December 19, 2025 • 20 mins
If the idea of hiring help in your practice immediately brings up fear about HIPAA, confidentiality, or losing control, this episode will bring a lot of clarity. Dr. Kate Walker breaks down exactly what therapists can delegate right now, what you should never hand off blindly, and how to protect your license while still getting critical tasks off your plate.
Kate walks through real-world examples of delegation—from marketing and intake calls to email management and SOP creation—while explaining how HIPAA actually works in practice (not the scary myths most of us carry around). You’ll hear why delegating the wrong things first can waste time and money, how to train VAs responsibly, and why systems—not hustle—are what allow practices to grow without chaos.
If you’ve been trying to “build the plane while flying it,” or you know your systems need to be in place before your caseload spikes, this episode will help you delegate with confidence instead of fear.
In this episode, you’ll learn:
- What therapists can safely delegate to a VA, including marketing tasks, intake calls, email workflows, and follow-ups—without violating HIPAA.
- How to train and onboard virtual assistants using HIPAA education, clear boundaries, and simple SOPs that actually prevent mistakes.
- Why screen-recorded SOPs, Trello boards, and structured workflows work better than long written instructions—and how to set them up efficiently.
If you’re ready to stop doing everything yourself and start building systems that support your growth, this episode gives you a practical, HIPAA-safe place to start.
If you’re ready to lead with confidence, join the 2026 Supervisor Course waitlist for early access to bonus tools, templates, and fast-track grading. Strengthen your systems today with the free Supervision Onboarding Checklist, and get ongoing CEUs and live coaching inside the Step It Up Membership. You’re not just building a practice, you’re building a legacy.
Get your step by step guide to private practice. Because you are too important to lose to not knowing the rules, going broke, burning out, and giving up. #counselorsdontquit.
Mark as Played
Transcript
Episode Transcript
Available transcripts are automatically generated. Complete accuracy is not guaranteed.
SPEAKER_00 (00:00):
So if you came onto this going, okay, I know I'm
(00:02):
gonna get stuff to offload, Ineed to offload this and that,
and I've changed your mind.
I'm okay with that because Idon't want you wasting money.
Welcome to the past therapist,building practices in the money.
(00:25):
Now do you remember K welcomeover a little money?
Today we're breaking down atopic every practice owner
wrestles with (00:36):
HIPAA, virtual assistants, and what you can
safely delegate without puttingyour license at risk.
We're cutting through the fearand getting clear on what's
yours to handle, what a VA cantake off your plate, and how to
keep your systems clean as yougrow.
Keep listening for details onhow to grab the December bonus.
(00:57):
It pairs perfectly with thisconversation.
Now let's get to work.
Hey, I'm Dr.
Kate Walker, and we're talkingabout what you can delegate
right now.
And the first thing you candelegate.
So, of course, I'm going to talkabout SOPs as well.
And we did do a webinar on thislast week, an entire 1CE webinar
(01:21):
on this.
So be sure to check that out aswell.
All right, so let's talk aboutdelegating tasks.
If you're hitting this time ofyear, and I try to explain this
to people, I was talking tosomeone the other day that, you
know, our clients tend to, youknow, they get through the
summer and then that then schoolstarts, and then that first note
(01:45):
comes home, and then we've gotkiddos coming to counseling.
Well, we also have on the otherside, we have folks that know
the holidays are coming up.
And once the holidays hit, it'slike, okay, who's got the money
or the time for counseling?
So this is sort of that I don'twant to call it golden time.
I don't know what we should callit, but we do see an uptick in
(02:06):
our clients.
Um, and if you're not, then wecan talk about marketing, but
not today.
This is something totallydifferent.
But because we see an uptick inclients right now, if we haven't
done the work before now to getour systems in place, we may be
feeling a little overwhelmed.
So this is sometimes referred toor feels like putting the plane
(02:27):
together in mid-flight.
You're like, oh gosh, I have todo something.
That's okay.
I've been there too.
You're okay.
I'm okay.
We're gonna be okay.
Or you may be thinking, well,Kate, I don't know what you're
talking about because my clientload is not building right now.
I do not see that uptick.
I will look at the marketingtraining, but I need to get my
(02:48):
systems in place before my doorjust gets knocked down.
So let's talk about the thingsto delegate first.
And one of the things that Istart with a negative, what not
to delegate are the things thatwaste your time.
Okay, so I'm stop thinkingspecifically about social media.
