Productive Therapist Podcast

Ever wonder if your intake process is quietly costing you clients? Yeah, we hear that a lot. That's why in this episode, Uriah is tackling the real problem practice owners keep running into — not marketing, not clinical skills, but intake. Specifically, what happens in that critical window between someone reaching out and someone actually responding. We're talking about the stats that will make you rethink everything. The four solutions most practices try. The honest pros and cons of each. And the one combination that actually works: AI for speed, humans for care. These aren't hypothetical scenarios. This is what's happening in group practices every single day. So we figured it was time to lay it all out, plain and simple. Hit play, and find out what your intake process has been missing.

Ever wonder if AI actually belongs in a therapy practice? Yeah, we get that a lot. That's why in this episode, I'm sitting down with Luci to tackle the real questions practice owners are asking before they take the leap with Simple Intake; the AI-powered intake system built specifically for mental health practices. We're talking about stuff people are actually nervous about. The "but what if my clients hate it" fears. The phone number drama. The crisis call scenarios. All of it. These aren't hypothetical questions. These are the conversations we're having every single day. 👉 Curious about what AI intake could look like for your practice? Learn more at productivetherapist.com/simpleintake

Ever wonder what AI tools are actually worth your time, and which ones are just hype? Yeah, same. That's why I'm pulling back the curtain on the 4 AI tools I use every single day to run Productive Therapist and InTune Family Counseling. In this episode, I'm walking you through Claude (my go-to for basically everything), Gemini (underrated until recently, trust me on this one), Wispr Flow (the dictation tool that types faster than I think), and SimpleIntake, which is doing things I honestly didn't expect, like booking calls at 6:30am while I was still asleep. These aren't tools I'm testing. These are tools I can't work without. If you've been curious about AI but don't know where to start, or you're already using some of these and want to go deeper, this episode is for you. Check it out at productivetherapist.com/simpleintake.

Ever find yourself drowning in software subscriptions and wondering if there's a better way? Yeah, me too. That's why I wanted to pull back the curtain and show you exactly what's in my 2026 tech stack: the tools that actually run both InTune Family Counseling and Productive Therapist. In this episode, I'm walking through my practice management tools, team collaboration setup, phone system (and why I don't recommend what I currently use 😬), and how SimpleIntake replaced SIX different platforms I was paying for. The best part? I'll share my golden rule for choosing tech tools that'll save you from the shiny object syndrome. Whether you're building your first practice tech stack or looking to simplify the one you've got, this episode will help you make smarter choices. Want to see SimpleIntake in action? Check it out at productivetherapist.com/simpleintake.

Ever feel like you're running on empty trying to do it all yourself? I used to feel that way too! That's exactly why I finally hired an executive assistant, and within a week, she freed up 5-10 hours of my time. Wild, right? In this episode, I'm breaking down the four support services that truly unlock growth in your practice (plus two that are nice to have). We're talking about the kind of leverage that doesn't just save you time, it actually opens up opportunities you didn't even know were waiting for you. Whether you're a solo practitioner white-knuckling it or a group practice owner trying to scale past that 3-5 clinician mark, this one's for you. Want more options? Check out our business directory for providers across all these categories. And if you’re curious about our intake and admin support, let’s talk.

In this episode, I sit down with Wendy McSparren, licensed clinical social worker, group practice owner, and co-founder of Admirra, a CRM built specifically for mental health practices. Wendy’s story is one of my favorite kinds, she didn’t wake up one day and decide to build software. She was living inside the chaos of running an insurance-based group practice during the pandemic and simply needed a better way to survive it. When the tools on the market didn’t fit the reality of how therapy practices actually operate, she and her husband (a software engineer) built what they couldn’t find. Links: Admirra - CRM for mental health practices Westmoreland Psychotherapy Associates

