52. Top 5 AI Basics for Therapists to Stay Organized and Effective

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Top 5 AI Basics for Therapists to Stay Organized and Effective

Feeling overwhelmed by all the AI tools out there? You’re not alone! In this episode of Run Your Private Practice with AI, I’m sharing the top 5 AI basics for therapists who are just getting started and want to feel more confident using these tools.

Whether you’re focused on writing blog posts, updating your website, or improving practice efficiency, these foundational tips will help you stay organized and get the most out of AI without the stress.

AI Tips You Don’t Want to Miss:

  • Why setting up a ChatGPT workspace will save you time and sanity
  • Simple ways to organize prompts, projects, and past wins using tools like Trello or ClickUp
  • How to create a brand and tone guide for AI that sounds just like you
  • The value of starting with one goal (like blogging) instead of everything at once
  • How to give better feedback to AI so the output matches your voice

Mentioned in the Episode:

Connect with me:

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

Transcript:

[00:00:00] Hey everybody. I’m in a hospital still. You might remember last week. It was actually my avatar showed up. My clone of Kim showed up because I was with my dad having surgery.

[00:00:11] We’re back in the hospital. He’s fine. It’s just. Been some like annoying complications. So I haven’t slept for about three days. Just sleeping in a hospital is not the best, but anyway, waiting for the doctor to come in and make rounds.

[00:00:22] So I thought I’ll hop in here. Somebody asked me this week in the clinical AI club, she was brand new member, she said, I’m new here. I’m learning the ropes. I’m curious to learn from those that are more experienced, what do you consider the basic building blocks of setting yourself up for success with ai?

[00:00:37] She said I’ll be using AI mostly for updating my website, blog post. She watched the free training webinar that we did with Chris Morin. If you guys didn’t get that, I’ll put it down in the links. An amazing webinar he did about using AI to help with your website copy your Google Business listing.

[00:00:54] Just lots of really innovative ways to use AI with different prompts to help you build your business and attract your ideal client to your practice marketing. So I’ll drop that link down below. You can sign up and still get that for free. In fact, we have a series of those that you’d probably find super helpful.

[00:01:08] This one was super AI heavy, so that’s why I’m bringing it up here. I think you guys will really like it. So she was asking like, what’s the basics? Like I’m brand new to ai. What do you recommend? ‘ cause she’s in the clinical AI club hub and there’s like so many trainings in there. She was kind of like, where do I even get started with this thing?

[00:01:25] So it got me thinking. There’s a few foundational things that I would recommend having in place, before you like deep dive into ai. Some things that I’ve learned along the way that make it easier to kind of get used to it and how to use it in an effective way. So here’s what I told her. First, think about creating like a ChatGPT workspace.

[00:01:44] Now, ChatGPT does have like they have this feature now, they didn’t use to have it. It’s called projects. I think Gemini calls it projects too. And Claude, I believe has some sort of workspace, but it’s like, a folder system where you can open up a folder and then you can drag. Some of your old chat threads into it.

[00:02:02] You can keep it organized that way through a project. Someone in my club told me last week that, or a couple weeks ago, that she was not able to pull anything created with the GPT into the projects, which was super interesting. I looked and confirmed that you can’t do it that way. So that causes a problem with organization, and I get that all the time in my intro to AI 1 0 1 class that I teach in the clinical AI club.

[00:02:26] Like how do you organize all this stuff? So. I always recommend having like this workspace that you can kind of keep everything organized that you’re doing. ’cause it can get really overwhelming once you get used to it. It’s like thousands of threads and it’s really hard to even keep track of like what you were working on last week.

[00:02:41] So I recommend having like a Google Doc or using Notion or Trello or Clickup or something like that and keeping like in, in Clickup. Or Trello. You can create boards that are basically like projects. In a Google workspace, you might have a Google or a Gmail workspace or Google or Gmail account that you use a free one and you can keep folders.

[00:03:02] And then inside the folders you can keep documents and spreadsheets and all that that are all like called Google Docs. So finding a system like that where you can like keep a main folder and then under it your different categories of what you’re working on inside of ChatGPT can help you stay way organized.

[00:03:16] clickup, for example, has like an AI inside of it. So it’s a lot easier to find stuff. You can like put it in these different folders, but you can go in and just type in, God, what was the name of that thing I was working on? It was Baba blah. Type it in and it’ll help you find it inside of your system.