(03:08):
So hang with me for a second.
So if you think about socialmedia and you think, I'll just
speak from personal, right?
If I'm gonna do an Instagramreel, well, it's gonna take me
probably 30 minutes because I'mgonna have to go find the video.
I'm gonna have to get the videoto sync with the music, and then
I'm gonna have to make it acatchy little, you know, okay,
(03:30):
if you're gonna do this, then besure to check out the 40-hour
training and then all thehashtags, and then I have to
make sure that it looks, soundsgood.
I mean, it it takes me 30minutes of time.
I don't get back.
Now, when I talk to anothercolleague about this in my
business world, and I sharewhat's what's happening, and I
share with them, hey, how can Ido this more efficiently?
(03:52):
They're like, stop, like, don'tdo it.
There is no algorithm that youwill hit.
The algorithms are so weird nowwith Instagram and social media
that that is an extremely pooruse of my time.
So I have to own the fact thatif I'm gonna make an Instagram
reel, it's pretty much justbecause I want to make one,
(04:12):
right?
I must be bored or whatever.
So you really have to have aheart-to-heart talk with
yourself because just because ittakes time to make an Instagram
reel doesn't mean you shouldhire it out.
So step one is to make sure youhave the most recent information
and you know my go-to.
Go to Chat GPT, go to Claude, goto your whatever your favorite
(04:36):
AI is, and ask it what is thebest way to market as of this
date?
If I want to be found, thendon't just ask how to be found
on Google, ask how to be foundby chat.
Ask chat, how can I show up inyour searches?
And then do those things.
All right.
(04:57):
So starting there with thingsyou don't do.
Now, let's take social media fora second.
If you do want to use socialmedia, you know, one of the
things that's things that Ireally like are marketing
Mondays or marketing Tuesdays,right?
So if you wanted to hire someoneto create your graphic in
Canvas, C-A-N-V-A, it's aprogram, it's software that
(05:19):
someone can build a real prettygraphic for you.
And they can remember to post inall of those different groups on
the designated marketing days,that's a great use of
delegation.
It's not going to take more thanabout 15 minutes, though.
So thinking about those thingsin terms of, okay, I and it, and
(05:39):
this isn't easy.
And I talk about this with myVAs, Irvin Nixon, Cruz, and
Jennifer Marie Fairchild.
You know, how much time do Ineed to offload before I hire
someone?
So if you've got your list andyou're like, okay, that sounds
good, Kate.
I want to I want to startposting in other groups
marketing Mondays.
So write that down.
(06:00):
Write that to take about 20minutes, maybe 30 minutes for
your person to build the Canvaand get all of those things
preloaded so they're ready togo.
If you're trying to fill up anhour though, let's keep digging.
So another thing, once you askchat, okay, what can I offload?
You may get some more marketingideas, but let's talk about for
(06:21):
your practice.
So one of the things that ifyou're still chasing emails or
you're still chasing textmessages, or you're still trying
to get clients booked for thatfirst session, right?
Let's say you watch the trainingon a 10-minute consultation
script and you're like, okay, Iwant to use the script, I want
(06:41):
to get people booked.
That would be a great thing tooffload and delegate to someone
else.
And a big question may be, well,what do I do about
confidentiality?
Well, what does anybody do?
What does your physician doabout confidentiality?
What does your dentist do aboutPHI?
Right?
They train their staff.
(07:02):
They train their staff or theysend them to a training, a
little three-hour, two-hour CE,right?
Because HIPAA doesn't specifyhow long it has to be.
House Bill 300 doesn't specifyhow long the training has to be.
It simply says best practices isto be trained in these things.
So you're the business owner,you find the HIPAA training or
(07:23):
the confidentiality training,PHI training that you like, and
you say, okay, potential staffmember, I'm going to hire you,
but and and pay for you to go tothis training, or better yet,
you give it, right?
Because you can be a CE providertoo.
And they then understand theirobligation to HIPAA and
(07:44):
protected health information.
All right.
So moving through that.
So we've got marketing Mondayemails.
We've got how to get your stafftrained.
I want to do one more thing todelegate before I move to SOPs,
though.
Your email inbox.
There's a great program that wejust discovered here, and you
(08:06):
guys may be using it.
It is called Trello inconjunction with something
called Hipperello.
Hipperello is a form thatintegrates with your Trello
board so you don't have to useemail ever again.
