5 Key Tasks You Should Stop Doing and Start Delegating
Here’s a simple rule I swear by: If it’s not clinical, it’s not your job.
Delegating isn’t just a luxury—it’s essential for making your private practice sustainable, scalable, and set for long-term success. Have you hired an admin yet? This is your sign!?
Let’s break down the five key tasks you should stop doing and start delegating to your admin today!
Prefer listening instead of reading? You’re in luck—I recorded a podcast episode all about this topic. Click here to listen!
1. Keeping Your Manuals Current
Your Operations and Therapist Manuals are the glue that holds your practice together. They should cover everything from payment processing to intake procedures, and your admin should take ownership of keeping them updated.
Why this matters: As you grow, having clear, detailed manuals ensures consistency across your team. Plus, tools like Loom videos make complex processes easy to follow. Once your admin is managing this, you’re free to focus on growth and leadership.
What to include in your manuals:
?? Pro tip: Have regular check-ins with your admin to ensure these manuals stay up-to-date!
2. Calendar Management and QA
You didn’t become a therapist to manage schedules, and you shouldn’t have to. Your admin should take charge of your practice’s calendar and perform daily quality assurance (QA) checks to ensure everything runs smoothly.
Why this matters: With your admin overseeing schedules, marking clients as “arrived,” and ensuring payments are processed, you’ll avoid bottlenecks, reduce waitlists, and keep your team efficient.
Tasks your admin can handle:
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3. Tracking and Reporting Metrics
If you don’t know your numbers, you’re flying blind. Your admin should be responsible for pulling weekly metrics so you can monitor the health of your practice and make data-driven decisions.
Why this matters: Metrics like consult conversions, no-show rates, and first visits are your roadmap for growth. With regular reports, you’ll know exactly what’s working—and what needs adjusting.
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Key metrics to track:
?? Example: If your consult conversions are dipping, you can quickly provide training or adjust your processes.
4. Handling Billing and Invoicing
Basic billing tasks are important, but they shouldn’t take up your time. Your admin can handle day-to-day invoicing while your bookkeeper focuses on the bigger financial picture.
What your admin can do:
?? My thoughts: Letting go of billing tasks is one of the fastest ways to reclaim your time—and it keeps your cash flow consistent!
5. Screening Job Candidates
Hiring is critical, but you don’t need to spend hours on the initial vetting process. Your admin can screen candidates by making calls and asking key questions before you step in.
What your admin can ask:
?? Pro tip: Use a “Screening Sheet” with must-have criteria to make this process seamless!
Delegation Is the Key to Growth
I know it can feel overwhelming to let go, but handing off these tasks to a skilled admin will transform your practice. It frees you to focus on leadership, marketing, and the big-picture strategy that fuels your success.
?? Want my Admin Checklist to see exactly what to delegate? DM me the word “admin checklist” on Instagram, and I’ll send it your way! Click Here >> https://www.instagram.com/nicole.mccancemethod/?
Here’s to working smarter, not harder. Your business bestie, Nicole
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