65 I How to Set Up Your Myofunctional Therapy Practice: The 3 Systems You Need First

Are you building your myofunctional therapy business… or just duct-taping it together and hoping it works?

In this episode, I’m walking you through the exact three systems you need to set up your myofunctional therapy practice the right way from the beginning. I see so many myofunctional therapists spinning their wheels because they don’t know where to start—and instead of creating structure, they’re just piecing things together as they go.

I’m sharing this because I’ve been there. I’ve wasted time. I’ve backtracked. And I want to save you from that.

This episode is for you if you’re ready to stop guessing, stop overcomplicating, and start building a business that actually works—for your life, not against it. 

By the end, you’ll have clarity on where to begin so you can move forward with confidence and intention.

Grab your ☕coffee and your courage - and let’s dive in!

 Xo, 

Carmen

https://theprofitablemyofunctionaltherapist.com/

Need help? Book a "Get Unstuck" call today: myofunctionaltherapytrainingacademy.com/discovery-call/

Transcript

Why Systems Beat Hustle

System One: Organization Blueprint

Naming, Versions, And Folder Structure

System Two: Client Journey Management

SPEAKER_00 2:15

My goal for this episode is to give dental hygienists and stuck myofunctional therapists clear direction on where to start when setting up their myofunctional therapy practice so that they can stop feeling confused and overwhelmed and start taking intentional, aligned action towards a sustainable business. If you're a burned out, bored dental hygienist who knows that you can't do this forever, or you've already taken myofunctional therapy training but feel stuck on how to actually start, grow, or simplify your business, welcome, my friend. You're in the right place. I'm Carmen, a dental hygienist who once sat exactly where you are: overworked, physically tired, mentally done, knowing that there had to be more, and wanting the fastest, simplest, most organized path forward with someone holding my hand along the way. This podcast is for women who don't want more information. They want transformation. They want clarity, consistent clients, predictable income. Without building a business that takes over their life, they also want support while they do it. So if you're ready to stop spinning, start moving, and finally make sense of what comes next, grab your coffee and your courage, my friend. Let's build a business that works for your life, not one that runs it, so that you can build a life that you're genuinely bonkers about. Because that's my superpower. All right, my friend. Hello and welcome back to the podcast. Today, we're continuing working on building that life first business so that you can build a life that you are bonkers about. You know, I say it all the time. This is my zone of genius, and it is absolutely my superpower. So let's get to it. So, first, let me start by saying this if your myofunctional therapy business feels like it is being held together with duct tape and good intentions, then you are not alone. I am seeing this over and over with hundreds of students that I have worked with and coached and trained. They're just winging it, okay? They're just piecing things together and making things do for now instead of setting things up for down the road. Okay. So that really is it's an okay way to start. And you can start messy. Yes, I started messy too, but that's why we're talking about this because it's it it made me waste time years ago. And I like to save that time for you now. So I my zone of genius and what I care deeply about is helping you build a business that you want to be running 10 years from now. Not just a business that you're just struggling to get down the road six months. We want to be setting up your business that that is long term, okay, one that can grow and that you're not constantly trying to fix things. And so I talk a lot about systems, system, system, systems. I know it doesn't sound sexy. And sometimes as an entrepreneur, you feel like a system, you know, having a system is really going to like box you in. For example, I didn't like um defining what I didn't like rules. I didn't want boundaries. I didn't want somebody telling me when to be at work because after all, I left a job and I didn't want to have that. But what I found is when I have a system, it helps me stay organized. It helps me know what I should be doing when it really helps the the growth and the sustainability of your business. So, yes, um, setting up systems the right way requires skills. It requires you getting some knowledge, it requires an investment. Okay, you're building a business and businesses don't just show up for free. You have to set those up. So if you're still listening to this, I assume that you're trying to have a business that you are gonna still have 10 years from now, rather than just having an expensive hobby. So we are going to talk about uh three systems that I think you need to have in your business. And these are the things that really I work with students on, like from the very beginning. Okay. So we're just gonna get into it. The first system is an organization system. So however you use it, you get to decide. Um, I use a Google system. I use the Google Drive system. So I want you to think of it like a big filing cabinet. So you really start broad and then you narrow everything in. So at the very top, you can organize your business