A Map to Succeed in Small Business / Private Practice

Start UpNEXT

Route 2 Setup

How to use the mapThe following map has been designed to lead you through the processes and challenges of starting up your own small business / private practice.

Although not exhaustive, this route map will allow you to guide yourself through the most common challenges of business start up.The map is easy to navigate. The main line ----- takes you through the eight main stations to starting your own business. The lines coming off these main stations give you more specific information about individual topics.

Click on the station, or topic, you wish to find out about. Once you have read the information just click on the logo at the bottom of every page and it will return you to the main map.

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BUSINESS STRUCTURE

MARKETING

PREMISES & EQUIPMENT

SCOPE OF PROFESSIONAL

PRACTICE

FINANCE

BUSINESS PLAN

START UPROUTE MAP

BACK

MAKING A START

FINAL DESTINATION

Legal & Financial Advice

Naming your Practice

Practice Arrangements

Trading Arrangements

Who Needs to Know?

Learn fromExperience of Others

Entrepreneurship

Pros & Cons

Mentor

Networking

Grow your business

Good Luck References & Acknowledgements

Useful Contacts

Running your

Business

Finances

Vision

for your

Business

What is a

Business Plan?

Sales &

Marketing

Executive

Summary

The 7 Ps of Marketing

Why you need

MarketingWhat is

Marketing?

Which

Premises?

Viewing

Premises

Buy or Lease?

Working from

Home

Planning Permission &

Building Regulations Disability Access &

Considerations

Health, Safety &

Wellbeing

Equipment Needs

Practice Accreditation

Clinical Standards

CPD

Regulatory & Professional

Bodies

Raising Finance

Managing Finance

Financial Forecasts

Insurance

Chance to Create a Sustainable Business

Environmental

Responsibilities

MAKING A START

The Making A Start line identifies elements to consider when you are thinking of setting up in private practice.

Click on the above categories to start your journey on this line.The QMU logo will take you back to the Making A Start station and map.

• Pros & Cons• Entrepreneurship

• Learn from experiences of others

• Chance to create a sustainable business

BUSINESS STRUCTUREThe Business Structure line looks at elements involved in forming and

naming your business.

Click on the above categories to start your journey on this line.The QMU logo will take you back to the

Business Structure station and map.

• Trading arrangements• Practice arrangements• Naming your practice

• Legal & Financial advice• Who needs to know?

MARKETINGThe Marketing line introduces you to marketing and its importance to

business.

Click on the above categories to start your journey on this line.The QMU logo will take you back to the Marketing station and map.

• What is marketing?

• Why you need marketing

• The 7 Ps of marketing

PREMISES & EQUIPMENTThe Premises & Equipment line takes you through the main aspects involved

in choosing work premises and equipment.

Click on the above categories to start your journey on this line.The QMU logo will take you back to the Premises & Equipment station and map.

• Buy or lease?

• Which premises? • Viewing premises

• Working from home• Planning permission & Building regulations• Disability access & considerations• Health, Safety & Wellbeing

• Equipment needs• Practice accreditation

• Environmental Responsibilities

SCOPE OF PROFESSIONAL PRACTICE

The Scope Of Professional Practice line summarises professional points to consider within private practice & provides links to various professional

organisations.

Click on the above categories to start your journey on this line.The QMU logo will take you back to the

Scope Of Professional Practice station and map.

• Practice accreditation• Clinical standards• CPD• Regulatory & Professional bodies

SCOPE OF PROFESSIONAL PRACTICE

The Scope Of Professional Practice line summarises professional points to consider within private practice & provides links to various professional

organisations.

Click on the above categories to start your journey on this line.The QMU logo will take you back to the

Scope Of Professional Practice station and map.

• Practice accreditation• Clinical standards• CPD• Regulatory & Professional bodies

FINANCEThe Finance line provides a summary of financial considerations when

setting up in private practice.

