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 retention
• Overcoming the identity shift from therapist to CEO
• The 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 Therapist
• Weekly 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, Quill
• Business Coaching: Claude, ChatGPT
• Marketing: Claude, ChatGPT, Canva AI, Ideogram, Google AI Studio
• Admin Tasks: Claude, ChatGPT, Fyxer
• AI 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.

In this episode we get to hear from Ernesto Segismundo! This is a new series where we have fun, smart people answer the same 10 questions. We think you will love it.

You can find out more about Ernesto and his multiple amazing businesses right here:

Fylmit.com

CAV Academy

CAV Family Therapy

This episode features music from the San Francisco based band Pomplamoose, doing a wonderful cover of the song Maneater by Hall & Oates.

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.

Meet Your New AI Receptionist (No Benefits Required) 🤖

After 7 years of saying "sorry, we don't do live answering," we are announcing SimpleIntake, our AI-powered solution that finally answers your phones 24/7.

The backstory: Every since Productive Therapist began in 2018, practice owners have been asking if we can live answer their phones. It was never possible, until now.

Enter SimpleIntake: The AI receptionist that never sleeps, never takes lunch breaks, and definitely never calls in sick with "food poisoning" after a long weekend.

Here's what it actually does:

• Answers calls 24/7 with full knowledge of your practice
• Knows your fees, insurance, specialties, and policies
• Books consultation calls directly with your human intake coordinator
• Includes an AI chatbot for your website (that people actually want to use!)
• Comes with a full HIPAA-compliant CRM if you want the whole enchilada

Most importantly: This isn't replacing your intake team, it's making their lives better and their jobs easier. The AI handles the "Do you take Blue Cross?" questions at midnight. Your human coordinator handles the heart-to-heart connection work during business hours.

The numbers: $97/month + 19¢ per minute vs. $2-4 per minute for call centers. Yup, the math checks out.

Ready to never miss another call? Listen to demo calls and sign-up at productivetherapist.com

This is an exciting time for the team at Productive Therapist. And we are excited to help more therapists connect with more clients. Thanks for listening!

People need your help.

Every day they're calling, texting, searching... and landing in voicemail purgatory. 🤦🏻‍♂️

Picture this: Sarah calls at 11 PM after a panic attack. Your AI receptionist answers immediately, gets her info, and schedules her with your intake coordinator first thing tomorrow morning.

How It Works:

1. AI receptionist answers 24/7
2. Human intake coordinator connects and schedules
3. Your practice is there when people need you most

The AI knows EVERYTHING about your practice—fees, insurances, modalities, policies. It answers their questions AND seamlessly hands them off to your caring human team.

They called 10 practices. Yours was the only one that answered.

That's a win-win. ✨

Listen to a few demo calls: productivetherapist.com/info

Tired of avoiding your practice numbers?

Nate Hendrikse from Navigator Bookkeeping gets it & he's here to help therapists turn financial fear into financial confidence.

What we cover:

• Why therapists dodge their financials (hint: it's not about being bad at math)
• The 15-minute monthly check-in that changes everything
• Simple tracking that actually works

This week's action step: Start a basic dashboard. Track visits, cash in, cash out. That's it! 🎯

The money quote: "I can't tell you how many times therapists thought they had a terrible month, then we looked at the numbers and it was actually pretty good."

Connect with Nate:

• Website: navigatorbookkeeping.us
• YouTube: Free therapist-specific resources
• LinkedIn: Nate Hendrikse

AI Voice Dictation Apps: My New Secret Weapon for Getting Stuff Done

Ready to 4x your writing speed? (Yeah, I said 4x!) 🚀 In this episode, I'm geeking out about AI-powered voice dictation apps that have completely changed how I work. Spoiler alert: I literally can't function without these anymore.

What You'll Learn:

• Why AI dictation apps beat regular voice-to-text (hint: they actually make you sound smart)
• My honest comparison of Super Whisper vs. Wispr Flow
• How I use these tools for everything from emails to AI conversations
• An easy HIPAA-compliant way to write therapy notes faster
• Live demo of how ridiculously fast this actually works

Key Takeaways:

✅ Super Whisper (Mac only) vs. Whisper Flow (all devices) are both game-changers

✅ Auto-formatting and grammar fixes happen on the fly

✅ Perfect for collaborating with AI tools like Claude and ChatGPT

✅ Wispr Flow has a free tier with 2,000 words/week

✅ HIPAA-ready option available for therapy notes

The Bottom Line: If you're still hunting and pecking your way through emails, you're doing it wrong. This isn't just about typing faster, it's about thinking out loud and letting AI clean up the mess. Trust me, once you try this, there's no going back.

Links Mentioned:

• Super Whisper
• Wispr Flow

Pro Tip: Start with the free version of Whisper Flow and see how it feels. Your keyboard might get jealous, but your productivity will thank you! 😉

In this episode of the podcast, Uriah chats with Greg Higdon, owner of Grow The Books, a bookkeeping service dedicated to helping therapists manage their finances with confidence. Greg shares the most common financial mistakes he sees therapists making, the benefits of having regular check-ins with a knowledgeable bookkeeper, and how outsourcing your books can actually give you more clarity, confidence, and peace of mind as a practice owner.

Whether you’re a solo practitioner or run a group practice, this conversation is full of valuable tips and simple steps you can take to get a better handle on your cash flow—all so you can focus on what you do best.

Ready to stop guessing about your business finances? Listen in for practical advice and insights you can implement right away!

Resources mentioned:

• Grow the Books
• Productive Therapist Directory

Don’t forget to subscribe, leave us a review, and check out more support resources at ProductiveTherapist.com.