Vagaro's Mental Health Industry Insights

1. Mental Health Industry Outlook

The need for mental health services continues to rise, and with it, the professional outlook for behavioral therapists. As of 2021, the mental health market value sat at $37.2 billion, and is expected to enjoy steady growth over the next few years.

Many factors have contributed to this rise, including increased mental health awareness, prioritization of self-care and a reduction in stigmas associated with mental illnesses.

Combined with the rising popularity of teletherapy, which has increased accessibility of mental health services for many people, and the national shortage of mental health providers¹, it's easy understand how there were 235,000 independent practices in the U.S. alone in 2021.

In addition to being pillars of wellness in their communities, independent therapists must wear many hats. They must be nimble business managers, digital marketers and technologists, as well as behavioral healthcare providers—a tall order for many. For this reason, all-in-one booking and business management software becomes not only useful, but vital to therapists trying to:

Acquire more patients
Manage busy schedules
Maintain regulatory compliance
Market their practice
Keep pace with mental healthcare trends

2. Mental Health Therapists & Vagaro

A research survey of 44 independent and group therapists performed by Vagaro and the University of San Francisco (USF) revealed the following major challenges, and the software features most vital to their practices.

(Mental Health industry at a glance)

3. Digital Forms & Documentation

Forms do more than provide cursory background for a new patient. Indeed, their content is extremely sensitive, including, among other things, personal details, diagnoses, therapy recommendations and other information that may guide treatment. That is, in part, why 23% of Vagaro’s survey respondents named it as their biggest need.

In the event your expertise as a clinician is called into question, these forms are proof that you followed every best practice throughout the course of therapy. They connect patient recommendations and therapy choices with objective observations you made about your patient over time. They protect you against liability and potential malpractice litigation, and safeguard your reputation in the eyes of colleagues, law enforcement and legal professionals.

Yes, forms do all of that. Therefore, a digital platform like Vagaro, which can generate HIPAA-compliant intake forms, patient therapy notes, and other examples of patient documentation, is a valuable, everyday tool for therapists. Safely stored in your Vagaro software and easily accessible, the forms feature is HIPAA compliant and flexible enough to create SOAP Notes, patient treatment plans, ABA session notes and just about everything else, including telehealth consent forms (more on that later).

4. Regulation Compliance

21% of survey respondents identified EHR compliance, and that’s not surprising since failure to follow regulatory compliance has severe consequences for mental health practitioners. While exact regulations may differ per state, booking and business management software must ensure compliance with data protection regulations, such as the Health Insurance Portability and Accountability Act (HIPAA) in the United States.

Reputable scheduling platforms, like Vagaro's, prioritize HIPAA compliance, ensuring that all patient data, including Electronic Health Records (EHR), is handled securely and confidentially. Encryption protects patient data from unauthorized access, while access controls allow your practice to restrict who can view or change your patients’ records.

5. Payment Processing, Billing & Financial Reporting

20% of respondents ranked credit card payment processing as “extremely important” to their practice. They want software that enables them to accept payments securely, easily generate and send digital invoices, set recurring payments and manage insurance claims. Moreover, clear and easily accessible financial transaction records and comprehensive financial reporting were critical to individual and group practices alike.

Vagaro, sets the standard by seamlessly integrating all these features into their mental health software. It’s worth noting here that integrated billing systems don’t come standard in all mental health software. In fact, most require therapists to find their own payment solutions.

Remember that “all-in-one" should mean just that: Inclusive of everything a therapist needs to manage their practice, all in one software.

6. Telehealth/Teletherapy Video Conferencing

It may not be every therapist’s preferred method of delivering care, but teletherapy continues to grow in popularity across the U.S., with studies highlighting its effectiveness. Teletherapy can increase scheduling flexibility, income and accessibility for patients with difficult schedules and limited access to transportation.

That’s why 15% of survey respondents named teletherapy capability as a key need. While there are many things to consider when adding teletherapy to your private practice, such as equipment, internet connectivity and space requirements, the most important thing is the platform that you choose.

Vagaro’s robust, HIPAA-compliant telehealth platform provides secure and seamless video sessions for you and your clients. It is also integrated into the rest of your mental health scheduling software, enabling seamless in-app appointment scheduling, billing and documentation management. Vagaro positions therapists to take advantage of the growing teletherapy trend.

7. Online Booking/Scheduling

About 12% of survey respondents deemed online booking & scheduling as “extremely important.” A robust booking & scheduling software ought to be much more than an interactive calendar.