Ever feel like you're drowning in intake calls while trying to actually run your practice? You're not alone. In this episode, Uriah sits down with Luci Carrillo, Productive Therapist's Director of Operations, to talk about how virtual assistant services can transform your intake process and give you your life back. Luci walks through the typical journey of a growing practice owner (spoiler: it involves a lot of stress and challenges) and explains how a dedicated intake specialist can handle everything in between the first contact and the first session. Whether you're a solo practitioner feeling the squeeze or running a 45-clinician practice that needs serious support, this conversation will help you figure out if a VA is the right move for you. If you're tired of checking emails at 9:30 PM and wondering if you missed another potential client, this episode is for you. Book a strategy call with Luci to explore how our team can help you grow without the overwhelm.

At Productive Therapist our virtual assistant team turns calls & clicks into clients. Every single day. Therapists want to know how we do it. We get asked all the time for our secret sauce. Here’s the thing. Creating a great first impression is vital. A potential client’s first interaction with your practice is key to helping them know, like and trust you. A good call script is an important first step in optimizing your intake process. In this episode Uriah breaks down the 7 elements of the Magic Call Script and explains the intention and importance of each one. It's a short listen, but a good one! Download our Magic Call Script HERE.

What if you could replace ALL your marketing with a single story? And grow your practice with less effort. Yes, please. Sign me up. If that sounds awesome and almost too good to be true, give this episode a listen. I interviewed Kris Jones, a storytelling expert who turns expertise into sales success. She has a background working with major brands like Adidas, Nike and Guinness. She was also hand selected for mentorship by StoryBrand's Donald Miller. Kris explains how a single, compelling story can transform your marketing efforts and significantly increase your revenue. And she shares her proven story selling system that helps businesses scale effectively without the need for endless content. Don't miss this one. Hope you enjoy the episode! Find out more about Kris Jones and her services at Red Door. And of course, check out the amazing resources over at productivetherapist.com.

Ever wonder what happens when you listen to 10+ hours of business podcasts a week? You might just end up with a seven-figure group practice. 🎯 Dr. Leah Clionsky wasn't kidding around when she decided to double down on business strategy. While most of us are trying to squeeze in one podcast episode during our commute, she turned podcast consumption into a full-blown business accelerator—and the results speak for themselves. In this conversation, we dive into Leah's entrepreneurial origin story (spoiler: it started at age 7 with possibly the best birth announcement ever), how she's using podcasts as her MBA program, and why she likes to stay "slightly terrified all the time." Plus, we talk about the creative rush of launching new things, the systematic magic that makes running multiple podcasts feel easy, and why curated content might just be your secret weapon in 2025. What you'll hear: The unusual path from birth announcement to seven-figure practice ownerHow to actually implement what you're learning from podcasts (not just consume them)The power of experimentation when things feel uncertainWhy being slightly terrified might be good for business Whether you're podcast-curious or podcast-obsessed, this one's worth your time. Connect with Leah: Worth It Practice PodcastSign up for her free newsletter (seriously, do it—it's curated gold)Educated Parent Podcast

Nicole McCance is back for round two! She's a psychologist turned business coach who scaled her practice to 55 therapists and multiple seven figures in just three years—with twin toddlers at home. She sold her clinic in year four and retired as a psychologist in year five. In this episode, we dive into: Nicole's five-step scaling method Why you MUST systemize before you delegate (or you'll regret it)The power of email marketing for client retentionOvercoming the identity shift from therapist to CEOThe future of group practice ownership and why Nicole's optimistic about what's ahead Key takeaway: The fundamentals of scaling haven't changed: systemize your operations, stay consistent with what works, and tune out the noise about what's coming. Also, listen to episode 198 - How to Scale to a 7-Figure Group Practice Connect with Nicole: Podcast: The Business Savvy TherapistWeekly live masterclass on the five-step scaling method Perfect for therapists ready to scale by working smarter, not harder.

