Ideal Practice

Hey there everyone, 

Have you ever hired someone to handle your insurance billing, only to have it turn into a total mess? Maybe even a nightmare? 😵‍💫

If so, you're not alone in that! 

Today, I’ve shared with you the unvarnished truth about my own experience with insurance billing companies. Because over the course of 20+ years in private practice, I switched billing providers seven different times.

Yes... Seven. Times.  

It was quite the journey.

Not gonna lie. 😒

But here's the thing.

There are times when hiring a billing company is EXACTLY the right thing for you to do. And handled well, it can bring you peace of mind, better cash flow, and even more business. 

But handled poorly, it can cost you. A lot. 

Today, I thought it might help if I told you some of the mistakes I made - and lessons I learned - so that you can get this right from the start!  

In this episode, you'll hear:

• The one type of billing company that never worked out well for me (and the one that finally did).
• The most important rule when it comes to letting other people handle your money.
• Exactly what questions to ask when vetting a billing company (and exactly WHO to ask for reviews).
• My go-to resources if you need help with your billing (or - if you want to handle it yourself 🤓)

So give this a listen. 

Because after going through 7 of these companies and countless headaches, I've learned a thing or two that might just save you years of frustration.

To your success,

~Wendy

P.S. While you’re here, can I ask a favor?

If you enjoyed  this episode, please take 2 minutes to share a 5 star review and maybe a few words over on Apple Podcasts. Your support means more than you can imagine, and helps us get discovered by others who could use this kind of help. Thank you!  🙏

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MENTIONED: 

Episode 57: Take Your Practice on the Road with Kym Tolson

Course: Bill Like A Boss

Episode 165: What If Insurance Billing Wasn’t So Hard? A Helpful Conversation with Jeremy Zug

Podcast: The Claim Game

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COACHING:  Need a Quick Start Consult? 

Got a problem in your practice that you can’t solve? Have an idea you want to try but don't know where to start? A Quick Start Consult gives you access to high quality coaching without the expense of a full blown coaching commitment. I'm serious about your success - so we don't just talk about your business. We work on it - together. Click here for details.

QUICK START CONSULT:   https://www.wendypittsreeves.com/consult 

Support the show

Wendy Pitts Reeves, LCSW
Host, Ideal Practice
Private Practice Coach and Mentor

www.WendyPittsReeves.com
[email protected]

Buckle up, y’all, because we’re getting into one of the most critical (and most avoided!) topics in private practice ownership … paying yourself an actual salary.

I'm talking with the brilliant Carla Titus, a fractional CFO who helps mental health group practices and healthcare providers get financially healthy. Carla works with everyone from solo practitioners to seven-figure practices, and she’s the kind of person who speaks truth to us in a way that we need to hear it. :)

Because here's the thing … 

You're not running a charity. You're running a business. 

And CEOs don't work for free – so why should you?

In this episode, you'll learn:

• What’s really going on when you don’t pay yourself a salary. (Hint: it’s not because you don’t have the cash.)
• When debt could be a GOOD thing. 🤔
• The concept of "owner's equity" that will completely flip the way you think about starting a business (or even putting money into your practice).
• Key characteristics that ALL successful business owners have in common.

Carla also coined my new favorite phrase: "financial treatment plan." 

That's exactly what we need, isn't it? The same intentional, systematic approach we use with our clients, but applied to our money. We get that language!

When you stop treating your practice like volunteer work and start paying yourself what you're worth, everything changes, my friend. 

You show up differently. You serve better. And you actually enjoy running the business you worked so hard to build.

Give her a listen.

~Wendy

P.S.  Carla was a high-energy, straight-talking, positive-thinking, downright inspiring guest. If you thought so too, would you mind giving her (and us!) a 5 star rating over on Apple? Thank you! 

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TODAY’S GUEST: CARLA TITUS

Carla Titus is a finance expert with over 17 years of combined corporate financial planning, analysis, strategy, and online business experience. She provides fractional CFO services and financial consulting to business owners looking to grow their business profitably. 

Carla is the owner of ‘Wealth & Worth Within’.  Her mission is to empower business owners to achieve financial clarity and peace of mind, so that they can get back to what they enjoy.

