Tools to Help You Manage Staff & Contractors in Private Practice.
Running a private practice is more than just seeing clients—you’re also managing a team, overseeing operations, and juggling countless administrative tasks. Whether you’re working with in-office staff, virtual assistants, or independent contractors, having the right tools in place can save time, reduce burnout, and keep your practice running like a well-oiled machine.
Here are four essential tools that every private practice owner should consider using to streamline staff and contractor management.
1. Connecteam – All-in-One Team Management
Best For: Mobile or remote teams, admin coordination, time tracking
Connecteam offers an intuitive platform designed to help you manage your team from anywhere. You can create onboarding and training modules, assign and track tasks, schedule shifts, collect forms, and maintain clear communication channels—all in one app.
It’s especially powerful for solo or group practices using independent contractors, field-based team members, or virtual assistants. Connecteam helps you keep everyone aligned without endless emails or spreadsheets.
2. ClickUp – Task & Project Management Powerhouse
Best For: SOP tracking, credentialing, and admin workflows
ClickUp is a task and project management tool that can be tailored to your practice’s exact needs. Use it to assign recurring tasks like weekly insurance audits, manage onboarding steps for new contractors, or track the progress of credentialing applications.
With customizable views (list, board, calendar), automations, and integrations with Google Drive and Slack, ClickUp gives you clarity on what needs to be done and who’s responsible for doing it.
ClickUp is ideal if you’re managing multiple providers or running both admin and clinical teams under one roof.
3. Google Sheets Task Tracker – Simple & Effective
Best For: Cost-effective task delegation and tracking
Sometimes the best tools are the ones you already have access to. Google Sheets can serve as a lightweight task tracker for credentialing progress, intake prep, chart audits, or patient follow-up workflows.
Using a shared sheet, you can assign tasks to team members, timestamp completions, and leave internal notes—all in real-time. Color-coded rows and checkboxes make it easy to maintain accountability across roles, especially if you’re managing virtual support staff.
If you’re not ready for more complex platforms, this is a great place to start.
4. Carepatron – Clinical + Admin Workflow Management
Best For: All-in-one EHR, documentation, and team collaboration
Carepatron combines clinical and administrative operations into one secure, HIPAA-compliant platform. It allows providers and admin staff to securely message one another, assign internal tasks, manage documentation, and schedule sessions all without leaving the app.
Whether you’re a solo provider or running a growing team, Carepatron’s collaborative features can eliminate the need for multiple subscriptions or disconnected workflows.
It’s perfect for behavioral health and wellness professionals who want to integrate care delivery and practice management.
Final Thoughts
Choosing the right tools isn’t just about what looks good—it’s about creating workflows that support your practice’s growth, reduce errors, and empower your team. Start with what fits your current needs, and build up as your team expands.
Need help implementing these tools in your practice? We offer admin support and SOP creation to help you onboard, train, and manage staff with confidence.