3 smart moves to help you prepare for private practice
21 October 2025
We see so many clinicians getting stuck in the “Should I? Shouldn’t I?” phase when it comes to transitioning into private practice. The idea is exciting, but also overwhelming. Instead of feeling stuck, focus on these three things that will set you up for a smooth, stress-free transition when the time is right.
1. Get your finances sorted
One of the biggest mistakes clinicians make when starting a private practice is not fully understanding the financials. They have a rough idea of their fees and rent costs, but no clear picture of their baseline income needs or likely setup expenses.
Here’s what you should be thinking about before transitioning:
How much do you actually need to earn per month? Factor in rent, software, insurance, admin costs, marketing costs, and professional development. Go beyond your business expenses and consider your personal expenses as well.
What will your startup costs be? From setting up your website to covering early marketing expenses, get clear on what you’ll need to invest upfront.
Do you have a financial buffer? Private practice income isn’t always steady in the beginning, so having savings to cover the first few six months can reduce stress.
💡 Not sure where to start? Check out our Set-Up Costs Calculator to map out exactly what you’ll need before you commit to private practice.
2. Set your systems up early
A lot of clinicians assume they’ll figure out the backend of their practice once they start seeing clients. Many who set up their software early tend to just slap together their platforms, which inevitably ends up causing a bigger issue down the track. But here’s the problem: by then, you’ll already be juggling appointments, admin, and client needs, leaving zero time to invest in creating smooth systems.
Without proper workflows in place, you’ll quickly find yourself chasing invoices and tracking payments manually, double-booking or forgetting appointments, and scrambling to organise client records and progress notes.
Get your practice systems in place now.
Choose a practice management system like Halaxy or Zanda (previously Power Diary) to handle bookings, invoicing, and client records.
Automate reminders, so you’re not constantly following up with clients.
Create a streamlined intake process, so new clients can book easily.
💡 Need help setting it all up? Our Halaxy Setup Package takes care of the entire setup so you can start your practice with confidence.
3. Start building your referral network
A steady caseload doesn’t happen overnight. If you’re waiting until you’ve already launched your business to build your referral network, you’ll be facing months of slow growth.
Start networking NOW.
Get listed on referral directories (Psychology Today, Australian Counselling Association, Find a Therapist directories with your relevant professional organisations).
Connect with GPs, other mental health professionals and other allied health practitioners. Let them know you’ll be available for referrals soon.
Establish an online presence. Even if you’re not taking clients yet, start showing up on social media to build trust with potential referrers.
The more groundwork you lay now, the smoother your transition will be later.
Set yourself up for success first
You don’t have to be 100% ready to transition into private practice, but you do need a plan.
If you’re still in the early stages, start by grabbing our Set-Up Costs Calculator to get clear on your finances. And if you’re ready to get your systems in place before you open your doors, check out our Halaxy Setup Package, and we’ll take care of the tech so you can focus on your future practice.
And if you want to make sure you’re covering everything early on in the game, our on-demand webinar Phase 1: Transitioning to Private Practice walks you through exactly what you need to know to transition with ease.
