Welcome therapists and group practice owners! I’m Nicole McCance, a psychologist turned business coach for therapists. Recently, I had the amazing opportunity to do live coaching with one of my podcast listeners, Tara, who owns a group practice in Michigan with five therapists (soon to be seven!). Her questions were so good that I knew I had to share the insights with all of you because honestly, every group practice owner needs to hear this.
If you’re feeling overwhelmed, wearing too many hats, or wondering when you’ll actually get to work ON your business instead of IN it, keep reading. Let’s dive into why hiring an admin might be the single best decision you make for your group practice this year.
P.S. Not a huge fan of reading blogs? (I’m more of a podcast girl myself) You can listen to my podcast episode all about this topic by clicking here!
The Real Problem: You’re Wearing Too Many Hats
Here’s what I told Tara and now I’m telling you. If you’re doing everything yourself, no one’s driving the bus. Your vision for growth and your dreams of scaling your practice – none of that can happen when you’re stuck in the weeds of daily operations.
Think about it this way. If you’re sitting in the therapist seat, you’re in the back of the bus. If you’re doing admin work, you’re maybe in the middle of the bus. But where you need to be is in the driver’s seat (the CEO seat!), steering your group practice toward the future you want.
When Tara asked whether she should focus on clinical training or administrative tasks, do you want to know what my answer was?
Neither.
Because you need to work ON your business, not IN it. And the only way that happens is when you have someone else handling the day-to-day operations.
Why Hiring an Admin is Actually Revenue-Generating
Ok, so I know exactly what you’re thinking. Don’t forget that I’ve been where you are right now, too. You’re thinking, “Nicole, I can’t afford to hire someone who doesn’t bring in money!” But I have a truth bomb for you. As admin absolutely IS revenue-generating when you use them strategically.
Here’s how an admin pays for themselves:
1. Follow-ups that convert
Your admin will be doing follow-ups with potential clients who filled out contact forms but didn’t book, or clients who no-showed and need to reschedule. Research shows this can increase your sales by 20% because you’re no longer the bottleneck.
Hot Tip: Click here to read my strategy for doubling your income by following up with clients!
2. Quality assurance
You admin can audit clinical notes, pull reports to see who’s behind on documentation, and ensure everyone’s staying compliant with insurance requirements.
3. Systems that scale
They will handle all those repetitive tasks that eat up your time like answering the same questions over and over, sending the same emails, and managing schedules.
When I work with group practice owners in my program, those who hire an admin grow twice as fast. It’s literally rocket fuel for your group practice!
Hot Tip: Send me a DM on Instagram saying “ADMIN” and I’ll send you my free Admin Checklist with everything you should be delegating to your admin!
The “But They Won’t Care Like I Do” Myth
I’m going to be very real with you. Tara was worried (like I was!) that an admin wouldn’t do as good a job because they won’t care about the price like she does. And you know what? She’s probably right. They likely won’t care as much or do everything exactly like you would.
But here’s what changed my perspective when I was in that same situation: I would take someone who does 80% as good as me if it gives me even one hour back of my time to focus on growing the business.
Plus, when you hire right, you might find someone who’s actually BETTER than you at certain things. Don’t be the smartest person in the room! I’ve hired admins who were way more tech-savvy than me, and it was amazing.
How to Hire an Admin Without Losing Control
The secret to successfully delegating tasks is to have amazing systems in place. I was terrified to hire my first admin because I thought “This is my reputation, and I’m supposed to trust it to a stranger I found on Indeed?”
But here’s what made it work:
- I created email templates for everything so it was still in my voice
- I recorded Loom videos of every process (seriously, record everything you do!)
- I systemized before I delegated
Tara mentioned she learned about not being the “chief question answerer” from one of my masterclasses, and she’s been using Loom to record all her processes. And that’s exactly the right approach!
Your 2-Step Admin Hiring Action Plan
Step 1: Start Small and Smart
You don’t need to hire full-time right away. Start with around 10 hours per week at $22-$25/hour. Consider hiring a psychology student – they’re bright, eager, and understand the mental health field.
Hot Tip: looking into VA companies can be a great option if you want to start small. I highly recommend Ginger Desk. If you want to learn more, click here to receive $250 OFF (Don’t forget to select ‘Nicole McCance’ under the question ‘How Did You Hear About Ginger Desk?’)
Step 2: Make Them Revenue-Generating From Day One
- Assign follow-up calls to potential clients
- Have them audit notes and pull compliance records
- Let them handle routine client communication using your templates
Step 3: Set a Deadline and Stick to It
Don’t let fear keep you stuck. When I coached Tara, I held her accountable to post the job by the following Friday. Because, sometimes you just have to do it scared!
Why Investing in Your Group Practice Actually Works
When you start investing in your practice, the world responds. If you’re not willing to invest in growth (like hiring an admin), how can you expect others to invest in you?
It’s about energy. When you put money and intention into growing your business, you signal to the universe that you’re serious about success. Suddenly, more people want to work for you, more clients want to work with you, and more opportunities show up.
Think of it this way: If it cost you $22-$25 per hour to grow your business, would you do it? Because that’s literally what you’re paying for. Growth, freedom, and the ability to focus on what really matters.
Your Dream Group Practice is Waiting
The beautiful thing about hiring an admin is that it’s often the first domino that starts everything else falling into place. You get your time back, you can focus on strategy and growth, your stress decreases, and suddenly you remember why you wanted to run a group practice in the first place.
You didn’t go to grad school to become an administrative assistant. You went to help people and build something meaningful. An admin gives you back the mental space and time to do exactly that.
So here’s my challenge for you. As yourself: What’s stopping you from posting that job listing this week? The admin who will change your life might be waiting to apply!
Want even more tips on growing your practice? Follow me on Instagram and listen to my podcast for all the best support for growing your therapy practice and attracting more clients!
Your business bestie,
Nicole
