Scaling Therapist Podcast: More Income, More Independence, More Impact (Not More Hours)

James Marland
  • 5.0 (14)
  • Entrepreneurship
  • Updated Weekly

The Scaling Therapist Podcast exists to inspire therapists to scale their business with systems, people, community, or opportunity so they can have more income, impact, and independance without giving up more of their life.

  1. 8h ago

    STP 176 | Ways to Stop Losing Time and Money to Insurance Billing

    If you are a therapist, you know the feeling of opening an envelope or checking a portal, only to see another claim denied. It’s exhausting, it’s frustrating, and honestly, it’s one of the biggest reasons therapists lose money and burnout in private practice.   I sat down with my friend Jeremy Zug from Practice Solutions to talk through this. We didn't want to just talk about the "what," we wanted to give you some real hope that this doesn't have to be your constant reality. We unpacked why you might be getting underpaid, how to spot the cracks in your billing process, and when it’s actually the right time to stop doing it all yourself.   The "Hidden" Money You Might Be Missing You might be leaving thousands on the table without even realizing it. We talked about one practice that found out they had been underbilled by $30 per session for twelve years straight. Twelve years. We walk through how you can check your own rates against the market so you aren't stuck in that same position.   The Real Cost of Doing It Yourself We tend to think that doing our own billing saves money, but Jeremy breaks down the "opportunity cost." If you are spending your most productive hours fighting with insurance companies, that is time you aren't spending with clients or growing your practice. It is often the most expensive hour in your week.   Fixing the Denials The number one reason for denied claims is usually the most avoidable one: duplicate claims. We go over a simple process fix for this that could save you a mountain of headaches and help you get paid faster.   Key Moments from Our Talk 6:18 – The "rate transparency" rule: Why insurance pricing was kept a secret for so long and what changed in 2020. 7:33 – The story of that practice that lost $30 per session for twelve years. 10:17 – "Noble poverty": Why we think therapists should undercharge, and why it is okay to actually make a profit. 17:23 – The honest conversation about when you should keep billing in-house versus when to outsource it. 19:23 – A simple way to look at opportunity cost that changes how you view your time. 27:31 – Stopping those duplicate claim denials for good. 31:13 – Where to find Jeremy and the tools he recommends. Resources Business Workshops for Therapists: https://www.coursecreationstudio.com/workshops Practice Solutions: https://www.practicesol.com The Claim Game Podcast: https://www.practicesol.com/podcast Scaling Therapist Services: https://www.scalingtherapistservices.com

    STP 176 | Ways to Stop Losing Time and Money to Insurance Billing

  2. Aug 10

    STP 175 | How Practice Owners Can Improve Hiring, Onboarding, and Retention

    Hiring your first therapist feels like the next obvious step. But this is where a lot of practice owners get tricked. We spend so much time looking for the right person that we forget to ask why we're building a group practice in the first place. In this conversation, James sits down with Brie Chrisman and Allison Dixon from Bosco to talk about hiring, onboarding, and retention. More importantly, they talk about building a practice people actually want to be part of. Because helping more people shouldn't mean creating a business that wears you out. Who This Episode Is For   Solo practice owners getting ready to hire their first therapist. Group practice owners who are tired of hiring the same position over and over. Practice owners who want to build a team that stays. Therapists who want to grow their impact without giving away their whole calendar. Why Listen?   Why your "why" matters before you hire your first clinician. How a healthy culture starts long before someone joins your team. Simple ways to hire well, onboard with confidence, and help great therapists want to stay. In This Episode Why every practice owner should know why they're growing before they hire. How your mission shapes every hiring decision you make. Why the right fit matters just as much as the right resume. A simple three-step hiring process Bosco uses with therapy practices. Why onboarding should feel like a welcome, not a checklist. What your new clinician needs during their first 30 days. How honesty and authenticity build trust from the very first interview. Why retention starts with treating people like people. Common hiring mistakes that cost practice owners time, money, and energy. Episode Highlights 00:00 Why therapist retention matters more than most practice owners realize. 01:43 Meet Brie Chrisman and Allison Dixon from Bosco. 05:02 The first question every practice owner should answer before hiring. 09:33 How your mission shapes culture and helps great therapists stay. 11:49 The policies and systems to have in place before you hire. 15:00 Why hiring one person at a time usually leads to better results. 17:37 Bosco's three-step hiring process. 22:00 Why transparency during interviews builds trust. 26:25 The real reason many therapists leave practices. 28:24 How to create an onboarding experience people remember. 31:42 One thing that makes therapists want to stay. 33:00 Learn more about Bosco and their work with therapy practices. Resources Mentioned Boss co The Science of Scaling by Benjamin Hardy The Scaling Therapist Podcast Connect with boss co Learn more about Bosco and how they help therapy practices improve hiring, onboarding, operations, and retention: https://heybossco.com/