It's so you could use this withyour clients, potential clients,
(08:27):
I should say, put it on yourwebsite, and then potential
clients could fill out a form.
Now, I'm not sure if thisparticular one is HIPAA
compliant.
I think there's one that'scalled HIPAA relo that is HIPAA
compliant that you could uh workwith as well.
But once you get that, oh mygoodness, then you have a whole
(08:47):
system where you can hiresomeone for one hour a week, two
hours a week, five hours a weekto go into that Trello board one
time a day, get every singlecard replied to.
And that's reasonable for asmall practice if you let people
know, look, I'm gonna reply oncea day, or it's gonna take at
(09:07):
least 24 hours on a business dayfor me to get back to you.
That person that you hire, youcan offload your email.
You can offload.
I don't know if texting hooks toit.
I I wouldn't, I don't see whynot.
But you know me, I don't liketexting with potential clients
anyway, but that's me.
And I think you can probablyhook up your Google Voice to
(09:28):
that as well.
So we have email, we havemarketing Mondays, and we have
the ability to offload yourhandling of your clients, the
actual phone calls with yourclients, training a VA to go
through and answer the phonecalls using the 10-minute
script.
(09:48):
And the non-HIPAA compliant one,so we have Trello board, that's
the organizational system,because you're gonna have to
pick an organizational system, away, a way to communicate.
And then the form system thatintegrates is called
H-I-P-P-O-R-E-L-O.
Hipporello.
(10:10):
And like I said, I think theHIPAA compliant version is just
Hipporello.
Okay.
And then it's really convenientbecause the cards populate and
you reply right through theTrello board.
So I didn't mention blogs andpodcasting and things like that
because if you're a smallpractice, your go-to, your
(10:32):
number one thing is not going tobe starting a podcast.
Please don't do that, right?
Don't start a podcast.
Number one, it's not searchable.
It's an RSS feed, which meansit's going into Apple, it's
going into Spotify, it's goinginto all these places that
people don't search.
You want to do a YouTubechannel?
Awesome, because Google andYouTube are the same thing.
(10:54):
So when we talk about blogging,if that's something you want to
offload, you know, that's okay,right?
Because that may mean in yourmarketing, you're ready to do
some search engine optimization.
You're ready to stand out,you're ready to position
yourself as an expert.
So if you're there and this isthe next thing you want to
offload, this next part you'regonna like.
(11:15):
So I am gonna talk about whatI'm gonna show.
Quick break.
If you haven't grabbedDecember's bonus yet, go get it.
I put together the practicereset cheat sheet to help you
clean up your systems, tightenyour HIPAA basics, and walk into
2026 without dragging thisyear's mess behind you.
(11:39):
It's totally free for podcastlisteners.
Just go toKateWalkerTraining.com slash
bonus.
So this is my Trello board thatI use with my virtual assistant
Irvin Cruz.
And again, if you watch thewebinar we did, how to hire a VA
(12:02):
and create an SOP, his contactinformation is there because he
would love to take on morepeople.
But a Trello board can be set upany way you like.
I can make these lists.
So if I want to make a list overhere called done there.
And then when something's done,I'm just gonna slide it over.
(12:24):
If I want to start here, so theway Urban and I work, we do work
left to right.
And so if something needs a blogpost, it goes into this list.
If something's going to beprocessed into the one start
here, that's in your profile,step it up members.
That is a training, it's not forCEs, then it goes in this list.
(12:49):
If it is a replay of a webinarthat we are going to repurpose
and turn into a one CE webinar,it goes here.
So if you could see what we havehere, processing an online
course, zero out of three, zeroout of three, that means we have
checklists.
(13:09):
The checklist for an onlinecourse, there are three items.
And each one of these items hasan SOP.
SOP stands for standardoperating procedure.
I've got 11 steps for creating ablog.
So when we click on that, yousee each one of these is an SOP.
(13:31):
So why are they videos?
Well, that's because I used todo handwritten types, right?
I'd put them into a GoogleDrive, I would share the Google
Drive with my assistants.
These would be like three andfour page documents of click
here, then click here.
Then once you click there, clickthere, you know.
And I was going crazy reading itafter I had written it.
(13:53):
I'm like, they're never, evergood.
And we had a lot of uhmiscommunications, we had a lot
of fails.
It just was too many steps.
And so what I've switched to andI highly recommend you switch to
is screen sharing, screenrecording.
And it can be as simple assomething on your PC or your Mac
(14:13):
where you click the button andit records the screen, or you
can ask special software like Ido.