Her Website: https://www.wealthworthwithin.com/

Her Podcast: CEO Financial Clarity Corner 

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MENTIONED: 

Full Focus Planner by Michael Hyatt 

On Carla’s Podcast: Breaking the Cash Crunch Cycle: How to Stop Living Paycheck to Paycheck in Your Business 

Support the show

Wendy Pitts Reeves, LCSW
Host, Ideal Practice
Private Practice Coach and Mentor

www.WendyPittsReeves.com
[email protected]

I’m so excited about today’s conversation, guys, which is a weird thing to say about … insurance. 😵‍💫

Today’s guest, Jeremy Zug from Practice Solutions, lives and breathes mental health billing (yes, that's a thing!).  And he doesn't sugarcoat it. 

Mental health billing IS harder than medical billing. 

Insurance companies DO play games with us. That little voice in your head telling you this stuff is complicated and frustrating? You're absolutely right.  But here's what Jeremy knows that most of us don't - there's a better way to play this game.

In this episode, Jeremy walks us through his unique approach that completely flips the traditional billing process on its head.  (I so wish I'd known this 20 years ago!)

In this episode, you'll learn:

• Why you should do payment posting BEFORE submitting a claim (this one tip alone could save you thousands).
• The red flags that mean it's time to walk away from an insurance contract.
• What to negotiate in your contracts beyond just payment rates.
• The six must-haves when choosing a billing service (... 7 if you include my own!).

Listen, I know many of you would rather have a root canal than deal with insurance billing. I get it.  I've been there, got the scars to prove it. 😬

But avoiding this stuff doesn't make it go away. It just costs you money and creates problems in your therapeutic relationships.

So let’s learn how to do this better - for our clients’ sake, and our own.

Give this a listen.

~Wendy

P.S. Even if you don’t or can’t accept insurance in your practice, you may still find this an eye opening conversation. Would love to hear from you if you do!

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TODAY’S GUEST: JEREMY ZUG

Jeremy Zug is a nationally recognized leader in healthcare operations and financial optimization for mental and behavioral health professionals. An expert in insurance billing and revenue cycle management, his career drives financial health and operational excellence for these professionals.

In 2017, Jeremy co-founded Practice Solutions with his wife, Kathryn. This expanded medical billing company offers billing services, professional support, and educational resources to thousands of mental and behavioral healthcare providers for optimal revenue cycle management. Their combined knowledge, stemming from private practice experiences in college, underpins the company's success in supporting financial well-being.

His Website: Practice Solutions

His Podcast: The Claim Game

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COACHING:  Need a Quick Start Consult? 

Got a problem in your practice that you can’t solve? Have an idea you want to try but don't know where to start? A Quick Start Consult gives you access to high quality coaching without the expense of a full blown coaching commitment. I'm serious about your success - so we don't just talk about your business. We work on it - together. Click below for details.

QUICK START CONSULT   https://www.wendypittsreeves.com/consult

Support the show

Wendy Pitts Reeves, LCSW
Host, Ideal Practice
Private Practice Coach and Mentor

www.WendyPittsReeves.com
[email protected]

Hey there, everyone!

A common question I get from practice owners is: “What kind of content should I be creating to market my practice?”  Should you be blogging? Doing video? Starting a podcast?

I get it. The options are endless, and each has its own learning curve. That’s why this week, I’m sharing my own content creation journey—the wins, the flops, and a few good lessons I’ve learned over the years.

Here’s some of what you’ll hear:

• The time I hurt my hand the night before my blog was due but published anyway (and why that’s NOT the way to do marketing!).
• What seven years of blogging taught me about writing for your clients—and yourself.
• Why my experiment with YouTube worked… and why it didn’t.
• How podcasting finally clicked as my “just right” content platform.

Most of all, you’ll learn the key questions to ask yourself when choosing the format that fits you best.

Whether you’re just starting out or ready to refresh your marketing strategy, this episode will help you get clear on where to focus your energy.

Give this a listen—I think it’ll help you breathe easier as you build your authentic online presence.

~Wendy 💜

P.S. If you’re enjoying the podcast, could you help me spread the word? Do you know 2 friends who could really use a boost of encouragement each week? Please share this episode with them. They’ll thank you!

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MENTIONED: 

Episode #163: I've Got a Great Logo - Does That Mean I've Got a Great Brand? A conversation with Michelle Knox.

