Private therapy and counselling practices: problems we solve

How Do I Stop Spending My Evenings Emailing Clients to Find a Session Time?

Private therapy and counselling practices

Therapists lose evenings to booking emails that go back and forth. SpiderHunts builds client self-booking that respects your session rules and your diary.

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How Can I Charge Late Cancellation Fees Without Awkward Conversations With Clients?

Private therapy and counselling practices

Counsellors often waive late cancellation fees to avoid awkward chasing. SpiderHunts builds fee handling that applies your policy consistently and quietly.

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Where Should a Private Therapist Keep Session Notes So They Are Secure and Findable?

Private therapy and counselling practices

Therapy session notes end up on laptops, paper and personal drives. SpiderHunts builds secure, access-controlled storage for your practice's client records.

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How Do I Stop Double-Booking the Therapy Rooms I Let to Other Counsellors?

Private therapy and counselling practices

Letting counselling rooms by the hour off a spreadsheet causes clashes. SpiderHunts builds a room booking system for therapists who rent your space.

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How Can I Bill Tenant Counsellors Each Month Without Adding Up Hours by Hand?

Private therapy and counselling practices

Month-end room hire invoicing for counsellors means totting up hours by hand. SpiderHunts builds invoicing from the diary, pushed to Xero or QuickBooks.

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How Do I Keep an Accurate Record of My Supervision Hours Without a Messy Spreadsheet?

Private therapy and counselling practices

Therapists rebuild supervision hour records from diaries before renewals. SpiderHunts builds a supervision log that records sessions as they happen.

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How Can I Keep My Counselling CPD Evidence Together So Renewal Is Not a Scramble?

Private therapy and counselling practices

Counsellors' CPD certificates end up in inboxes and downloads folders. SpiderHunts builds a CPD log that captures evidence as it arrives, ready for renewal.

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How Do I Keep Track of Insurer Authorisation Codes and Session Limits for Therapy Clients?

Private therapy and counselling practices

Therapy practices seeing insured clients deliver sessions beyond what was authorised. SpiderHunts connects authorisation codes, limits and insurer billing.

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How Can My Counselling Practice Handle EAP Referrals Without Drowning in Forms?

Private therapy and counselling practices

EAP referrals bring counsellors forms, portals and deadlines per provider. SpiderHunts builds one referral intake that tracks sessions and paperwork.

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How Do I Manage a Therapy Waiting List So People Are Not Forgotten?

Private therapy and counselling practices

Therapy waiting lists on spreadsheets go stale and people wait unheard. SpiderHunts builds a waiting list that matches openings and keeps people updated.

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How Do I Stop Losing New Clients Who Call While I Am in a Session?

Private therapy and counselling practices

Therapists in back-to-back sessions miss calls and new enquiries go elsewhere. SpiderHunts builds enquiry capture that replies and gathers details for you.

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How Do We Match New Clients to the Right Associate Therapist Without a Messy Group Chat?

Private therapy and counselling practices

Therapy group practices allocate new clients by group chat and memory. SpiderHunts builds allocation that matches enquiries to associates' capacity and focus.

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How Do I Get the Therapy Contract and Intake Forms Signed Before the First Session?

Private therapy and counselling practices

Therapy agreements and intake forms get signed on paper in session one. SpiderHunts builds online forms and e-signing that arrive complete before clients do.

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How Do I Stop Online Therapy Clients Getting the Wrong Video Link or No Link at All?

Private therapy and counselling practices

Online therapy clients get wrong, stale or missing video links. SpiderHunts builds session links that are created, sent and secured automatically per booking.

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How Can I Tell Which Therapy Clients Have Paid When They All Pay by Bank Transfer?

Private therapy and counselling practices

Therapy clients pay by bank transfer with vague references, so matching takes hours. SpiderHunts builds payment matching against sessions in Xero or QuickBooks.

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Which Therapy Clients Have Prepaid Sessions Left, and How Many?

Private therapy and counselling practices

Therapists selling prepaid session blocks lose count of what remains. SpiderHunts links each block to the diary so balances fall and renewals go out.

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How Can I Offer Sliding Scale Counselling Fees Without Losing Track of Who Pays What?

Private therapy and counselling practices

Counsellors offering sliding scale or concession fees lose track of who pays what. SpiderHunts builds fee records that apply agreed rates and review dates.

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What Should My Therapy Practice Do When a Client Asks for a Copy of Their Records?

Private therapy and counselling practices

Therapy practices get subject access requests and hunt records across systems. SpiderHunts builds a request log and search that gathers records for review.

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How Do I Apply a Retention Period to Old Therapy Client Records Without Doing It by Hand?

Private therapy and counselling practices

Therapy practices keep old client records forever because deleting by hand is daunting. SpiderHunts builds retention tracking that applies your chosen policy.

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How Can I Send Therapy Appointment Reminders That Do Not Reveal the Client Is in Therapy?

Private therapy and counselling practices

Therapy reminders can reveal too much on shared phones and inboxes. SpiderHunts builds discreet reminders with client-chosen channels, wording and sender names.

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How Do We Track Counselling Sessions Delivered to Each School and Invoice Them Correctly?

Private therapy and counselling practices

Counselling services contracted to schools track sessions per school by hand. SpiderHunts builds per-contract tracking, termly reports and invoicing.

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How Can Our Counselling Agency Track Trainee Placement Hours and Sign-Offs Without Paper Forms?

Private therapy and counselling practices

Counselling agencies with trainee placements chase hours logs and sign-offs on paper. SpiderHunts builds placement tracking for hours, supervision and forms.

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How Can Our Charity Counselling Service Produce Funder Reports Without Weeks of Spreadsheet Work?

Private therapy and counselling practices

Charity counselling services spend weeks on funder reports from spreadsheets. SpiderHunts builds reporting that draws anonymised figures from your records.

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How Do I Know Which Therapy Directory Listings Actually Bring Me Clients?

Private therapy and counselling practices

Therapists pay for several directory listings with no idea which bring clients. SpiderHunts builds enquiry tracking from first contact to booked clients.

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How Do I Manage Couples Therapy Bookings, Reminders and Payments for Two People?

Private therapy and counselling practices

Couples therapy bookings built for one client cause double reminders and split payment muddles. SpiderHunts builds joint bookings that handle both partners.

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How Do I Keep One Diary When I Work Across Two Therapy Practices and Online?

Private therapy and counselling practices

Therapists working in several practices juggle separate diaries and get double-booked. SpiderHunts builds one synced availability view across all of them.

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How Can My Therapy Practice Keep Track of Associates' Insurance, Membership and DBS Renewals?

Private therapy and counselling practices

Therapy practices lose track of associates' insurance, membership and DBS renewal dates. SpiderHunts builds a tracker that collects evidence before expiry.

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Is There a Safer Way to Send Therapy Clients Forms, Letters and Invoices Than Email Attachments?

Private therapy and counselling practices

Therapy practices email letters, forms and invoices as attachments to personal inboxes. SpiderHunts builds secure client document sharing with access logs.

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