There's something called Loom,L-O-O-A.
I use something called Camtasia,but the result is the same, and
I will show you a few of theseSOPs.
And so if you're listening tome, what I'm gonna do is I'm
gonna go to my YouTube channelfor SOPs.
(14:40):
And this is easy to do.
If you have a Google account,then you have a YouTube account.
So your YouTube channel, if yougo to playlists, you saw I have
one that's just called SOP.
And when I click on that and Igo to my videos, these are all
of my SOPs and they are short.
(15:00):
Look, this one's eight secondslong, okay, and there's no
sound.
So if I click play on thateight-second video, the title of
this is create an H2 heading ina blog post.
So when you click it, what it'sshowing is how to there's the
drop-down menu, heading to endof video.
(15:20):
That's it.
So instead of me putting thatinto a document that they would
have to read and reread andreread, when we go here to the
checklist.
So I've just opened my Trelloboard again and I'm going
through my checklist.
Let's see where it's the spotwhere I have to do an H2
heading.
Copy the whole blog, it's chatGPT, ask it to select H2
(15:42):
headings that are optimized forGoogle searches, create those H2
headings.
There's a video right there, andall Urban has to do is click
that video and he can watchagain and again and again how to
make sure that is an H2 heading.
Now, that's why I didn't startwith blogging when we were
offloading things, because ifyou're blogging, then you better
(16:05):
be doing some optimization.
You better be having someconversations with Chat GPT
about H2 headings.
So what Chat GPT does for me,since I always record first, I
record, I get the transcript,take the transcript of my words,
upload it to chat and say, okay,make this into an optimized
(16:27):
blogs.
Tell me what the H2 headingsought to be, and it spits it
out.
So I taught my virtual assistanthow to do that as well.
Saves me time and he does agreat job.
And I don't have to worry aboutit being AI's words because it's
literally just taking my words.
So if you're getting ideas whileI'm talking and you're like, I
(16:48):
love to talk, I love to givewebinars.
You can record yourpresentations, you can do like
we're doing right here and justrecord a webinar.
Again, before you offload this,before you delegate it, because
this could turn into Kate doinga reel that takes 30 minutes,
and you realize it's not doinganybody any good.
Don't do that until you havewatched the training.
(17:11):
In your profile, you can watchthe training from Couch to Click
by Jenny Melrose.
And she talks about how to makesure that you're blogging with
the right search terms and theright keywords and things like
that.
Go through your trainings in theone start here module in your
(17:32):
profile and just type in SEO.
If it says SEO, watch thetraining.
So if you came onto this going,okay, I know I'm gonna get stuff
to offload, I need to offloadthis and that, and I've changed
your mind.
I'm okay with that because Idon't want you wasting money.
I think I've told this storybefore.
I have hired out SEO.
(17:53):
I hired it out for a year to avirtual assistant in Poland, and
all he did was add a call toaction to the bottom of all my
blogs.
I mean, this was years ago.
I hired someone else to do blogsfor me, and they were basically
gonna guarantee me that my blogswould be higher in the search
rankings, but it almost got melike sanctioned by Google
(18:16):
because all they were doing wascopying the same blog over and
over and over again and changingone or two words.
You can't do that in Googleland.
So I don't want you wastingtime, I don't want you wasting
money.
I want you to really do yourhomework first, identify one or
two things.
And the the way I usually do it,I try to categorize it into a
(18:39):
task that's going to get me downthe road to my financial goals.
So that would be marketing,right?
So doing a blog.
That's not something that I'mgonna turn around today and and
make money because it's a littlebit longer return on investment.
So that's one category.
But then I have things on mylist that could make revenue
(19:03):
today.
And sometimes I avoid those.
I don't know why.
I just have a mental blockagainst that.
But try to really divide up yourday and say, for example, if
you're listening to me andyou're a counselor, how many
calls have you returned?
How many people have you knockedon the door of their doctor's
office and said, hey, I justwant to introduce myself and you
(19:26):
know, make sure you know thatI'm local and I can take your
clients.
How many PTOs have you calledand said, hey, I'm available to
speak?
So sometimes those things youcan't delegate, you can't hire
out, but you have to do it.
So once you have a list of PTOsthat you have contacted, well,
yeah, then delegate out all thefollow up emails, right?
(19:48):
And the phone calls and say,Hey, I just you want to wanted
to follow up.