• Blue Yeti: The microphone I use for meetings, courses and coaching calls.
• Samson Q2U: The mic I use for the podcast.
• Auphonic: Sound engineering software I use.
• Buzzsprout: The podcast hosting platform I use as well.

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FREE RESOURCE: Assess Your Progress with the IP360 SCORECARD.

As a coach of mine used to say, running a business is a full contact sport. There are SO many different parts of it to keep up with, manage, think about, and create - at every step of the way. How do you know what to work on first or where to focus your energy? How do you tell where your weaknesses are and where you're solid? 

Well I’ve got you covered! The IP360 Scorecard, based on the 7 Pillars of an Ideal Practice, is designed to give you a practical, actionable, big-picture review of your practice as it stands. And you can complete it in less than 10 minutes. 

Click on the link below to get your free copy today.

The IP360 Scorecard 

Support the show

Wendy Pitts Reeves, LCSW
Host, Ideal Practice
Private Practice Coach and Mentor

www.WendyPittsReeves.com
[email protected]

Today, I'm talking with the truly talented Michelle Knox, a brand strategist and designer who has become not only one of my closest friends, but also one of my most trusted advisors over the years. 

Michelle helps women entrepreneurs, small businesses, and nonprofits cut through the noise and create messaging that actually makes the right people stop and pay attention.

In this episode, we’ll dive deep into why most people are starting their branding journey completely backwards, and how to fix that before wasting another dollar on pretty graphics that don't convert.

Michelle breaks down her powerful "3 C's" framework and shares some seriously eye-opening stories about what happens when you finally get clear about who you really serve. 

(And, uhm, we’ll include a behind-the-scenes look at my own brand evolution that I hadn't exactly planned to share…😅).

In our conversation, you'll learn:

• The essential step you must take before you even think about designing a logo or a website.
• Why your messaging should REPEL most people from working with you. (And yes, I meant to say that.)
• The one fear that you must face, if you want to stop looking and sounding like everyone else. (And please, for the love of your clients, do stop looking and sounding like everyone else!)
• A simple way to test whether your messaging is landing with the right people (Spoiler alert: this one could take you out of your comfort zone.)

Michelle also shares that standing out isn't about being louder (or prettier or more poetic or more clever or…whatev’s). 

It's about being clearer.

#TRUTH: Bland branding might feel safe, but it's also invisible.

One of the things I love about Michelle is her ability to call it out when she sees me making a mistake in my own branding. 

Today - you will learn from her too, just as I have. 

Give it a listen.

~Wendy

P.S. Did this make you think? If so, good. That’s what my goal is here on the Ideal Practice podcast. And if that happens often - if you love the value that we bring to you each week - would you please give us a 5 star review and a few words over on Apple Podcasts? 

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TODAY’S GUEST:  MICHELLE KNOX

Michelle Knox is the owner of Lone Red & Co., an online branding & marketing collaborative. They help entrepreneurs with decades of experience brand their mastery so they can market with confidence, earn more money, create a bigger impact, and feel inspired about what's next in their businesses (and lives!).

In addition to Lone Red & Co.'s marketing services, Michelle also offers growth consulting to small businesses and nonprofits who are looking to grow their revenue and impact. Partnering with them to identify and fix the leaks in their marketing and sales systems so they can scale without having to hire more staff.

Her Website: lonered.com

LinkedIn: linkedin.com/in/loneredandco/

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MENTIONED: 

And excellent book: Start With WHY, by Simon Sinek

Support the show

Wendy Pitts Reeves, LCSW
Host, Ideal Practice
Private Practice Coach and Mentor

www.WendyPittsReeves.com
[email protected]

Are you a relationship expert in one way or another?

Feel like that’s something you have a pretty good handle on?

As healers - especially therapists - we often consider ourselves experts on what it takes to develop healthy relationships - but how often do you think about the relationship you have with yourself? 

The truth is, many of us struggle with the very foundation of all healthy connections: trust. And especially: with trusting ourselves.

Today I'm talking with Human Connection expert Railey Molinario, who is passionate about the concept of "Relationship Intelligence™".  She says there is a missing component we can all use to truly develop the life we dream of having - and it starts with learning to listen to ourselves.

