Great Platforms You Can Use in Your Private Practice | Ep 112

Do you know some of the sweet spots to streamline your business processes? Is your Canadian private practice set up to support you, while you support your clients? Are you looking for some tips and tools that you can use to simplify your practice needs? 

There are so many different platforms and apps out there that it can seem overwhelming. If you are looking for some guidance and advice from lived experience, listen and read on! 

In this podcast episode, I share the different services and platforms that I personally use and recommend in my practice with you.

Jane is an all-in-one health and wellness practice management platform designed to be helpful to you, no matter how or where you practice. Available online and on any device, Jane offers branded online booking, beautiful scheduling, insurance management, customizable charting, online intake forms, patient reminders, integrated payment processing, online appointments (telehealth) and more! Use the code FEARLESS at signup to receive your first month completely free!

In This Episode

  • Slack 
  • Hushmail
  • Google Drive 
  • Jane App


‘If you haven’t already heard of Slack, I highly recommend that you look up this platform – it is really great for communication with staff and colleagues in your private practice!’ – Julia Smith 

You probably already receive loads of emails each day, and it can be frustrating when admin emails get lost in between client emails, and all the rest. With Slack, you can keep any and all business-related topics, queries, requests, and ideas in one place. 

Some of the great features of Slack include: 

  • Using it as a quick easy way to chat with colleagues and staff
  • Video calls that you could use for monthly meetings 
  • Quick ways to tell your staff that you are unavailable, or on vacation
  • Option to have specific group chats (for example; marketing channel)

If you decide to get the paid plan, you then get access to the video calls feature, as well as control of when  you want communication to be deleted. Since Slack messages are not encrypted, using this option for added security can be useful. Additionally, you can use a client’s ID number for extra security and anonymity. 

‘This really helps me to sleep at night knowing that if anybody was to ever hack into [our] Slack, they’re not going to see years of communication!’ – Julia Smith 


‘I really love Hushmail because it’s based in BC and it is an encrypted, web-based email service that is HIPPA compliant … Hushmail [also] gives you the freedom to make an email encrypted or not’ – Julia Smith 

If you are emailing sensitive information then you should definitely consider using Hushmail! With their opt-in or -out encryption feature, you can either select that someone receives an email with a link to open it, or not. 

It’s great for sending sensitive information because it’s hack-proof! 

‘As a therapist, I believe that you really need to have that option of having emails encrypted. Sometimes we have to send things to insurance, sometimes we have to send things to an employer, or sometimes we have to send things to clients, and if you don’t have any options for encrypting emails, that can be unethical and dangerous.’ – Julia Smith 

Hushmail offers affordable pricing, for only 11.99 USD a month. If you want to check it out, learn more and sign up here!

Google Drive 

I’ve used Google Drive to write manuals for all of my assistants. 

It’s a great tool because they are essentially “living” documents that can be edited by the owner as well as whoever you decide to share it with, meaning that the information can always be updated and shared. 

‘One tip is every year I would copy that doc and save it on your computer … So that you have a document that isn’t online in case something were to happen with Google Drive, that you have that document on your computer so it’s not only living on the internet.’ – Julia Smith 

Jane App

‘This is the number one thing and the first thing that you should invest in. It is private practice in a box!’ – Julia Smith 

Jane App can do your: 

  • Billing 
  • Invoicing 
  • Bookings 
  • Charting 
  • Group private practice feature – for an extra 15 CAD (plus tax) a month 

Their in-platform video service is included in their monthly subscription price, which is 79 CAD (plus tax). Their features are also customizable, like their online-booking platform, so you can change things to complement your Canadian practice! 

‘I also love that Jane App is in BC, so all of their servers are in Canada which helps to make your private practice really secure.’ – Julia Smith 

If you are ready to try it, use my code FEARLESS to that you can receive your first month for free when you sign up!

Connect With Me

Resources Mentioned and Useful Links:

Ep 111: Marlee Rubel: Building an Online Private Practice in Toronto | Ep 111

Learn more about the tools and deals that I love and use for my Canadian private practice

Article: How to Set Up a Canadian Private Practice Website  

Sign up for my free e-course on How to Start an Online Canadian Private Practice

Jane App (use code FEARLESS for one month free)

Rate, review, and subscribe to this podcast on Apple PodcastsGoogle PodcastsSpotifyAmazon, and TuneIn

About Julia

Julia Smith, MEd, RCT, CCC is a registered Counselling Therapist who owns a group private practice in Halifax, Nova Scotia. She is also the owner of Fearless Practice Consulting and hosts the Fearless Practice podcast. Through the Fearless Practice podcast, she provides invaluable insights and practical advice on starting and growing a successful Canadian private practice. Julia’s wealth of knowledge also extends beyond the podcast, as she provides personalized one-on-one consulting to therapists who are feeling burnt out and overwhelmed with their solo or group private practices. With Julia’s expertise, therapists can confidently navigate the complexities of owning a private practice and find work life – balance. 

Julia also has written articles for the Canadian Counselling and Psychotherapy association. You can learn more at