Run Your Private Practice with AI (Artificial Intelligence)

By Kym TolsonBusiness Entrepreneurship Technology Education How To

Run Your Private Practice with AI (Artificial Intelligence) episodes

October 28123. What a Week of Using Dots from ChatGPT Actually Looked Like
I’ve spent a little over a week using Dots from ChatGPT as an AI assistant for my business, and I named mine Dottie. Some of what we’ve worked on together has been really useful. There have also been corrections, and a few moments where I’ve had to stop and ask, wait, where is that?
In this episode of Run Your Private Practice with AI, I walk through the ordinary, nonclinical tasks I’ve handed off so far, from my inbox to a resource we’re building to a reference request that didn’t go as planned. If you’ve been curious about using Dots from ChatGPT or another AI agent in your practice, this is an honest look at what the setup takes and where you still need to stay involved.
AI Tips You Don’t Want to Miss:
What “clean up my inbox” leaves open, and what I had to spell out.
Why I turned a confusing guide into a file an AI agent can walk you through.
The bounced email that showed me where a handed-off task can stall.
Where I still have to step in, from accounting questions to how my writing sounds.
One small, nonclinical place to start testing an agent this week.
Mentioned in this episode:
Thera AI Hub waitlist: https://theraaihub.netlify.app/#tah-waitlist
ChatGPT dots overview and current access information: https://learn.chatgpt.com/docs/dots
___________________________

Connect with me:
Instagram: @thetravelingtherapist_kym
Website: AIfortherapists.com
Clinical AI Club and Thera AI Hub are merging into one larger program. Join the waitlist to be the first to hear about it: www.theraaihub.netlify.app
The Show is Sponsored by:
Berries: Say goodbye to the burden of mental health notes with automated note and treatment plan creation! www.heyberries.com/therapists
Auralink Pro: Give clients guided support between sessions and get a clinical summary before they’re back on your couch! Try it free for 30 days (no credit card needed) plus 30% off your first 12 months. www.auralink.com/kym
14 min
October 21122. How to Tell Clients You Use AI Without Dreading the Conversation
The question I get asked most about AI notes is how to tell clients you use AI. More specifically, people want to know what to say out loud to someone who has trusted them with the hardest parts of their life.
In this episode of Run Your Private Practice with AI, I go through a new survey of 343 clinicians that I helped design as the clinical consultant for Berries. We look at what happened to their documentation time and stress, what they refuse to hand over to AI, and how clients responded when their therapist asked for consent. Some of the numbers surprised me too. I also spend real time on the clinicians who said no to AI, and I end with a short explanation you can adapt for your own clients.
AI Tips You Don’t Want to Miss:
Why clinicians who tried an AI tool once and gave up may not have seen the full picture.
Where therapists draw the line on what stays human, and how that line can shape your conversation with clients.
What clients actually asked about when AI was disclosed, and the concern almost none of them raised.
The difference in work-life balance between clinicians who spent their saved time on themselves and those who put it back into work.
A 30-second way to tell clients you use AI, plus what needs to be in your paperwork before you say it.
Mentioned in this episode:
Survey Report: https://heyberries.com/the-2026-state-of-ai-in-mental-health-practice-report
___________________________

Connect with me:
Instagram: @thetravelingtherapist_kym
Website: AIfortherapists.com
Clinical AI Club and Thera AI Hub are merging into one larger program. Join the waitlist to be the first to hear about it: www.theraaihub.netlify.app
The Show is Sponsored by:
Berries: Say goodbye to the burden of mental health notes with automated note and treatment plan creation! www.heyberries.com/therapists
Auralink Pro: Give clients guided support between sessions and get a clinical summary before they’re back on your couch! Try it free for 30 days (no credit card needed) plus 30% off your first 12 months. www.auralink.com/kym
33 min
October 14121. Why AI Skips Your Practice and How AEO Optimization Helps
When someone asks ChatGPT to find a therapist who understands burnout, offers evening appointments, and works online, AEO optimization plays a big part in whether your practice makes that list. Their friend could type the exact same question and get a completely different set of names back.
In this episode of Run Your Private Practice with AI, I break down what SEO, AEO, and GEO actually mean for your practice and why there’s no single AI list you can work your way onto. I also walk through the four areas I’d focus on before paying anyone $2,000 a month, and the quick visibility check I want you to try this week.
AI Tips You Don’t Want to Miss:
The prompt I use to find gaps on a service page without letting AI invent details about my practice.
Why an old directory profile can quietly work against your AEO optimization, and how AI can help you track those down.
How a browser sidebar assistant can handle the technical settings most of us would rather avoid.
A visibility check to run in ChatGPT, Perplexity, or Gemini, and what to look at beyond whether your name shows up.
One simple question to ask new clients that may tell you more than searching for yourself ever will.
Mentioned in this episode:
AEO Free Guide: https://kymtolson.kartra.com/page/AEOChecklist
___________________________

