August Admin Refresh: 5 Quick Fixes to Streamline Your Practice Before Fall
August is a transitional month with back-to-school starting and those end-of-summer vacations. For therapists, that usually means a dip in appointments and a bit more time on their hands.; That makes it the perfect time to tackle the admin tasks that often get pushed to the bottom of the to-do list.
Use this slower season to clean up your systems, follow up on revenue that’s slipped through the cracks, and make sure you’re ready for a busy year-end. Here are five quick wins you can tackle this month:
1. Follow Up on Unpaid Claims and Outstanding Balances
Don’t let your hard-earned income get stuck in limbo. Now’s the time to clean up aging claims and follow up with clients who owe you money.
✅ Call clients with overdue balances—even just a few calls a day can make a huge dent in your A/R.
✅ Chase unpaid insurance claims—check your clearinghouse or billing reports for claims 30+ days old.
✅ Spend time on the phone with payors if something doesn’t look right. Sometimes a 10-minute call gets more done than weeks of resubmissions.
*Pro tip: If you’re spending hours on this stuff, it may be time to outsource your billing to a team that does it for you.
2. Refresh Your Intake Forms and EHR Templates
Small updates can make your clinical workflows smoother and billing cleaner.
✅ Update your intake paperwork to ensure compliance and clarity.
✅ Streamline documentation templates, especially if you’ve added new services or clinicians.
✅ Coordinate with your billing team to make sure updated forms still support accurate claims.
3. Check Your Contracts and Clinic Details on File with Your Payers
Even if you haven’t added a new provider lately, it’s worth spending time on the phone with payors to confirm everything’s current.
✅ Call your insurance panels to confirm your provider roster, location info, and tax ID details.
✅ Review your NPPES records and credentialing sites like CAQH—are they up to date?
✅ Start credentialing any new providers now so you’re not scrambling in September.
*Credentialing is slow and finicky. Phoenix Credentialing can handle the calls, paperwork, and follow-ups for you.
4. Use Fall to Proactively Verify Insurance Coverage
Fall is a smart time to confirm that your clients' insurance information is still accurate and up to date. Many plans reset on January 1 or July 1—so early fall is the perfect window to get ahead of any issues before the new year rush.
✅ Re-verify insurance for recurring clients now, even if you haven’t seen any red flags
✅ Ask clients to confirm their benefits and let you know about any employer or coverage changes before problems arise.
5. Plan Your End-of-Year Goals—and How to Reach Them
Before fall hits, take a step back and set some intentional financial or operational goals.
✅ Want to fill more sessions? Reduce claim denials? Collect more consistently?
✅ Use your billing reports to spot trends and set a strategy to finish the year strong.
Bonus Quick Fix: Take a Walk
Walk with intention - think about your practice; where it is and where you want it to be. Bring your phone and write it down or do a voice memo, or even discuss it with the AI bot of your choice.
Ready for Fall?
A few hours of admin cleanup in August can prevent weeks of stress in October. Call your clients. Follow up with payors. Check in with colleagues or drop a line to your old supervisor. Chase down the money you’ve already earned, and make sure your systems are supporting your success, not sabotaging it.
Need a partner to help you clean up your admin chaos?
BreezyBilling and Phoenix Credentialing are here to help you grow your practice without burning out.
Want even more practical tips for building a smooth, profitable practice?
Listen to our podcast, The Right Tack, for behind-the-scenes advice from real experts.
