3 Essential Client Retention Strategies for New Therapists in Private Practice

Starting a private practice is an exciting milestone for any therapist—but it also comes with the challenge of building and retaining a consistent client base. While marketing and networking get a lot of attention, the real key to long-term success often lies in how well you support, connect with, and retain your clients once they walk through your door.

Here are three foundational steps to help you build a thriving, sustainable practice by retaining the clients who are the right fit for your services.

1. Develop a Niche to Attract and Retain Your Ideal Client

It may seem counterintuitive, but narrowing your focus can actually grow your practice. When you try to be everything to everyone, your messaging becomes diluted, and potential clients may pass you by for someone who appears more aligned with their needs.

By developing a niche—whether it's working with trauma survivors, young adults with anxiety, couples in conflict, or any other specific group—you can:

• Speak directly to your ideal client's pain points

• Build credibility and trust more quickly

• Create treatment plans that you’re confident and passionate about

When clients feel understood and supported by someone who "gets" them, they’re more likely to stay, progress in treatment, and refer others.

Pro tip: Your niche doesn’t limit you—it just focuses your marketing and clinical energy where it can have the biggest impact.

2. Utilize Supervision and Consultation to Strengthen Your Skills

Early-career therapists often carry the pressure of wanting to appear confident and capable. But one of the smartest moves you can make for your growth and client outcomes is to stay plugged into supervision or clinical consultation.

Whether you're pursuing licensure or are fully licensed, regular supervision or consultation offers:

• Fresh perspectives on clinical challenges

• Support in managing difficult client dynamics

• Accountability for ethical and effective treatment

Clients are more likely to stay with a therapist who is attuned, confident, and constantly improving. Supervision isn’t a crutch—it’s a commitment to excellence.

Pro tip: Consider joining peer consultation groups or seeking a mentor to stay grounded and clinically sharp.

3. Create a Manageable Schedule to Avoid Burnout

 Burnout is one of the leading reasons therapists reduce their caseloads—or leave private practice altogether. The quality of care you provide directly correlates with how well you care for yourself. An overloaded, stressed-out therapist is less able to be present, flexible, and emotionally available—all things that keep clients engaged.

When building your schedule:

• Be realistic about your energy and time limits

• Block off regular breaks and admin time

• Leave room for reschedules or unexpected needs

• Prioritize clients that energize and inspire your work

Protecting your own mental health is not selfish—it’s essential. A sustainable schedule allows you to show up fully for your clients and stay in practice long enough to make a real impact.

Pro tip: Burnout prevention is a client retention strategy in disguise.

Retention isn’t about locking clients into long-term treatment—it’s about creating a meaningful therapeutic relationship where clients feel safe, supported, and seen. By building a niche, staying supported through supervision, and protecting your energy with a manageable schedule, you're not only investing in your business—you’re investing in the therapeutic relationships that make this work so rewarding.

Need help defining your niche or setting up a burnout-proof schedule? Let’s connect—I offer resources and strategy sessions for new therapists looking to build strong foundations in private practice.

Interested in learning more about starting your own private therapy practice?

If you’re a friendly, professional clinician, ready to take the next steps toward private practice in the south shore, we would love to speak with you.

Please contact Karen Peabody: 774-222-3196 | Email: info@forgewellsolutions.com

Karen Peabody, LICSW is a therapist and business consultant for social workers and therapists interested in starting their private practice. She founded Forgewell Solutions in East Bridgewater, MA. Her office is a great place to start a private practice. Visit her FOR THERAPISTS page to learn more.

Navigating the Financial Landscape of Private Practice: The Importance of Saving for Taxes

Owning a private practice can be one of the most rewarding career paths, allowing for autonomy, personal connection with clients, and the ability to shape your professional destiny. However, with these rewards come responsibilities, particularly when it comes to managing finances. One of the most crucial aspects of financial management in private practice is preparing for tax obligations.

 The Reality of Tax Responsibilities

As a private practice owner, you're likely classified as a self-employed individual. This means that rather than having taxes withheld from your paycheck, you're responsible for setting aside money to cover your tax liabilities. Many new practitioners underestimate the financial implications of this responsibility, leading to stressful situations come tax season.

The 25% Rule: A Smart Strategy

To simplify tax preparation and avoid surprises, a common recommendation is to save approximately 25% of your profits for taxes. This percentage serves as a general guideline, helping you to build a cushion that can cover federal, state, and local taxes, as well as self-employment taxes.

Why 25%?

1. Tax Bracket Considerations: Depending on your income level, your effective tax rate may vary. The 25% rule provides a buffer that accounts for various tax brackets and potential increases in income over time.

2. Self-Employment Tax: As a self-employed individual, you’ll pay both income tax and self-employment tax (which covers Social Security and Medicare). This can add up to around 15.3% on top of your income tax rate, making the 25% savings a wise choice.

3. Unexpected Expenses: Owning a practice comes with its share of surprises, from unexpected repairs to client fluctuations. Saving consistently helps mitigate the financial impact of these surprises while ensuring you meet your tax obligations.

Practical Tips for Implementation

- Automate Savings: Set up a separate savings account dedicated to taxes. Automating transfers from your main account can help ensure that you don’t spend what you need to save.

- Monitor Your Income: Regularly review your earnings and adjust your savings rate if necessary. If you see significant growth or fluctuations, you may want to increase your savings percentage.

- Consult a Professional: Consider working with an accountant or financial advisor who specializes in private practices. They can provide tailored advice and help you navigate complex tax laws.

Owning a private practice is an exciting journey filled with opportunities for growth and connection. By proactively saving 25% of your profits for taxes, you can alleviate financial stress and focus on what truly matters: providing exceptional care to your clients. Embrace the financial responsibility that comes with ownership, and you’ll be well-equipped to thrive in both your practice and your personal finances.

Interested in learning more about starting your own private therapy practice?

If you’re a friendly, professional clinician, ready to take the next steps toward private practice in the south shore, we would love to speak with you.

Please contact Karen Peabody: 774-222-3196 | Email: info@forgewellsolutions.com

Karen Peabody, LICSW is a therapist and business consultant for social workers and therapists interested in starting their private practice. She founded Forgewell Solutions in East Bridgewater, MA. Her office is a great place to start a private practice. Visit her FOR THERAPISTS page to learn more.

Rules for Telehealth Sessions

Please come to your session with a few things in mind. Telehealth is the same as a regular session, so the same rules apply.

Please do not:

• drink alcohol

• smoke anything

• lay in bed

• drive a car

• walk around your house

• log in from work with your co-workers waving in the background

• be in a public place such as the grocery store or the doctors waiting room

• eat

• text other people while in session

• invite other family members or friends to the session

A few things to be mindful of:

• what other people are doing in your background

• if someone calls or texts you during our session, we may lose sound and/or video connection

• if you are holding your phone, it is in constant motion which can make it difficult for your therapist to remain focused. And it makes us seasick!

I am sure as time goes on, we will all adapt to this new format of treatment. We feel blessed that we get to continue treatment with our patients at this time. If you have any other suggestions for our list, please feel free to let us know!

Best,

Forgewell Solutions