Running a practice
6 steps to prepare for a smooth year-end as a therapist
The key to a stress-free end of the year? Starting early. Headway’s EHR can help you prepare now so you’re not scrambling in the final weeks.
October 16, 2025
9 min read
Your goal is to wrap up the year feeling refreshed, reflective, and festive. Yet, for many therapists, all is not calm in December.
While some clients cancel due to the hustle of the holidays, others need increased support — making it a busy time filled with complex feelings. There’s often a pile of admin work to deal with, too. You’re facing looming cutoff dates to submit outstanding claims. There’s the inevitable calendar juggling when clients either miss their scheduled appointments or try to squeeze in one more session before their benefits reset. Tax time is quickly approaching, which means compiling your financial reports. And you might grab some CEU credits or other professional development opportunities on top of it all.
Sound like a recipe for burnout? It can be. Fortunately, starting early can help you avoid the dreaded end-of-year crunch. But, even if you find yourself catching up in November or December, there are a few smart steps you can take to set your practice up for a more peaceful (and less panicked) year-end.
Step 1: Tackle documentation in manageable chunks
You know your notes are more than just paperwork — they’re the foundation for both your client care and your insurance billing. Year-end is a fitting time to make sure all of your documentation is in order.
Payers often have strict deadlines for claims, and missing or incomplete documentation can hold up your reimbursement. Reviewing your treatment plans and progress notes isn’t just about insurance; it helps you and your clients get emotional closure so you can start the new year aligned on a clear path.
- Starting early? Commit to working through your notes weekly to stay up-to-date. That’ll spare you the towering stack of paperwork later.
- Already behind? Block one focused session in your calendar that you can use to clear your backlog. It’s not just a time-saving hack — it’s a boundary practice.
Another helpful tip: Batch this admin work with your client rhythms. While it might seem counterintuitive, working on your progress notes right after your heavy client days can help you get everything down on paper while the details are still fresh. Plus, batching your work limits context switching, which drains your focus and energy.
Regardless of whether you’re planning ahead or pressed for time, Headway is designed to help make documentation easier with our no-cost EHR features. With insurance-ready templates and AI-assisted notes features, you can streamline your records, reduce errors, and spend way less time on paperwork.
Practice in-network with confidence
Simplify insurance and save time on your entire workflow — from compliance and billing to credentialing and admin.
Step 2: Stay on top of claims before deadlines hit
You aren’t the only one powering through an end-of-year crunch — insurance companies are, too.
Leaving your claims until the last minute can slow your reimbursements and leave you scrambling to resolve issues in the final weeks of the year. Additionally, clearing your claims before the end of the year gives you a clearer picture of your income for taxes and budgeting in Q1. Here’s how you can stay ahead:
- Starting early? Reconcile any open claims in October or November. This gives you time to fix errors, provide missing information, or follow up with payers before the year-end rush sets in.
- Already behind? Use a focused session and your Headway dashboard to flag unresolved claims, track submissions, and prioritize any last-minute follow-ups.
Claim submissions don’t have to monopolize your emotional bandwidth. Headway takes a lot of this work off your plate. Once your session notes are complete, Headway automatically submits the claim and tracks its progress in your dashboard. You’ll get paid predictably on a biweekly schedule, regardless of when insurance payments come through. It’s proof that Headway saves you stress and time not just in your busiest months, but all year long.
Step 3: Plan your schedule to minimize disruption
The last few weeks of the year come with calendar chaos — cancellations, reschedules, no-shows, and last-minute bookings from clients who are trying to make the most of their remaining benefits.
Plus, busier-than-usual schedules and holiday hours are additional hiccups that can throw off your calendar and impact your revenue. Proactively managing your schedule can help you keep things running smoothly.
- Starting early? Update your holiday availability well in advance and communicate your schedule clearly to your clients to reduce any last-minute surprises.
- Already behind? Lean on automated reminders and confirmations for your appointments. Even a quick nudge can prevent no-shows, minimize reschedules, and help you stay on top of your calendar.
Color-coding your calendar can help you quickly distinguish holidays, blocked admin time, regular sessions, and more. It’s a small change that makes it easier to spot gaps and plan around busy periods.
It’s also a good time to audit your no-show policy and make any necessary updates. Sending a friendly reminder of these expectations — like your required notice period or cancellation fees — along with a notice about your holiday hours gets you and your clients on the same page before the season is in full swing, while also reducing revenue surprises for you.
Not sure what to say? Here’s a quick email template you can use to keep your clients in the loop:
Hi [client name],
As the holidays approach, I want to share a few quick updates to help you plan your sessions:
Holiday Hours
I’m available on [dates you’re working] and out of office on [dates you’re closed]. If you already have appointments scheduled on any of my off days, I’ll reach out to you directly to reschedule those sessions.
