Abundant Practice Podcast – Episode #694

Should You Have Online Scheduling In Your Private Practice
Host: Allison Puryear
Date: October 11, 2025

Episode Overview

In this episode, Allison Puryear dives into the nuances around offering online scheduling systems in private therapy practices. Addressing a question from her community, she unpacks the pros, cons, and decision factors for therapists considering integrating online scheduling—balancing clinical efficiency, client experience, and practice-building strategy.

Key Discussion Points & Insights

1. The Main Question: Should You Offer Online Scheduling?

Timestamp: 02:25

• Allison's Short Answer: "My answer is yes with an asterisk." (02:30)
  • Online scheduling can be a game-changer, but context matters.

2. The Pros of Online Scheduling

Timestamp: 03:00

• Saves Time & Decreases Hassle:
  • Eliminates messy email or phone tag:
    • “No more ‘Are you free at Wednesday at 3?’ Followed by a response two days later saying no. What about Thursday at 10? ... the thread disappears into the inbox abyss.” (03:15)
  • Both clients and therapists benefit—appointments get booked without mental load or forgotten emails.
• Convenience:
  • “When clients can go online and grab a time, that works for them, it's just easier.” (03:35)

3. The “Asterisk” — When Online Scheduling Isn't Ideal

Timestamp: 05:10

• If Your Caseload is Less Than 50% Full:
  • Empty calendars can create a negative perception, regardless of your quality as a therapist.
    • “When somebody clicks on your online scheduler and sees that you've got wide open availability all day, every day, it can raise some questions...because we're wired. As humans, we associate scarcity with value.” (05:25)
• Potential Impact: Clients might question therapist demand and value.

4. Smart Ways to Use Online Scheduling

Timestamp: 07:00

• Wait Until You’re Half Full:
  • Ideal to enable full visibility scheduling when more than 50% of slots are booked.
  • Alternatively, show select appointment times or require “requests” instead of automatic booking.
• Platforms with "Request" Feature:
  • “Platforms like TherapyNotes allow clients to request a time rather than book it outright. And that's a really beautiful middle ground.” (07:45)
• Control Over Calendar:
  • Prevents tricky situations (e.g., two clients who shouldn’t meet in the waiting room).
    • “Having a say in who goes where in your calendar helps you prevent those moments.” (08:20)
  • Helps the therapist manage self-care and avoid back-to-back draining sessions.
    • “You're a human, not a machine, and your calendar could respect that. Please and thank you.” (09:10)

5. Concerns Around New Clients

Timestamp: 10:00

• Do You Require a Consult Call?

  • Pre-screening via phone or email often ensures better fit clients.
  • “If someone self schedules the first session without any interaction, you lose the chance to pre-screen.” (10:20)

• Risk of No-Shows:

  • Reports of high no-show rates for scheduled consult calls.
    • “I hear from my students that there's a high rate of no shows for consult calls that are scheduled.” (11:00)
  • Allison suggests encouraging prospects to call/email for consults instead.

• Initial Appointments Language:

  • “That's one reason I call it an initial appointment instead of an intake.” (11:30)

6. Recommendations & Flexibility

Timestamp: 12:00

• Use Online Scheduling for Current Clients, or Once You’re More Than Half Full.
• Employ Platforms with Controls (e.g., approval of requests, limited visibility).
• Be Deliberate with What New Clients Can Schedule:
  • Limit to consult calls or require pre-screening where needed.
• It’s Not Permanent:
  • “You can turn online scheduling off and on. ... Decide what works for you at this stage in your practice.” (12:35)

7. The Role of Systems and Best Practices

Timestamp: 13:10

• Efficiency & Client Autonomy:
  • Streamlined logistics free up clinicians to focus on therapy.
  • Reduces missed appointments, empowers clients, and—when paired with good calendar hygiene—improves outcomes.
• Worksheet Resource:
  • Free worksheet: “How to set up your ideal week,” includes tips on availability, admin time, transition buffers.
    • “If you want that worksheet, you can DM me the word sheets on social and I'll send you that one and a link to all the previous worksheets.” (14:10)
• Experimentation is Key:
  • Adjust and adapt your system—no one-size-fits-all.

Memorable Quotes

• On Empty Calendars & Client Perceptions:

  • “When somebody clicks on your online scheduler and sees that you've got wide open availability all day, every day, it can raise some questions.” —Allison (05:25)

• On Platform Flexibility:

  • “Platforms like TherapyNotes allow clients to request a time rather than book it outright. And that's a really beautiful middle ground.” —Allison (07:45)

• On Therapist Wellbeing:

  • “You're a human, not a machine, and your calendar could respect that. Please and thank you.” —Allison (09:10)

• On Experimentation:

  • “You can turn online scheduling off and on. ... Decide what works for you at this stage in your practice.” —Allison (12:35)

Key Timestamps

| Time | Segment | |----------|------------------------------------------------| | 02:25 | Addressing “Should I offer online scheduling?” | | 03:00 | Benefits of online scheduling | | 05:10 | Downsides of offering too much availability | | 07:00 | How to maintain control and smart scheduling | | 10:00 | Nuances of scheduling with new clients | | 12:00 | Actionable recommendations | | 13:10 | Systems, best practices, and resource offer | | 14:10 | How to get free worksheets and further support |

Takeaways

• Online scheduling increases efficiency, reduces back-and-forth, and is generally a plus—but not if your calendar is wide open.
• Best to enable online scheduling when your caseload is more than half full, or use request-based features to retain control.
• Be conscious of new client workflows: consider consult calls and pre-screens to ensure a good fit.
• Flex the system as you grow—online scheduling is not a “forever” choice.
• Systematizing scheduling saves time and mental energy for therapists and clients alike.
• Free worksheet available to optimize your scheduling system.

For further resources, consult the episode show notes or visit abundancepracticebuilding.com.