[00:03:32] But definitely keeping it in folders and organized that way is super helpful. in this place you can save, like you could have a favorite prompts folder. Like you’ve got a place where you keep all your prompts that you really love for different types of things that you’re doing templates that you’ve had it put out for you.

[00:03:47] So, in the AI Club, I have a GPT I created for the members that’s like private practice, paperwork template creators. So this thing creates all these different, like legal lawyer approved paperwork templates. So you would might wanna have a board for that where you just keep a template folder, that kind of thing.

[00:04:05] It’s gonna make it a lot more easier to stay organized. You could just. Go in there, find what you’re looking for right now and chat GPT and I think Claude too. You can go in and there’s like a search thing now that you can like search for what you looked for before, but it’s kind of hard ’cause you have to remember like what you called something.

[00:04:21] Or sometimes I’ll just like think keyword like ethics presentation or something like that and I’ll type it in and it’ll help me find it. But it can be very time consuming if you don’t have a good organizational system for it. the next thing that you wanna do is build out a mini brand and tone guide for who you are.

[00:04:40] So this is super helpful. Now in ChatGPT and I think some of the other ones, the paid versions, you can, go into settings and you can tell it about yourself. Basically you can say, I’m this kind of therapist, this is the practice I run, this is the things I need help with. These are some of the digital products I offer.

[00:04:56] That sort of thing. This is my niche, all of that. You can program it in there, but it’s limited to like character space inside of there. So what you can do is build out a brand guide and you can even have ChatGPT help you. Like what is my niche? What is my tone of voice? How do I like to educate people about my topic?

[00:05:14] What type of clients do I see? What is the makeup of my practice? What is my purpose right now for using ChatGPT? Am I trying to educate? Am I trying to market and get more clients into my practice. Am I trying to come up with digital products that relate to my niche? Am I trying to, you know, have a side hustle that way?

[00:05:32] So create a doc that has all of those details. Because what you’ll find when you start working with AI is that you’re going through and you’re entering the same information over and over again. It’s like, no, don’t you remember I do marketing for this digital product that I created, you, you have to constantly remind it.

[00:05:48] So if you have a Google Doc or a Word Doc or a PDF even that you have created. With all of these specific things, you can use that for everything. You can go back through and basically in ChatGPT, there’s like a plus symbol. You can click the plus, you could upload documents. You can upload pictures to it.

[00:06:05] And once you do that, it’s gonna remember for that chat thread it, it’s getting much better. It now does have a memory across threads. Like if you ask it, what do you know about me? It’s gonna say, I know this, this, and this. ’cause it does have a memory now across chat threads, but if you have this really comprehensive doc, it’s gonna make it so much easier.

[00:06:23] ’cause you can upload it every single time and remind it exactly who you are and what you do and what you’re looking to do. So I really recommend that. Another folder you might wanna keep in this organizational board that we’re talking about is wins and fails that you have done with ChatGPT. So if you did a prompt that was just awesome that you put it out and you were like, this is the best output ever.

[00:06:46] I can’t forget this prompt or, let’s say somebody shared a GPT with you that you found super helpful. ’cause sometimes when people share the GPTs, they’ll kind of disappear over time and it’s really hard to find ’em again. So you might wanna keep something like that. So keeping things like that in a place where you can easily go back and find them is really helpful, I found.

[00:07:05] Oh, I also suggested that she just start with one thing. ’cause she was saying, I wanna do blogs, I wanna do emails, I wanna do this, I wanna do that. Inside of the AI club, this is. Better advice for somebody that’s a member of the AI Club. But in there there’s different modules.

[00:07:18] So there’s ones about like email marketing, there’s ones about marketing, there’s ones about social media, there’s ones about onboarding your client financial, understanding your finances better in your practice. There’s modules for all of that. So what I was saying is for her, just start with one thing.

[00:07:33] Like, let’s focus on your blog if that’s what you wanna do. If that’s one of the things, let’s do that. Let’s go to the module in the AI club. And read all through how to like really use it for effective blog posts, like a quick workflow to help you get blog posts going all the time using ChatGPT.

[00:07:50] There’s tons of ways to do that. So I suggested starting with one thing and not getting too overwhelmed. Try to master that one thing and then move on to the next thing you’re trying to do for your private practice.

