79. What’s New in AI for Therapists: From ChatGPT to Google Workspace Agents

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What’s New in AI for Therapists: From ChatGPT to Google Workspace Agents

If you have ever felt overwhelmed trying to figure out how to position your practice online, deep research in ChatGPT can make the process so much easier. In this episode of Run Your Private Practice with AI, I walk you through how I use AI to uncover what clients are searching for and how to speak directly to their needs. You will learn how deep research can guide your content, marketing, and even the way you talk about your niche.

AI Tips You Don’t Want to Miss:

  • What’s different about ChatGPT 5.2, and why it already feels more usable.
  • How to switch between AI platforms while keeping your preferences and context.
  • A simple prompt that helps new AI tools learn how you think and work.
  • How Google Workspace agents can automate repetitive email tasks.
  • Why Gemini gems are similar to custom GPTs inside the Google ecosystem.

Connect with me:

Sponsored by Alma: www.helloalma.com/kym
Sponsored by Berries: www.heyberries.com/therapists

Transcript:

[00:00:00] Hey everybody. I like to pop in and just kind of update you on all the AI stuff that’s happened this week that’s going on.

[00:00:07] the big first update is ChatGPT just released 5.2. Yesterday, I guess it was yesterday, last night I got the email this morning. I am already seeing differences, right? So everybody was so excited about five to release because it was supposed to be so much smarter and do so much better. But when it came out, it, it clunked.

[00:00:24] I mean it was terrible actually. Like everybody was trying to figure out how to revert back to four and eventually they came back and said, we’re gonna restore four. So you can choose into download. So now 5.2 is released and I think it is already much better. So I’m hoping that this is just gonna continue to give us improvements on writing, that sort of thing.

[00:00:41] But during that time, I kind of went through this thing like how can I switch to these other AIs if I want to use a different one because ChatGPT was like being so terrible the way with the updates with the five. So here’s something, if you’re thinking about like, I wanna use Claude now or something else because you’re tired of ChatGPT, or you just wanna use Claude or, or Gemini or Perplexity or Manus instead go to ChatGPT and just give it a prompt.

[00:01:09] I’ll put a really robust one down under the comments, but give it the prompt. You know, I want you to write down and tell me everything that you know about me, my hobbies, my interests, my business the way I think give examples of how I talk and things that I like to share with my audience. All of that, you can write that down in a prompt and just really, you can even do deep research ’cause it’ll go on the internet and search you too.

[00:01:33] So, you know, click enter, choose deep research, click enter and it’s going to download like this really robust report. If you guys are like me, your ChatGPT knows everything about you. Mine know. I mean, ’cause every day I am like, what about this? Where’s gluten-free? This? You know, I need a doctor for this, or I’m looking for yoga, blah, blah, blah.

[00:01:50] So it knows all of my preferences, everything about me. So it also keeps you from wanting to switch to other ones because it’s like got, it’s gotten to know me so well that even its responses are curtailed to me. Anyway, do that. Download the report, go over to Claude or Gemini. ’cause Gemini Google just released a ton of new products.

[00:02:09] I mean, I’m still having trouble wrapping my head around and I’ll talk about that too. But Google Workspace, the new agents they’ve released inside of Google Workspace, I’ll touch on that in a second. But anyway, take this prompt that ChatGPT has just filled out for you. Take it over to Gemini, wherever you want.

[00:02:23] And, upload it. You could upload a file or document, just click the plus on the chat and say you know, hi Gemini, or whatever. I am brand new here, but I wanna tell you everything about me so you can get a robust understanding of who I am as a person. And I want you to remember everything I tell you today and incorporate it into everything that you answer for me.

[00:02:43] And then upload it. And the new ai, if it’s got, you’ve got memory enabled, you have to make sure memory’s enabled, will remember everything about you. And it makes it so much easier. And keep that document, keep it for every place that you go. So if you, if you’re like, I’m gonna go use Manus to do presentations, you guys know I love Manus.

[00:03:02] I’m almost outta credits this month, which is surprising on the paid version ’cause that’s how much I use it and love it. Go over there, upload the document, and just start from there and make sure it remembers everything about you. So that, that’s my little tip and trick that I did really when five came out.

[00:03:18] With ChatGPT and it wasn’t that good. 5.2. I’m really got high hopes and I’m hoping it’s gonna be a lot better. Now to talk about. Google and everything they’ve released. There’s, I mean, you guys may not even follow the AI news like I do, but there was like a big thing. It’s like, oh my gosh, Google just dropped a bomb.

[00:03:34] They’re going to, you know, take over ChatGPT, they’re so much better and maybe they are. There’s a lot of stuff, and I know a lot of you as therapists, you use the Google workspace to manage your, manage your businesses and your practices and that sort of thing. And almost every day somebody asks me like, Kim, how can I use AI to help me with my email?

[00:03:53] My friend Brittany Long, I don’t know if you guys know her, Brittany, the Queen of Evergreen win with systems. She’s just amazing. She, I hired her for a year to help me with my AI coaching and all of that. She posted a video on her YouTube, and I’ve seen it in a couple other places now, that if you have Google Workspace, they just released agents.

[00:04:10] They’re calling them agents. And what agents are, they’re these little entities or bots, whatever you wanna call ’em, that you can connect a bunch of like activities together for the agent to do so you can give it a step-by-step workflow and it’ll like go into your system and do these things for you.