    STP 175 | How Practice Owners Can Improve Hiring, Onboarding, and Retention

  3. Aug 3

    STP 174 | How Better Systems Reduce Decision Fatigue and Improve Client Care

    How Better Systems Help You Stop Carrying Everything in Your Head with Brie Chrisman Episode Description Most therapists don't dream about building systems. They dream about helping people. But after a while, the business starts asking for more of your attention. Emails pile up. Paperwork waits. Little decisions follow you home at the end of the day. If you've ever felt like you're carrying your entire practice around in your head, you're not alone. In this episode, James sits down with Brie Chrisman, CEO of Boss Co, to talk about why good systems aren't about making your practice more corporate. They're about helping you stop carrying everything in your head so you have more energy for the people sitting across from you. Every unfinished task is like leaving another browser tab open in your brain. After a while, everything slows down. This conversation is all about closing a few of those tabs so you can get back to the work you were called to do. Why You'll Want to Listen Learn why simple systems can help you stop carrying your entire practice in your head. Discover how the little things behind the scenes shape the care your clients receive. Hear practical ideas that can help your practice feel calmer, simpler, and easier to manage. In This Conversation You'll Discover Your brain wasn't designed to remember every task in your practice. Simple systems free up your attention so you can focus on the person sitting across from you. The way you welcome a client is part of the care you provide. From the first phone call to onboarding and follow-up, every interaction builds trust before therapy even begins. Doing everything yourself isn't a badge of honor. Letting go of the right tasks creates more space for the work only you can do. Inside This Conversation  00:00 – Why therapists often feel like they're carrying everything in their head 01:36 – Why building a practice requires more than clinical skills 03:15 – The hidden weight of all the small decisions you make every day 06:45 – Why systems aren't about being more corporate 09:20 – Every unfinished task is like leaving another browser tab open in your brain 11:45 – How simple processes create a better experience for your clients 14:30 – Why doing everything yourself eventually becomes the bottleneck 17:10 – The role delegation plays in building a healthier practice 20:40 – Small operational changes that make a big difference over time 23:50 – Practical first steps to simplify your practice One Thing to Try This Week  Choose one task you repeat every week, like onboarding a new client or responding to inquiries. Write down each step as a simple checklist. You don't need to build the perfect system this week. You just need one less thing competing for your attention so you can spend more of your energy helping the people who need you most. Check out Brie Cressman at Boss Co James Marland at  Course Creation Studio Scaling Therapist

