Free Guide

A Guide to Starting a Therapy Private Practice

With demand for mental health services growing faster than ever, now is the time to launch. This guide gives therapists a clear, practical roadmap from idea to open doors.

✓ Identify your therapy niche and assess local demand for your specialty
✓ Understand licensing, compliance, and insurance requirements for your region
✓ Build a solid financial plan and write a business plan lenders will trust
✓ Find the right location and decide on staffing with confidence
✓ Set up client management systems that keep your practice organised from day one
✓ Develop a digital and offline marketing strategy to attract your ideal clients

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Zanda is practice management software with AI inside. More time for clients. More time for you.

Billing & Payments

Invoicing & Receipts
Branded invoices and receipts with flexible line items, custom text, and multiple payment methods.
Stripe Payments
Accept card payments in-account and through the client portal via Stripe, ensuring card details are stored securely.
Session Packs
Create and manage session pack templates to track prepaid sessions, hours, or amounts.
Statements & Superbills
Combine multiple invoices into a single statement or superbill for clients or insurers.
Xero Integration
Export invoices and payments to Xero for seamless bookkeeping.
Medicare / DVA / NDIS Claiming
Built-in support for Australian claiming workflows including Medicare, DVA, and NDIS billing.
US Insurance Billing
Supports US clearinghouse integration and insurance billing workflows for American practices.

Client Portal

Online Self-Scheduling
Clients can book, reschedule, or cancel their own appointments 24/7 right through the client portal with no phone call needed.
Portal Payments
Clients can pay for appointments online at the time of booking or later through the portal.
Portal Forms
Clients can access, complete, and submit intake forms directly from their portal.
Client Documents & File Sharing
Share files with clients and let them securely upload documents back to your practice, accessible from both the app and the client portal.
Self-Serve Waitlist
Let clients add themselves to your waitlist directly from the portal, reducing admin burden and ensuring your schedule remains full.
Client Portal Branding
Customize your portal with your logo, color scheme, and banners to create a seamless branded experience for clients.
Google Analytics Integration
Connect Google Analytics to your client portal to track booking sources and client behavior.

Clinical

BizzyAI: Scribe
Transcribe live sessions and create clinical notes in your style to save about an hour of admin time per day.
BizzyAI: Refine
Refine and polish clinical notes, letters, emails, and admin notes with AI assistance.
Custom Note Templates
Create clinical note templates with text fields, checkboxes, multiple choice, body charts, and diagrams to match the way your practice documents care.
Body Chart Annotation
Draw and annotate on body charts directly within clinical notes.
Online Intake Forms
Send custom intake, consent, and assessment forms by SMS or email, with responses automatically saved to the client record.
Scored Forms & Progress Reports
Score assessment forms and track client outcomes visually over time.
Telehealth
HIPAA-compliant video consultations powered by Zoom, with in-app links, group sessions, and telehealth-type locations.

Communication

Automated SMS & Email Reminders
Send up to 3 automated SMS and email reminders per appointment with fully adjustable timing.
2-Way SMS Chat
Send and receive real-time SMS conversations with clients directly inside Zanda, with messages synced to appointment and client records.
Bulk Messaging
Send bulk SMS and emails to targeted lists of clients.
Automation & Workflows
Automate invoicing, appointment follow-ups, new client onboarding, recalls, and more.
Communication Templates
Reusable email, SMS, and letter templates with merge fields for personalized outreach.
Practice Hive Team Chat
Keep your team connected with secure group chat, dedicated channels, file sharing, and real-time notifications.
Targeted Automation Filters
Filter automations by client classification, status, practitioner, service, location, and more for precise targeting.

Practice Management

Reporting & Dashboard
Client, financial, and practice reports with a real-time dashboard, Excel export, and date/practitioner filters.
User Permission Settings
Granular access controls across calendar, billing, clinical, and admin areas.
Practice Operations Manual
100+ editable policies and procedures built for allied health so you can create your own practice manual inside Zanda.
BizzyAI: Insights
Get instant insights about your clients or practice. Generate summary reports, referral letters, and emails using client history.
Mobile Friendly
Full access on any mobile phone or tablet via browser without downloading an app.
2FA & ISO 27001 Security
Two-factor authentication, ISO 27001 certification, HIPAA, GDPR, and Privacy Act compliance, with audit log access.
Integrations
Connect Zanda to the tools you already use, including Xero, Stripe, Mailchimp, Google Calendar, Medicare, and Physitrack.

Scheduling

Easy Client Appointments
Create and manage client appointments for each client session.
Recurring Appointments
Set recurring appointments in just a few clicks and easily update a single session, future appointments, or the entire series as schedules change.
Group Appointments
Create and manage group appointments with multiple participants, invoicing, and individual reminders.
Drag-and-Drop Calendar
Quickly move appointments and adjust session times directly from the calendar with simple drag-and-drop scheduling.
Waitlist Management
Store waitlist preferences and send available times to clients via SMS to fill cancellations automatically.
Appointment Conflict Alerts
A notification alert signals conflicts between new and existing appointments when scheduling.
Calendar Sync
Sync your Zanda calendar with Google, Outlook, and Apple Calendar.

See what practitioners are saying about Zanda

I found the automated reminders were great… I've actually found I get very few cancellations.

Belinda Scott, Owner
Bel Scott Counselling Pty Ltd

Zanda is so easy to use. It gives me peace of mind in my private practice as a counsellor as it's very professional and keeps notes safe. The app is super helpful too when you are on the go and you need to check your appointment diary or quickly respond to a client.

Angie

Less note-taking while talking, so can focus more on the client.

Dr Kate Marsh

The interface is really user-friendly, it has great features that are needed for Private Practice and great customer support. I especially love the client profile section and the fact that it's easily adaptable to any client base (such as minors and couples!). You can add contacts to get appointment reminders as well as the client themselves and you can add an emergency contact.

Kim Simmons

It's so easy to navigate. If I need to spend 5 minutes to pull up a new letter to write to a doctor, you can do that really quickly.

Ben Taylor, The Deepwater Practice

Zanda templates are awesome too! They have a vast library of templates that you can use or edit to make your own. You can also start from scratch and create your own templates for client notes, email automation, and forms. I am very pleased that when a client registers for the client portal, they will receive an automatic email with the client forms they need to complete prior to their appointment with me.

Jeanette De Witt

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