In this episode, you'll learn:

• Why the quality of our relationships determines the quality of our life (and how to make sure yours are thriving).
• The one skill we all master as healers, but often lack in our own lives - and what happens when we start to practice it with ourselves. (Oooh - that’s interesting!)
• Why brainstorming is one of the most valuable skills you have – and how to use it to change your life.
• A simple hack to shift yourself out of the “I’ll be happy when …” mindset.

This conversation is packed with a ton of truth bombs, y'all, but here's what I really want you to hear…

You are worth the life of your dreams. 

You are worth following through on the promises you make to yourself. You are worth creating boundaries that honour your values – especially as someone whose work is helping others.

So give this one a listen. And then maybe grab a journal and ask yourself the best question ever: If you could wake up tomorrow and be anywhere, doing anything – what would your life look like?

Because if it’s in your heart, it’s meant for you.  Trust me.

But more than anything, trust yourself. 

(Because you really can make it happen.)

Here’s to the power of your dreams,

~Wendy

P.S. Got a dream you can’t imagine coming true?? Or maybe, a dream you CAN imagine, but just don’t know where to start in order to get there? I’d love to hear about it. Send me an email at [email protected], and I’ll answer you personally!

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TODAY’S GUEST:  RAILEY MOLINARIO  

Railey Molinario, founder of RI (Relationship Intelligence™), is an international speaker empowering therapists, leaders, and changemakers to build thriving relationships, both personally and professionally. Abandoned at birth and raised in a traumatic home, Railey left at 16 and rebuilt her life through emotional mastery and strategic connection. 

Today, she teaches RI (Relationship Intelligence™), a proven method to create aligned, intentional relationships that fuel healing, leadership, and legacy. 

Through her coaching, corporate work, and global movement, Railey is helping therapists and entrepreneurs elevate their impact by mastering the one skill that changes everything: human connection.

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THIS WEEK’S JOURNAL PROMPT:  

If you could wake up tomorrow and be anywhere, doing anything – what would your life look like?

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WANT TO BE A GUEST ON THE IDEAL PRACTICE PODCAST?

We are always looking for interesting guests who have something inspirational to share or practical to teach that will help our particular audience be a better CEO of their private practice.

Whether it’s a success story, a unique way of serving clients, a mindset shift that changed the game for you, a business system, strategy or process that you’d like to share, or any

Support the show

Wendy Pitts Reeves, LCSW
Host, Ideal Practice
Private Practice Coach and Mentor

www.WendyPittsReeves.com
[email protected]

Hey there, everyone!

Last week, I had a wonderful conversation with Gordon Brewer, host of The Practice of Therapy podcast, about how to keep your private practice going when your life is completely falling apart.  It touched me so deeply that I wanted to come back this week and dive in with some of my own thoughts.

Because here's the thing... life happens to all of us sooner or later, right? Whether you're clocking in for someone else or running your own show, challenges are a fact of life. 

But when you're the CEO of your practice, you don't always have the luxury of just calling in sick. You've got clients counting on you, maybe staff who depend on their paychecks, and your own financial wellbeing hanging in the balance. 😵‍💫

So how do you keep your practice going even if it feels like everything is crumbling around you? 

Well, there are lots of ways, turns out. And today, I thought I’d share a bit of guidance from my own 25+ years of hard-earned experience - keeping practices running through some pretty intense life storms.

In this episode, you'll hear:

• The key to keeping your sanity when life starts falling apart.
• The best way to prepare yourself for the unexpected.
• The key signs that your business might be heading for trouble.
• EXACTLY what to do when disruption hits.

This episode was a personal one for me, because - well - #life.

I've navigated infertility treatment while launching my first practice, managed international adoptions while moving houses, and later - handled divorce, illness, aging parents, and out-of-state moves - all while keeping the business doors open and serving my clients well.

It didn't get easier over the years, but I definitely got better at it.

So today, I want to share some ideas for how you too can navigate choppy waters when the storms come - because they will.

Give it a listen.

~Wendy

P.S. Do you have a favorite way of coping at your practice when life gets messy? Send me an email at [email protected] and share your experience. I’d love to hear! 

P.P.S. If you’re enjoying the podcast (as many of you tell me you are!), could you help me spread the word? Are there two friends or colleagues you know who could really use a boost of encouragement each week? Please share this episode with them. They’ll thank you!

