This episode of The Therapist Mom Podcast is packed with real-life, actionable insights for therapist moms who are trying to juggle a private practice and motherhood—especially during those relentless high-illness seasons. If you’ve ever wondered how to keep your practice running when daycare calls (again) or felt the guilt of canceling on clients because your child is sick, you’re not alone—and you’re absolutely in the right place.

As both a therapist and a mom of three—with plenty of urgent care visits and rescheduled sessions under my belt—I know firsthand how overwhelming it can feel to manage everything when life throws you those inevitable curveballs. In this episode, you’re going to hear my candid story of scrambling to pick up my daughter from daycare, plus the practical systems and compassionate boundaries I’ve put in place to make my business (and motherhood) sustainable.

Whether you’re new to private practice or a seasoned pro, if you need permission to build a flexible, values-aligned business that honors both your clients and your family, this conversation is for you.

What You’ll Learn in This Episode

Building Flexibility Into Your Practice

How to navigate unpredictable childcare and sickness without feeling like you’re failing your clients (or your kids).

Communicating With Clients About Life’s Disruptions

Straightforward scripts and tips for having honest but professional conversations with clients when you need to reschedule.

Setting Boundaries and Managing Guilt

Why you don’t have to give free sessions when you have to reschedule—and how to handle tough feelings that come up around client cancellations and boundaries.

Episode Timestamps

1. [00:00:02] Introduction—Why therapist moms need a different kind of support during sick season and what this episode will cover.
2. [00:01:33] The reality check: private practice vs. agency life when kids are home sick.
3. [00:05:05] A behind-the-scenes story of urgent care visits, full client days, and hard choices.
4. [00:08:07] How to set expectations early with clients (including scripts for the intake session).
5. [00:17:38] Handling guilt, late cancellation fees, and why you don’t owe anyone a free session.
6. [00:23:30] Final thoughts on self-compassion, building resilient systems, and being gentle with yourself.

Top Takeaways on Managing Private Practice When Your Kids Are Sick

1. Establish Flexibility From Day One

Let’s break this down: Building flexibility into your private practice isn’t just for your sanity—it supports your clients, too. During your intake session, set expectations with new clients that, as a parent, you may have to reschedule on short notice. This honest approach creates understanding and trust right off the bat. For example, I often say, “I take consistency seriously, but sometimes I may need to reschedule due to my kids’ needs.”

2. Use Clear, Compassionate Communication (Without Oversharing)

Here’s how you can start implementing this TODAY:

1. Step 1: When you need to reschedule, keep your message simple: “I need to cancel/reschedule our session today because my child is sick.” No need for details or apologies—just direct, respectful communication.
2. Step 2: Offer alternative...

This episode of The Therapist Mom Podcast is designed for private practice therapists (and especially therapist moms) who are navigating that tricky space where your time, energy, and income all need to work together—and you want a system that actually supports you. If you're feeling overwhelmed by intake processes, wondering whether to require a phone consultation before booking new clients, or if you should just let folks book their first session directly, you’re in the right place.

As someone who has built a private practice while raising kids, navigating military moves, and managing all the curveballs of motherhood, I know it takes more than good intentions to create a system that works for real life. In this episode, I’m walking you through my honest, unapologetic perspective on client intake, what’s worked (and hasn’t), and practical scripts and strategies that help you convert at a high rate—without the hustle or guilt.

Let’s talk about designing an onboarding process that actually works for YOU and your ideal clients.

Pros & Cons of Letting Clients Self-Schedule:

A breakdown of why self-scheduling can create low-barrier access (and when it might backfire).

Why I Require a Consultation First (And My Script):

How a quick phone consultation sets a healthy foundation, protects your energy, and gets your ideal clients booked.

How to Evaluate and Change Your Intake Systems:

A permission slip to adapt your process as your life and practice evolves—without guilt or “shoulds.”

1. [00:34] – Common pain points of intake processes and why this episode matters to private practice therapists.
2. [03:55] – Pros and limitations of letting clients self-schedule their first session.
3. [07:39] – Why clients often miss key info on your website and how this affects your practice.
4. [10:18] – The deeper value of a consultation call and how it increases client buy-in.
5. [15:43] – How connecting on a call impacts your perceived value (and conversions!).
6. [18:49] – My exact consultation script and how it sets you up for success.
7. [26:15] – When to self-schedule and when to require a call (plus: giving yourself permission to evolve).

It’s tempting to think there’s a “right” way, but your intake process needs to be in alignment with your current needs, energy, private-pay versus insurance, and the clients you want to work with.

Example: For me, requiring a quick phone consultation lets me vet for fit, protects my energy (and time!), and helps clients feel connected right away.

When you spend 10–15 minutes on a call:

1. Clients feel seen and supported before they ever step into session.
2. You can clarify all the practical details: fees, online vs in-person, weekly scheduling, what you do (and don’t) offer.

This episode of The Therapist Mom Podcast is packed with honest, practical insights for therapist-moms who want a private practice that fits real life (and real stress levels). If you’ve ever felt overwhelmed by all the “shoulds” of marketing, burned out by doing too much, or simply unsure which strategies actually bring clients to your door, this episode is for you.

As a therapist, coach, and fellow mom navigating both meltdowns and marketing calendars, I know firsthand that small, intentional shifts can lead to more clients (and way less stress). Let’s dig into the good stuff and give yourself permission to ditch the hustle and simplify.

1. Strategy Over Survival Mode: How to stop throwing spaghetti at the wall and start picking a few aligned marketing actions that actually work for you, your energy, and your ideal clients.
2. The Only Two Non-Negotiable Marketing Moves: Why every private practice needs a website and a strong network (and how to start even if both feel intimidating).
3. Permission to Edit Before Adding: How to drop what isn’t working, quiet the comparison trap, and build a plan that feels sustainable (so you can have time for you, too).

1. [00:03] Spaghetti-at-the-wall marketing: Why copying other therapists’ marketing doesn’t guarantee results
2. [00:06] Personal story: My experience trying all the strategies—and realizing context is everything
3. [00:14] Less is more: How to pick 3-5 focused strategies that make sense for YOUR ideal client
4. [00:15] Identifying your client: Where are they actually looking for a therapist?
5. [00:16] Social media: Does it really work? Who finds you vs. who sees you
6. [00:18] Networking: Relationship-building, not cold-selling, is how you fill your practice
7. [00:23] Why a website is non-negotiable: Your most important marketing asset
8. [00:24] Behind the scenes of networking: How to build referral sources (no extrovert energy required)
9. [00:27] Edit, don’t add: How to review what’s working, what’s draining, and where to focus next
10. [00:29] Validation vs. referrals: Likes aren’t clients—how to spot what’s truly sustainable

Feeling ready for practical, doable steps? Grab the free Comprehensive Connecting Networking Scripts guide from the show notes and let’s make marketing feel more like a supportive part of your practice.

Let me know: What’s one marketing strategy you’re dropping, and one you’re leaning into? I’d love to hear from you on Instagram or in a review. Here’s to a year of clarity, simplicity, and more time for what matters most!

💻 This episode is sponsored by Jane, the all-in-one practice management software I use and love. Book your FREE Live Demo HERE and when you're ready to...