Kate Walker contacted you lastweek, and I wanted to make sure
that you knew she was availableto speak.
And here's her calendar.
Before you go, grab December'sbonus, the Practice Reset Cheat
Sheet.
(20:09):
It's your quick guide tostarting 2026 with clearer
systems and less chaos.
Get it at KateWalkerTraining.com/slash bonus.
See you next week.
If you love today's episode, besure to leave a five-star
review.
It helps other badass therapistsfind the show and build
(20:31):
practices that thrive.
Big thanks to Ridgely Walker forour original fun facts and
podcast intro, and to CarlGuyanella for editing this
episode and making us soundamazing.
See you next week.
So if you came onto this going, okay, I know I'm
(00:02):
gonna get stuff to offload, Ineed to offload this and that,
and I've changed your mind.
I'm okay with that because Idon't want you wasting money.
Welcome to the past therapist,building practices in the money.
(00:25):
Now do you remember K welcomeover a little money?
Today we're breaking down atopic every practice owner
wrestles with (00:36):
HIPAA, virtual assistants, and what you can
safely delegate without puttingyour license at risk.
We're cutting through the fearand getting clear on what's
yours to handle, what a VA cantake off your plate, and how to
keep your systems clean as yougrow.
Keep listening for details onhow to grab the December bonus.
(00:57):
It pairs perfectly with thisconversation.
Now let's get to work.
Hey, I'm Dr.
Kate Walker, and we're talkingabout what you can delegate
right now.
And the first thing you candelegate.
So, of course, I'm going to talkabout SOPs as well.
And we did do a webinar on thislast week, an entire 1CE webinar
(01:21):
on this.
So be sure to check that out aswell.
All right, so let's talk aboutdelegating tasks.
If you're hitting this time ofyear, and I try to explain this
to people, I was talking tosomeone the other day that, you
know, our clients tend to, youknow, they get through the
summer and then that then schoolstarts, and then that first note
(01:45):
comes home, and then we've gotkiddos coming to counseling.
Well, we also have on the otherside, we have folks that know
the holidays are coming up.
And once the holidays hit, it'slike, okay, who's got the money
or the time for counseling?
So this is sort of that I don'twant to call it golden time.
I don't know what we should callit, but we do see an uptick in
(02:06):
our clients.
Um, and if you're not, then wecan talk about marketing, but
not today.
This is something totallydifferent.
But because we see an uptick inclients right now, if we haven't
done the work before now to getour systems in place, we may be
feeling a little overwhelmed.
So this is sometimes referred toor feels like putting the plane
(02:27):
together in mid-flight.
You're like, oh gosh, I have todo something.
That's okay.
I've been there too.
You're okay.
I'm okay.
We're gonna be okay.
Or you may be thinking, well,Kate, I don't know what you're
talking about because my clientload is not building right now.
I do not see that uptick.
I will look at the marketingtraining, but I need to get my
(02:48):
systems in place before my doorjust gets knocked down.
So let's talk about the thingsto delegate first.
And one of the things that Istart with a negative, what not
to delegate are the things thatwaste your time.
Okay, so I'm stop thinkingspecifically about social media.
(03:08):
So hang with me for a second.
So if you think about socialmedia and you think, I'll just
speak from personal, right?
If I'm gonna do an Instagramreel, well, it's gonna take me
probably 30 minutes because I'mgonna have to go find the video.
I'm gonna have to get the videoto sync with the music, and then
I'm gonna have to make it acatchy little, you know, okay,
(03:30):
if you're gonna do this, then besure to check out the 40-hour
training and then all thehashtags, and then I have to
make sure that it looks, soundsgood.
I mean, it it takes me 30minutes of time.
I don't get back.
Now, when I talk to anothercolleague about this in my
business world, and I sharewhat's what's happening, and I
share with them, hey, how can Ido this more efficiently?
(03:52):
They're like, stop, like, don'tdo it.
There is no algorithm that youwill hit.
The algorithms are so weird nowwith Instagram and social media
that that is an extremely pooruse of my time.
So I have to own the fact thatif I'm gonna make an Instagram
reel, it's pretty much justbecause I want to make one,
(04:12):
right?
I must be bored or whatever.
So you really have to have aheart-to-heart talk with
yourself because just because ittakes time to make an Instagram
reel doesn't mean you shouldhire it out.
So step one is to make sure youhave the most recent information
and you know my go-to.