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MENTIONED:  

Episode #160 - How Do You Serve Clients When You're Barely Surviving, Yourself? A Conversation with Gordon Brewer

Episode #146 - I Had No Idea How Important a Professional Will Was - And Then I Met Robyn Miller.

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FREE RESOURCES: 

COACHING:  Need some help with your practice?

Got a problem in your practice that you can’t solve? Have an idea you want to try but don't know where to start? A Quick Start Consult gives you access to high quality coaching without the expense of a full blown coaching commitment. I'm serious about your success - so we don't just talk about your business. We work on it - together. Click here for details.

QUICK START CONSULT: www.wendypittsreeves.com/consult

Support the show

Wendy Pitts Reeves, LCSW
Host, Ideal Practice
Private Practice Coach and Mentor

www.WendyPittsReeves.com
[email protected]

Today I’m sitting down with the ever-steady and ever helpful Gordon Brewer to talk about something we don't discuss nearly enough – how to keep your practice thriving when life gets really, really hard. 😓

Gordon is the owner of Kingsport Counseling Associates, a group practice, and host of The Practice of Therapy podcast. (Gordon is way ahead of me. He’s approaching his 400th episode!)

He also has an extremely powerful story to share … For 13 years, Gordon successfully ran and grew his practice all while at the same time serving as primary caregiver for his beloved wife through her battle with breast cancer, brain surgery, and eventual passing in 2023. 💔

And yet somehow, even through all of that, he managed to build a sustainable practice that could support his family, serve his clients, and give him the flexibility to be present for what mattered most.

How did he do that? And what can we learn from his experience?

In this episode, you'll discover:

• The specific systems that allowed him to step away from his practice when needed, while still supporting his team and clients.
• The ONE thing Gordon prioritized when starting his business (and how it paid off when the unimaginable happened).
• The ‘non-negotiables’ that helped get him through the toughest times (even if they sometimes made him feel guilty).
• A core coping strategy that Gordon used, and why it was both a blessing and a curse. 

The truth is, folks, we never know what's coming our way. And sometimes, life may have a way of demanding everything from us right when we think we can't give any more.

But as Gordon shows us, when you build the right foundation and tend to some healthy business basics right from the start, you can weather almost anything (all while still serving your clients and supporting your family).

Give this one a listen.

~Wendy

P.S.  If this topic resonates with you, you may also want to be sure you listen to Episode 146, where I spoke with Robyn Miller about how important it is to have a professional will.   

P.P.S. And hey, if you enjoyed this episode, can you give us a thumbs up? Maybe even a 5 star review and a few words over on Apple Podcasts or even Spotify? 

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TODAY’S GUEST:  GORDON BREWER

L. Gordon Brewer, Jr., MEd, LMFT, therapist | podcaster | trainer | speaker | writer, is a licensed marital and family therapist and an AAMFT Approved Supervisor. Gordon is also the voice behind The Practice of Therapy Podcast, providing information and resources for clinicians starting, growing, or scaling private practices.  Gordon has worked in the human services and mental health fields for over 30 years. He has previously worked in agency settings and is currently in private practice as a therapist. He is the owner of a group therapy practice, Kingsport Counseling Associates PLLC, located in Kingsport, TN. He has also served as an adjunct instructor and internship supervisor at East Tennessee State University.

Support the show

Wendy Pitts Reeves, LCSW
Host, Ideal Practice
Private Practice Coach and Mentor

www.WendyPittsReeves.com
[email protected]

Today, I’m excited to have the incredible Rosanne Carter joining us here on the podcast to talk about something that is near and dear to her heart:  nervous system co-regulation and why understanding this concept could completely transform your practice (and your life).

Rosanne is a psychotherapist and consultant who specializes in helping parents, children, and early childhood support professionals understand their OWN nervous systems so they can be more present and more regulated in their work and relationships.

But here's why I love Rosanne's story so much … She came to private practice from a place of complete burnout, not at all sure that she could make this work. But in just 3 years, she's built a thriving 6-figure practice, not only with some super savvy business smarts, but also by learning to honor her own nervous system instead of overriding it constantly.