    STP 174 | How Better Systems Reduce Decision Fatigue and Improve Client Care

  4. Jul 28

    STP 173 | The Couch Trap: Locked to One Location

    What if the biggest limitation in your practice isn't your schedule... but where your business is allowed to create value? In this final episode of the Three Traps series, James explores what he calls The Couch Trap. It's the belief that your expertise only has value when someone is sitting across from you in the therapy room. This isn't about replacing therapy. It's about asking a better question. What if some of the wisdom you already share every day could help people beyond the therapy couch? If you've ever felt like your knowledge is trapped inside one-on-one sessions, this episode will help you see your work a little differently. In This Episode Why the therapy couch isn't the problem—but believing it's the only place you can create value might be. A story from James's work in a children's day hospital that changed how he thinks about service delivery. Why your knowledge, experience, and education go wherever you go, even if your business doesn't. The moment James realized many therapists already know enough to teach workshops, trainings, and other resources. How one therapist's Facebook post showed that helping people doesn't always require someone sitting on the couch in front of you. One small challenge you can try this week to begin sharing what you already know. Highlights 00:00 — Why the therapy couch can become a hidden business limitation. 01:00 — Why James created the Launch a Workshop in 30 Days workshop. 02:02 — A quick review of the Clock Trap and Calendar Trap before introducing the Couch Trap. 03:00 — Why this isn't about replacing therapy or criticizing the profession. 04:00 — A story from a children's day hospital that exposed the limits of location-based services. 07:03 — What the Couch Trap really is—and what it isn't. 08:26 — Why your business stays where your couch is. 10:00 — Does all of your knowledge have to stay inside the therapy room? 11:46 — The training session that changed how James viewed therapist expertise. 16:55 — The Facebook post that sparked a new way of thinking about sharing knowledge. 19:08 — Why you don't have to build an online course to start helping more people. 21:00 — The bigger lesson behind all three traps. 23:00 — This week's challenge: share one helpful idea with the people who need it. Resources Mentioned Launch a Workshop in 30 Days — Live workshop on July 31 for therapists who want to turn what they're already teaching into a workshop. Scaling Therapist Services — Find business resources and trusted partners at scalingtherapistservices.com. Previous episodes in this series: STP 167 — The Clock Trap STP 170 — The Calendar Trap One Key Takeaway Your value doesn't come from your couch. It comes from your knowledge, your experience, and your willingness to help people. The therapy room is where therapy happens, but it doesn't have to be the only place your wisdom makes a difference. Put Your Mission in Motion This week's challenge is simple. Write one Facebook or LinkedIn post about something you wish everyone understood about trauma, anxiety, relationships, or another topic you care deeply about. Pay attention to what happens. The response you get might point you toward a new way to help people beyond the therapy room.

    STP 173 | The Couch Trap: Locked to One Location

  5. Jul 20

    STP 172 | Why Waiting on Compliance Could Put Your Practice at Risk w. Dr. Natasha Guess

    STP 172 Show Notes Why Waiting on Compliance Could Put Your Practice at Risk No one starts a therapy practice because they're excited about policies and regulations. You start because you want to help people. But here's the trap. The longer you put compliance off, the more you're putting at risk. In this conversation, James sits down with Dr. Natasha Guess, founder of Guess Compliance & Consulting, to talk about why compliance isn't just about checking boxes. It's about protecting your clients, your team, your reputation, and the practice you've worked so hard to build. One line from the conversation sums it up well: "You can't fix what you don't know about." That's why every compliance journey starts with understanding where the gaps are before they become bigger problems. If you've ever thought, "We'll deal with compliance when we get bigger," this episode is for you. Who This Episode Is For If you own a therapy practice, lead a behavioral health team, or hope to grow your practice without creating bigger problems later, you'll find this conversation helpful. What You'll Walk Away With Why compliance protects more than your business. It protects your clients, your staff, and the practice you've worked so hard to build. Why waiting until you're bigger usually makes compliance harder, not easier. The common mistakes that leave small practices exposed to unnecessary risk. How a compliance assessment helps you find problems before they become expensive ones. Why role-based access, clear policies, and regular reviews matter more than most practice owners realize. How good compliance gives you something many practice owners don't have—peace of mind. Why bringing in an expert can save time, reduce stress, and help you stay focused on serving people. Show Highlights 0:00 – Cold open: Natasha on the gap between big healthcare systems and small/mid-size practices drowning in regulations 0:42 – Upcoming workshops: Launch a Paid Workshop in 30 Days (July 31) and Natasha's compliance workshop (September) 2:13 – Welcome back to the Scaling Therapist Podcast; intro to Natasha and today's topic 3:37 – Natasha's origin story: growing up in a country with no healthcare structure or governance 5:22 – Why she started Guess Compliance Consulting 6:48 – Why compliance feels like such a burden for small practices wearing many hats 8:07 – The myth that compliance can wait until you're "big enough" 10:24 – Why regulators don't scale expectations based on headcount — same HIPAA obligations for everyone 11:55 – What's at stake: patients, staff, reputation, and the business itself 13:11 – How following HIPAA protects you even when breaches or lawsuits happen 15:49 – The "three gaps" Natasha finds most often: informal access, role-based access, and informal communication 20:06 – How Natasha helps practices: diagnostic compliance check, gap analysis, and implementation 23:25 – One-time projects vs. ongoing monthly compliance services 24:46 – Where to find Natasha: Guess Compliance Consulting LLC, LinkedIn, free compliance strategy calls 25:28 – Natasha's final words: don't wait until it's too late 27:24 – James's closing thoughts and outro 27:50 – Sponsor thank-yous and workshop reminder Book Recommendation Natasha is a Published Author and wrote the book on compliance. You can find it on Amazon.  The Compliance Trap: How Not to Get Fined, Sued, or Shut Down: The Operational Compliance Guide for Small and Mid-Size Healthcare Organizations Resources Mentioned Guess Compliance & Consulting LLC Scaling Therapist Services Directory Course Creation Studio Launch a Paid Workshop in 30 Days The Growing Practice Compliance Checklist PDF One Thing You Can Do Now If you've been putting compliance on the back burner, don't wait until you receive a complaint, an audit notice, or a security breach. Take one honest look at your practice and ask yourself, "Am I protecting the people who trust me?" Helping people is too important to leave that to chance.