Go to Chat GPT, go to Claude, goto your whatever your favorite
(04:36):
AI is, and ask it what is thebest way to market as of this
date?
If I want to be found, thendon't just ask how to be found
on Google, ask how to be foundby chat.
Ask chat, how can I show up inyour searches?
And then do those things.
All right.
(04:57):
So starting there with thingsyou don't do.
Now, let's take social media fora second.
If you do want to use socialmedia, you know, one of the
things that's things that Ireally like are marketing
Mondays or marketing Tuesdays,right?
So if you wanted to hire someoneto create your graphic in
Canvas, C-A-N-V-A, it's aprogram, it's software that
(05:19):
someone can build a real prettygraphic for you.
And they can remember to post inall of those different groups on
the designated marketing days,that's a great use of
delegation.
It's not going to take more thanabout 15 minutes, though.
So thinking about those thingsin terms of, okay, I and it, and
(05:39):
this isn't easy.
And I talk about this with myVAs, Irvin Nixon, Cruz, and
Jennifer Marie Fairchild.
You know, how much time do Ineed to offload before I hire
someone?
So if you've got your list andyou're like, okay, that sounds
good, Kate.
I want to I want to startposting in other groups
marketing Mondays.
So write that down.
(06:00):
Write that to take about 20minutes, maybe 30 minutes for
your person to build the Canvaand get all of those things
preloaded so they're ready togo.
If you're trying to fill up anhour though, let's keep digging.
So another thing, once you askchat, okay, what can I offload?
You may get some more marketingideas, but let's talk about for
(06:21):
your practice.
So one of the things that ifyou're still chasing emails or
you're still chasing textmessages, or you're still trying
to get clients booked for thatfirst session, right?
Let's say you watch the trainingon a 10-minute consultation
script and you're like, okay, Iwant to use the script, I want
(06:41):
to get people booked.
That would be a great thing tooffload and delegate to someone
else.
And a big question may be, well,what do I do about
confidentiality?
Well, what does anybody do?
What does your physician doabout confidentiality?
What does your dentist do aboutPHI?
Right?
They train their staff.
(07:02):
They train their staff or theysend them to a training, a
little three-hour, two-hour CE,right?
Because HIPAA doesn't specifyhow long it has to be.
House Bill 300 doesn't specifyhow long the training has to be.
It simply says best practices isto be trained in these things.
So you're the business owner,you find the HIPAA training or
(07:23):
the confidentiality training,PHI training that you like, and
you say, okay, potential staffmember, I'm going to hire you,
but and and pay for you to go tothis training, or better yet,
you give it, right?
Because you can be a CE providertoo.
And they then understand theirobligation to HIPAA and
(07:44):
protected health information.
All right.
So moving through that.
So we've got marketing Mondayemails.
We've got how to get your stafftrained.
I want to do one more thing todelegate before I move to SOPs,
though.
Your email inbox.
There's a great program that wejust discovered here, and you
(08:06):
guys may be using it.
It is called Trello inconjunction with something
called Hipperello.
Hipperello is a form thatintegrates with your Trello
board so you don't have to useemail ever again.
It's so you could use this withyour clients, potential clients,
(08:27):
I should say, put it on yourwebsite, and then potential
clients could fill out a form.
Now, I'm not sure if thisparticular one is HIPAA
compliant.
I think there's one that'scalled HIPAA relo that is HIPAA
compliant that you could uh workwith as well.
But once you get that, oh mygoodness, then you have a whole
(08:47):
system where you can hiresomeone for one hour a week, two
hours a week, five hours a weekto go into that Trello board one
time a day, get every singlecard replied to.
And that's reasonable for asmall practice if you let people
know, look, I'm gonna reply oncea day, or it's gonna take at
(09:07):
least 24 hours on a business dayfor me to get back to you.
That person that you hire, youcan offload your email.
You can offload.
I don't know if texting hooks toit.
I I wouldn't, I don't see whynot.
But you know me, I don't liketexting with potential clients
anyway, but that's me.
And I think you can probablyhook up your Google Voice to
(09:28):
that as well.
So we have email, we havemarketing Mondays, and we have
the ability to offload yourhandling of your clients, the
actual phone calls with yourclients, training a VA to go
through and answer the phonecalls using the 10-minute
script.
(09:48):
And the non-HIPAA compliant one,so we have Trello board, that's
the organizational system,because you're gonna have to
pick an organizational system, away, a way to communicate.
