Building a private practice is deeply personal work. Scaling one? That’s a whole new challenge.

Whether you're adding providers, taking on insurance, or simply trying to avoid burnout while wearing all the hats, growth can stretch your systems—and yourself—thin. During a panel discussion at Healthie’s March Virtual Summit, four practitioners shared real stories and candid advice about what it takes to scale a sustainable, client-centered business.

Their takeaways offer a roadmap to growing your practice without losing the heart of why you started it.

What Sets Thriving Practices Apart?

These clinicians have seen it all, from burnout to billing chaos to building the right team. But like most private practice professionals who have made it through, they had three things in common:

1. They simplify their operations
   From client scheduling to billing and communication, they streamline admin early and often.
   
   
2. They maintain a personal connection with clients—at scale
   They build systems to keep care individualized, even as the practice grows.
   
   
3. They create resilient revenue models
   Whether it’s through supplement stores, education, or selective insurance use, they diversify and design for sustainability.
   

The Reality of Insurance: Know Before You Bill

Insurance is often seen as a path to growth—but for many practices, it becomes a costly detour. Psychiatric Nurse Practitioner and panelist Brianne Brown, shared how misrouted payments, plan confusion, and unreliable billing partners led to massive revenue losses.

Others echoed the challenges:

• $13 checks for full client sessions
• Systems glitches that rerouted clients away from the practice
• Unreimbursed claims due to unclear network status

Their advice?

• Vet contracts carefully. If the rates are too low, walk away early.
• Check your eligibility workflow. 50% of denials come from front-end issues.
• Track reimbursement timelines and pull out if claims are unpaid after 90 days.
• Don’t rely on credentialing alone—build a model that supports your margins.
  
  

Healthie supports eligibility checks and integrates with billing partners like Office Ally to streamline revenue cycle management.

Scaling the Team Without Losing the Personal Touch

When scaling a practice, the biggest hurdle isn’t always operations—it’s expectations. If clients are used to seeing you, introducing a new provider can feel like a bait and switch. That’s why Maya Feller, MS, RD, CDN redesigned her brand to introduce and elevate her team members early.

She made it clear that:

• Each provider brings deep, unique expertise
• Clients would still get personalized, high-quality care
• Her role was still present behind the scenes

Other strategies panelists used to keep care personal:

• Use Healthie’s chat to proactively communicate time away, resources, or check-ins
• Assign an office manager to handle common questions (not the provider)
• Share educational materials, videos, and PDFs to extend the care conversation
• Set clear boundaries on access while offering meaningful support

“We built an FAQ hub, created blast messaging workflows, and used chat to keep clients connected—without burning ourselves out.” – Dr. Jennie Ding

Burnout is a System Problem—Not a Personal One

“If I overfill my schedule, I’m exhausted. It’s just that simple.” – Dr. Taylor Krick

Each provider shared different ways they’ve protected their energy and capacity while growing:

• Capping new clients per month
• Creating tiered care plans based on communication level
• Offering packages instead of open-ended care
• Bringing on part-time admin help early (even 5 hours/week)

Burnout often comes from trying to sustain a full client load and run a business at the same time. Taylor put it simply: “We’re a resource in our business. We need to protect that resource.”

Your Message Matters More Than Your Marketing Budget

“The growth came once we clarified our value.” – Dr. Jennie Ding

Jennie’s team realized their biggest challenge wasn’t awareness—it was clarity. They refined how they talked about their offer, leveraged content on YouTube and Instagram to build trust, and aligned their internal team around their mission.

“Our clients aren’t all wealthy. They’re tired and frustrated. When we showed them how we could help, in their language, it clicked.”

A Simple Plan to Start Scaling

You don’t need to do it all at once. But you do need a plan. Start here:

1. Audit Your Revenue Streams

• Which payers or plans are actually profitable?
• Can you introduce a product, education, or self-pay offering?

2. Streamline Operations

• Are you spending too much time on admin?
• Could a tool like a comprehensive EHR centralize scheduling, intake, billing, and messaging?

3. Build a Team You Trust

• Bring on part-time help before you feel “ready”
• Celebrate your team’s credentials publicly
• Start with one solid provider and grow from there

4. Protect Your Energy

• Cap sessions per week
• Communicate boundaries clearly
• Use automations to stay connected—without constant effort

Growing with Intention

Scaling isn’t about seeing more clients. It’s about building a practice that can grow with you—without burning you out or compromising care.

You started your business with a purpose. Scaling it should feel like a return to that purpose—not a departure.

At Healthie, we’re proud to support thousands of providers who are reimagining what private practice can look like. With tools for client engagement, provider collaboration, billing, and beyond, we help you grow your business—without losing your why.

{{free-trial-signup}}