In this episode, you'll learn:

• What your "window of tolerance" is and how staying in it can completely change how you show up as a therapist (and as a human).
• How to spot the sneaky signs that you're overriding your nervous system, and what to do as soon as this shows up for you.
• Why reaching for your phone during work tasks is actually a nervous system cue (AND what it’s trying - desperately - to tell you).
• A simple but powerful technique Rosanne uses when she starts to feel overwhelmed in the middle of a session (and why she shares this with her clients, too). 

We've been taught that pushing through, working harder, and ignoring our body's signals is somehow noble or professional. But as Rosanne says so beautifully: "Self regulation is not a luxury, it's leadership."

And you know what? She’s right. 

So give this one a listen, guys.  Because taking better care of yourself - and your nervous system! - is also part of having an Ideal PracticeTM.

~Wendy

P.S. “Okay Wendy - THAT was interesting….!“ If that’s what you find yourself saying as you listen, would you please share a little love with a 5 star review and a few words over on Apple Podcasts or Spotify?

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TODAY’S GUEST:  ROSANNE CARTER 

Rosanne Carter is the founder of Kavana Consulting and an Infant & Early Childhood Mental Health Therapist with 20+ years of experience. As a hard-of-hearing clinician raised by Deaf parents, Rosanne brings deep insight into communication, culture, and nervous system dynamics. 

Grounded in neuroscience, attachment, and polyvagal theory, her work supports families and professionals in building nervous system awareness and co-regulation skills. Rosanne specializes in translating research into practical tools that strengthen connection and resilience in parent-child and professional-child relationships. Her work is rooted in the belief that nervous system understanding transforms relationships and fosters meaningful, lasting change.

Her Website: www.kavana-consulting.com

Instagram: www.instagram.com/msrosannecarter

Facebook Group: www.facebook.com/groups/275235528901335/

Support the show

Wendy Pitts Reeves, LCSW
Host, Ideal Practice
Private Practice Coach and Mentor

www.WendyPittsReeves.com
[email protected]

She was on the edge of burnout…

…getting sick more often, and having to cancel appointments with clients she loved - all because she’d lost any semblance of control over her calendar.

Funny isn’t it? How easy it is for us to get ourselves in trouble - just because we want to be there when our clients need us, or - heck - because we’re trying to make a living. 

But it happens - a lot. And it breaks my heart. 

I used to be the same way - until I finally made the decision to try something new, and maybe - just maybe - change the way I set up my work week, just by changing the way I handled a client’s requests for an appointment. 

Such a small thing. Such a big impact. 

It took me a good three years before I was finally willing to try it, to set up a scheduling app in my practice so that clients could schedule without calling me.

I fought that idea because I thought I would be giving up control - and I couldn’t have been more wrong. 

In this episode, you’ll learn: 

1. How losing control of your weekly calendar can impact everything: your health, your ability to be there for your clients, and your income. 
2. The simple change you could make that would totally serve your clients but still give you complete control over how your day goes and how you structure your time. 
3. The step by step process I went through to implement this change in my own practice, and the completely unexpected win-win it turned out to be for everyone. 

AND I’ll share with you how my client got her life back - and so can you. 

Seriously - I know the way most of us handle this. We pull out our little planner at the end of a session, look at our client, and say, “So! When would you like to come back?” 

And the back and forth begins. 

There’s a better way, y’all. And your clients will love it as much as you do. 

Give this a listen. 

~Wendy

P.S. Have you shared your review yet over on Apple Podcasts? If you do, not only will that make me very happy, but there’s a really good chance that I’ll read it as part of a future episode. Would love to hear from you, my friends! xoxo

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MENTIONED:  

• Acuity Scheduling
• Calendly
• GenBook
• Google Calendar
• OnceHub
• Simple Practice
• Therapy Notes

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COACHING:  Need some help?

If your crazy all-over-the-map schedule is only PART of the problem you’re facing, maybe you and I should take a closer look and see if we can get your private practice to a better place. Consider scheduling yourself a Quick Start Consult. I'm serious about your success - so we don't just talk about your business. We work on it together. (And I have a simple follow up option if you need a little more!) 

Click below for details.

QUICK START CONSULT:  https://www.wendypittsreeves.com/consult

Support the show

Wendy Pitts Reeves, LCSW
Host, Ideal Practice
Private Practice Coach and Mentor

www.WendyPittsReeves.com
[email protected]