    STP 172 | Why Waiting on Compliance Could Put Your Practice at Risk w. Dr. Natasha Guess

  6. Jul 13

    STP 171 | People, Process, and Proof: A Simple Formula to Help Clients Say Yes

    Building a great course, coaching program, or service isn't enough by itself. If people don't understand how your work helps them, they'll move on. In this episode, James sits down with returning guest Joshua Brummel, co-founder of TherapyFlow, to talk about what makes a strong brand. They discuss how to stop describing what you do and start showing people how their life gets better because of your work. If you're creating a course, coaching program, consulting offer, or growing a therapy practice, this conversation will help people quickly understand why you're the right fit. Top 3 Reasons to Listen Learn how to describe your offer in a way that connects with what people actually want. Discover the three building blocks of a brand that helps people trust you. Walk away with a practical exercise you can use today to improve your website and marketing. Key Takeaways Talk about the outcome, not the process. People aren't looking for a course or a service. They're looking for a problem to be solved. Show them where you're taking them, not just what you're teaching. People trust you when they understand how you help them, who you are, and why your approach works. Joshua explains how your process, your people, and your proof work together to build that trust. You don't have to be everywhere. Pick a few places, do them well, and keep showing up. A simple, consistent approach beats trying to do everything at once. Highlights 00:00 – Why branding is much more than your logo 02:00 – The biggest AI questions therapists are asking today 05:00 – Why people struggle to market courses and coaching 06:00 – Stop talking about what you do—start talking about what you deliver 09:30 – Why people buy solutions to problems, not your process 10:00 – Joshua's three-part branding framework: Process, People, and Proof 12:00 – A real client example of branding that transformed a practice 13:45 – Is short-form video still worth your time? 16:00 – The bouquet analogy for building a memorable brand 18:20 – The three growth levers: Volume, Consistency, and Quality 19:45 – Why neglected social media can hurt your credibility 21:00 – TherapyFlow's newsletter and marketing support for practice owners 23:00 – Joshua's practical branding exercise you can start today One Simple Action Step Take 20 minutes this week and write down 20–30 "We help..." statements that describe the outcome you create for your clients. Then finish each one with "without..." to identify the frustration or obstacle you help them avoid. This simple exercise can make your website, social posts, and course pages much clearer.