And then the form system thatintegrates is called
H-I-P-P-O-R-E-L-O.
Hipporello.
(10:10):
And like I said, I think theHIPAA compliant version is just
Hipporello.
Okay.
And then it's really convenientbecause the cards populate and
you reply right through theTrello board.
So I didn't mention blogs andpodcasting and things like that
because if you're a smallpractice, your go-to, your
(10:32):
number one thing is not going tobe starting a podcast.
Please don't do that, right?
Don't start a podcast.
Number one, it's not searchable.
It's an RSS feed, which meansit's going into Apple, it's
going into Spotify, it's goinginto all these places that
people don't search.
You want to do a YouTubechannel?
Awesome, because Google andYouTube are the same thing.
(10:54):
So when we talk about blogging,if that's something you want to
offload, you know, that's okay,right?
Because that may mean in yourmarketing, you're ready to do
some search engine optimization.
You're ready to stand out,you're ready to position
yourself as an expert.
So if you're there and this isthe next thing you want to
offload, this next part you'regonna like.
(11:15):
So I am gonna talk about whatI'm gonna show.
Quick break.
If you haven't grabbedDecember's bonus yet, go get it.
I put together the practicereset cheat sheet to help you
clean up your systems, tightenyour HIPAA basics, and walk into
2026 without dragging thisyear's mess behind you.
(11:39):
It's totally free for podcastlisteners.
Just go toKateWalkerTraining.com slash
bonus.
So this is my Trello board thatI use with my virtual assistant
Irvin Cruz.
And again, if you watch thewebinar we did, how to hire a VA
(12:02):
and create an SOP, his contactinformation is there because he
would love to take on morepeople.
But a Trello board can be set upany way you like.
I can make these lists.
So if I want to make a list overhere called done there.
And then when something's done,I'm just gonna slide it over.
(12:24):
If I want to start here, so theway Urban and I work, we do work
left to right.
And so if something needs a blogpost, it goes into this list.
If something's going to beprocessed into the one start
here, that's in your profile,step it up members.
That is a training, it's not forCEs, then it goes in this list.
(12:49):
If it is a replay of a webinarthat we are going to repurpose
and turn into a one CE webinar,it goes here.
So if you could see what we havehere, processing an online
course, zero out of three, zeroout of three, that means we have
checklists.
(13:09):
The checklist for an onlinecourse, there are three items.
And each one of these items hasan SOP.
SOP stands for standardoperating procedure.
I've got 11 steps for creating ablog.
So when we click on that, yousee each one of these is an SOP.
(13:31):
So why are they videos?
Well, that's because I used todo handwritten types, right?
I'd put them into a GoogleDrive, I would share the Google
Drive with my assistants.
These would be like three andfour page documents of click
here, then click here.
Then once you click there, clickthere, you know.
And I was going crazy reading itafter I had written it.
(13:53):
I'm like, they're never, evergood.
And we had a lot of uhmiscommunications, we had a lot
of fails.
It just was too many steps.
And so what I've switched to andI highly recommend you switch to
is screen sharing, screenrecording.
And it can be as simple assomething on your PC or your Mac
(14:13):
where you click the button andit records the screen, or you
can ask special software like Ido.
There's something called Loom,L-O-O-A.
I use something called Camtasia,but the result is the same, and
I will show you a few of theseSOPs.
And so if you're listening tome, what I'm gonna do is I'm
gonna go to my YouTube channelfor SOPs.
(14:40):
And this is easy to do.
If you have a Google account,then you have a YouTube account.
So your YouTube channel, if yougo to playlists, you saw I have
one that's just called SOP.
And when I click on that and Igo to my videos, these are all
of my SOPs and they are short.
(15:00):
Look, this one's eight secondslong, okay, and there's no
sound.
So if I click play on thateight-second video, the title of
this is create an H2 heading ina blog post.
So when you click it, what it'sshowing is how to there's the
drop-down menu, heading to endof video.
(15:20):
That's it.
So instead of me putting thatinto a document that they would
have to read and reread andreread, when we go here to the
checklist.
So I've just opened my Trelloboard again and I'm going
through my checklist.
Let's see where it's the spotwhere I have to do an H2
heading.
Copy the whole blog, it's chatGPT, ask it to select H2
(15:42):
headings that are optimized forGoogle searches, create those H2
headings.
There's a video right there, andall Urban has to do is click
that video and he can watchagain and again and again how to
make sure that is an H2 heading.