Connect with me:
Instagram: @thetravelingtherapist_kym
Website: AIfortherapists.com
Clinical AI Club and Thera AI Hub are merging into one larger program. Join the waitlist to be the first to hear about it: www.theraaihub.netlify.app
The Show is Sponsored by:
Berries: Say goodbye to the burden of mental health notes with automated note and treatment plan creation! www.heyberries.com/therapists
Auralink Pro: Give clients guided support between sessions and get a clinical summary before they’re back on your couch! Try it free for 30 days (no credit card needed) plus 30% off your first 12 months. www.auralink.com/kym
36 min
October 07120. The New World and AI Agents Are Taking Over
In the past couple of months, five different companies released personal AI agents that do a lot more than wait for you to type something into a chat box. When I posted about them in my free Facebook group, a few of you told me you'd never even heard of them. So I wanted to slow down and explain what these things actually are before they show up everywhere.
In this episode of Run Your Private Practice with AI, I walk through Instinct, Muse, Q, Dots, and GrokBot. I cover what each one does, what it costs right now, and which one I'd start with. I also share how Instinct has been running quietly in the background of my life since I got back from Europe. There's an important privacy piece too, because these tools can get deep into your digital world faster than you'd expect.
In This Episode, We Explore:
How AI agents differ from the chatbot you already use, and what it looks like to hand one a real job.
How I got through weeks of missed email after traveling without losing a whole day to my inbox.
A house-hunting system Instinct set up for me that my real estate agent didn't have time to do.
Where multi-agent tools like Q and Dots could fit for therapists who run retreats or workshops.
Which tool I'm keeping far away from anything clinical, and the simple habit that makes switching between agents easier.
Mentioned in this episode:
Waitlist for the Thera AI Hub: https://theraaihub.netlify.app/
Run in your Private Practice with AI Facebook group: https://www.facebook.com/groups/aiprivatepractice/?ref=share_group_link
___________________________

Connect with me:
Instagram: @thetravelingtherapist_kym
Website: AIfortherapists.com
Clinical AI Club and Thera AI Hub are merging into one larger program. Join the waitlist to be the first to hear about it: www.theraaihub.netlify.app
The Show is Sponsored by:
Berries: Say goodbye to the burden of mental health notes with automated note and treatment plan creation! www.heyberries.com/therapists
Auralink Pro: Give clients guided support between sessions and get a clinical summary before they’re back on your couch! Try it free for 30 days (no credit card needed) plus 30% off your first 12 months. www.auralink.com/kym
49 min
September 30119. Custom GPTs Are Going Away. Here's How to Save Your Work
I've built more than 50 Custom GPTs for my own business and for therapists in the Thera AI Hub, and OpenAI just announced it's retiring every one of them. If you've built even one, a deadline is coming, and there are a few things you'll want to do before it hits.
In this episode of Run Your Private Practice with AI, I explain what's replacing Custom GPTs and which parts of your work carry over versus what you'll need to rebuild by hand. I also share why, once the frustration wore off, I ended up liking the new setup better than what I'd built before.
AI Tips You Don’t Want to Miss:
The two dates every Custom GPT user needs on their calendar.
A quick backup habit that takes about 10 minutes per GPT.
The one GPT feature that won't carry over, and how to check whether yours uses it.
How skill stacking turned my blog writing into something that lands in my inbox every Monday.
A HIPAA caveat to know before you build anything that touches client information.
Mentioned in this episode:
Waitlist for the Thera AI Hub: https://theraaihub.netlify.app/
AI Cheat Sheet: What Tools Should I Use? https://kymtolson.kartra.com/page/AICheatSheet
___________________________