You know AI could help your practice, you just don't know where to start. Most therapists are either overwhelmed by AI or ignoring it completely. But there's a sweet spot in the middle where AI becomes your secret weapon for getting more done while avoiding burnout. In this episode, I'm sharing the top 5 ways you can use AI in your practice in 2026. (#5 is definitely my favorite!) What You'll Learn: 1. Write your clinical notes – Stop working late by using AI to draft your notes in minutes instead of hours. Tools like Berries, Blueprint, SimplePractice's Note Taker, TherapyNotes' TherapyFuel, and Quill can transform your documentation workflow. 2. Get 24/7 business coaching – Build an AI Advisory Team that gives you expert help with marketing, finances, and strategic planning without the hefty price tag. I'll tell you about Sam, Brenda, Jason, and Steve (my AI team members). 3. Enjoy marketing again (or at least hate it less 😅) – Use AI to write blog posts, create email campaigns, and generate social content in your voice. You edit and approve, but the heavy lifting is done. 4. Speed up every admin task – From sorting your inbox to creating email templates, AI can help you reclaim 5+ hours a week by handling the busywork. 5. Never miss another call – Your AI receptionist can answer every single call and respond to every chat instantly, 24/7/365. This solves the #1 problem all practice owners face: missing new inquiries. Resources Mentioned: Clinical Notes: Berries, Blueprint, SimplePractice Note Taker, TherapyNotes TherapyFuel, QuillBusiness Coaching: Claude, ChatGPTMarketing: Claude, ChatGPT, Canva AI, Ideogram, Google AI StudioAdmin Tasks: Claude, ChatGPT, FyxerAI Receptionist: SimpleIntake Pick ONE of these to try this week. Just one. Start small, test it out, and see if it saves you time or makes your life easier. Remember: AI isn't about replacing the human connection in therapy. It's about freeing you up to provide more of that human connection to the people who need it most. Ready to never miss another call? Check out SimpleIntake and see how it's changing the game for practices tired of missing calls and losing clients.

I've been testing AI Receptionists with dozens of therapy practices. Here's what I'm learning. The good, the challenging, and the surprising. What's tricky: 👉 Some therapists worry their clients aren't ready to talk to AI about therapy. 👉 Setup takes some patience, it's not 100% plug-and-play (yet). 👉 Complex scenarios (cancellations, routing to specific staff) can be tricky to configure. What's working: ✅ Response time drops from hours (or days) to seconds, for every single call. ✅ We can get an AI Receptionist up and running in a few days and it requires very little time or effort for the practice owner. ✅ The quick response plus consult booking features are a game changer, especially for busy admin teams. Quite an elegant solution. ✅ This tech is brand new and improving weekly. What works well now will work brilliantly soon. If you're getting 10+ inquiries a week and hate missing calls, this might be your new favorite tool. Every call answered. Every client connected. That's the goal. Want to experience it yourself? Listen to a few AI demo calls and talk to my team about your specific setup. http://productivetherapist.com/info/

Tired of being the chief fire-putter-outer in your practice? In this episode Emily Ferguson shows you how to stop living in the weeds and start leading like the visionary you're meant to be. What Emily Does She helps practice owners stop firefighting and start running profitable practices. Get out of the weeds, be the visionary. Services: Operations manager services (temporary or long-term)Intake coordinator training (50%+ conversion rates)Client retention training (aiming for 90%+ retention)Comprehensive business coaching (rates, metrics, hiring, SOPs, the works) The Big Mistake You're stuck doing admin tasks instead of leading your practice. Solution: Get an operations manager who actually knows the therapy business. Do This Week Calculate your retention rate. Under 90%? Figure out why some therapists retain clients better than others. (Hint: therapeutic alliance + smart processes) The Real Talk Hire someone with expertise who solves problems, not just someone who follows instructions. Short-term investment, potentially hundreds of thousands in long-term profit. Reach out to Emily at confidentprivatepractice.com for a free consultation + resources.