Setting Up Your First Psychotherapy Office: Helpful Tips

When setting up a psychotherapy office you need to keep a number of things in mind. Whether you are a psychologist, social worker or some other discipline the right office space could make or break your practice.

Chose you location carefully

An office must be easy to find. You ideally want it on a bus route and it should be wheel chair accessible. If you are planning on seeking insurance contracts they will ask you those questions and you want to be able to say yes. Almost all will require accessibility even if you never use it. Parking should be convenient and free.

Do you go it alone or with others?

There are pros and cons to both but when you are just starting out being with someone else wins out for many reasons. If you get in trouble there will be a more experienced person to come to your aid - or at least for you to discuss your case with. Also, suite mates refer to each other. You may be able to find a situation where you only pay for the time you use. If your caseload is small you may want to consider this. Being alone means you have complete control of the space whenever you need it. But it's also the most expensive way to go. Choose other therapists who don't see the same type of clients that you do. For instance, go in with a child therapist if you see adults. You won't compete for clients and can refer easily to each other.

Decorate you space wisely

Keep the decor simply. You want to face your client and be at least 6 feet apart. Heads should not have to turn to see each other. If you are seeing couples you might consider using a couch. The body language they display will speak volumes. But individual chairs are okay also. The upholstery should be a neutral color and not too light. Light colors get dirty quickly and will need to be replaced or recovered. Fabric works wetter then leather because people tend to stick to it if they perspire. Bright colors may be distracting or even offensive to some. The art work on the wall should be generic unless you cater to one type of population and want pictures that depict them. Do not decorate with anything that can be thrown or broken. You never know how upset a person might become and don't want things flying in the office. Have the attitude that less is more.

If possible place a clock on the wall behind your client. You need to see it but they don't. Paint the office a neutral color or if you want something different keep it light and subdued. Bright colors tend to excite. That's not what you want to do. Fighting couples will bring their own excitement. Avoid furniture that people sink into. It may be hard for them to off of that kind of couch or chair. And you don't want them falling asleep during a session.

If you see children provide a desk they can draw on without worrying about ruining it. Art supplies should be in a cabinet out of sight. You can take out what you need. Toys should be easily put away in a bin. Puzzles belong in a rack. Children need to be able to clean up quickly and easily when the session is over. Try to avoid paint and water.

The Waiting Room

Those in the waiting room should not be able to hear what is going on in your office. If they are close to each other buy a white noise machine and keep it outside your door. Don't spend a lot of waiting room furniture when you are starting out. You can redo when you have some extra money. Keep the magazines as current as possible but remove your home address. Remember it appears not only on the cover but might be on mailers inside. You really don't want clients turning up at your house. Keep your business cards available in the waiting room. If you have a secretary answering the phones try to place her so that she won't be heard speaking to clients or getting authorizations. She will get giving out birth dates and social security numbers. This needs to be done where others cannot hear this information.

The File Room

HIPPA laws of confidentiality require that your files be in a locked cabinet. If possible that cabinet should be in a locked room separate from the one in which you see clients.

Hours of Operation

Children are not usually available until after school. Most adults work. It's usually difficult to fill daytime hours. Consider how late you want to be available or if you want to work on Saturdays. After a while you will see what appointment times your clients are asking for.

Setting Fees

As you start out you may want to offer a fee somewhat lower than other therapists in your area to attract new clients. Insurance companies and EAP's will set your rate for you. But if you set your rate too low clients will think that you aren't very good. So charge what the EAP fee is in the beginning. You can always raise it after a few months if you find you are getting a cash clientele.

You worked hard to get the education and have a career you want. Give your first office some thought. Remember, you never get a second chance to make a first impression.