[00:04:25] I have a couple of different agents set up for different things I’ve talked about in other episodes but you go in into your workspace and there’s agents sitting there.

[00:04:33] You look them up. And if you click in, you can see all kinds of automations you can do with these agents. So you could tell it you wanted to go to your email and you wanted to find emails from a certain person or company or whatever, and you want them to always flag those emails. And then you can give it a template and say, this is the template I want you to follow for when you answer these emails, and it will automatically do that for you.

[00:04:57] It’s like you’re, you’re. It’s turning it on basically to do this for you. You can schedule it to do it every morning or whatever. Now the really cool thing is I don’t know if you guys even know what GEMS are or custom gpt, but the Thera AI hub is my newest membership that I built for therapists.

[00:05:13] It’s like AI done for you really. I put in there a ton of custom gpt that I built out. But what I’m doing now is I’m also building out what’s called gems. So you can build out these gems that are essentially the same thing as custom gpt, but inside of the Google ecosystem. So inside of the agents now you, the Gemini Google agents that they’ve just released, you can go in and part of the workflow, you can tell it to consult your gem.

[00:05:40] So same idea as I was telling you before. If you are you know, if you have your whole ecosystem in custom GPTs, go to your custom GPT. Use that same prompt that I was talking about before and say, you know, I want you to gimme a download of everything on the back end of this GPTI used a program. Just say that in the back end and it’ll say, here you go.

[00:06:00] This is everything that trained this GPT. And you know, there’s even documents in there. If you’ve uploaded documents and training, training documents and that sort of thing. Grab all that. Go over to Gemini. Or go to the gems and you can make a gem and put it in there and add all that information. And then you have a gem that’s very similar to the GPT that you’ve been using.

[00:06:19] So then you’ve got sort of a duplicate over there. Now with the gems, you can connect them into the Google workspace with the agents, so you can have the stuff going on with your emails. With the Google workspace, but you can, in the workflow, you can say, I want you to use this gem to answer this. So let’s say you programmed a gem with like marketing strategies for your private practice, right?

[00:06:40] So now when an email comes in, you can train it to look for certain keywords or whatever and identify that as an email that would require your marketing skills, right? So you can have it go pull those emails. Consult the marketing gem that you created and then have it the next step, have it create a draft for you based on the information that the gem already knows about, and based on the context of the email that came uh.

[00:07:05] So anyway, and then you like set it on autopilot. You go in 15 minutes in the mornings or whatever, you go in and check your workflow, look at your draft. And they’re gonna be in there. So you can set up like hundreds of these things, right? Based on, you know, every time a new email comes in and you’re like, oh my gosh, I don’t wanna answer this email again, like I answer these all the time.

[00:07:26] That is like red flag basically to set up this Google Workspace thing that you’ve got going on. Now this is the Google workspace ecosystem. There’s HIPAA that you have to think about and that sort of thing. And from my understanding, and please don’t take my word for this, always double check yourself.

[00:07:42] My understanding, if you’re in the HIPAA compliant Google workspace with the BAA signed and you’ve got PHI in there, my understanding is you can still use the agents is what I was reading. I’m not a hundred percent about that. I wish I knew like a HIPAA compliance expert that could tell me yes or no.

[00:08:01] But that’s just something to think of. So if you’re doing any of these this and you don’t have the HIPAA compliant BAA sign and all of that stuff, I wouldn’t connect your Gmail to the agents. You know, if there’s any PHI or client information in there. So that’s just a heads up about that. So very exciting.

[00:08:17] And you know, I’ve got a workflow myself that I’ve talked about before on here with Zapier and my Outlook email. And every time I flag something in my outlook, now I’ve got a really cool prompt and Zapier that goes over it answers anything that I flag. It answers it with this prompt through open ai, and then it answers it.

[00:08:34] But those are just. Like my business emails, they’re none of my client emails. Nothing goes through there. That all goes through my secure system with my EHR, so I don’t have to worry about that. But if you’re using these for clients, you do have to worry about it. So I just wanna say that, but if you’re not, this is like amazing game changer level type stuff.

[00:08:53] So, you know, just putting it out there. Anyway, check it out. The other thing I did this week that I’m just like geeking out about, as you guys know, I’m a traveling therapist. I live in Airbnbs. This is where I am right now. Really pretty. But what happens is I get to a lot of these places and it’s like, oh, what?

[00:09:08] I could do a bunch of stuff and I, you know, I could Google stuff and kind of look it up, but it takes time, right? So I came up with a prompt in ChatGPT where I can put it on deep research and have ChatGPT do deep research for free, low cost, or under a hundred dollars is what I put in the prompt to, research the area that I’m gonna be coming to and tell me all the things I can do and then it knows my interest. Of course, like I was saying in the beginning, ChatGPT knows my interest. So, I wish I could show you guys this report. but It’s so cool. It’s like, here’s all the yoga classes, here’s where you can go kayaking.

[00:09:41] Here’s a manatee tour. Here is a deep fishing excursion that you can go take for under a hundred dollars. So it gave me this like amazing, huge report. All the state parks where there’s really cool hikes rated higher than I think 4.7 or something on all trails. So you know, ’cause I’m kind of picky about where we go hiking, that kind of thing.

[00:09:58] So anyway, super cool use of ChatGPT for any of you all that are also traveling therapists like me or just travelers in general, to be able to do that and pull it up and get a really cool detailed, curated report for you is awesome. So check that out as well. All right, well, hope you guys have a great weekend and I will talk to you later. Bye.