[00:07:59] And then lastly, learn how to give good feedback to your ai. So, I heard a funny joke. It’s like I say please and thank you to my ai in case it decides it’s gonna like. develop its own mind and run the world. I wanna be nice to it, that kind of thing. Be nice of course, but also give it a lot of really strict feedback.

[00:08:21] So if it gives you some output that’s terrible. For example, somebody was asking me today like, why is ChatGPT grammar so bad? It’s like, well, I’ve got Grammarly on in there. But also giving you feedback and saying That is not how I talk. You know, giving it instructions around, I want you to, you know, I’m a casual person.

[00:08:37] I’m semi-professional, semi non-professional. I always use contractions like y’all and can’t, and weave and have, or haven’t, you know, with contractions. I don’t say have not, I. We all are you all. I don’t talk like that. So constantly giving it feedback and saying, you know, when you’re talking in my tone, I want you to use words like y’all or say, Hey you guys, or common phrases that you use all the time.

[00:09:02] So when it gives you output, what happens is a lot of times people will say, this sucks. Why am I using this? This is so generic and doesn’t sound anything like me. And they’ll just like. Quit and they’ll go, you know, back to like trying to like write blog posts by themselves, which in this day and age is crazy to me to do that.

[00:09:17] Because. There’s so many tools that will save you time. So you don’t have to waste like all your energy writing a whole blog post. You know, you wanna put your voice and your personality in there, but you don’t have to spend like days doing this, not with AI on board. So giving you feedback saying, that’s not how I talk, I don’t sound like that.

[00:09:34] I want you to make sure you weave stories in that I’ve told you about before, or, you know, I’m gonna upload a story of something that happened. Me or I’m gonna upload an old blog post that I wrote before, and it’s gonna give you an example of how I talk and write. I want you to always follow that format.

[00:09:50] Give it, give it feedback around the words that it uses, right? Chat, PT loves to say game changer, revolutionize thriving. Elevation. What are some other ones? If you guys are listening, you’re probably like, yeah, I hate those. So, telling it that the big thing it’s doing right now is giving m dashes, like in the writing, it’s doing this, this long dash where normally a comma would go.

[00:10:12] So when it writes something, you can go back and say, remove all the m dashes, please. EM. Space, DASH as in M dash. It’s these long dashes and it’s a dead giveaway right now that chat, GBT wrote your content. I even forget to take it out sometimes, but you can say rewrite it, no M dashes and it’ll do that. Now. We have not figured out a way to have it, not do it at all. So good luck with that. But you can at least give it a little feedback around that.

[00:10:37] But anyway, I hope you guys find that helpful, especially for those of you that are just starting out. So those are the top five recommendations I would give if you’re trying to learn how to use AI more effectively in the beginning when you’re brand new so you don’t get totally overwhelmed with it. And we have another big announcement. Berries, you guys know, I’m the clinical consultant for Berries.

[00:10:56] We are launching our podcast between sessions with Berries. We’ve recorded six episodes. They’re so good. The people I’ve interviewed, you guys are gonna love these. It’s basically a podcast about how can we support you between sessions, Berries support you between sessions, but also there’s so many other ways to do it.

[00:11:15] So I’ve interviewed a psychiatrist. He talks about how to like, get your psychiatrist counterpart on board to help you with medications and that sort of thing, how to know when to even go to a psychiatrist or their client. We’ve had a financial advisor on that talks about how to get started with QuickBooks.

[00:11:30] We’ve had a digital marketer talk about how to just start doing social media and make it easier for you. We’ve had a couple of AI experts come in that are therapists and AI experts like me that gave some really good information on how they’re using AI in their practices.

[00:11:45] So it’s very exciting. It’s gonna drop on June 18th. Can’t wait. Of course, we’ll put the links. In this podcast, so you can go find that podcast and listen. I’m really excited. They’re all interview style. this is brought to you by Barry’s and me as the clinical consultant. So I’m really excited for you guys to hear it and to gimme feedback and tell me what you think.

[00:12:04] Alright, well I’m sorry I look terrible today. Again, I’m in the hospital. I haven’t slept for about three days ’cause I’m here with my dad. But we’re taking him home today. He’s fine, don’t worry. I will see you next week, hopefully looking a little better and give you some more great aI information and thank you for the question.

[00:12:19] The person that asked this question is super important. I forget ’cause I use it so much that these basics are really brand new to a lot of people. So thank you for asking. All right, talk to you later. Bye.