Streamline Your Practice: How to Create a Procedural Manual with Nakita W. Scott, MA, MSW, LCSW | GP 130

On this marketing podcast, Nakita W. Scott talks about How to Create a Procedural Manual.

Do you have a procedure manual for your group private practice? Why is it worth writing up? Why should you treat systems in your practice as a continuous work-in-progress?

In this podcast episode, LaToya Smith speaks about streamlining your practice by creating a procedural manual with Nakita W. Scott.

Podcast Sponsor: Therapy Notes

An image of Therapy Notes is captured as the sponsor on the Practice of the Practice Podcast, a therapist podcast. Therapy Notes is the most trusted EHR for Behavioral Health.

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Meet Nakita W. Scott

A photo of Nakita Scott is captured. Nakita W. Scott is a Licensed Clinical Social Worker living and practicing in Central Florida. She is featured on Grow a Group Practice, a therapist podcast.

Nakita W. Scott MA, MSW, is a Licensed Clinical Social Worker living and practicing in Central Florida. She has been a social worker for eleven years and her experience includes military social work, school social work, and mental health counseling. She started her private practice a few months before the pandemic and has been in private practice for almost three years.

Her focus areas include Christian counseling, trauma, perinatal mental health, veterans, law enforcement, first responders, and ministry staff.

Visit Grace Counseling and connect with Nakita on Facebook, Instagram, LinkedIn.

Email Nakita at

In This Podcast

  • Why you need a procedure manual
  • What goes into a procedure manual
  • Discuss it with your clinicians
  • Nakita’s tips for writing your procedure manual
  • Nakita’s advice to new group practice owners

Why you need a procedure manual

There are many documents and admin tasks that fall under the responsibility of the group practice owner, but why should you consider writing up a procedure manual?

The short answer: it will streamline your practice and save you loads of time.

It really outline[s] everything we’re supposed to do because one thing … I think all group practice owners realize [is] that you’re the person that everybody is going to ask, “What are we supposed to do? How are we supposed to handle everything?” You [set] the stage for all that. (Nakita W. Scott)

You can write out how you want the procedures within your business to flow based on the value systems within your group practice.

What goes into a procedure manual

Things to include in your procedure manual range from:

  • How clinicians and counselors need to keep track and write up their progress notes
  • Telehealth procedures
  • Procedural routines with client emergencies
  • How to handle billing
  • The different forms and assessments that counselors utilize
  • What happens if a clinician is subpoenaed

So it’s really like the playbook for your practice. (LaToya Smith)

Discuss it with your clinicians

When you hire new clinicians into your group practice, give them all two to three days to read the whole procedural manual and then meet with you if they have any queries.

Ask your clinicians:

  • Are there any practices you have questions about?
  • Is there anything that you are confused about?
  • Is there anything that you feel needs to be revised or added?

I like that because that’s another good way to get new people on board and let them know that they also have a voice [within the practice]. (LaToya Smith)

Nakita’s tips for writing your procedure manual

This is where your value system becomes important.

What is the value system that your practice is based on and what do you want it to look like? Not just to your clients, but [also] to other professionals. (Nakita W. Scott)

  • Think about your value systems.

How can you embody them by integrating them into the procedures that run your business?

  • Think about other practices that you have worked in, if any.

How did they handle client relationships, how did they make clinicians feel comfortable, and what was their approach to business? Can you incorporate and change their principles to suit and support the best version of your practice?

  • Constantly reevaluate and be willing to make changes to keep the practice running smoothly.

Bring flexibility into your business, and avoid being so rigid that you are not willing to change what might need some adaptation.

Nakita’s advice to new group practice owners

Give yourself grace that you will not have everything figured out right away. It will take time, so take it step by step.

Useful links mentioned in this episode:

Check out these additional resources:

Meet LaToya Smith

An image of LaToya Smith is captured. She is a consultant with Practice of the Practice and the owner of LCS Counseling. LaToya is featured on the Practice of the Practice, a therapist podcast.

LaToya is a consultant with Practice of the Practice and the owner of LCS Counseling and Consulting Agency in Fortworth Texas. She firmly believes that people don’t have to remain stuck in their pain or the place they became wounded. In addition to this, LaToya encourages her clients to be active in their treatment and work towards their desired outcome.

She has also launched Strong Witness which is a platform designed to connect, transform, and heal communities through the power of storytelling.

Visit LaToya’s website. Connect with her on FacebookInstagramStrong Witness Instagram, and Twitter.

Apply to work with LaToya.

Email her at

Thanks For Listening!

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