You've done the hard work. You earned your degree, completed your supervised hours, and passed your licensing exam. Now you're ready to take the leap into private practice. If you're planning to start a private practice in Florida, this comprehensive checklist will walk you through every step, from licensing verification to opening your doors to clients.
Florida Licensing Requirements: Making Sure You're Good to Go
Before you do anything else, you need to confirm your license is active and in good standing with the Florida Department of Health (DOH). This might seem obvious, but you'd be surprised how many therapists jump into practice planning without double-checking the basics first.
License Types Recognized in Florida
Florida recognizes several mental health professional licenses, each governed by specific boards under the DOH:
- LMHC (Licensed Mental Health Counselor) - Governed by the Florida Board of Clinical Social Work, Marriage and Family Therapy, and Mental Health Counseling
- LCSW (Licensed Clinical Social Worker) - Same board, different requirements and scope
- LMFT (Licensed Marriage and Family Therapist) - Also under the combined board
- Licensed Psychologist - Governed by the Florida Board of Psychology
Pro Tip
Consider using a credentialing service if you're paneling with multiple insurers. They handle the paperwork and follow up with insurance companies on your behalf. It typically costs $150 to $300 per panel but saves hours of administrative work.
HIPAA Compliance Setup: Protecting Client Information
HIPAA compliance isn't optional. As a covered entity handling protected health information (PHI), you must have proper safeguards in place before you see your first client.
I know HIPAA can feel overwhelming, but let me break it down into manageable pieces.
The Three HIPAA Rules You Need to Know
- Privacy Rule: Governs how you use and disclose PHI. Requires a Notice of Privacy Practices that you provide to every client.
- Security Rule: Requires administrative, physical, and technical safeguards for electronic PHI (ePHI). Think password protection, encryption, secure email.
- Breach Notification Rule: Requires you to notify affected clients, HHS, and sometimes media if a breach of unsecured PHI occurs.
Essential HIPAA Documents
You'll need these documents in place before opening:
- Notice of Privacy Practices (NPP)
- HIPAA policies and procedures manual
- Risk assessment documentation
- Business Associate Agreements (BAAs) with all vendors who access PHI
- Client authorization forms for releasing information
- Incident response and breach notification procedures
Technology and HIPAA
Every technology tool you use that touches client data needs to be HIPAA-compliant with a signed BAA:
- EHR/Practice Management: Use a system designed for mental health with a signed BAA (examples: SimplePractice, TherapyNotes, Jane App)
- Email: Use encrypted, HIPAA-compliant email or secure messaging within your EHR
- Video Telehealth: Use a HIPAA-compliant platform with a BAA, not regular Zoom or FaceTime
- Cloud Storage: Google Workspace and Microsoft 365 offer BAAs, but you need to sign up for the right plans and configure them properly
- Phone/Text: Standard texting is not HIPAA-compliant. Use secure messaging platforms instead
Practice Infrastructure: Setting Up Your Space and Systems
Now for the fun part: actually setting up your practice. Whether you're going fully virtual, in-person, or hybrid, you need systems in place to run smoothly.
Physical Space Considerations
If you're seeing clients in person, here are your main options in Florida:
- Subletting from another therapist: Lowest risk, often comes with established client base nearby. Typical cost: $400 to $1,000/month depending on hours and location.
- Office-sharing space: Companies like Regus or local shared office spaces offer flexible terms. Good for starting out.
- Your own dedicated office: More expensive but gives you full control. Expect to sign a 1 to 3 year lease in most Florida markets.
- Home office: Permitted in some Florida counties with proper zoning. Check local regulations and consider professional boundary implications.
For any in-person space, consider: parking availability, accessibility compliance (ADA), soundproofing for client privacy, and proximity to your target client population.
Practice Management Systems
Your practice management software is the backbone of your operations. Look for systems that handle:
- Online scheduling and appointment reminders
- Intake paperwork and consent forms
- Progress notes and treatment planning
- Insurance billing and claims submission
- Credit card processing and invoicing
- Secure client portal and messaging
- Telehealth integration
Financial Foundations: Money Matters for Your Practice
Let's talk money. Starting a practice requires some upfront investment, and you need to understand your costs and pricing from day one.