Connect with me:
Instagram: @thetravelingtherapist_kym
Website: AIfortherapists.com
Clinical AI Club and Thera AI Hub are merging into one larger program. Join the waitlist to be the first to hear about it: www.theraaihub.netlify.app
The Show is Sponsored by:
Berries: Say goodbye to the burden of mental health notes with automated note and treatment plan creation! www.heyberries.com/therapists
Auralink Pro: Give clients guided support between sessions and get a clinical summary before they’re back on your couch! Try it free for 30 days (no credit card needed) plus 30% off your first 12 months. www.auralink.com/kym
30 min
September 23118. Building a Brand Brain That Remembers You
If you've been typing your whole life story into every new AI chat, a Brand Brain is going to change how you work. I did this for a long time. I'd open a fresh chat, explain my practice and how I like to sound, get what I needed, and then start from scratch again the next day. A newsletter I read recently called it doing unpaid onboarding for a robot, and I laughed because it's so true.
In this episode of Run Your Private Practice with AI, I walk you through what I taught live on my last Thera AI Hub call, where about 40 therapists started building their own Brand Brain. I talk about why a new AI can feel like a stranger even when you're good at prompting, what I put into mine, and the one small step you can take this week to get started.
AI Tips You Don't Want to Miss:
How Claude Projects keep your context in place so you're not starting from zero in every chat.
What to put in your Brand Brain so your AI sounds like you, including the words you'd never say.
How to bring what ChatGPT knows about you into Claude, and why you need to read it before you trust it.
A simple prompt that works with any AI to create a profile you own and can take anywhere.
How the Human Voice Editor skill gives your content a final pass before it goes out.
___________________________

Connect with me:
Instagram: @thetravelingtherapist_kym
Website: AIfortherapists.com
Clinical AI Club and Thera AI Hub are merging into one larger program. Join the waitlist to be the first to hear about it: www.theraaihub.netlify.app
The Show is Sponsored by:
Berries: Say goodbye to the burden of mental health notes with automated note and treatment plan creation! www.heyberries.com/therapists
Auralink Pro: Give clients guided support between sessions and get a clinical summary before they’re back on your couch! Try it free for 30 days (no credit card needed) plus 30% off your first 12 months. www.auralink.com/kym
16 min
September 16117. Your Therapist Can't Be Subpoenaed, But ChatGPT Can
A headline stopped me mid-coffee this week: your therapist can't be subpoenaed, but ChatGPT can. Of course, therapists can be subpoenaed too, so it's really just a catchy headline. But it got me thinking, because I know how many of you are still dictating notes into ChatGPT between clients, venting about a tough case, or asking it for a new intervention idea. You tell me about it constantly, in coaching calls and emails.
In this episode of Run Your Private Practice with AI, I get into why that headline is pointing at something real, the other AI privacy stories that landed in my inbox this same week, and the specific settings and tools I actually use to keep client information off anything that could ever be subpoenaed.
AI Tips You Don’t Want to Miss:
Why what you type into a regular consumer AI doesn't get the same protection your own head or your locked EHR does.
What it actually takes to verify and turn on the free HIPAA-compliant version of ChatGPT built for clinicians.
How to block specific websites from an AI agent like Claude Cowork so it can never reach your EHR.
The hidden risk of ambient AI notetakers like Granola sitting in on a session without the other person even knowing.
A five-minute gut check to run on your own AI chat history before you assume none of this applies to you.
Mentioned in this episode:
Berries Academy: https://heyberries.com/academy
___________________________

Connect with me:
Instagram: @thetravelingtherapist_kym
Website: AIfortherapists.com
Clinical AI Club and Thera AI Hub are merging into one larger program. Join the waitlist to be the first to hear about it: www.theraaihub.netlify.app
The Show is Sponsored by:
Berries: Say goodbye to the burden of mental health notes with automated note and treatment plan creation! www.heyberries.com/therapists
Auralink Pro: Give clients guided support between sessions and get a clinical summary before they’re back on your couch! Try it free for 30 days (no credit card needed) plus 30% off your first 12 months. www.auralink.com/kym
19 min
September 09116. Manus Shut Down, and I Had to Back Up All of My Information. Don’t Put Your Stuff on Rented Land
Right before I hopped on a call with the same people I'd just spent a week teaching to build their websites on it, I got the email that Manus shut down, and my stomach dropped. In this episode of Run Your Private Practice with AI, I walk through what actually happened when the platform I depend on for so much of my business hit a major shake-up, why it turned out okay, and the backup habits I'm building into my business now so the next platform scare doesn't catch me off guard.
I'm not here to tell you Manus is bad, because it's not, and I'm still using it every day. This is about what happens when you build your entire business on a platform you don't own, and the simple habits that keep you protected no matter which tool shakes things up next.
AI Tips You Don’t Want to Miss:
Why relying on one AI platform for your whole business is riskier than it feels, even when everything is running smoothly.
The GitHub method that lets you pull your website's code out and rebuild it on a totally different platform in minutes.
How a simple backup button built into your website's admin dashboard can save you from losing everything.
Why custom GPTs are getting shaky and how turning them into portable skills protects your work instead.
The habit of keeping your brand voice, frameworks, and stories separate from any single platform, so a shutdown never means starting from scratch.
___________________________

