Therapist Year-End Practice Checklist
As therapists, we’re often so deeply focused on supporting our clients through the holiday season that it’s easy to overlook the annual needs of our practice. This therapist year-end practice checklist is designed to help you take a thoughtful, paced approach to wrapping up your business year and preparing for the next one.
Each year brings policy updates, clinical documentation reviews, marketing reflections, and more. It can feel overwhelming, but if you take it slowly, one area at a time, you can get through it with clarity and confidence.
Annual Practice Review for Therapists
Start small. Don’t try to overhaul everything at once. Here’s a structured way to reflect:
Marketing & Online Presence — Reflect and Rebuild
Audit your online presence: Update your website bio, social media, Psychology Today and Google Business Profile (or directory listings) to reflect any changes.
Review what marketing channels worked: Where did new clients come from? Was it Psychology Today? Was it your website? (for all website and SEO services for therapists, I recommend Dena Farash) What was most consistent? Use that data to shape your strategy for next year.
Set concrete goals: For example, “I will build one new referral relationship,” or “I will create one lead magnet for my website.” (for the best networking and referral groups for therapists check out NJ Advertising And Networking For Therapists and Grow Your Private Practice)
Policies & Pay Rates
Review your attendance / cancellation policy, and see if any no-show or late-cancel rate changes are needed. Don’t be scared of enforcing these. You don’t get paid otherwise and they are an important part of your business structure.
Check for any state or federal guideline updates that could require policy adjustments going into the new year.
Legal & Compliance — Protect Your Practice
Use this part of the checklist to make sure your practice is up-to-date and compliant:
Check all your licensing, registrations, and professional liability / malpractice insurance. This aligns with typical year-end risk assessments
Review your HIPAA policies and do a security risk analysis to ensure your data protection is in line with current regulations.
Confirm any state or national regulatory changes coming next year, and update your informed consent or client agreement if needed.
Clinical Documentation & Ethical / Professional Requirements
Audit your client files and documentation system: make sure intake forms, consent, progress notes, and discharge planning are all up-to-date. (Good practice for annual refresh and a more robust checklist on Headway)
Reflect on your continuing education: do you have enough CEUs to renew your license? Is there new training you want to prioritize in the next year?
Review your ethical policies and professional documentation (supervision logs, self-evaluation, referral lists) to make sure everything still aligns with your values. Check out this all encompassing list for documentation: Agents of Change Prep
Emergency, Safety & Technology Procedures
Revisit your emergency procedures: Do you have a clear plan for crisis situations? Are your clients aware of your out-of-session policy?
Check your tech stack: Is your scheduling software, EHR system, or telehealth platform up to date? Are your backups and data security practices solid?
Do a data security “audit” — look at user access, password policies, backup frequency, and disaster recovery procedures.
Practice Operations — Running Your Business Smoothly
Revisit your operational workflows. What felt clunky this year (client intake, cancellations, documentation)? Where can you simplify?
Review your staffing or collaboration needs: Do you need to hire or partner with other practitioners?
Do a year-end bookkeeping review: reconcile accounts, check for unpaid invoices, and set financial goals for next year. Owl Practice’s year-end bookkeeping checklist is especially helpful here: Owl Practice Suite
Client Experience — Plan for Growth and Retention
Survey your clients (or reflect on feedback) about their experience: What’s working? What isn’t?
Update your intake packet, welcome materials, or onboarding process as needed to make things smooth and professional.
Consider client-focused initiatives for the next year: Maybe a small group, a workshop, or a resource list for common issues you see in session.
Self-Reflection & Support — You Matter, Too
As you do this year-end practice review, don’t forget yourself. Closing out a practice year is emotionally and mentally taxing. Give yourself grace.
If reflecting on all of this is stressful, or if you just want a guiding partner, reach out. I offer support for therapists who want help with both business planning and the emotional weight that comes with it.
If tackling your year-end checklist feels overwhelming, let’s talk. Whether you need help auditing your documentation, updating compliance policies, or building your marketing plan, I’m here for you. Schedule a session with me, and let’s finish the year strong — together. Schedule time to talk so you can review your practice before the end of the year HERE.