Who doesn’t have a to-do list a mile long this time of year? Aside from general life goals, we all have professional goals for the year ahead. Therapists and support staff at behavioral health practices, in particular, have a lot going on right now.
This checklist for therapists is designed to help you start 2026 prepared.
1. Review Documentation and Treatment Plans
Take a moment to assess your progress notes, treatment plans, and other documentation. Are all records complete and up to date? Incomplete documentation can lead to billing delays and compliance issues. Even worse, gaps in care can arise. Make sure all clinical work is recorded clearly and signed appropriately.
If you use ClinicTracker, you should be in a good place with documentation thanks to tools like our AI scribe, clinical records management, financial reporting tools, and more. If not, it’s well worth the effort of cleaning this up for the year ahead.
2. Run Billing and Insurance Clean-Up
Most insurance policies run on an annual cadence. That means that now is the time to take a close look at:
- Unpaid invoices
- Session fees
- Outstanding balances from any insurance companies
- Denied claims that may need reprocessing
This is especially important for understanding your income and confirming that your practice's cash flow is healthy. A well-maintained billing process also gives you a clearer view of how much money is still expected, so you can plan accordingly.
3. Revisit Fees, Contracts and Policies
A lot changes over the course of a year, and what made sense last year may not fully reflect your workload or costs now.
Start by looking at your core documents. Are your contracts, consent forms, and intake paperwork still accurate and aligned with how your practice runs? If you’ve added services or adjusted your hours, those changes should be reflected clearly in writing.
This is also a good time to revisit your fee structure. Rising expenses, changes in insurance reimbursement, or shifts in your client mix may mean your rates or sliding scale need adjustment. Even small changes can make a meaningful difference to your income over the year ahead.
Finally, take an honest look at your cancellation and no‑show policies. Are they clearly communicated to clients? Are you enforcing them consistently? These policies exist to protect your time and energy, especially during busy months.
Many therapists put off this kind of review until things slow down, but spending a few focused minutes on it now can prevent misunderstandings and financial stress later on.
4. Clean Up Your Schedule
Take a closer look at how your schedule is really functioning. Are your hours supporting work-life balance or draining your energy? Are certain appointment slots sitting empty, while others are overbooked? These kinds of questions are key to optimizing your therapy practice for the year ahead.
This is also a great time to reflect on how many hours you want to work this year and whether your current setup makes that realistic. Consider:
- Which days or times consistently go unfilled?
- Are there hours you tend to regret booking?
- What changes would help your calendar better support your goals?
If you're using a system like ClinicTracker, you can pull scheduling reports and analyze trends across your sessions.
5. Evaluate Your Tools
Ask yourself: Is your current EHR supporting you or creating more work?
Many therapists start with systems that seemed fine at the beginning, only to find themselves buried under too many tasks, disjointed documentation, and limited billing features.
This is a great time to evaluate:
- Does your EHR help you manage documentation, treatment plans, billing, and scheduling?
- Can it handle telehealth, secure messaging, and ePrescribing?
- Do you feel supported by the vendor when you need help?
If you’re realizing your system isn’t built for therapy practices or your needs have grown beyond what it offers, it may be time to consider one designed for behavioral health. ClinicTracker, for example, is built specifically for behavioral healthcare settings, with features that support your clinical work and reduce administrative burden.
Final Thoughts for the Year Ahead
A checklist isn’t about perfection, but rather offering you the opportunity to take a step back and think through what’s next. It’s about awareness. And that awareness helps you move forward with intention. Instead of carrying unfinished tasks into the new year, you can look ahead knowing your practice is organized and ready for a fresh start.