    STP 171 | People, Process, and Proof: A Simple Formula to Help Clients Say Yes

  7. Jul 6

    STP 170 | The Calendar Trap: Overbooked, Overwhelmed, and Overrun

    The Calendar Trap: Overbooked, Overwhelmed, and Overrun If your calendar is full but your life is getting the leftovers, this episode is for you. James talks about the calendar trap: the slow drift from overbooked, to overwhelmed, to overrun. He begins with a story about his parents caring for his grandmother, then draws a clear line between sacrifice made for love and sacrifice made for a system that will not love you back. For therapists, coaches, and helping professionals, this is a sober but hopeful look at therapist burnout, private practice schedules, calendar boundaries, and what it takes to build a more sustainable therapy practice. Listen If You feel successful on paper, but tired in your body. You are booked out, but your family, rest, health, and spiritual life keep getting pushed to the edges. You want your calendar to protect your future instead of slowly taking it away. You Will Learn Why a full calendar is not always the same thing as freedom. How one more “yes” can quietly take from your rest, family, health, or creativity. Why your business, agency, or practice is a system, and systems do not love you back. How to ask a better question: “What is my calendar protecting?” Why your clients need the whole you, not the worn-down version of you. Timestamped Highlights 00:05 – When feeling overrun is really about your future. 01:00 – James shares the story of his parents caring for his grandmother. 02:16 – Every plan had to pass through one question: “What about Grandma?” 03:07 – The beauty and cost of giving your calendar to love. 04:39 – Your business is not Grandma. 05:37 – Your appointment book will not stop and ask if you are okay. 06:24 – Your system is perfectly designed to give you the results you are getting. 07:32 – The three stages of the calendar trap: overbooked, overwhelmed, and overrun. 08:05 – How overbooking starts with one small, reasonable-sounding yes. 09:25 – Why pushing now so you can rest later feels responsible. 10:30 – Every yes has to come from somewhere. 11:14 – You do not lose your future all at once. 12:15 – When being booked out stops feeling like success and starts feeling like danger. 13:17 – Overwhelm is when the calendar looks full, but you feel empty. 14:15 – When your body is on vacation, but your mind is still at work. 15:44 – Rest is not rest when it feels like a debt you have to pay later. 16:15 – How the calendar trap uses your care, guilt, skill, and income needs against you. 17:16 – When the future you wanted gets crowded out. 18:34 – Overbooked is about your schedule. Overwhelmed is about your mind and body. Overrun is about your future. 19:32 – Why your future should not be claimed by a system that does not care if you are okay. 20:33 – James shares his own story of giving 18 years to a company. 22:19 – A better question: “What is my calendar protecting?” 23:32 – Sacrifice can be beautiful when love is the reason. 24:38 – Is the system you are serving worth the cost? 25:49 – If you are overwhelmed, you are probably not giving your best. 26:10 – Your clients need the whole you. 27:22 – Your calendar is data. It shows what you are protecting. 28:18 – The three traps: the clock trap, the couch trap, and the calendar trap. 28:41 – Final question: Is your calendar protecting your future, or taking it away? Resources and Mentions Scaling Therapist Services https://scalingtherapistservices.com Episode sponsors mentioned: Humor Speaks, RevKey, The Practice Co-Lab, Arc Integrated, TheraSaaS CRM, Guess Compliance Consulting LLC, Freedom Business Solutions, Bossco LLC, and Profit Comes First. Closing CTA Look at your calendar this week and ask one honest question: Is this protecting my future, or taking it away? Your future should not be the leftovers after everyone else gets a spot. Thanks for listening. Now go put your mission in motion.

