Podcast Summary

Private Practice Startup Podcast

Episode 133: Getting Your Practice Ready To Scale Into Another Source of Income
Hosts: Dr. Kate Campbell & Katie Lemieux
Guest: Zoe Hauguin, LMFT
Date: April 27, 2019

Episode Overview

This episode tackles one of the most-requested topics from the Private Practice Startup audience: how therapists can strategically prepare their practices to scale into additional income streams beyond one-on-one therapy. Dr. Kate Campbell and Katie Lemieux speak with Zoe Hauguin, a therapist and group practice owner with a passion for leadership and entrepreneurship, about shifting into a CEO mindset, systematizing, and making time to create and sustain new business ventures.

Key Discussion Points & Insights

1. Why Scale? Permission to Dream Big

• Therapists often feel boxed in by their traditional roles—many don’t realize it’s okay to want more than just one-on-one client work.
• Zoe shares that she always felt drawn to entrepreneurship:
  “I've always wanted to be a mogul and build an empire and I want that to be an okay thing.” (07:02, Zoe)

2. Addressing the Income Ceiling (One-to-One-to-Many)

• There’s only so much time in a day—trading time for money caps your income.
• Exploring online courses, group programs, supervision, and leadership coaching can diversify income and reinvigorate passion.

“No matter how much you charge... you can hit your income ceiling pretty quickly... multiple streams of revenue can really keep your passion alive.”
(09:43, Kate)

3. Laying the Foundation: Strategic Planning & Vision

• Long-term and short-term planning is essential. Visualize where you want your career and practice to be in 1–3 years and break down actionable steps for each quarter and month to get there.
• Plans should be revisited often and remain flexible.
• Support and accountability: mastermind groups, coaches, and mentors help refine and push strategic thinking.

“Dream a little bit and then put some plans into place and then start working those plans.”
(12:00, Zoe)

4. Systems, Systems, Systems

• Systematize and automate wherever possible—look at every area (administrative, marketing, client onboarding) and streamline with tools like Simple Practice, auto-billing, and virtual assistants.
• Use software: Google Drive for documentation and collaboration, screen recording for training, Draw IO and Mindmeister for process mapping.
• Periodically review and refine systems; even experienced business owners continue this process.

“If you touch it, talk to it, or do it, you need to document it.”
(19:57, Katie)

“I put like a CEO day into my schedule and just review and make sure they're all kind of like…happening, if they can be more efficient.”
(23:30, Zoe)

5. Reducing Clinical Hours: “Less for More”

• Gradually reduce direct client hours (e.g., dropping low-paying insurance contracts) to free up time for new ventures.
• Marketing and networking become essential for transitioning to cash-pay or higher-fee clients and for building team caseloads in group settings.
• Be aware of the emotional/mindset hurdles around letting go of direct service.

“The reality is you're going to have to see less clients... I've niched down, all those different things.”
(27:32, Zoe)

6. Productivity and Time Management

• Use “batching” (grouping similar tasks together) to maximize focus and minimize context-switching.
• Set boundaries—turn off notifications, protect CEO time, and avoid multitasking to avoid decision fatigue and burnout.
• Know when you work best; design your schedule around your energy patterns.

“Guard that time and really work it for your new business.”
(32:18, Zoe)

7. The Importance of Community and Mindset

• Having a “CEO community” of peers is invaluable for feedback, support, and exposure to new perspectives.
• Being uncomfortable is normal and means you’re growing as an entrepreneur.

“If you're uncomfortable, you're in the right place…It's a community of people and it’s continuing to be a learner.”
(34:37, Zoe)

8. Celebrate the Wins Along the Way

• Don’t move instantly from one accomplishment to the next—reward yourself, recognize progress, and avoid burnout.

“Treat yourself and acknowledge all the awesome work that you’ve done.”
(36:04, Katie)

Notable Quotes & Memorable Moments

• Zoe on the CEO Mindset:
  “When we go past the one to one model to one to multi offering model, we gotta put our CEO hats on and start to think about the multiple departments that we're now running of our business. Even if we're the only…therapist and the employee and the social media manager and all these different things.” (05:57, Zoe)

• Katie on Systems:
  “I have dubbed systems my business foreplay…” (19:01, Katie)

• Kate on the Reality Behind Passive Income and Scaling:
  “It's insane the amount of work that goes into quote unquote, passive income.” (05:01, Kate)

• Host banter on true crime and personal quirks:
  Brief, lighthearted exchange about being fans of crime TV, making the podcast feel welcoming and relatable. (02:00–03:30)

Timestamps for Key Segments

• [05:49] - Zoe shares her journey into the online space and the CEO mindset
• [09:43]–[10:18] - Discussion of income ceilings and diversification
• [12:00]–[14:23] - Strategic visioning and planning for your business
• [14:31]–[17:12] - Systematizing and automating key practice areas
• [19:01]–[23:05] - Systems “Ninja tips”: documentation, video, process mapping, CEO days
• [25:27]–[27:42] - Reducing clinical hours and transitioning caseloads
• [30:44]–[33:57] - Productivity, batching, and time management tips
• [34:37] - Zoe’s main takeaway: it’s a process, and being uncomfortable means you’re on the right path

Resources & Tools Mentioned

• Simple Practice – EHR, automation for billing and paperwork
• Google Drive – Documentation and video process training
• Draw IO and Mindmeister – Visual mapping of systems
• Virtual Assistants – For outsourcing and efficiency
• Books:
  • Think and Grow Rich
  • Clockwork by Mike Michalowicz
  • The 4-Hour Workweek by Tim Ferriss
• Community: Masterminds, coaching, CEO peer groups

Special Offer

Zoe’s CEO Workbook – An action-oriented tool for defining values, leadership skills, long-term planning, and community building
(See show notes for the download link)

Final Thoughts

• Developing additional sources of income for your practice is possible and rewarding, but it requires intentionality, mindset shifts, and strong systems.
• It’s okay to want more as a therapist—dream big, plan strategically, invest in systems, nurture your network, and don’t forget to celebrate every step forward.
• Quote to remember:
  “If you’re uncomfortable, you’re in the right place… it’s meant to be uncomfortable.” (34:37, Zoe)

For more resources, community, and tools for private practice scaling, visit:
www.privatepracticestartup.com