June 2, 2026
Starting a Private Practice: How to Set Up Your Office and Waiting Room
By Alex Berthé-Suarez, LCSW-C, founder of Heerio
Starting your own private practice is exciting.
It's also a lot of work.
Between finding office space, setting fees, building a website, choosing an electronic health record, and figuring out how you're going to attract clients, there are dozens of decisions demanding your attention.
And the physical office itself can become something of an afterthought.
Having spent years running my own practice, I'd encourage anyone starting out to give the office experience some serious consideration.
A little planning at the beginning can save you considerable frustration later.
1. Choose the right office, not just the nicest one
Location matters, but there's more to a good therapy office than having an attractive address.
Is parking convenient?
Is the building easy to find?
Can clients access the space comfortably?
What's the noise level like?
I would pay particular attention to sound transmission between offices and the waiting room.
Before signing a lease, try to get a sense of how well the space handles private conversations.
Beautiful furniture won't make up for a room where clients worry about being overheard.
2. Make your therapy room comfortable and functional
You don't need to spend a fortune furnishing a therapy office.
But you should think carefully about how the room will actually be used.
Comfortable chairs, appropriate lighting, a clock you can see discreetly, and a sensible furniture arrangement all matter.
If you work with children or adolescents, your setup may look different from an office primarily serving adults.
Think about your clients and the way you practice, rather than trying to copy a photograph of someone else's office.
3. Don't overlook the waiting room
Your waiting room is an extension of your practice.
It should feel clean, welcoming, and easy to navigate.
Some basic priorities include comfortable seating, good lighting, privacy, and clear directions.
I'd also make sure clients know what to do when they arrive.
This is one of those practical details that can be surprisingly easy to forget when you're opening a new office.
4. Decide how clients will check in
This is something I wish I'd thought more about when I first started.
For years, I relied on checking the waiting room, listening for the front door, and occasionally relying on a therapist's sixth sense to know whether a client had arrived.
It worked, but I eventually realized there was a much more convenient solution.
A client check-in app.
Rather than leaving your desk to see who's arrived, clients check themselves in and you receive a notification.
If you're seeing 20 to 30 clients each week, that can save meaningful time.
And if you're building a group practice, the benefit may be even greater.
5. Establish good administrative systems early
Take some time to think through the everyday operations of your practice.
How will clients schedule appointments?
How will they receive reminders?
How will they complete intake paperwork?
What happens if they're running late?
How will you handle cancellations, payments, and communication outside appointments?
The less friction there is in these everyday processes, the more attention you can devote to clinical work.
You don't need the most elaborate software available. You need systems that are reliable, appropriately secure, and practical for your situation.
6. Spend money where it matters
It's easy to spend more than you intended when you're opening a private practice.
A nicer desk. More furniture. Another software subscription. A premium service with features you may never use.
My advice would be to prioritize the things that genuinely make your practice better.
Comfort.
Privacy.
Reliability.
Convenience for clients.
And tools that save you meaningful time.
That's also the thinking behind Heerio.
I built it because I wanted an affordable, attractive, easy-to-use way for my clients to check in.
It doesn't try to replace your practice management system or handle every aspect of running an office.
It handles arrivals.
And it does so without requiring you to invest in expensive equipment or pay separately for every clinician at your location.
If you're starting a new private practice, I think it's worth setting up from day one.