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Starting a Private Practice — Software Checklist
Software and operations checklist for psychologists opening a private practice — first 90 days, early-career pricing, HIPAA, and what to avoid.
Updated June 12, 2026 · 6 min read
Opening a private psychology practice means licensing, location, policies — and the operational stack that runs your clinic day to day. Software is not the first thing you think about, but choosing the right Practice OS early avoids a painful migration when your caseload grows.
Your first 90 days — operational stack
- Practice management software (calendar, notes, billing, portal)
- Business bank account and simple accounting export
- Malpractice coverage and local licensing display
- Privacy notice and informed consent templates
- BAA or DPA with your software vendor before real PHI
- Secure devices — not personal laptops without disk encryption
What to set up in software first
Week 1
Availability, services, fees, and intake forms. Book your first clients in the system — not a side calendar.
Week 2–4
Progress note templates, portal registration for new clients, PHQ-9/GAD-7 at intake.
Month 2+
Telehealth if offered, insurance billing only if you are credentialed and ready.
Early-career pricing
What not to do at launch
- Storing client names and session notes only in personal email
- Waiting until you have 50 clients to “get organized”
- Choosing hospital EMR because a hospital job used it
- Skipping the BAA because you only have “a few” clients
Further reading
FAQ
- When should a new private practice get practice management software?
- Before or at your first paying clients — not after spreadsheets become unmanageable. Set up calendar, intake, and notes from day one.
Try PsycSuit in your practice
Scheduling, clinical notes, PHQ-9 & GAD-7, billing, client portal, and telehealth in one Practice OS. Free trial after approval — no card required to apply.