How to Hire for Your Group Practice

for therapists and coaches group practice optimizing your practice private practice life May 21, 2025

Everything You Need to Know to Build a Strong Team from Day One

Hiring your first team member is one of the most exciting, and nerve-wracking, parts of growing your group practice.

You’re stepping into leadership, expanding your impact, and creating a practice that serves more people than you ever could on your own.

But let’s be honest: the process can feel completely overwhelming if you’ve never done it before.

Where do you find the right person?
How do you make sure they’re aligned with your values?
What if you hire too early, or worse, hire the wrong person?

This guide will walk you through the essential steps of hiring for your group practice so you can feel confident, clear, and in control from start to finish.

Step 1: Know Your Why

Before you even post a job listing, get crystal clear on why you want to hire.

Is it to reduce your own caseload?
To increase revenue?
To serve more clients in your community?

Understanding your “why” will help you make aligned decisions throughout the hiring process, and communicate your vision to potential team members.

Clarity leads to stronger candidates and a more cohesive team in the long run.

Step 2: Decide What Role You’re Hiring For

Not every hire needs to be a full-time therapist.

Start by asking:

What type of support do I need right now?
Do I need a generalist or someone with a specialty?
Am I looking for in-person, virtual, or hybrid support?
Do I want a W2 employee or a 1099 contractor?

Define the position clearly, including expected caseload, availability, and compensation structure. This makes it easier to attract the right applicants and avoid mismatched expectations later.

Step 3: Create a Compelling Job Description

This isn’t just a list of responsibilities. It’s your chance to market the opportunity and have aligned people excited about working with you.

Include:

A brief intro about your practice and mission
The role and its expectations (clinical focus, hours, in-person or virtual, etc.)
Ideal candidate qualities (both skills and personality fit)
Benefits and perks (supervision, training, flexibility, community)
How to apply, and what to expect next

Pro tip: infuse your brand voice and values. Let potential hires feel the vibe of your practice before they even hit “apply.”

Step 4: Streamline Your Application Process

Hiring is time-consuming, but it doesn’t have to take over your entire schedule.

Set up a simple application flow:

A clear Google Form or application page
A set of screening questions (Why this practice? What’s your clinical approach?)
A shortlist process for applicants who move forward
A structured interview process with behavioral and values-based questions

You’re not just hiring for skill, you’re hiring for alignment. Structure your process to uncover both.

Step 5: Prepare for Onboarding Before You Hire

One of the biggest mistakes practice owners make is hiring before they’re ready to lead.

Before your new team member sees their first client, make sure you have:

Systems in place (EHR, billing, scheduling, communication)
Clear expectations around documentation and caseload
A welcome packet or onboarding guide
Time blocked on your calendar for support and supervision

The smoother your onboarding, the faster your new hire can thrive, and the less stressful it is for both of you.

What to Watch Out For

Here are some common hiring red flags and pitfalls to avoid:

🚩 Hiring too quickly, Feeling desperate to lighten your caseload can lead to rushing the process. Take your time and trust your gut.

🚩 Being vague about expectations, Unclear job roles, pay, or processes will always come back to bite you. Over-communicate up front.

🚩 Skipping alignment checks, Just because someone has great credentials doesn’t mean they’re a fit for your practice culture. Prioritize shared values.

🚩 Micromanaging, Once you hire, let go of needing to do everything yourself. Set clear expectations and trust your systems (and your hire).

Final Thoughts

Hiring is a big leap, but it’s also how you step into the next version of your business.

You’re not just finding help. You’re building a team. A community. A business that can grow, evolve, and serve more clients without burning you out.

The more intentional you are with your hiring process, the better your results, and the easier everything becomes down the road.

You’ve built something amazing on your own.

Now, it’s time to expand your impact with the right people beside you.

Want more support with hiring, onboarding, and building your dream team?

Grab the Group Practice Playbook, it’s your step-by-step guide to scaling with confidence and clarity.

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You don’t have to figure this out on your own. With the right tools, you can build something you're proud of, and scale your practice with confidence.