by departments. Okay, so I have my files. Like if you went in my Google Drive, you would see that I have folders and it'll say um marketing, operations, clients, um, financials, legal, and tax documents. Okay. So um, so I have those. And then inside those folders, there's more folders. Okay, so this is my filing cabinet, and those will be broken down and again and again, um, maybe by year. Okay. So as you're creating your organization system, if you're starting out, right now is the time to be setting this up so that as you start creating things, you know where it is. Because I wasted a lot of time back in the day having to go look for, oh, where is that? I recorded it. Where is it at? So one piece of information that's very helpful is label and name everything correctly when you are doing it. Okay, so your paperwork is going to evolve. So I like to put a version with everything. So label your document and then maybe put like V1, V1.0, V2.0. If I look in a folder and I see Discovery Paperwork 1.0, 2.0, 3.0, 4.0, I know that 4.0 is the one that I am using currently. Okay. So staying organized is gonna save you time and frustration later. Um, inside my programs, I do have a course of the Google Organization Blueprint, but you can literally figure it out for yourself. Go in, mess around with Google. I have always been surprised at the number of students who just don't have the, you know, these little bit of tech skills. So start there. Go set up your filing system, set up your departments, um, marketing operations, clients, financials, legals, tax, however you want to do it. And then inside each of those, so for example, let me take it a little bit deeper. Um, so inside my client folder, I would then have other folders. I have um this, the client folder has everything, and then inside it's gonna say free assessments, comprehensive exams, clients. And then inside my client, so clients are paying clients. So then inside my paying clients, I have adults and I have youth. And then inside each one of those, I know this is sounding complicated, but remember I have an associate. So then I have Carmen and Jessica. Jessica's clients are in hers, mine are in mine. So boom, boom, boom, boom, boom. I know exactly where it is. I know exactly how many layers in the dip I'm gonna have to dig. Okay. Uh, if I am looking to go look at the progress notes for a child that Jessica is seeing, I know that I'm gonna go to my folder that says clients and then youth clients and then Jessica and then Billy Bob. Okay. Uh so set that up from the beginning. If you are just starting, do it now. That's beautiful. You don't have a lot of uh things to correct. If you are already in business and you're already disorganized, or however, whatever you have already done, take the time to go set up your systems, okay? And that's what I did after the fact is I would move everything. So I set something up so that I distinctly knew, like, okay, this was the 2022 version of my organization, and then I would move everything over there. So you'll get it figured out. Okay, so that's your organization system. It's the first thing that you need in your business. The second system that you need in your business is a client management system. So this is it, it doesn't so much matter about the software. I use 17 hats. I have used 17 hats from the beginning. Many of you are using different things. That's okay. What this is about is what your client journey looks like or how it's gonna happen. Okay. If somebody books a free assessment, then what? What happens next? How does the exam get scheduled? Where are your notes living? How are reminders getting set? All of that stuff will be in your client management system. Every client should move through the same basic journey. Really, the only thing that would change, in my opinion, is if somebody comes straight into your uh your ecosystem, if you will, into an exam and they don't do a free assessment. Otherwise, it would it should be the same. Now, um, in this client management system, this, like I use 17 hats. So everything, it schedules there, it it houses everything. Okay. So everything I need to know about my client is there. Um, their reminders come from their everything. They pay their invoices there, they um sign their consent for therapy there, all of that stuff. So, yes, it's an investment. And I know a lot of you guys are out there and you're duct taping your practice together, or you're trying to just do it without any expenses, which is fine. But right now, while you have no clients, now is the time to be getting this system perfected and dialed in. It's a whole lot easier to do that now when you have time versus when you have a busy schedule like I have. So we're building the business today for the business that you want to have 10 years down the road, okay? And the third system, my friend, is a payment system. This is a third-party system where somebody else collects the money for you. Stripes, Squarespace. I don't know if there's any others. I guess PayPal is probably also set up on Stripe, but this allows your clients to pay online, to schedule. They can automatically make their monthly payments. Um, you are not a bill collector, you don't have to do any awkward thing back and forth. Um, I see this when it comes to my students with an exam. You know, somebody will want an exam and then it's like, okay, well, it's gonna be, you know,$200, and then they don't book the exam. So people do not get my time until they book their exam. If