Now, that's why I didn't startwith blogging when we were
offloading things, because ifyou're blogging, then you better
(16:05):
be doing some optimization.
You better be having someconversations with Chat GPT
about H2 headings.
So what Chat GPT does for me,since I always record first, I
record, I get the transcript,take the transcript of my words,
upload it to chat and say, okay,make this into an optimized
(16:27):
blogs.
Tell me what the H2 headingsought to be, and it spits it
out.
So I taught my virtual assistanthow to do that as well.
Saves me time and he does agreat job.
And I don't have to worry aboutit being AI's words because it's
literally just taking my words.
So if you're getting ideas whileI'm talking and you're like, I
(16:48):
love to talk, I love to givewebinars.
You can record yourpresentations, you can do like
we're doing right here and justrecord a webinar.
Again, before you offload this,before you delegate it, because
this could turn into Kate doinga reel that takes 30 minutes,
and you realize it's not doinganybody any good.
Don't do that until you havewatched the training.
(17:11):
In your profile, you can watchthe training from Couch to Click
by Jenny Melrose.
And she talks about how to makesure that you're blogging with
the right search terms and theright keywords and things like
that.
Go through your trainings in theone start here module in your
(17:32):
profile and just type in SEO.
If it says SEO, watch thetraining.
So if you came onto this going,okay, I know I'm gonna get stuff
to offload, I need to offloadthis and that, and I've changed
your mind.
I'm okay with that because Idon't want you wasting money.
I think I've told this storybefore.
I have hired out SEO.
(17:53):
I hired it out for a year to avirtual assistant in Poland, and
all he did was add a call toaction to the bottom of all my
blogs.
I mean, this was years ago.
I hired someone else to do blogsfor me, and they were basically
gonna guarantee me that my blogswould be higher in the search
rankings, but it almost got melike sanctioned by Google
(18:16):
because all they were doing wascopying the same blog over and
over and over again and changingone or two words.
You can't do that in Googleland.
So I don't want you wastingtime, I don't want you wasting
money.
I want you to really do yourhomework first, identify one or
two things.
And the the way I usually do it,I try to categorize it into a
(18:39):
task that's going to get me downthe road to my financial goals.
So that would be marketing,right?
So doing a blog.
That's not something that I'mgonna turn around today and and
make money because it's a littlebit longer return on investment.
So that's one category.
But then I have things on mylist that could make revenue
(19:03):
today.
And sometimes I avoid those.
I don't know why.
I just have a mental blockagainst that.
But try to really divide up yourday and say, for example, if
you're listening to me andyou're a counselor, how many
calls have you returned?
How many people have you knockedon the door of their doctor's
office and said, hey, I justwant to introduce myself and you
(19:26):
know, make sure you know thatI'm local and I can take your
clients.
How many PTOs have you calledand said, hey, I'm available to
speak?
So sometimes those things youcan't delegate, you can't hire
out, but you have to do it.
So once you have a list of PTOsthat you have contacted, well,
yeah, then delegate out all thefollow up emails, right?
(19:48):
And the phone calls and say,Hey, I just you want to wanted
to follow up.
Kate Walker contacted you lastweek, and I wanted to make sure
that you knew she was availableto speak.
And here's her calendar.
Before you go, grab December'sbonus, the Practice Reset Cheat
Sheet.
(20:09):
It's your quick guide tostarting 2026 with clearer
systems and less chaos.
Get it at KateWalkerTraining.com/slash bonus.
See you next week.
If you love today's episode, besure to leave a five-star
review.
It helps other badass therapistsfind the show and build
(20:31):
practices that thrive.
Big thanks to Ridgely Walker forour original fun facts and
podcast intro, and to CarlGuyanella for editing this
episode and making us soundamazing.
See you next week.
Popular Podcasts
Dateline NBC
Current and classic episodes, featuring compelling true-crime mysteries, powerful documentaries and in-depth investigations. Follow now to get the latest episodes of Dateline NBC completely free, or subscribe to Dateline Premium for ad-free listening and exclusive bonus content: DatelinePremium.com
Stuff You Should Know
If you've ever wanted to know about champagne, satanism, the Stonewall Uprising, chaos theory, LSD, El Nino, true crime and Rosa Parks, then look no further. Josh and Chuck have you covered.
The Breakfast Club
The World's Most Dangerous Morning Show, The Breakfast Club, With DJ Envy, Jess Hilarious, And Charlamagne Tha God!