A powerful scheduling platform should enable therapists to:

Set recurring appointments
Manage appointment types
Reschedule appointments
Require patient acceptance for appointment requests
Manage their waitlist
Send automatic appointment reminders

Software like Vagaro reduces late arrivals and no-shows—and protects a therapist’s income. To that end, 90% of survey respondents reported investing in a cancellation payment policy, which Vagaro also integrates into its booking & scheduling software.

8. Finding New Clients

Attracting new patients in a flooded market continues to be among the biggest challenges for individual therapists and group practices alike, and the survey respondents were no different.

They identified the following as their most effective channels for acquiring patients:

Word of Mouth

About 61% of Vagaro’s survey respondents indicated word of mouth as the most effective channel for acquiring new clients. It’s important to note that positive patient reviews are as good as an endorsement straight from a friend or loved one. So, the more reviews visible on your practice’s website, social media pages, professional directory listings and elsewhere, the better.

Therapist Directories

Therapists rely heavily on professional directory listing visibility and patient recruitment. In fact, 37% of survey respondents named their Psychology Today profile as their prime resource for attracting new patients. Therapists on Vagaro have the benefit of yet another high-traffic directory in the Vagaro Marketplace, where thousands of people search for mental health therapists, chiropractors, physical therapists and other healthcare professionals. Patient reviews appear on this listing, as they would on your practice’s website.

Personal Website

30% of survey respondents cite their practice website as their primary lead-generation and patient-recruitment tool. That falls in line with the best practices of most businesses, and one of the many reasons businesses need a website.

Your website serves as a main hub for your practice. It’s a logical endpoint in a potential patient’s journey, whether they arrive via your Psychology Today profile, social media pages, or elsewhere. What a future patient sees on your website should elevate your professionalism and trustworthiness in their eyes, increasing their likelihood of scheduling an appointment with you.

Vagaro MySite is an intuitive website builder that enables therapists to build sleek, navigable and mobile-friendly websites that update themselves. Any changes made to your Vagaro account—be it your hours of availability, or the fact that you now offer additional types of therapy—will automatically be reflected on your MySite website. Perhaps best of all, it can be designed by Vagaro’s Design Services Team, saving you the effort.

9. Marketing Their Therapy Practice

Marketing Specialist is among the many hats that therapists must wear, and potentially one of the most intimidating. Many survey respondents reported seeking help externally in the form of freelance marketing professionals, while others hired an in-house expert.

What kind of campaign do you use when marketing your therapy practice?

There are several options, though survey respondents reported focusing much of their efforts on:

Social media marketing
Email marketing
Content marketing

This isn’t surprising, since these are so cost-efficient, and sometimes even free.

Vagaro offers built-in social media integrations for Facebook, Instagram, and Yelp. Each of these integrations allows you to place a direct booking button into your existing social media profiles so that anyone who visits your page can easily book with you or learn more about your therapy practice.

Vagaro’s Email & Text Marketing features are automated and incredibly intuitive. The marketing campaign builder uses a drag-and-drop method, allowing for customization and ease of use. You can create a completely custom list of recipients, or automatically mass distribute to your clientele before & after appointments.

Content marketing (blogs, interactive social media posts, videos, newsletters, etc.) is organic, engaging, and facilitates interaction from prospective patients. It is a way to share your knowledge and cement yourself as a thought-leader on relevant topics in mental health while simultaneously plugging your practice. As a result, good content effectively converts leads, can live on your website and social media pages, or be linked to from marketing emails.

These features make up a seamless marketing ecosystem that allows therapists to easily handle much of their practice’s marketing on their own, which saves them money that would otherwise be spent on outsourcing these services. It also gives back a therapist’s greatest and most limited resource: their time.

Therapists will see growth in their field over the next few years, but stiff competition as well. Vagaro’s all-in-one mental health software is the ideal tool therapists need to run, market and grow a respectable practice.

Online booking and credit card processing enables you to book patients, manage your schedule and take payments anywhere, at any time. In the same day, you can easily execute targeted email marketing campaigns and pull vital financial data from a single app. Vagaro’s robust live stream integration lets you provide secure telehealth sessions on any device, removing geographical barriers and expanding your practice’s reach. With a robust website builder, you can create a beautiful and navigable website that reflects your professionalism and expertise–or have Vagaro’s design team handle that lift for you.

Putting patients first means putting your practice first—which starts with Vagaro. Start using the most feature-rich and affordable mental health practice management software, free for 30 days, because taking better care starts here.

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