Click on the above categories to start your journey on this line.The QMU logo will take you back to the Finance station and map.

• Raising finance• Managing finance• Financial forecasts• Insurance

BUSINESS PLANThe BUSINESS PLAN line provides a summary & guide to creating your

business plan.

Click on the above categories to start your journey on this line.The QMU logo will take you back to the BUSINESS PLAN station and map.

• What is a business plan?• Executive summary • Vision for business• Sales & Marketing• Running your business• Finances

FINAL DESTINATIONThe Final Destination line provides some final considerations before you start

your business.

Click on the above categories to start your journey on this line.The QMU logo will take you back to the Final Destination station and map.

• Mentor• Networking

• Useful contacts• References & Acknowledgements• Good luck

• Grow your business

PROS AND CONSIs private practice right for you? Elements you may wish to consider

Pros• Personal challenge & opportunity• Independence & autonomy• Flexible working hours & flexible work location• Direct ‘effort & financial reward’ relationship

Cons• Business & financial insecurity• Self finance of pension & work benefits• On going business administration• Impact on work/life balance

(Physio123, 2012)

Useful Links:• Business Gateway: Reasons why to work for yourself? • Physio123: Benefits of private practice

ENTREPRENEURSHIPAm I an entrepreneur?Yes, when you undertake and manage the risk of setting up a business, you are an entrepreneur.

Qualities of an entrepreneurMost successful entrepreneurs share certain common qualities which Business Gateway (2012) identifies as:

• Self confidence and Self determination • Commitment and Perseverance• Initiative and Judgement• Self starter

Discover how these qualities and personal skills can help you start up in business:

• Business Gateway: Match your business skills and experience

CHANCE TO CREATE A SUSTAINABLE BUSINESS

Create a business that cares

Starting up your own business offers you the opportunity to build a business based on positive social, economic and environmental values.

No matter how small your business, there are simple steps you can take to become socially and environmentally responsible, including:

• Reduce carbon & protect the environment – adopt green business • Support your community – become involved in volunteering & local charities• Improve workplace wellbeing – foster and support equality & diversity • Support other small/medium businesses – use local firms where possible

(Department for Business, Innovation & Skills, 2013)

Lead by example:Queen Margaret University is strongly committed to social, economic and environmental sustainability. To ensure quality, the university supports the following .Mission, Vision & Values

LEARN FROM EXPERIENCE OF OTHERS

Learn from both the mistakes and the successes

Speaking to those already in private practice, or to someone who has had experience of setting up a small business, will give you an insight into the realities of starting up a practice.

Suggested sources of local contacts:

Business Gateway provide a series of video diaries in which others share their experiences of setting up in business.

Business Gateway also provide access to a network of experienced business advisors who you can contact through .

• Professional Bodies

• Private Practitioner Groups (if available)

• QMU Alumni & Friends

• QMU Careers (2 year post-grad access)

Start up diaries

Business advisers

TRADING ARRANGEMENTSHow you will trade - your first important decision

The structure of your business affects the tax you pay. It is therefore extremely important to select the most appropriate legal structure.

Structures relevant to private practice• Sole trader• Partnership• Private limited company

(Business Gateway, 2012)

To consider these options further: • Business Gateway: Legal structures: the basics

TRADING ARRANGEMENTSHow you will trade - your first important decision

The structure of your business affects the tax you pay. It is therefore extremely important to select the most appropriate legal structure.

Structures relevant to private practice• Sole trader• Partnership• Private limited company

(Business Gateway, 2012)

To consider these options further: • Business Gateway: Legal structures: the basics

PRACTICE ARRANGEMENTSOther considerations for the structure

of your business

• Start up as a new practice from scratch?• Buy an existing practice?• Join an established practice?• Work full or part time?

(Santander, 2012)

These decisions will have a direct impact on your set up costs & the income you can expect to receive.

For a guide to buying an existing business: • Business Gateway: Buy an existing business

NAMING YOUR PRACTICEWhat’s in a name?

