Run your business with more ease and less stress. Moira will help you document how your practice admin runs: procedures, client policies and workflows documented in one manual, so anyone covering your admin knows how your practice runs.
Practice Manual Creation for Psychology Practices
Why Create a Practice Manual for Your Practice?
Are you the practice owner who dreads onboarding a new admin? Or maybe you are wanting to bring on an employee or contractor and don’t want to hand them half-finished word documents or admit you have been winging it and all the information is in your head?
After running two of her own franchises, creating and writing admin procedures, training many admin staff and working in IT for a national company, Moira understands the importance of a well written admin procedure and policy manual document.
Benefits:
Things are done the same way every time
Training new staff, or a new admin, is easier
Fewer interruptions for you, the practitioner
Clear roles
The practice keeps running while you are away
You can hand work over
Support for your obligations: steps for things like privacy and your risk procedures will already be written down
Everything is one place
Accreditation and NDIS: If you’re preparing for either, your procedures will already be written down
It’s built with you, and it’s yours: written from how your practice actually runs, and you own the finished manual and videos
Who is it For?
A practice manual is most useful when your practice is about to change. For example, when you're:
Bringing on your first admin, VA or staff member, and want them to learn your way of doing things from day one.
Planning extended leave, such as parental leave, and need someone else to keep things running.
Growing from a solo practice to two or three practitioners, so everyone works the same way.
Preparing for NDIS registration or accreditation, where you need documented policies and procedures.
Thinking about selling or handing over your practice in the future.
Simply tired of being the only person who knows how everything works.
Not a psychology practice but want help creating your manual? If you are willing to answer a few more questions and are a Halaxy user, fill out the contact form and Moira will discuss the possibility with you.
Why not just ask AI to Create Your Practice Manual?
AI can give you a template. Moira gives you your practice, written down.
Here is why:
AI only knows what you tell it. To get an accurate manual from AI, you'd still have to explain every procedure yourself. Moira does the asking, using a detailed set of questions that covers the things most practitioners don't think to write down, like sick days, rejected claims and what to say when a parent calls.
Moira checks what really happens. We all describe how we think we do things. Moira looks at how your systems are actually set up, and picks up the steps you do without realising, or the settings that don't match what you thought.
It's written for your setup, and tested. Each step reflects your own systems, settings and preferences, with short videos recorded in your system. AI can sound confident and still be wrong about Medicare, Halaxy or your setup.
No client details go into an AI tool. Describing how your practice works can easily slip into client examples. Working with Moira means you don't have to worry about what you've pasted where.
It actually gets finished. Most practitioners know they should have a manual, but never find the hours. Moira takes it off your plate and sees it through.
How Does Creating a Practice Manual Work?
Built with you, not for you. Every practice runs differently, so no one can write your manual without you. Moira works through it with you, the way a practice manager and owner would: she asks how each part of your practice runs, watches how things are done in your systems, and writes it up. You review and approve every section, so the finished manual reflects your practice and your preferences, not a template.
1. Send an enquiry
Fill in our short [enquiry form] and choose the best times for Moira to call you.
2. Free 15 min discovery call
Moira calls to talk about your practice and what you'd like the manual to cover, so you can both see whether it's a good fit.
3. Confirm
You'll receive a Service Agreement setting out the fixed fee and the number of review rounds included. Work starts once it's signed and the first invoice is paid.
4. Tell Moira about your practice
You fill in a short questionnaire covering what you'd like the manual to cover, who will use it, the format you'd like, and when you need it. You send any procedures, templates or notes you already have, however rough.
5. Talk it through together
On an onboarding call, Moira asks how each part of your practice runs, from the first enquiry to closing a client's file. If you don't have a procedure for something yet, she'll set out options for you to decide and approve.
6. Moira sees how things are done
With her own view-only login and no access to clinical notes, Moira looks at how your systems are set up. That way the manual matches what actually happens, not just what you remember.
7. Moira writes your manual
She writes each procedure in clear, step-by-step language. Where it's easier to show than to tell, she records short how-to videos in your own systems, using a test client profile so no client information appears. Passwords and client details are never included.
8. You review it
You read the draft and tell Moira what to change. Your included review rounds are set out in your Service Agreement.
9. It's yours
You receive the finished manual, and the video files to keep in your own storage. You own both, so nothing depends on Moira's accounts. When the work is finished, you remove her access to your systems.
How Much Does it Cost to Create a Practice Manual for a Health Practice?
Starting fee: $900 for a prepaid 12-hour block, covering the core sections of your manual agreed on your discovery call.
Extra time if you need it: additional sections, videos or review rounds in 2-hour blocks of $150. Moira checks with you before going over, and only continues with your approval.