Startup Cost Estimates
Here's a realistic breakdown for starting a private practice in Florida:
| Expense | Estimated Cost |
|---|---|
| PLLC formation (Sunbiz filing) | $125 |
| Professional liability insurance (annual) | $200 to $500 |
| Local business tax receipt | $50 to $200 |
| Practice management software (monthly) | $30 to $100 |
| Website and domain (annual) | $100 to $500 |
| Psychology Today listing (annual) | $360 |
| Office furniture and supplies | $500 to $2,000 |
| First month's rent (if applicable) | $500 to $2,000 |
| Total Estimated Startup | $1,500 to $6,000 |
Setting Your Rates
Florida therapy rates vary significantly by location and specialty. As of 2025, here are typical ranges:
- Private pay individual therapy: $120 to $200 per session
- Insurance reimbursement rates: $80 to $140 depending on panel and CPT code
- Couples/family therapy: $150 to $250 per session
- Specialized services (EMDR, assessments): Premium rates apply
Research rates in your specific Florida market, like Miami, Tampa, Orlando, or Jacksonville, since cost of living significantly impacts what clients expect to pay.
Business Banking and Bookkeeping
Keep your business and personal finances completely separate. Open a dedicated business checking account under your PLLC name and use it exclusively for practice income and expenses.
Track your expenses from day one. Consider using accounting software like QuickBooks Self-Employed or Wave (free). Many therapists hire a bookkeeper as their practice grows, typically costing $100 to $300 monthly.
Marketing Your Practice: Getting Your First Clients
You can have the most beautiful office and perfect systems, but none of it matters if clients can't find you. Marketing might feel uncomfortable at first, but it's essential for building a sustainable practice.
Essential Marketing Foundations
- Psychology Today Profile: Still one of the top referral sources for therapists. Invest in a compelling profile with a professional photo. Include your Florida license number and specialties.
- Google Business Profile: Free and essential for local search. Claim your listing, add photos, and encourage reviews from clients who consent to share feedback.
- Professional Website: Doesn't need to be fancy, but should clearly communicate who you help and how to contact you. Include your credentials, specialties, and location (or note that you offer telehealth throughout Florida).
Building Referral Relationships
In Florida's mental health community, relationships matter. Consider reaching out to:
- Primary care physicians and psychiatrists in your area
- School counselors and employee assistance programs
- Other therapists who might refer clients outside their specialty
- Attorneys (for clients going through divorce, custody issues)
- Local community organizations and places of worship
Your Complete Florida Private Practice Launch Checklist
Here's everything in one place. Work through these items in order, and you'll be ready to open your doors with confidence.
Florida Private Practice Launch Checklist
- Verify active Florida DOH license (LMHC, LCSW, LMFT, or Psychologist)
- Form PLLC through Sunbiz.org
- Obtain EIN from IRS
- Apply for local business tax receipt
- Register fictitious name if applicable
- Purchase professional liability insurance
- Register for NPI number
- Create CAQH ProView profile
- Complete HIPAA risk assessment
- Develop written HIPAA policies and procedures
- Create your Notice of Privacy Practices
- Sign BAAs with all vendors handling PHI
- Secure office space or confirm telehealth-only setup
- Select and set up practice management software
- Create intake forms and consent documents
- Open business bank account
- Set up bookkeeping system
- Create your fee schedule
- Create Psychology Today profile
- Claim Google Business Profile
- Build professional website
- Submit insurance credentialing applications
You've Got This
Starting a private practice in Florida is just the beginning. Once you're up and running, you'll need tools that help you manage clients, streamline operations, and grow sustainably.
Take it one step at a time. You don't have to do everything at once. Work through this checklist systematically, and before you know it, you'll be seeing your first private practice client.
And remember: you're not alone. Thousands of Florida therapists have built successful practices before you. You can do this too.
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TheraFocus helps Florida therapists run compliant, efficient practices with HIPAA-compliant tools, automated documentation, and intelligent scheduling. Spend less time on admin and more time with clients.