How to Take Time Off as a Solo Private Practice Therapist

Running a solo private practice offers incredible freedom, but that freedom often comes with a hidden challenge. You are the therapist, the scheduler, the administrator, the billing department, and the one who keeps everything running. With so many roles to manage, many therapists convince themselves that taking time off will cause everything to fall apart.

The truth is that time off is not only possible, it is essential for long-term success. As someone who travels often while running a fully remote private practice, I can confidently say that breaks make me a better therapist and a better business owner. With thoughtful planning, you can protect your time away without sacrificing your clients' care or your income.

Here is how to take time off in a way that feels responsible, restful, and sustainable.

Why Time Off Matters for Solo Private Practice Therapists

Therapists spend their days holding emotional space for others. That work takes mental, emotional, and physical energy. Without intentional rest, burnout can sneak in quietly and settle in firmly. Time away provides several benefits:

• It restores your capacity to be present with clients.

• It boosts creativity and problem-solving skills.

• It reduces the risk of compassion fatigue.

• It keeps resentment and exhaustion from building.

Time off also models the very wellness behaviors we encourage in our clients. When you allow yourself to rest, you reinforce the message that self-care is not optional.

Step One: Communicate Your Time Off Early

One of the biggest sources of stress around taking a break is worrying about how clients will respond. Clear, early communication solves most of that stress.

Here are a few ways to handle it:

1. Give plenty of notice.
Thirty days is ideal, especially if you are taking more than a few days off. Clients appreciate time to adjust their schedules.

2. Send announcements in multiple formats.
You can share the dates in session and send a brief reminder through email or your EHR messaging system. This prevents confusion and keeps expectations clear.

3. Keep your message warm and simple.
Let clients know the dates you will be unavailable, if and how they can reach you in an emergency (or reach someone else), and when sessions will resume. You can also encourage them to book sessions before or after your break if they want to maintain their usual rhythm.

What to Put in Your Out of Office Message

An out of office response should do three things:

• Confirm that you are unavailable

• Share your return date

• Provide crisis resources

A simple message works best. Avoid overexplaining. Your clients do not need the details of your trip unless you choose to share them.

Step Two: Arrange for Coverage

Solo therapists often worry about what clients will do if something urgent comes up. Coverage solves that concern.

Here are a few coverage options that work well:

1. Create a coverage agreement with a trusted colleague.
Choose a therapist who shares similar values, clinical judgment, and communication style. The two of you can exchange coverage so both benefit throughout the year.

2. If you are part of a referral network, coordinate a backup plan.
Many therapists have local or virtual colleagues who are willing to be available for brief check-ins during emergencies.

3. Provide clients with a clear plan.
Tell clients who to contact, how to reach them, and what situations qualify as urgent. This keeps expectations realistic and prevents unnecessary worry.

Coverage does not need to be complicated. Most clients will not use it, but having it in place gives both you and your clients peace of mind.

Step Three: Prepare Your Practice for Your Break

A little preparation goes a long way. Here are a few tasks to complete before you go:

• Finish your notes.

• Submit all insurance claims.

• Update your EHR with your blocked-off dates.

• Set your voicemail and out of office email.

• Confirm your coverage arrangement.

If you travel frequently like I do, this checklist becomes second nature. Once you build the habit, preparing for time off feels smooth and manageable.

Step Four: Decide How Connected You Want to Be

Some therapists prefer to stay fully offline during time off. Others check email once every few days. There is no single right choice. What matters is that you set boundaries that feel restorative and stick to them.

If you want a true break, give yourself permission to step away entirely. If you prefer to stay lightly connected while traveling, schedule short check-in windows instead of letting communication take over your time away.

Step Five: Return Gracefully

When you come back, give yourself a soft landing. Ease into your schedule rather than packing your first week full. This helps you transition out of vacation mode with less stress and more presence.

Consider:

• A slower first day

• A buffer between sessions

• A short catch-up block for messages and paperwork

Your clients benefit when you return grounded rather than overwhelmed.

Final Thoughts

Taking time off as a solo private practice therapist is not only possible, it is healthy and necessary. With clear communication, thoughtful planning, and strong boundaries, you can enjoy rest, travel, and personal time without sacrificing your practice.

If you want help building a private practice that allows you more freedom, more balance, and more room to breathe, I offer consultation services for therapists who want to create a business that supports their life. You deserve a practice that works for you, not the other way around.

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