Organization & Productivity Consultations for Therapists
Strategize, Streamline & Save Time on Admin Work
Together, we'll create a plan to organize and streamline your administrative work and create more efficient systems to manage your practice. You'll save time and energy and feel like you've got your sh*t together. (And you KNOW that feels amazing!)
For therapists in private practice, the ratio of administrative/office work to clinical time spent with clients is typically 1:1, meaning for every hour you spend with a client, you can expect another full hour doing the many administrative things we do as therapists!
One might not realize all the administrative tasks we do at first glance, but if you were to list them out, you’d see it’s a LOT and very time-consuming. (As you'll see on the list below.) If your admin work is not organized and streamlined or you don’t have efficient systems for handling this side of your practice, the ratio can get skewed in one direction—toward spending more time on the things you don’t get paid for!
Getting organized, creating efficient systems, and streamlining the procedures involved in managing all your administrative tasks becomes vital to preventing burnout.
I help therapists (and other solo practitioners) manage their administrative work and office processes more efficiently, which includes organizing and streamlining their systems and procedures. Our work can include organizing your physical or digital office space, documents and files (paper or electronic), and practice paperwork and records, among other things. We strategize together to make running your practice—your business—easier, less time-consuming, and less stressful, and we tailor your systems specifically to you, so that they're sustainable for the long run. We collaborate to work toward getting that ratio between admin and client time to be reasonable and even ideal.
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If any part of running your practice drains you or holds you back, I can help you figure out a way to do it that saves you time and energy.
Other Benefits of Working With Me
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You'll have a sense of peace, calm, and groundedness—because you're no longer behind and nothing is slipping through the cracks.
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You'll gain a sense of pride and feeling of accomplishment—because you're now on top of things.
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You'll feel more empowered and productive—because you know exactly where to find things right away (whether it's a file, a policy, an email, or the name of another professional); no more searching for what you need.
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You'll feel more clear-headed and focused and less frustrated when it comes to doing your administrative work.
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You'll feel enabled to manage and stay on top of all the information coming in through various avenues, i.e. email, voicemail, text, social media, online portals, etc.
Why I Do This
I have almost 17 years experience in private practice and have gone through many different iterations of my business, always trying to find the most efficient (and fulfilling) ways to run it. Because of the way my mind works, I've become a systems, processes and procedures expert. I always see how things can be done more efficiently and effectively, to make your experience of running a practice better for you and to make your clients' experience of working with you better too.
I did a training program in professional organizing years ago (yes, this is a thing!) and then offered professional residential and office organizing as a service for a couple years before the pandemic, as a side gig to my counseling practice. Then when the pandemic hit, my counseling practice naturally got very busy and I stopped doing in-person work, which included my organizing service. But I realized I love organizing work and am well-suited for it, except for some of the heavier physical labor involved in some residential jobs! Since I love working with therapists, know a lot about running a therapy practice, and enjoy organizing so much, I combined these passions to create this service.​
What I Can Help With
When we meet, I'll first listen carefully to how you currently manage specific parts of your practice that you want to improve. Then together we'll strategize, organize, streamline, and develop personalized systems to make the administrative side of your business as efficient and effective as it can be.
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The following are examples of organization and productivity tasks I can assist with. If you need help with something not on the list, just ask! If it's beyond my expertise, I can guide you to the right resources.
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Office & Desk Organization
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Declutter, organize and streamline physical and digital office spaces.
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Ensure your office environment is organized, welcoming and functional
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Paperwork and Information Management
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Create effective paper and digital filing systems, declutter and organize paper and digital files
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Manage incoming paper and digital information
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Time Management & Productivity
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Improve productivity for getting your administrative work completed promptly
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Balance administrative tasks with clinical responsibilities more effectively
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Communication & Client Inquiry Management
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Create or streamline systems for emails, phone calls, texts, and other communication processes
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Effectively keep track of, and respond in a timely manner to, emails and phone calls from clients, new inquiries, and other professionals
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Scheduling and Client Management
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Create or streamline systems for booking appointments, managing cancellations and rescheduling, and appointment reminders
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Efficiently manage client screening, intake and assessment processes and paperwork
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Billing and Financial Management
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Create or streamline systems for managing your practice finances, payments, bills, and tracking expenses
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Working with Insurance
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Understand all the ins and outs of working with insurance, both in-network and out-of-network, the pros and cons of getting on or off panels, and strategies for going off panels
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Streamline systems for handling claims, billing, reimbursement, copays, and deductibles
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Documentation and Record Keeping
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Find, create, or streamline your systems for maintaining clinical documentation
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Professional Development
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Find and track continuing education requirements and potential training opportunities
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Additional Services
Tasks outside of core organization and productivity services that I can assist with:
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Policies & Procedures
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Develop effective policies and procedures for your practice and clear forms to convey them
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Marketing and Advertising
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Get support designing and building a basic "DIY" website, including planning and writing website copy
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Create or get feedback and copy editing for basic marketing materials, such as therapy directory profiles, business cards, flyers, etc.
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Technology
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Basic tech setup and support for your practice
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Next Steps
1) Free 10-minute call
If you haven't worked with me before, you're encouraged to schedule a 10-minute phone call at no charge, during which you can get further clarity on whether I can help you with what you need help with.
2) Schedule
We’ll schedule a consultation at a mutually convenient time, usually on weekdays between 11 AM and 6 PM. (Occasionally a weekend or evening session is available.) Sessions are minimum 1 hour, maximum 2 hours. Some people need just one session for a specific goal, while others may need a few sessions in a row.
3) Meet via Phone or Video (or in-person, if needed)
We can meet via phone or video to discuss and strategize solutions for your office/admin challenges. Most organizing work can be done virtually, but some tasks, like organizing physical spaces, may require in-person sessions. We’ll decide together during our call. I can travel within a 30-minute drive of Portland, Maine, for an additional charge.
5) Post-Consultation
You leave the session with strategies and immediate next steps, and you can schedule sessions as needed moving forward.
Fees
$60/hour
No need to sign a contract for a certain number of sessions—you just pay as you go.
You can choose 1-hour, 1.5-hour, or 2-hour sessions as-needed, on your own timeline.
Payment is due at the time of the session and may be made by credit or debit card.
For in-person sessions: $15/15-minute drive additional charge. (30-minute drive maximum.)
Email or text today to set up your free call.
Contact Information
Email: dawn@dawnascanio.com
Text or call: (207) 521-9679
Please note:
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I reply to every inquiry, so if you email me and haven’t heard back in two business days, it either means:
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your email didn't get through—please contact me by phone or text instead. (And vice versa for a phone or text message.)
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My reply went into your spam/junk or promotions folder—please check there!
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Your persistence is always welcome, as technical glitches happen every now and again!
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Please provide both an email address and phone number…so if one isn't working for me to get back in touch, I can try you at the other one.
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