• Naming your practice needs careful consideration.

• The name will define your business, so ensure it is relevant to clients and it conveys the service you wish to provide.

• The practice name is significant for future branding & marketing.

(Hill et al, 2008)

For guidance on naming your practice:• Business Gateway: Choose the right name for your business

WHO NEEDS TO KNOW?When you make the decision to set up in private practice there are certain people and agencies who need to be informed:

• Her Majesties Revenue & Customs (HMRC) You must register your business with HMRC for business tax. This is further explained in under the FINANACE line. HMRC provides a comprehensive guide in You must tell HMRC within 3 months of starting otherwise you may face a fine.

(HMRC, 2012)• Companies House You must inform if you have decided to set up a company.

• Professional Body Your professional body may require this information to update your registration.

• Employer If you will still be working for someone else when you set up then you may be legally required to inform your employer – check your contract of employment.

(Hill et al, 2008)

‘Starting a business’.

Companies House

‘Tax, NI & VAT’

LEGAL & FINANCIAL ADVICEGetting professional advice

Getting the right legal & financial advice is an essential element in setting up a new business.

Advice is required for many aspects of business, including:

• Bookkeeping• Lease negotiations• Written agreements

For general advice on what to consider when choosing financial & legal advisers and links to professional bodies:

• GOV.UK: Set up your business – (see section ‘Working with advisers’)

WHAT IS MARKETING?Marketing is more than advertising

The Chartered Institute of Marketing define marketing as:‘’the management process responsible for identifying, anticipating and

satisfying customer requirements profitably’’ (CIM, 2012)

The goals of marketing are achieved by developing:

• A marketing strategy – how to promote the benefit of your services and meet the needs of your clients

• A marketing plan - how you put your strategy into action

(Business Gateway, 2012)

WHY YOU NEED MARKETINGAlways remember your practice is a business

Marketing will play a key role in the success of your business.

Developing a marketing strategy enables you to:

• identify potential clients• understand & meet client needs• communicate the benefit of your services• identify and address business strengths & weaknesses

(Business Gateway, 2012)

THE 7Ps OF MARKETINGSuccessful marketing addresses 7 key points:

• Product : your service• Place : location where you provide your

service• Price : cost – price - profit• Promotion : advertising • People : you/employees/clients• Process : standards of practice• Physical : workplace standards Environment

(CIM, 2009)

The following links provide an overview of marketing, how it works and its importance to your business:

• Business Gateway: Marketing

• NESTA: Worksheet 4a:Marketing mix

WHICH PREMISES?

This is a key decision and there are many elements to consider when looking for premises.

Choosing the wrong premises can be a costly mistake.

• What area?this will have an impact on the type of practice you develop

• Space?space costs – what do you really need?

• Buy or Lease?what are the financial implications?

(Hill et al, 2008)

VIEWING PREMISESThere are many things to consider when viewing potential premises:

Location:• are the premises near your client base?• are the premises near other healthcare providers, eg GP practice, to help build local business networks / referral networks?

Affordability:• can you afford rent/mortgage, business rates & utilities?• remember professional fees & insurance• will there be costs to decorate, maintain & repair premises?• will there be costs to meet the various regulatory standards?

Amenities & facilities:• is there space for car parking for your clients?

Branding & future development:• is there scope for future expansion• do the premises reflect the image of your business?

(Hill et al, 2008)

BUY OR LEASE?BuyThis option allows you more control over the use and development of the premises however it requires available capital. Business Gateway look at the advantage & disadvantages of this choice in:

LeaseThe majority of small businesses will choose to rent their premises as it is often the most financially viable option. Main considerations:• is the rent reviewed; is it all inclusive or are there hidden charges?• how long do you want to commit to the lease?• can you leave your lease early / can you renew your lease?Business gateway consider this option further in:

(Business Gateway, 2012)Ask the professionals:• Choosing the wrong property can be costly. • Consult property experts: chartered surveyor / solicitor / bank manager

Useful link:Business Gateway:

Buying business premises.

