Why Administrative Work Shouldn’t Hold You Back as a Mental Health Practice Owner

Written By Jennifer Crawford

Why Administrative Work Shouldn’t Hold You Back as a Mental Health Practice Owner

When you decided to become a mental health professional, it wasn’t because you loved scheduling appointments, chasing paperwork, or managing follow-ups. Yet, for so many practice owners, these admin tasks quickly take over, leaving less time for what you’re passionate about: helping clients.

In Episode 52 of the Empowered LEP Podcast, Jana sits down with Meredith Eaton and Becca Marcus from Move Forward Virtual Assistants to discuss why administrative work can be such a burden for mental health practice owners—and why it doesn’t have to be. Here’s what you need to know to rethink how you approach the business side of your practice.

The Admin Grind: A Common Roadblock

As Jana reflects on the 5-year anniversary of her practice, she opens up about how much time and energy is swallowed by administrative work. Tasks like:

  • Setting up systems

  • Handling intake calls

  • Scheduling clients

  • Following up with no-shows

  • Ensuring paperwork is completed

  • Sending Super Bills for reimbursement

Sound familiar? For many practice owners, these necessary tasks are daunting, overwhelming, and can make it feel like you’re stuck in the weeds.

The Real Cost of Admin Overload

When you spend hours on admin tasks, you’re not just sacrificing your time—you’re sacrificing your potential. Every hour spent on paperwork or scheduling is an hour not spent growing your practice, deepening client relationships, or enjoying your personal life.

This admin overload can lead to:

  • Burnout from juggling too many roles

  • Missed opportunities to scale your business

  • Feeling stuck in your practice instead of fulfilled by it

The Solution: Delegation and Support

Meredith Eaton, CEO of Move Forward Virtual Assistants, and Becca Marcus, Executive Director of Client Experience, share how their team helps therapists and mental health practice owners take back their time. By outsourcing admin tasks to a trusted, HIPAA-certified team, you can:

  • Focus on what you do best: providing excellent client care

  • Build systems that run efficiently without your constant oversight

  • Free up mental bandwidth to think strategically about your practice

Why Delegation is Key to Success

One of the biggest takeaways from this podcast episode is the importance of letting go. Delegating doesn’t mean you’re giving up control—it means you’re building a stronger practice that supports your life rather than consuming it.

Meredith and Becca emphasize the value of:

  • Trusting Your Team: When you work with skilled professionals, you can trust that the work will be done right.

  • Creating Efficient Systems: A streamlined process ensures no detail falls through the cracks.

  • Investing in Your Growth: Delegating allows you to focus on big-picture goals, like scaling your practice or adding new services.

Don’t Let Admin Work Hold You Back

Whether you’re a solo therapist just starting out or managing a growing group practice, administrative tasks don’t have to define your day. By rethinking how you approach these responsibilities, you can:

  • Spend more time on meaningful work

  • Reduce stress and overwhelm

  • Create a practice that aligns with your values and goals

Ready to take the next step? Tune in to Episode 52 of the Empowered LEP Podcast to hear more insights from Meredith and Becca of MFVA. Discover how Move Forward Virtual Assistants is helping mental health professionals break free from admin overload and unlock their full potential.

Listen Now

Take a listen and start imagining what’s possible when you let go of the tasks that hold you back.

You can 🎧 listen to Episode 52 and all the other great episodes of Empower LEP on Spotify, Apple Podcasts, or YouTube, and envision how you can get support in your practice!

Watch and listen here ➡️ www.empowerlep.com/podcast

Connect with Move Forward Virtual Assistants

Explore how Move Forward Virtual Assistants can support your practice:

Final Thoughts

Administrative work is a necessary part of running a practice, but it doesn’t have to be a roadblock. With the right support, you can reclaim your time, reduce stress, and build a practice that works for you. Take the first step by delegating the tasks that don’t need your direct attention—and watch your practice (and your life) transform.

Jennifer Crawford
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The Cost of "Doing It All": How to Reclaim Your Time, Energy, and Private Practice