No-Show and Cancellation Policy
Just a friendly reminder that I ask for [X days/hours] notice for cancellations or reschedules. Missed appointments or late cancellations will result in a [$ amount] cancellation fee.
Scheduling Tips
Appointments tend to fill up quickly this time of year. So, if you’d like to book extra sessions (or make sure your usual spot is secure), I recommend scheduling as soon as possible.
Thanks for helping keep things running smoothly. I look forward to continuing our work together through this season.
Warmly,
[Your name]
You can skip the scheduling scramble with Headway’s scheduling tools. By syncing calendars, sending automated reminders, and only allowing clients to book during your available times, you can keep the typical year-end disruptions to a minimum.
Step 4: Organize reports for audits and tax season
Organizing your financial and clinical records makes your tax prep simpler and ensures you’re ready for any audits or insurance inquiries.
While it might be tempting to leave it all until the eleventh hour, doing so means digging through months of insurance claims, financial reports, and treatment documentation — all while managing your full holiday schedule.
Wondering what you’ll need? Here’s a quick year-end checklist to keep things organized:
- Claims history and reimbursement records
- Outstanding balances and unpaid claims
- Payment summaries or revenue reports
- Tax-related documents (1099s, receipts, expense reports)
- Client notes and treatment documentation
Checking off each of these items ensures you’re ready to go with a complete snapshot of your practice’s financial and clinical activity for the year.
- Starting early? Download preliminary reports in October or November so you can spot any discrepancies, request missing details, or fix any mistakes.
- Already behind? Block a focused session to export all of your records. Getting everything together at once will save you stress and make tax season (or an unexpected audit) easier to handle.
With Headway, you can export your payment summaries and client notes directly from the platform. You get the peace of mind that your reports are complete, organized, and ready whenever you need them.
Step 5: Use benefit reset season to your advantage
The end of the year doesn’t just have to be about catching up — it can also be about getting ahead by reminding clients that insurance benefits often reset with the new calendar year. Proactively reaching out can help you keep your schedule steady and support your clients with consistent care.
- Starting early? Communicate with your clients in October or November using a simple message like this one: Many insurance plans reset in January. If you’d like to make sure you make the most of your 2025 benefits, let’s get your end-of-year sessions scheduled now.
- Already behind? Remind your clients that sessions book quickly, and you often don’t have last-minute appointments available for people to squeeze in. For example: Many session times are already filled. If you’d like to use your current year’s benefits before they reset, I recommend booking now.
It’s also smart to look ahead with your clients by using some time in your December sessions to briefly talk through the upcoming new year, secure their re-commitments, and get them on your calendar.
Step 6: Protect your energy with integrated tools
You have enough to do at year-end without needing to switch between different platforms and spreadsheets to find what you need.
That’s why Headway’s EHR integrates your notes, billing, and scheduling in one place. By bringing everything together, you can breeze through admin instead of getting buried in it.
- Starting early? Block dedicated admin hours in your calendar throughout Q4. Protecting this time keeps paperwork, billing, and scheduling from eating into your personal or client time.
- Already behind? Use focused blocks to catch up on necessary tasks while keeping the rest of your schedule protected. Even a few well-timed admin sessions can help you feel back on track.
You’ll spend less time toggling between tools and more time focusing on your clients (and yourself), so everybody can head into the new year with their energy intact.
A smoother year-end, whenever you start
No matter when you begin, a little planning can make the difference between a frantic December and a calm, controlled wrap-up. Whether you tackle documentation in weekly chunks, reconcile claims early, or block admin hours to protect your time, these steps can help you close out the year with confidence. With Headway’s all-in-one EHR, you can streamline documentation, billing, and scheduling so you have fewer fires to put out and more energy for the work (and moments) that matter.
This content is for general informational and educational purposes only and does not constitute clinical, legal, financial, or professional advice. All decisions should be made at the discretion of the individual or organization, in consultation with qualified clinical, legal, or other appropriate professionals.
© 2025 Therapymatch, Inc. dba Headway. All rights reserved. No part of this publication may be reproduced without permission.
Running a practice
How to have a great 15-minute therapy consultation
There’s no official guidebook for this important milestone in the therapy journey, but here’s a start for structuring it.
9 therapist referral networks for finding new clients
Here’s how to find and schedule more clients using therapist referral networks and online directories.
When can a therapist break confidentiality, as mandated reporters?
While therapists have an essential responsibility as mandated reporters, it’s challenging to navigate. Learn when a therapist can and must break confidentiality.