Renting business premises.

How to find premises that meet your business requirements

WORKING FROM HOMEIf your home could accommodate your business requirements, then working from home may be an option.

Advantages:• lower costs (no rental fees or commuting costs)• flexible working hours

Disadvantages:• difficulty in keeping a good work-life balance• isolation

(Business Gateway, 2012)

There are many factors to consider when setting up a home based business. The following helpful Business Gateway link takes you through the checks to do before you decide to work from home:

• Starting a business from home

PLANNING PERMISSION & BUILDING REGULATIONS

Alteration - Renovation - Decoration

If you want to make any changes to the premises, then you must follow relevant planning rules and building regulations.

You may need to apply for planning permission and/or comply with building regulations if you are considering:

• any building work• alterations of property• a change of usage.

As rules and regulations vary across regions, contact your Local Authority for guidance.

(Hill et al, 2008)

For further information:• Business Gateway:

Local authority services – ‘Planning and building regulations’

DISABILITY ACCESS & CONSIDERATIONS

Are the premises and facilities accessible?

Under the Equality Act (2010), any business that provides a service to the public is legally required to make ‘reasonable adjustments’ to the ‘physical features of your premises to better enable disabled people access to your services’.

(Government Equalities Office, 2010)

This can include ‘reasonable adjustments’ to:• entrances and exits• parking areas• toilets.

The Government Equalities Office has produced a series of guides, including a guide for business, to help explain what your new responsibilities are:

Refer to your professional body for additional guidance

Equality Act 2010: What do I need to know?

HEALTH, SAFETY & WELLBEINGBusinesses have a legal and moral obligation to provide a

safe and healthy working environment

To help reduce physical risk at work there are statutory health and safety laws which protect those affected by your business’ activities (you, staff, clients, suppliers). Duties include:

• carrying out a risk assessment• writing your business’ health and safety policy • first aid and accident guidelines. (Hill et al, 2008)

The Health and Safety Executive (HSE) provide an essential guide on health and safety responsibilities in:

You also have a legal duty of care for any employees. This involves handlinghealth & welfare issues. Looking after the wellbeing of yourself and your employees will benefit your business. (Business Gateway, 2012)

• and discuss the benefits of promoting a healthy workplace

• provide guides to ‘Health & Safety’ and ‘Occupational Health & Welfare’

Looking after your business

Business Gateway

Acas The European Agency for Safety and Health at Work

Businesses have a legal and moral responsibility for their environmental impact

All businesses have to comply with environmental legislation. Your duties of care may include:

• waste management• storage and use of hazardous substances• air and noise pollution.

Environmental responsibility extends beyond legal requirement and your business will benefit from following good environmental and sustainable practices. (Business Gateway, 2012)

In Business Gateway presents the environmental and financial benefits of:

• reducing energy & water use• reducing waste• recycling

Useful link:The environmental regulators in Scotland (SEPA) & Northern Ireland (NIEA) provide legislation information within different business areas in:

Refer to your professional body for specific guidelines

ENVIRONMENTAL RESPONSIBILITIES

‘Environmental responsibilities for businesses’

NetRegs

EQUIPMENT NEEDSEquipment needs vary depending on your profession and scope of practice.

Although purchasing the full range of equipment is tempting, it is also very expensive. It is therefore important to ask yourself:

• do I really need this piece of equipment?• how often will I use it?• will it improve the level of service I can offer clients and

thereby allow me to increase the level of fees commanded?

Once you have decided that the equipment is required, next ask:

• is it more financially beneficial to buy or to lease?(Hill et al, 2008)

Refer to your Professional Body for guidelines on equipment requirements

PRACTICE ACCREDITATIONEach profession has a different range of systems, processes and procedures that allow practitioners to deliver an effective service.