    STP 170 | The Calendar Trap: Overbooked, Overwhelmed, and Overrun

  8. Jun 29

    STP 169 | Fear, Failure, and First Steps: How Ira Hays Put His Mission in Motion

    Fear, Failure, and First Steps: How Ira Hays Put His Mission in Motion In this episode of The Scaling Therapist, James talks with Ira Hays, LCSW, about what happens when your mission gets bigger than the people you can help one-on-one. Ira started like many therapists do. He had a job, a small practice, and a desire to help the people in front of him. Over time, his work with school phobia, OCD, emetophobia, and school attendance led him into school trainings, new programs, a book, content, and other ways to serve. This conversation is for the therapist or group practice owner who knows they have something useful to share, but still feels nervous to put it out there. Ira’s reminder is simple: start before it is perfect, give away what helps people, and take the next step toward your mission. What You’ll Hear in This Episode You’ll see how a mission can grow one step at a time. Ira did not start with a giant plan. He started by asking, “How do I help more people?” That question led to trainings, new roles, a book, and a bigger way to serve. You’ll hear why fear does not mean stop. Ira talks about feeling scared, sick, and out of place before his first big talk. But he did it anyway. If you are waiting to feel ready, this part will hit home. You’ll be reminded to give away what works. Some therapists feel like they need to protect what they know. Ira says the opposite. If it helps people, share it. Teach it. Post it. Let people see how you think. Show Highlights 00:00 – Give away what works Ira opens with the core message: if you learn something that helps people, don’t hide it. 01:00 – Ira shares what he is building Private practice, Innerspace Counseling, Bia, Launch, teaching, and a book. 02:00 – From getting by to growing a mission Ira shares how his work started small and grew as the need grew. 02:30 – “What’s the mission?” The question that helped Ira decide what to build next. 03:50 – The tree and the branches School attendance was the trunk. OCD, phobia work, trainings, apps, and writing became the branches. 05:10 – Free training as a way to serve Ira started giving trainings to schools because people needed the information. 06:20 – The book as another way to help The book came from people asking, “What can I read to learn more?” 08:00 – Writing was not easy Ira shares how he used walks and voice notes to get ideas out when sitting down to write felt hard. 09:30 – The fire to solve a problem When you solve something others are stuck on, you start wanting to help more people solve it too. 10:10 – Helping people beyond your office Ira talks about families outside New Jersey who needed help he could not provide one-on-one. 11:30 – The real cost of school phobia Kids missing school, meals, family dinners, and normal life. 13:00 – Start with the smallest step Ira’s advice: set the minimum standard needed to begin. Do not build the whole thing first. 14:00 – Failure versus doing nothing Ira says it is easier to sleep as a failure than to do nothing when people need help. 15:00 – The first talk was scary He was nervous, sweating, and unsure. But he did it, survived, and kept improving. 16:00 – Your first version can be small James connects Ira’s story to the idea of a simple first experiment. 17:20 – Sharing online feels vulnerable Ira talks about posting on LinkedIn and wondering if anyone would care. 18:00 – If nobody knows you exist, you help no one A clear reminder for therapists with good ideas hiding in their heads. 19:20 – Just start Post what you think. Share what you believe. Connect with people doing good work. 20:00 – Give your knowledge away Teach the schools. Help the programs. Share the lesson. Let people see behind the scenes. 21:00 – The Go-Giver mindset James and Ira talk about giving as a more honest way for helpers to grow. 23:30 – Learning new skills is awkward Podcasting, editing, writing, and posting are all part of the growth process. 24:00 – Who, not how James shares how he is learning to ask who can help instead of trying to do every task himself. 25:45 – Final encouragement Give away what helps. Share the idea. Post the lesson. Put your mission in motion. Resources Mentioned Connect with Ira Hays on LinkedIn and YouTube: Ira Hays, LCSW Hayes Health and Wellness Innerspace Counseling Books mentioned: The Go-Giver, Who Not How, 10x Is Easier Than 2x, and Time as a Tool Take One Next Step If this episode sounds like you, don’t wait until the idea is perfect. Share the post. Offer the free training. Record the short video. Write the first page. Give away the thing that has helped your clients move forward. You do not have to protect what works. Give it away, and watch it grow.

    STP 169 | Fear, Failure, and First Steps: How Ira Hays Put His Mission in Motion
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The Scaling Therapist Podcast exists to inspire therapists to scale their business with systems, people, community, or opportunity so they can have more income, impact, and independance without giving up more of their life.

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