GuideGroup Practice Templates for Therapists
A therapy group practice needs four sets of documents: client paperwork and employment agreements to launch, job descriptions and an onboarding system to hire, policies, manuals, and billing SOPs to run day to day, and leadership SOPs and KPI dashboards to scale. Brave & Well templates are editable Word and Excel versions of the systems Vanessa Flores Newton, LCSW-S, built to grow her own practice from solo to 17 therapists and about $2 million in revenue.
Every template has the fill-in fields highlighted and notes that explain how to customize it. All names, rates, and client details from the original practice are removed, and every dollar amount is an example. Below is what you need at each stage, and which kit covers it.
Stage 1: Launch your group practice
Before your first clinician starts, you need client paperwork that holds up, agreements that match how you pay people, and a clear picture of what each hire will cost you.
Private Practice Paperwork Bundle ($55): the client intake packet: informed consent, intake form, telehealth consent, release of information, self-pay agreement, Good Faith Estimate notice, and Notice of Privacy Practices.
Group Practice Paperwork Bundle ($89): offer letters, a W-2 compensation agreement, a 1099 contractor agreement, and confidentiality and non-solicitation agreements.
Insurance Starter Kit ($47): an insurance primer, a credentialing tracker and payer comparison spreadsheet, and a rate increase letter.
Clinician Cost Calculator ($27): the true cost of each clinician, including pay, taxes, benefits, and overhead, plus the caseload they need to break even.
Stage 2: Hire and onboard clinicians
Most hiring mistakes start with a vague role. Write down what the job is, screen for it on purpose, and give every new clinician the same first 90 days.
W-2 Job Descriptions Bundle ($39): 13 job descriptions, from clinical director and operations manager to full-time, part-time, hybrid, and provisionally licensed therapists.
Hiring & Onboarding Kit ($129): the hiring process, job posting, phone screen, interview scorecard, reference check, onboarding manual, 90-day plan, onboarding tracker, and offboarding checklist.
Want all of Stage 1 and 2 at once? The Group Practice Launch Bundle ($199) includes the Paperwork Bundle, Job Descriptions, and the Hiring & Onboarding Kit.
Stage 3: Run the practice day to day
Once you have a team, the questions start: what's the PTO policy, who handles denials, what happens when someone isn't meeting expectations. Put the answers in writing once.
Employee and Operations Manual Bundle ($69): an employee handbook and an operations manual covering client flow, documentation, scheduling, and crisis protocols.
Group Practice Policies Pack ($49): client financial policy, PTO policies, telehealth and remote work, social media, equipment, and clinical supervision agreements.
Billing & Revenue Cycle Kit ($149): a billing specialist SOP, benefits verification script, denial management playbook, collections policy, and Excel KPI and AR trackers.
Performance & Retention Kit ($79): annual reviews, a performance improvement plan, stay interviews, professional development plans, and a retention playbook.
Group Therapy Program Kit ($149): everything to design, fill, run, and bill therapy groups, including a front office SOP and scripts.
EMDR Intensive Starter Kit ($49): screening, policies and client agreement, checklists, aftercare, and pricing for EMDR intensives.
Stage 4: Scale with a leadership team
Scaling means the practice runs without every decision going through you. That takes a leadership layer with written roles, numbers you check every month, and a pipeline of future clinicians.
Leadership SOP & JD Library ($249): SOPs, 90-day plans, and job descriptions for clinical, operations, billing, client care, marketing, and internship roles.
KPI & Finance Spreadsheets ($69): five Excel workbooks: a clinician KPI dashboard, practice performance dashboard, compensation and payroll planner, clinician cost calculator, and Profit First planner.
Clinical Internship Program Bundle ($297): 31 templates to start and run a counseling internship, from university agreements to supervision logs.
The Group Practice Scale Bundle ($299) includes the Leadership Library, Billing Kit, KPI & Finance Spreadsheets, and the Employee and Operations Manuals.
Get every template at once
The Group Practice Operating System ($597) includes all 16 Brave & Well template products, over $1,500 in templates, in one download. You can also browse all templates or compare bundles.
Frequently asked questions
What documents does a group practice need?
At minimum: client intake paperwork and informed consent, employment or contractor agreements for each clinician, job descriptions, an employee handbook, written policies (PTO, telehealth, client finances), and a billing process. As you grow, add an onboarding system, performance reviews, leadership SOPs, and KPI tracking.
Are these templates legal documents?
They're starting points, not legal advice. The agreements are generalized from one Texas group practice's attorney-reviewed documents. Employment, contractor, and health care laws vary by state, so have an attorney licensed in your state review any agreement before you use it.
Do the templates cover W-2 and 1099 clinicians?
Yes. The Group Practice Paperwork Bundle includes a W-2 compensation agreement and a 1099 independent contractor agreement, with notes on worker classification risk. Talk to your attorney or CPA about which model fits your state and practice.
What format are the files?
Editable Microsoft Word (.docx) and Excel (.xlsx) files, delivered as an instant .zip download. They also open in Google Docs and Google Sheets.
Can I use them with my EHR?
Yes. The client forms are plain documents you can load into your EHR's intake forms or send as PDFs, whether you use SimplePractice, TherapyNotes, or another system.
Can I share the templates with my team?
Yes, within your own practice. Your license covers you and your staff. You can't resell, share, or post the files outside your practice.
Want help putting these systems in place?
The Group Practice Launch Intensive includes the full Operating System plus a strategy day and 90 days of support with Vanessa. Not sure where to start? Book a free discovery call.