These set professional standards and guidelines underpin practice accreditation schemes which define the standards required for practice.

If applicable, joining such a scheme allows you to:

• demonstrate to clients your practice has achieved the appropriate standards

• demonstrate to authorities that you comply with relevant legislation

• use the guidelines to inform your decision on the suitability of potential premises

(Hill et al, 2008)

Contact your Professional Body for information on practice accreditation schemes

PRACTICE ACCREDITATIONEach profession has a different range of systems, processes and procedures that allow practitioners to deliver an effective service.

These set professional standards and guidelines underpin practice accreditation schemes which define the standards required for practice.

If applicable, joining such a scheme allows you to:

• demonstrate to clients your practice has achieved the appropriate standards

• demonstrate to authorities that you comply with relevant legislation

• use the guidelines to inform your decision on the suitability of potential premises

(Hill et al, 2008)

Contact your Professional Body for information on practice accreditation schemes

CLINICAL STANDARDSEach profession has their own set of clinical standards and guidelines.

They are set out by each Professional/Association Body.

Clinical standards and guidelines form the basis of practice accreditation schemes.

(Hill et al, 2008)

It is important to familiarise yourself with them as they will influence:

• the type of premises you choose • the equipment you will need• the health and safety guidelines you need to follow• the environmental guidelines you need to follow.

For Clinical Standards and Guidelinescontact your Professional Body

CPDContinuing Professional Development

‘CPD is the way professionals continue to learn and develop throughout their careers so they keep their skills and knowledge up to date and are able to work safely, legally and effectively.’

(HPC, 2012)

CPD is a requirement of all health and social care professionals.

It is important that you plan and allocate sufficient time and money to support this learning within your private practice.

You must keep a CPD portfolio to record all learning.

As a private practitioner, CPD that up-dates (not expands) your current skills and professional knowledge is a cost that can be offset against tax.

(Hill et al, 2008)

For guides to standards of CPD requirements contact your Professional and Regulatory Body

REGULATORY & PROFESSIONAL BODIES

Regulatory Bodies are independent of professional bodies. They act in the interest of the public and promote regulation. Regulatory bodies keep a register of health professionals who meet their standards for training, skills and behaviour.

Professional/Association Bodies are independent of regulatory bodies. They act in the interest of the profession and support the practitioner. Members are required to meet its own standards for training, skills and behaviour.

(GRCCT, 2012)

Click on the following professions for details of their associated regulatory & professional bodies:

• Dietetics• Nutrition

• Audiology

• Occupational Therapy

• Radiography

• Speech & Language Therapy

• Podiatry• Physiotherapy

• Art Psychotherapy

• Nursing

• Music Therapy• Dance Movement

Psychotherapy

• Hearing Aid Dispensers

DIETETICS

Regulatory Body:

Professional Body:

Suggestions of Private Practice Groups / Forums:

• The British Dietetic Association (BDA)

• Freelance Dietitians• Dietetics.co.uk

• Health and Care Professions Council (HCPC)

NUTRITION

Regulatory Body:• Nutritionists are not regulated by a governing body in the UK

Professional Body:

Suggestions of Private Practice Groups / Forums:

• Association for Nutrition (AfN)

• The Nutrition Society (NS)

• The Nutrition Society – Scottish Section• The Nutrition Society – Irish Section

OCCUPATIONAL THERAPY

Regulatory Body:

Professional Body:

Private Practice Groups / Forums:

• Health and Care Professions Council (HCPC)

• British Association of Occupational Therapists (BAOT)

• The College of Occupational Therapists Specialist Section – Independent Practice

PODIATRY

Regulatory Body:

Professional Body:

Suggestions of Private Practice Groups / Forums:

• Health and Care Professions Council (HCPC)

• The Society of Chiropodists & Podiatrists (SCP)

• SCP ‘Private Practice Forum’ members access only• Podiatry Arena

PHYSIOTHERAPY

Regulatory Body:

