From 15 Hours to 90 Minutes: How Sovereign Soul Counseling Automated Clinician Onboarding
A California mental health practice transformed their hiring process, saved 360 hours in one year, and created a professional first impression for every new therapist.
Specializing in therapy for veterans, trauma, and life improvement
Average onboarding time
(down from 15 hours)
Clinicians onboarded
in 12 months
Total time saved
in one year
Completion rate
(up from ~70%)
About the Practice
Sovereign Soul Counseling: Serving Those Who Served
Founded by Tegan Rowley, Sovereign Soul Counseling is a growing mental health practice based in California specializing in therapy for veterans, trauma survivors, and individuals seeking life improvement.
The practice offers affordable and confidential individual and group counseling, with a unique focus on serving military veterans and their families. With a team of licensed clinicians (LCSWs, LMFTs, and psychologists), Sovereign Soul was hiring 2-3 new therapists per month to meet growing demand.
Services:
- • Individual Therapy
- • Group Counseling
- • Trauma-Informed Care
- • Veteran Support Services
THE CHALLENGE
Drowning in Paperwork, Delaying Patient Care
"We were spending 15 hours per new clinician on onboarding. Between chasing them for license copies, insurance certificates, HIPAA training documentation, and SimplePractice setup, it consumed my entire week every time we hired someone. Plus, the experience was chaotic for new hires—they'd get overwhelmed with emails and didn't know what to do first."
— Tegan Rowley, Practice Owner
❌ Before NewHirely
- • 15+ hours per clinician
- • Constant email chasing
- • Missing documents
- • HIPAA compliance gaps
- • Lost license copies
- • ~70% completion rate
- • Delayed patient assignments
- • Credentialing nightmares
✅ After NewHirely
- • 90 minutes per clinician
- • Zero manual follow-up
- • All docs in one place
- • 100% HIPAA compliant
- • Secure cloud storage
- • 100% completion rate
- • Clinicians ready day one
- • Instant credentialing access
THE SOLUTION
Custom Onboarding Built for Mental Health
After implementing NewHirely with white glove setup, Sovereign Soul configured a comprehensive 9-step onboarding process tailored specifically for mental health clinicians:
New clinicians create their profile and upload professional licenses (LCSW, LMFT, Psy.D), malpractice insurance certificates, and state certifications. All documents stored securely in the cloud with automatic organization.
Embedded HIPAA training modules and policy acknowledgment ensure every clinician understands patient privacy, data security, and practice policies before seeing their first client. Electronic signature and timestamped records for audit compliance.
Custom video training modules covering SimplePractice basics: client management, scheduling, clinical documentation, billing, and insurance. Clinicians complete at their own pace with progress tracking per section.
Automated background check submission via Checkr, Gusto payroll setup for direct deposit and tax forms, and final onboarding meeting scheduled via Calendly. Everything completed before the first day.
IMPLEMENTATION
White Glove Setup in 3 Days
Day 1
Discovery Call
30-minute consultation to understand Sovereign Soul's current process, pain points, and specific requirements for mental health clinician onboarding.
Day 2-3
Custom Configuration
Upload employment contracts, configure HIPAA training, add SimplePractice video tutorials, set up Gusto integration, and customize all email templates with practice branding.
Day 3
Training & Launch
Live walkthrough for Dr. Johnson and staff. Test the complete flow. Launch with first clinician invitation. Ongoing support for questions.
THE RESULTS
Measurable Impact in 12 Months
90%
Time Reduction
From 15 hours to 90 minutes per clinician. That's a 90% reduction in administrative overhead for onboarding.
100%
Completion Rate
Every single clinician now completes all onboarding steps. Up from ~70% with the old manual process.
360hrs
Annual Time Savings
24 clinicians × 13.5 hours saved = 360 hours back for Dr. Johnson to focus on patient care and practice growth.
$0
Compliance Issues
Zero missed documents, zero HIPAA training gaps, zero compliance problems. Audit-ready records with timestamps for every action.
"NewHirely transformed our practice. Now I click 'invite,' and the system handles everything. New clinicians love how organized and professional it feels. It's one of the best investments we've made. We've onboarded 24 clinicians in the past year and saved an estimated 360 hours of work. That's time I can spend with patients or growing the practice instead of chasing paperwork."
— Tegan Rowley, Founder & Owner
Sovereign Soul Counseling
BEYOND TIME SAVINGS
Additional Benefits Discovered
New clinicians consistently mention how professional and organized the onboarding feels. It sets the tone for their entire employment experience.
All documents in one place makes insurance panel applications and credentialing dramatically faster. What used to take days now takes minutes.
The practice can now hire multiple clinicians simultaneously without overwhelming the administrative team. Growth is no longer limited by onboarding capacity.