A single point of contact streamlines everything. Every project is an opportunity to learn. Paula shares how documenting "lessons learned" helps improve outcomes over time. Whether you're launching your first website or your fifth, this episode will give you the clarity and confidence to navigate the process smoothly. 🎧 Listen now to get an inside look at how to set your next website project up for success. Links mentioned in this episode:  Custom Website Design and Development with Private Practice Elevation Watch The Video: Episode 191: The Top Things Every Therapist Should Know About Website Project Management   This Episode Is Brought To You By   Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events. Learn more about building a thriving private practice with Alma at helloalma.com/elevation. About Paula Allera    Paula Allera is a tech-savvy project manager. She's originally from the Philippines, currently lives in North Carolina, and is obsessed with organizing and driving company growth. She's passionate about employee management, prioritizing input to enhance processes, and ensuring success by putting her team first. About Daniel Fava Daniel Fava is the owner and founder of  Private Practice Elevation, a website and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.  Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.  

Many therapists in private practice want to run a solid, ethical business—but the idea of "compliance" can feel confusing, overwhelming, or even downright scary. Between HIPAA requirements, proper documentation, and ever-changing policies, it's tough to know what you don't know… and easy to put it off for another day. In this episode of the Private Practice Elevation Podcast, Daniel Fava sits down with Dr. Tiana Kelly to demystify compliance and make it feel manageable—even if you're just getting started. Tiana shares how she built the compliance program at Move Forward Counseling (with over 60 therapists!) and now helps other private practices do the same through her consulting business, Private Practice By Design. You'll learn why compliance is not a one-time checklist but an ongoing process—and how to prioritize the most important changes without overwhelming your team. Tiana also explains: Why "go slow" is key when rolling out compliance updates The biggest mistakes she sees practices make (and how to avoid them) What therapists really need to be trained on from day one How to build a culture of learning, accountability, and ethical care Whether you're a solo therapist or running a growing group practice, this episode will help you think more clearly about compliance—and feel more confident taking your next step. 🎧 Tune in now and learn how to protect your practice without burning out your people.  Key Takeaways: Start slow, go steady: Trying to overhaul everything at once can lead to staff burnout. Prioritize the most urgent needs and build from there. Train early and often: Don't assume new hires know your expectations. Provide clear, specific training on documentation and HIPAA best practices. Stay curious: Compliance isn't a "set it and forget it" system. Keep learning, stay updated on regulations, and be open to evolving your protocols. Don't do it alone: Whether you're a solo practice or a large group, there's support available—from trainings to audits to 1:1 consultations. Links mentioned in this episode: Learn more about Dr. Tiana Kelly's compliance consultation services: privatepracticebydesign.com Move Forward Counseling's Website Book a free 15-minute call to improve your online presence: privatepracticeelevation.com/kickoff This Episode Is Brought To You By Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events. Learn more about building a thriving private practice with Alma at helloalma.com/elevation. About Tiana Kelly Dr. Tiana Kelly has been working in a clinical capacity in counseling since 2017 and has dedicated several years to developing and strengthening Move Forward Counseling's compliance program.  She has most recently worked alongside Alison Pidgeon to establish Private Practice By Design, LLC – a business focused on providing consultation to other private practice owners.   Tiana brings a wealth of knowledge and experience in her consultant role related to compliant documentation practices and policy development, HIPAA standards, and chart auditing. In addition, Tiana has a Doctorate Degree in Prevention Science, which has equipped her with the skillset necessary to identify and promote protection against compliance risks. About Daniel Fava Daniel Fava is the owner and founder of  Private Practice Elevation, a website and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.  Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.  

Optimizing Operations: Building a Strong Foundation for Private Practice Growth Running a private practice often means wearing multiple hats—therapist, admin, marketer, and CEO. Without the right systems in place, the behind-the-scenes responsibilities can quickly become overwhelming, leading to burnout and limited growth.  This episode of Private Practice Elevation explores how creating strong backend systems can help practice owners move from survival mode to sustainable growth. Daniel Fava is joined by Bri Chrisman, founder and CEO of BossCo, an operations-focused agency that partners with mental health practices to improve internal workflows and strategy.  With a background in event management and marketing, Bri shares how she transitioned into the mental health space to help therapists build more efficient, profitable businesses. The conversation dives into the most common operational challenges private practice owners face—especially when scaling—and how systems, automation, and clear processes can dramatically reduce stress while improving client outcomes.  From onboarding to software audits, Bri offers practical advice for building a practice that runs as beautifully behind the scenes as it looks online. 🎙 Tune in to learn how creating a solid backend infrastructure can transform a private practice from chaotic to confidently scalable. Key Takeaways: A clear growth plan that aligns with long-term goals is essential for sustainable success. Regular audits of expenses and software can uncover hidden savings and improve profitability. A well-designed, standardized client onboarding process boosts conversion rates and enhances the client experience. Streamlined operations and automation can significantly reduce the burden on practice owners. Systems should be customized to each practice—avoiding a one-size-fits-all approach ensures long-term efficiency and success.   Links mentioned in this episode: https://heybossco.com/     Watch The Video:   This Episode Is Brought To You By   Alma is on a mission to simplify access to high-quality, affordable mental health care by giving providers the tools they need to build thriving in-network private practices. When providers join Alma, they gain access to insurance support, teletherapy software, client referrals, automated billing and scheduling tools, and a vibrant community of clinicians who come together for education, training, and events.   Learn more about building a thriving private practice with Alma at helloalma.com/elevation. About Brie Chrisman   Brie Chrisman is the founder and CEO of Boss Co, an operations management company that works 100% virtually. With over 15 years of experience in the project management and operations fields, Brie has taken a different approach to making an impact on businesses. She has revolutionized the way businesses operate by introducing a  solution for overwhelm for CEOs. Her commitment to being human-first has led her to serve CEOs in the mental health field.    About Daniel Fava   Daniel Fava is the owner and founder of  Private Practice Elevation, a website and SEO agency focused on helping private practice owners create websites that increase their online visibility and attract more clients. Private Practice Elevation offers web design services, SEO (search engine optimization), and WordPress support to help private practice owners grow their businesses through online marketing.    Daniel lives in Atlanta, GA with his wife Liz, and two energetic boys. When he's not working he enjoys hiking by the river, watching hockey, and enjoying a dram of bourbon.