165 HIPAA, VAs, And What To Delegate Now Badass Therapists Building Practices That Thrive podcast

Content provided by Dr. Kate Walker Ph.D., LPC/LMFT Supervisor, Dr. Kate Walker Ph.D., and LPC/LMFT Supervisor. All podcast content including episodes, graphics, and podcast descriptions are uploaded and provided directly by Dr. Kate Walker Ph.D., LPC/LMFT Supervisor, Dr. Kate Walker Ph.D., and LPC/LMFT Supervisor or their podcast platform partner. If you believe someone is using your copyrighted work without your permission, you can follow the process outlined here https://podcastplayer.com/legal.

Badass Therapists Building Practices That Thrive »
165 HIPAA, VAs, And What To Delegate Now

3d ago 20:56

MP3•Episode home

If the idea of hiring help in your practice immediately brings up fear about HIPAA, confidentiality, or losing control, this episode will bring a lot of clarity. Dr. Kate Walker breaks down exactly what therapists can delegate right now, what you should never hand off blindly, and how to protect your license while still getting critical tasks off your plate.

Kate walks through real-world examples of delegation—from marketing and intake calls to email management and SOP creation—while explaining how HIPAA actually works in practice (not the scary myths most of us carry around). You’ll hear why delegating the wrong things first can waste time and money, how to train VAs responsibly, and why systems—not hustle—are what allow practices to grow without chaos.

If you’ve been trying to “build the plane while flying it,” or you know your systems need to be in place before your caseload spikes, this episode will help you delegate with confidence instead of fear.

In this episode, you’ll learn:

What therapists can safely delegate to a VA, including marketing tasks, intake calls, email workflows, and follow-ups—without violating HIPAA.
How to train and onboard virtual assistants using HIPAA education, clear boundaries, and simple SOPs that actually prevent mistakes.
Why screen-recorded SOPs, Trello boards, and structured workflows work better than long written instructions—and how to set them up efficiently.

If you’re ready to stop doing everything yourself and start building systems that support your growth, this episode gives you a practical, HIPAA-safe place to start.

If you’re ready to lead with confidence, join the 2026 Supervisor Course waitlist for early access to bonus tools, templates, and fast-track grading. Strengthen your systems today with the free Supervision Onboarding Checklist, and get ongoing CEUs and live coaching inside the Step It Up Membership. You’re not just building a practice, you’re building a legacy.

Get your step by step guide to private practice. Because you are too important to lose to not knowing the rules, going broke, burning out, and giving up. #counselorsdontquit.

Chapters

1. Setting The Stakes: Delegate Or Waste (00:00:00)

2. HIPAA, VAs, And Real Boundaries (00:00:33)

3. Seasonal Uptick And System Strain (00:01:54)

4. What Not To Delegate First (00:03:20)

5. Smarter Social: Canva And Cadence (00:05:03)

6. Booking Calls And HIPAA Training (00:06:12)

7. Offloading Inbox With Trello (00:08:00)

8. Choose Channels That Actually Rank (00:10:10)

9. SOPs That Work: Video Over Docs (00:11:22)

10. SEO, Headings, And Clean Workflows (00:13:40)

11. Avoid Costly SEO Mistakes (00:15:20)

12. Prioritize Tasks That Drive Revenue (00:16:50)

13. Delegate Follow Ups, Keep The Pitch (00:18:40)

14. Bonus Details And Closing (00:20:04)

165 episodes

#Entrepreneur #Business #Dr. Kate Walker Ph.D., LPC/LMFT Supervisor #Dr. Kate Walker Ph.D #LPC/LMFT Supervisor #Mental Health Private Practice #Counseling Private Practice #Private Practice Marketing #Counselor Entrepreneur #Marketing #Counselor #Mental Health Provider #Counselor Private Practice