Live Consulting Session with Rachelle Fong | GP 66

How many hours should your new clinician work to make it feasible for you as the group practice owner? How do you navigate payroll when clinicians receive payment from cash-pay and insurance? What are some tips for organizing a group practice when the CEO is going on maternity leave?

In this podcast episode, Alison Pidgeon does a Live Consulting Session with Rachelle Fong about how many hours a clinician should work, invoicing, payroll, and maternity leave.

Podcast Sponsor

Try out TherapyNotes! It makes notes, billing, scheduling, and telehealth a whole lot easier. Check it out and you will quickly see why it’s the highest-rated EHR on TrustPilot with over 1000 verified customer reviews and an average customer rating of 4.9/5 stars.

You’ll notice the difference from the first day you sign up for a trial. They offer live phone support 7 days a week.

So when you have questions, you can quickly reach someone who can help, you are never wasting your time looking for answers.
If you are coming from another EHR, they make the transition really easy. TherapyNotes will import your clients’ demographic data free of charge during your trial so you can get going right away.

To get 3 free months of TherapyNotes,  no strings attached including their very reliable telehealth platform click on and enter the promo code: Joe

Meet Rachelle Fong

Rachelle Fong, LMFT, started Exhale Therapy Hawaii, LLC, a full telehealth practice, at the beginning of 2020 and is currently expanding into a group practice. She noticed a great need for mental health services throughout the islands especially in the more rural areas where there was limited access and availability to professional counseling.

Rachelle specializes in helping people with anxiety, trauma, and getting through those stressful life transitions.

Visit her website. Connect on Instagram and Twitter.


In This Podcast


  • How many hours should a clinician work?
  • Invoicing and payroll
  • Being a business owner on maternity leave

How many hours should a clinician work?

You’d have to run your numbers to be sure but typically the average amount of hours somebody needs to work to make it financially advantageous for you as the owner would be about 10 hours a week – again, that’s just a rule of thumb. (Alison Pidgeon)

On average, hiring a clinician to work 10 hours a week is financially feasible for a group practice owner because there are expenses to cover when hiring a new therapist into the practice.

Having your clinicians work those hours makes it manageable for you to employ them, pay for the expenses they incur on your part, and still keep the practice profitable.

Invoicing and payroll

What I had my staff do was [that] they put on their invoice what they did in that time period and then we ran the report in the EHR and compared the two and if the claim in there was fully paid they would just delete it off their invoice, and if they were still waiting on that money to come in [then] they would just keep it on the invoice … for the next time. (Alison Pidgeon)

In this way, you bring the clinicians on board with keeping tabs on the payments they are still waiting on, instead of the practice owner keeping tabs on the incoming payments of multiple clinicians at once.

Being a business owner on maternity leave

You are going to want to delegate as much as you possibly can. I think a lot of practice owners start out doing everything they possibly can because “they’re the owner, why hire somebody to do it when I’m here and I can just do it?” … even if you don’t necessarily hire somebody to do the job all the time, you’re going to need to find somebody who can be your substitute, so to speak, while you’re out on maternity leave. (Alison Pidgeon)

This could look like a PA and/ or an admin assistant. You can train them and work them up to the point where they can handle almost everything that comes their way and can be able to make business-related decisions without having to run everything by you.

Then you could look into hiring someone who is a clinical director who would do some of the things you used to do such as marketing and troubleshooting issues.

It is a several-month process, but it is possible for you to set up your practice to run smoothly without you having to constantly oversee everything, allowing yourself the space and peace of mind to sit back and focus on the maternity leave.

Books mentioned in this episode

Useful Links:

Meet Alison Pidgeon

A portrait of Alison Pidgeon is shown. She discusses ways to grow your group practice on this week's episode of Practice of the Practice. Alison is a serial entrepreneur with four businesses, one of which is a 15 clinician group practice. She’s also a mom to three boys, wife, coffee drinker, and loves to travel. She started her practice in 2015 and, four years later, has two locations. With a specialization in women’s issues, the practices have made a positive impact on the community by offering different types of specialties not being offered anywhere else in the area.

Alison has been working with Practice of the Practice since 2016. She has helped over 70 therapist entrepreneurs start and grow their businesses, through mastermind groups and individual consulting.

Thanks For Listening!

Feel free to leave a comment below or share this podcast on social media by clicking on one of the social media links below! Alternatively, leave a review on iTunes and subscribe!

Leave a Reply

This site uses Akismet to reduce spam. Learn how your comment data is processed.