Digital spring cleaning: Streamline your practice tech for efficiency

Spring is a time for renewal—so why not give your digital workspace the same care you’d give your physical office?  Our digital workspace often gets overlooked, but it quietly shapes how smoothly your day runs.

Just like a cluttered office can make it harder to think, a messy digital setup can quietly drain your time and energy. Over time, outdated apps, disorganized files, and security gaps can slow you down, stress you out, and even put client data at risk. A little attention now can save you hours of frustration down the road and make your tech feel like a helper, not a headache.

Here’s a practical guide to giving your digital environment the refresh it deserves.

1. Audit your tech toolbox: What’s working, what’s not?

Start by listing every digital tool you use. Grab a pen and paper (or open a fresh document) and jot down everything:

• Electronic Health Records (EHR)
• Scheduling and billing software
• Payment processor

• Clinical resources and reference tools
• Teletherapy platforms
• Note-taking tools
• Email providers
• File storage
• Devices (laptop, tablet, phone)
• Misc apps (client resources or self-care, for example.)

Ask yourself:

• Which tools do I actually use weekly?
• Am I paying for overlapping services?
• Does this make my day easier or harder?
• Is something clunky, buggy, or just annoying?

• Has my practice outgrown this tool?
• What frustrates me but I’ve kept out of habit?

Action Step: Cross out tools you’re no longer using or that aren’t pulling their weight. For everything else, note one improvement you could make (update it, learn it better, or replace it).

If two apps do the same job, pick the better one. Look for features in your current tools you may not be using—like built-in scheduling in your EHR—before adding something new.   This isn’t to chase the latest gadget, it’s to make sure that what you’re using is actually useful.

2. Organize your digital files: Digital declutter

A messy desktop or inbox might seem harmless, but it adds up. Searching for the right file—or worse, recreating something you already had—wastes time and mental energy.

Here’s how to sort it out:

Files:

• Create a simple folder structure that you can follow. For example:
  • Client Name → Subfolders for Notes, Forms, Audio/Video, and Correspondence. Keep it simple and don’t over-nest.
  • Name files consistently (ClientLastName_DocumentType_Date.pdf)
• Dump anything older than seven years (check retention laws first!).
• Archive old files you don’t need regular access to, but still want to keep for records.
• Back up critical files to a secure cloud service and an external drive. Make sure your data is safe in case your device has a bad day.

Email:

• Set up filters to automatically file emails from clients, insurers, or billing reminders.
• Create folders for different aspects of your practice (billing, referrals, continuing education)
• Delete spam and old newsletters. Archive non-urgent messages instead of leaving them in your inbox.

Action Step: Dedicate an hour to tackle your desktop and email. You’ll thank yourself later when you’re not hunting for that consent form at 5 PM.

3. Update and secure systems: Protect your practice

Healthcare organizations make prime targets for data breaches. Small practices often lack robust security, yet hold sensitive information hackers want. Don’t be an easy mark.

• Update everything: Schedule time to update your EHR, telehealth platform, and operating systems. Enable auto-updates where possible. Yes, it’s annoying, but criminals often take advantage of vulnerabilities that can be easily fixed with the next update.
• Password overhaul: Swap weak passwords for strong, unique ones. Use a (secure) password manager to keep track. If you need to prioritize passwords for time, use sites like https://haveibeenpwned.com/ to see if your information has been compromised.
• Two-factor authentication (2FA): Enable it for every account that offers it. It’s a tiny step that adds huge security.
• Review who has access to your systems: If you’ve had staff changes, make sure former team members no longer have access to sensitive platforms.

Action Step: Make a list of all accounts and check their security settings. Start with the most sensitive ones (client data, billing info).

You don’t need to be a cybersecurity expert, you just need a solid routine that keeps your practice and your clients safe.

4. Telehealth tune-up: Eliminate tech headaches

Telehealth isn’t just a temporary fix anymore; it’s a core part of how many therapists provide care. All the more reason to make sure your setup is working as well as it could be.

Take some time to:

• Test your platform: Make sure your video software is up to date and running smoothly. Check audio, video, and screen-sharing.
• Check your internet speed and equipment: A laggy connection or fuzzy webcam can distract from the work you’re doing with clients. Consider a wired Ethernet cable or a backup hotspot.

• Review your telehealth consent forms: Are they current? Do they reflect any changes in regulations or how you’re delivering care?
• Arrange your physical space thoughtfully: Clients notice your background, lighting, and sound quality.
• Ensure privacy: Your physical space for telehealth sessions should be just as private as your office. That includes soundproofing, visual privacy, and secure devices.
• Create a backup plan for tech failures: Have phone numbers ready, know how to troubleshoot common issues.

Action Step: Run a dry run of a session. Invite a colleague or friend to test your setup. Fix glitches before clients notice.

A well-functioning telehealth setup is about reliability and comfort for both you and your clients.

5. Embrace new tech thoughtfully

There’s always a new app promising to “revolutionize” therapy. But not every shiny tool is worth your time—or your clients’. When considering a new app or service:

• Ask, “Does this actually solve a problem I have?”
• Vet it for security and privacy features.
• Avoid trends for the sake of trends. If a tool doesn’t align with your practice’s values or client needs, skip it.
• Is there a digital tool I’ve been curious about that could genuinely support my work?
• Are any of my current tools starting to feel like more trouble than they’re worth?
• Am I using technology that aligns with how I want to show up in my practice?
• Does it duplicate something I already have?
• Will it simplify my workflow—or just add another login to track?
• Consider the learning curve—will you actually use it?

Action Step: Spend 20 minutes researching one new tool that could genuinely help (e.g., a secure note-taking app). Test it before committing.

Remember that the best tech often becomes invisible—it just works without demanding your attention.

You deserve less tech stress in your life

A cluttered digital environment creates subtle stress that affects how you show up for clients. Each small improvement compounds: updated security protects your practice, organized files save time, and thoughtful tech choices reduce daily frustration.

Your Next Move: Pick one section to tackle this week. Start small—delete old emails, update a password, or organize one client’s files. Every step forward counts.

Your practice deserves a tech system that works for you, not against you. This spring, give your digital workspace a little attention. You’ll feel the difference.