Connect with me:
Instagram: @thetravelingtherapist_kym
Website: AIfortherapists.com
Clinical AI Club and Thera AI Hub are merging into one larger program. Join the waitlist to be the first to hear about it: www.theraaihub.netlify.app
The Show is Sponsored by:
Berries: Say goodbye to the burden of mental health notes with automated note and treatment plan creation! www.heyberries.com/therapists
Auralink Pro: Give clients guided support between sessions and get a clinical summary before they’re back on your couch! Try it free for 30 days (no credit card needed) plus 30% off your first 12 months. www.auralink.com/kym
24 min
September 02115. Claude Is Digitally Watermarking Content, and Your CE Trainings Can't Use AI
A member in my AI club recently froze over a simple question about her CE training slides, right as news broke about Claude watermarking content and rumors started flying about an APA crackdown on AI in continuing education. In this episode of Run Your Private Practice with AI, I break down what the watermarking news actually means, what the APA guidance really says, and the four buckets I use to figure out where AI belongs in the CE process and where it doesn't.
I also get into why detection tools like Pangram and ZeroGPT are showing up everywhere right now, why asking whether the machine touched your work might be the wrong question entirely, and where I land on the difference between AI generating your ideas and AI arranging the pixels.
AI Tips You Don’t Want to Miss:
Why LinkedIn and Substack's new AI detection features are flagging even fully human-written posts.
The four-bucket framework for deciding where AI belongs in CE prep and where it doesn't.
What the APA's AI disclosure requirement for CE providers actually says.
How free tools like Pangram and ZeroGPT can check your own content before you publish it.
Why "did AI touch it" might be the wrong question to ask about your CE materials.
___________________________

Connect with me:
Instagram: @thetravelingtherapist_kym
Website: AIfortherapists.com
Clinical AI Club and Thera AI Hub are merging into one larger program. Join the waitlist to be the first to hear about it: www.theraaihub.netlify.app
The Show is Sponsored by:
Berries: Say goodbye to the burden of mental health notes with automated note and treatment plan creation! www.heyberries.com/therapists
Auralink Pro: Give clients guided support between sessions and get a clinical summary before they’re back on your couch! Try it free for 30 days (no credit card needed) plus 30% off your first 12 months. www.auralink.com/kym
28 min
August 26114. The Free HIPAA-Compliant ChatGPT Almost No Therapist Knows About
You've probably heard me say it a hundred times: never put client information into regular ChatGPT. That rule still stands, but there's now a separate HIPAA-Compliant ChatGPT built specifically for clinicians, and almost nobody knows it exists yet.
In this episode of Run Your Private Practice with AI, I walk through exactly how I got verified with my NPI number in under three minutes, what I'm actually using it for day-to-day, and the one sneaky spot in the settings where it's not compliant unless you go looking for it yourself.
AI Tips You Don’t Want to Miss:
How to verify with your NPI number and get into HIPAA-Compliant ChatGPT in just a few minutes, even if you're not a doctor.
Why signing the BAA under Settings and Agreements is the one step that actually makes it HIPAA-compliant, not just the name.
Using it for progress notes, treatment plans, and denial appeal letters with real client PHI typed straight in.
Uploading your own custom skills for things like content creation, supervision prep, and client homework.
Where the built-in agents get risky the moment they try to leave the platform and post somewhere else.
___________________________

Connect with me:
Instagram: @thetravelingtherapist_kym
Website: AIfortherapists.com
Clinical AI Club and Thera AI Hub are merging into one larger program. Join the waitlist to be the first to hear about it: www.theraaihub.netlify.app
The Show is Sponsored by:
Berries: Say goodbye to the burden of mental health notes with automated note and treatment plan creation! www.heyberries.com/therapists
Auralink Pro: Give clients guided support between sessions and get a clinical summary before they’re back on your couch! Try it free for 30 days (no credit card needed) plus 30% off your first 12 months. www.auralink.com/kym
20 min

About Run Your Private Practice with AI (Artificial Intelligence)

From the publisher's feed

🌐 Welcome to "Run Your Private Practice with AI" – the ultimate podcast for therapists seeking to harness the power of Artificial Intelligence in their practices. Hosted by Kym Tolson, a seasoned…