they're gonna send me an email with a dozen questions, my response is these are great questions. I can answer these during your exam. I can answer these when you're paying me for my expertise. Of course, I don't say that, but like I can't email my medical doctor and have her give me personalized one-on-one advice when she doesn't know anything about me or she doesn't know anything about the current situation. And she's gonna say, Carmen, make an appointment the same way here. And so the the nice thing is when you have a payment processor and a scheduling system, which my scheduling system is in 17 hats, then all I have to do is encourage people to go do that until they take the effort to go book their exam. I can't help them because I can't give them thoughts or opinions or advice or expertise on something that I don't know. Because it will bite you in the butt. Trust me on that. You will say something to somebody about something, prices or whatever, and then they come back five years later and they want five year ago prices. Uh, or you tell them that they sound like they're probably going to be a simple, easy case, and then they come to you for an exam and they are anything but, and on top of that, they're a complicated human, and you should probably charge them double. So um having a payment system, it just takes that out of your hands. Okay, there's never any bill collecting. I have never done therapy that hasn't been paid for in advance. I have never done an exam that hasn't been paid for in advance. In the event that I have somebody who goes to my booking system and they're trying to book an exam and say they need something on a Monday. Well, I don't currently see anybody on Monday. So it will tell them that they can email me to ask for a custom appointment. So how I handle that in my practice is if they reach out to me, I will say, yes, I'm happy to give you a Monday appointment. Go pay for and book any exam. Just find a spot and then we will move it. Okay. I do not go back and forth on anything to figure out which Monday they want. Uh, do they want Monday morning? Do they want Monday afternoon? I don't do any of that because I don't put any effort into it until they've paid for the exam. I'm not sent, I'm not spending 15 minutes back and forth on emails trying to figure out the perfect time on Monday, and then they never go book the exam. Once they book it, and that shows me that they really intend to actually do the work, show up for the exam, all of that stuff. Then and only then, once they have paid, will I then reach out and say, okay, I see you've booked your exam and you want a Monday. I have this available and I have this available, or what works for them. Clearly, if they need a Monday, I obviously need to make it so that it works with them. Okay, so the payment system is a lifeline. So that was a nice, easy episode, my friend. So the homework that I want you to do is if you do not have these three systems set up in your business, then um, and this is assuming that you're already in the season of setting up your business. Okay. If you're not in that season, if you don't have the confident clinical skills, my friend, you have to come join me inside the profitable myofunctional therapist and we'll get you those skills. And also we'll get you all of these systems set up. But if you already have those skills and you're in your own setup season, guess what? Organization system, make sure you're organized. Okay, go get your folders done. You can have that done in 15 minutes. Um, make sure you have a client management system and that you know how to use it. That's why I'm with 17 hats. Yes, it costs money, but I have learned I've used it from the very beginning and I love it. It does, I can do so much with it. In fact, there's stuff that I'm not even utilizing. And um it's it's easy, and their customer support is really wonderful. So, client management system, whatever you want to do, and then your payment system. It is 2026 when this is being recorded and going live. You, yes, I get it. People can mail you a check, and depending on the type of business you can't you have, um, they might be local. My business is not that way, but even if it was, I can tell you this. I still don't want that awkward bill collector stuff. There, my business model would not ever look like a situation where somebody came to therapy and then paid for therapy because I that's not how I operate. I don't do per session uh and and therapy gets paid for in advance. Because before I plan somebody's therapy case, I'm paid. That's the important thing. And that's a whole nother conversation about why you need to do packages versus one-off sessions. Um, okay, that is it, my friend. So if you don't have those three systems, get them all set up. And that's it. That's it. That's all I have for you today. I will be back soon. You go get busy on building that life first business so that you can have a life you are bonkers about. And I will be back very soon to talk more about starting, growing, and simplifying your myofunctional therapy business. I hope you loved today's episode, friend. I pray that it lifted you up, motivated you, and taught you something. If so, would you stop right now and go to Apple Podcasts and leave us a review? And lastly, make sure you've joined the profitable myofunctional therapist Facebook community. Links to all the goodies can be found wherever you're listening to this podcast. That's it for now. Cheering you on, my friend, and we'll chat soon.