10 activities to help fill a new therapist’s caseload

Expanding your clinic or scaling your therapy business means bringing clients to the therapists you hire. 

This checklist is for practice owners looking to fill new therapists’ caseloads, with practical starting points for introducing them, improving their online visibility and making it easier to book.

For more details or to discuss customized help, feel free to book a call.

1. Create an individual therapist page on your website. Include a photo, credentials, the concerns they help with and a clear booking link.
2. Set up measurement. Google Analytics and Google Search Console will help you understand what drives bookings so you have a repeatable process for the next time you hire. Tracking outbound links to Owl or actual bookings in JaneApp will be even more helpful.
3. Start with your waitlist. Contact people whose needs and schedules match the new therapist’s availability.
4. Brief your intake team. Share the therapist’s specialties, fees, hours and availability so they can suggest an appropriate match.
5. Announce the new therapist. Introduce them through your newsletter (assuming all people on the list have opted in) and social media, with a direct link to book a free consultation.   
6. Connect them to your service pages. Feature the new therapists (and those with availability) on pages about the concerns they treat, such as anxiety, ADHD or relationship difficulties.
7. Check yourGoogle Business Profile basics:
   • Description
   • Services
   • Contact details
   • Hours
   • Website 
   • Appointment links
   • Introduce the new therapists on your Google Business Profile. Publish an update with their photo, areas of focus and a link to their website profile.
8. Update therapist directories. Review relevant listings, including Psychology Today, and link directly to the therapist’s page where possible.
9. Find each therapist’s unique skills and build a service page around that. Examples might include play therapy, EMDR or helping parents navigate separation and divorce.
10. Add schema code to your HTML. Schema markup is code that tells search engines and AI tools who you are, what you offer, and why you’re credible. It doesn’t change how your site looks. It changes how machines read it.