_edited.png)
How to Build and Maintain a Therapist Referral Network
Most therapists can name a few people who refer clients, but if you asked where last year’s referrals came from, you might need to do some digging.
You might be able to recall that a local pediatrician or another therapist has sent a few people your way, but do you know which referral relationships have been the most helpful? Or what happens after someone is referred to your practice?
Building and maintaining a therapist referral network isn’t just about finding more people who can send you clients. It’s about building relationships with people who understand who you serve, know when you’re a good fit, and can confidently recommend you when the need arises.
If you’ve wondered how to get referrals as a therapist beyond hoping new clients just land in your inbox, this post covers who to include in your referral network, how to build one if you’re starting from scratch, and how to tell which referral sources are working.
What is a Therapist Referral Network
A therapist referral network is a group of people and organizations who send potential clients your way because they trust you to help them.
This includes everyone from the pediatrician who suggests therapy at a regular checkup, the school counselor looking for a place to send a mother and son for family therapy, or the colleague whose roster is full and wants to recommend someone else.
Who Belongs in Your Referral Network
A good therapist referral network will look different depending on which kinds of clients you serve, though most practices draw from the same few groups:
Physicians, nurses, and medical providers: Primary care doctors, pediatricians, psychiatrists, and nurses regularly see people who could benefit from therapy and want trusted names they can pass along.
Schools, clergy, and community organizations: School counselors and social workers, clergy and faith communities, and other community groups regularly meet children and families who need support.
Other therapists: A colleague who is full, or who has a client outside their specialty, needs someone to refer to.
Adjacent providers: Occupational therapists, speech therapists, dietitians, and other practitioners might work with clients who could benefit from therapy.
How to Start Building Referral Relationships
When it comes to figuring out how to get referrals as a therapist and building a referral network, quality matters more than quantity.
Make a list
Review your notes of the referrals you’ve received in the last year and who sent them (and if this isn’t something you track, start doing so now). Then, add 5-10 others you don’t know who could be connected to those you serve. For example, if you work with teens, school counselors and pediatricians could be a fit. If you work with new parents or couples, OB-GYNs and midwives could make good connections.
Reach out with a small, specific ask
Reach out over email or phone. Share who you are, who you serve, and invite them to coffee or for a short phone call. Ask questions to better understand who they serve and which clients they have the hardest time referring elsewhere.
Share a one-page summary
Outline who you serve, insurance plans you accept, how soon new clients can be seen, and how to reach you or your intake team. Share this during or after your first conversation so they have it handy. Having this information all in one place makes it easier for busy professionals to pass on your information.
Be honest about fit
If someone refers a potential client who’s outside your scope, say so and if you can, suggest a colleague instead. Referral partners will remember who gave a useful answer, even when that answer was a “no.”
How to Keep Referral Sources Coming Back
At the end of the day, building and maintaining a therapist referral network comes down to relationships.
Start by being easy to work with. Communicate clearly and promptly. The way you communicate with your clients will carry over to those who refer them, and a referrer that sees you practice good communication will be more likely to refer to you again in the future.
Also consider how you can be useful to your referral sources. A school counselor might be interested in a list of mental health resources for families, or a physician might welcome a short phone call to discuss signs they should suggest therapy to a patient. If your own clients need a pediatrician, dietitian or other provider, send them to those in your referral network who are a good fit.
How to Track Which Referral Sources are Working
The best way to know how to get referrals as a therapist in a way you can repeat is to track which relationships lead to booked sessions.
Instead of relying on memory, record the source of every client inquiry in a system, like a CRM, and track whether it led to a scheduled session. If you know who referred the client to you, note that too.
Then, a few times a year, review the list with these questions in mind:
Who refers clients consistently? Reach out to thank them and check in.
Who sent a few clients, then stopped? Check in to see what’s changed. Their practice, availability, or the needs of those they serve may have shifted.
Where do referrals stall before the first session? If a referral source sends plenty of people who never book with you, try to identify the gap. It may be on your end in your intake process, or on the referrer's end.
Keep in mind that referral patterns can change as your practice grows and across different seasons. A provider who used to send frequent referrals may see fewer clients in the area you specialize in, a school counselor may change roles, or another therapist may expand into a specialty you once filled.
A spreadsheet can track this information at first, but that gets harder as your team and inquiry volume grow. Admirra’s referral tracking system follows each referral from source to scheduled appointment, and referral source analytics automatically show which referral sources most often lead to scheduled appointments.
Frequently Asked Questions
Where do therapists get most of their referrals?
It varies by specialty and location, but common sources include physicians, schools, other therapists, and word of mouth. Tracking your own inquiries and referrals for a few months will tell you more about your practice’s referral patterns.
How often should I follow up with referral sources?
It depends. A thank you note after a referral, a few check-ins a year, and a note when your availability changes is a reasonable rhythm.
How should I track where referrals come from?
Record the source of every new client inquiry and whether it led to a scheduled session. A spreadsheet works for a small practice, but as volume grows, you may want to invest in a CRM that tracks this automatically.