Professional Body:

Suggested Private Practice Groups / Forums:

• Health and Care Professions Council (HCPC)

• Chartered Society of Physiotherapy (CSP)

• PhysioFirst

NURSING

Regulatory Body:

Professional Body:• The Nursing and Midwifery Council (NMC)

• Royal College of Nursing (RCN)

SPEECH & LANGUAGETHERAPY

Regulatory Body:

Professional Body:

Suggested Private Practice Groups / Forums:

• Health and Care Professions Council (HCPC)

• Royal College of Speech & Language Therapists (RCSLT)

• Association of Speech & Language Therapists in Independent Practice (ASLTIP)

AUDIOLOGY

Regulatory Body:

Professional Body:

Suggested Private Practice Groups / Forums:

• The Registration Council for Clinical Physiologists (RCCP)

• Association of Independent Hearing Healthcare Professionals (AIHHP)

• British Academy of Audiology (BAA)

HEARING AID DISPENSERS

Regulatory Body:

Professional Body:

Suggested Private Practice Groups / Forums:

• Health and Care Professions Council (HCPC)

• Association of Independent Hearing Healthcare Professionals (AIHHP)

• British Society of Hearing Aid Audiologists (BSHAA)

RADIOGRAPHY

Regulatory Body:

Professional Body:

Suggested Private Practice Groups / Forums:

• Health and Care Professions Council (HCPC)

• Society of Radiographers (SOR)

• SOR ‘Professional Standards for Independent Practitioners’ – members access only

ART PSYCHOTHERAPY

Regulatory Body:

Professional Body:

• Health and Care Professions Council (HCPC)

• British Association of Art Therapists (BAAT)

MUSIC THERAPY

Regulatory Body:

Professional Body:• Health and Care Professions Council (HCPC)

• British Association for Music Therapy (BAMT)

DANCE MOVEMENT PSYCHOTHERAPY

Regulatory Body:

Professional Body:

• DMP is not a regulated profession. However application has been made to the Health and Care Professions Council (HCPC) for registration (click here to see application)

• Standards of Proficiency – refer to HCPC standards for Art Therapists (click here to see document)

• Association for Dance Movement Psychotherapy UK

MANAGING FINANCE

It is essential for any business to carefully manage their financial performance.

The following list provides a linked overview of the elements involved:

• Bookkeeping• Tax, National Insurance & VAT• Consider your fees• Business budgeting • Should I use an accountant?

• Business banking

BUSINESS BANKINGThe right bank and the right bank account will help in the success

of your businessEach business has its own needs, so it is important to take the time to research which bank will best meet your business needs. Business Gateway (2012) advise to carefully compare the different services and costs offered, including:

• facilities - eg debit and credit cards or telephone or internet banking• interest rates - particularly if you're usually in credit• overdraft charges - particularly if you're often overdrawn• monthly fees• additional account charges - eg for statements, cheques and cash payments• additional services - eg small-business advice

If you set up as a it may be possible to use your own personal bank account. If your bank allows this then it important to keep separate and detailed records of both personal and business transactions. (Hill et al, 2008)

finance.scotland.gov.uk provide further information:

‘

sole trader

• Understand the basics of business banking• How to choose and manage a business bank account

BOOKKEEPINGRecord the movement of your money

• You must keep an accurate record of your income and outgoings.

• You will need this information to help you complete your tax return correctly.

• Records can be kept either on paper (eg. ledger book) or on computer.

• Records must generally be kept for at least 6 years. HM Revenue & Customs (HMRC) may check to make sure you're paying the right tax at the right time and they can look at any record of the last 5 years.

