End-of-Year Checklist for Private Practice Owners: What to Wrap Up Before January Hits
As a private practice owner, December can sneak up on you quickly. Between holiday breaks, client reschedules, and trying to finish out the year strong, administrative tasks can easily slip to the bottom of your to-do list. Taking intentional steps to close out your year can save you a lot of stress and scrambling in January.
Whether you are a seasoned therapist or just starting your private practice journey, this end-of-year checklist will help you tie up loose ends, set clear intentions, and enter the new year with confidence and clarity.
✅ 1. Review Unpaid Claims and Outstanding Balances
Before you shut the laptop for the holidays, take some time to run a report on unpaid insurance claims and client balances. Follow up on:
Pending insurance claims (reach out to the payer if needed)
Client balances (send friendly reminders or statements)
Superbills (if you provide them, make sure they’ve been sent out)
You might be surprised at how much revenue gets lost when follow-up is delayed. Closing these gaps now gives you a cleaner start in January and can boost your year-end income.
✅ 2. Send Annual Practice Update + Informed Consent
Now is a great time to send an annual email to clients with:
Any updates to your policies or procedures, such as new fees, scheduling changes, or cancellation policies
A new version of your informed consent and practice policies for clients to re-sign if there were updates this year; even if nothing has changed, it can still be good practice to obtain fresh signatures
Reminders about holiday hours or coverage plans if you are taking time off
Pro tip: Use your EHR or an e-signature tool to make the process simple and trackable.
✅ 3. Schedule Your Continuing Education for the New Year
Check how many continuing education (CE) credits you’ve completed this year and what you still need to stay on track for your license renewal. Then go ahead and:
Bookmark or register for CE courses you’re interested in
Add deadlines and reminders to your calendar
Choose at least one CE that supports your professional growth or interests, such as burnout prevention, cultural competency, or somatic therapy
You’ll thank yourself later when you’re not scrambling to squeeze in hours before your renewal date.
✅ 4. Note Your Upcoming Renewal Dates
Grab your calendar and jot down renewal dates (and grace periods!) for:
Therapy license
Liability insurance
Business license
Professional memberships (like ACA, AAMFT, or NASW)
Set calendar reminders 30 to 60 days in advance to avoid missing anything.
✅ 5. Back Up Your Data
This includes:
Client notes (ensure your EHR is backed up and HIPAA-compliant)
Financial records (download key reports for taxes)
Website and social media content (especially if you DIY your marketing)
Even if your tools are cloud-based and automatically backed up, it never hurts to keep a manual copy of essential items.
✅ 6. Review Business Finances and Prep for Tax Season
Before the year ends, take a financial snapshot:
Export profit/loss reports
Organize receipts and expenses
Note any purchases you want to make before the tax year closes (like a new laptop or CEU package)
This is also a great time to set up a meeting with your accountant or bookkeeper.
✅ 7. Check In With Your Business Goals
Did you meet your yearly goals? What worked well this year? What felt overwhelming? Take a few minutes to journal or jot down some reflections:
What type of clients lit you up?
What services were most profitable or in-demand?
What do you want more or less of next year?
This sets the stage for mindful planning in January.
✅ 8. Refresh Your Marketing for the New Year
January often brings an influx of potential clients who are motivated to work on their mental health as part of their “new year, new start.” At the same time, some current clients may reduce session frequency due to rising deductibles or holiday expenses. The end of the year is a perfect time to revisit your marketing strategy so you are prepared, visible, and confident in January.
Spend a little time reviewing:
Your website: Are your copy, fees, hours, and services up to date?
Your directory profiles (Psychology Today, TherapyDen, etc.): Refresh your photos, specialties, and introductory paragraphs.
Your SEO: Make small updates to keep search engines happy, such as adding blog posts, updating your About page, or revising page titles. (Wait, what’s SEO?)
Your social media presence: Decide whether you want to simplify, batch content, or shift your message for the new year.
Your referral network: Send a quick “Happy New Year” email to referrers, colleagues, and community partners to stay connected. (Networking for Therapists: How to Build Referral Relationships)
Even small tweaks can boost visibility. With many people searching for a therapist in January, and some current clients adjusting their session frequency, this is a strategic moment to ensure your practice is discoverable and clearly communicates who you help and how.
✅ 9. Update Treatment Plans
The end of the year is a great time to review and refresh treatment plans so they accurately reflect your clients’ current goals, progress, and needs. Spend a few minutes looking over each client’s plan and make updates where needed. Consider:
Whether goals need to be revised, completed, or replaced
Any changes in symptoms, functioning, or stressors
Interventions you are currently using and whether they should be adjusted
Whether a new signature or acknowledgement is needed based on your state, insurance panels, or practice policies
Let’s be honest: treatment plans may feel like the bane of a therapist’s existence, but updating them now saves you from future headaches and keeps your documentation clean and compliant.
Wrap-Up: Don’t Forget to Celebrate
It’s easy to overlook how much work you have done this year, especially the emotional labor of being a therapist. Take a moment to breathe and celebrate yourself.
If you feel stuck or overwhelmed with practice management, you don’t have to figure it out alone. I help therapists streamline their business, reduce burnout, and build practices they love. Want support heading into the new year? Schedule a consultation here.
Related Articles: The Best Productivity Tools for Private Practice Therapists (That Actually Make Your Life Easier)
10 Simple Ways to Make Your Private Practice More Environmentally Sustainable
HIPAA Compliance in a Digital World: What Therapists Need to Know