(HMRC, 2012)

Important information and guidance on keeping records can be found at:

• HMRC: Record keeping (self-employed)• finance.scotland.gov.uk: Accounts management

TAX, NI & VATWhen you start a business you become responsible for ensuring that

the appropriate tax is paid

You must register with HM Revenue & Customs (HMRC) who will set up Tax and National Insurance records (appropriate to your working status) and supply a Self Assessment tax return to complete each year. The types of tax are:

• Income Tax* a tax on ‘taxable income’• Corporation Tax a tax on ‘taxable income’ of companies & organisations• National Insurance* contributions which directly affect your entitlement to certain state benefits (including State Pension). Payable with income tax under Self Assessment.• Value Added Tax payable if your turnover is more than the VAT threshold.

*If you have employees you will need to arrange their tax & NI contributions.(HMRC, 2012)

• HMRC provide invaluable information on what you will need to consider when starting a business in:

• Business Gateway also provides guides on &

Starting a business Tax returns

Tax rates and allowances

CONSIDER YOUR FEESWhen you decide on the prices to charge for your services, remember what is required to provide that service and the costs you need to cover:

• your clinical knowledge and skills• your time• variable costs (eg strappings, dressings etc)• fixed costs (eg rent & rates, CPD, marketing, administration etc)• Pension/Tax/NI payments

Market influences can also determine your fees (eg what other practices charge and what patients are willing to pay).

(Hill et al, 2008)

Your professional body may also be able to advise on current fee scales.

In addition to setting fees, consider what forms of payment you will accept and discuss the options with your bank.

BUSINESS BUDGETINGControl your cash-flow

A business budget allows you to carefully control and manage your finances.

It is a plan of the financial outcomes you want your business to achieve.

Business Gateway advise to keep your business budget simple and focus on two questions:

• what are you expecting to earn? Income• what are you expecting to spend? Expenditure

Your expenditure will include costs such as rent, equipment, professional fees, wages, tax, advertising, website management etc.

When you have your budget you can use it to inform business decisions (such as reducing costs) and compare future incomes to budgeted incomes and identifying areas that require attention.

(Business Gateway, 2012)

For further information:

• finance.scotland.gov.uk: Business budgeting

SHOULD I USE AN ACCOUNTANT?To decide if you need to engage an accountant you should ask yourself:

‘Would my business benefit from professional support?’

Accountants complete your end of year accounts and can provide professional advice on how to best manage your business finances.

Small companies with a low turnover are not required to have their accounts prepared by an accountant, so you can choose to complete them yourself.

(Hill et al, 2008)Your decision will be influenced by:

• your financial situation• yours skills and confidence in performing the task• the time demands of performing the task• the needs of your business

(Business Gateway, 2012)

Useful links:• finance.scotland.gov.uk provide further advice in:

• For advice on completing your own tax return:Choose and work with an accountant

HMRC

RAISING FINANCEHow will you fund the early stages of your business?

Every new business needs money to cover the initial start up costs and fund the early stages of running the business. You will need to:

• identify your start up costs – what are they? how much? how will you fund them?• create a Personal Financial Forecast – expected costs to cover living expenses• create a Business Financial Forecast – expected income/expenditure & cash-flow

Once you know how much you need, your options for raising funding are:• use your own money• borrow from a bank• non-bank borrowing (eg friends and family, outside investor)

(Business Gateway, 2012)

For further information:• Business Gateway provide guidance in and various helpful links on raising finance in • finance.scotland.gov.uk provides valuable guidance on raising finance for new

businesses in:

Funding and financing

Are you ready for financing? – ‘Support for start ups’

Surviving until my business is off the ground

FINANCIAL FORECASTSWhen you plan your business, creating a financial forecast helps you to:

• raise funding from a bank or investor for ‘start up’ costs• monitor the performance of your ‘up and running’ business

There are 3 types of forecasts to focus on:

• sales – how many clients you expect to see and at what charges• profit and loss – expected income and expenditure• cashflow – the pattern of income and spending and your ability to pay bills

When you start up a business it is your responsibility to understand and have full control of the money coming in and out of your business. Well managed finances will allow you to make effective decisions and keep your business successful.

(Business Gateway, 2012)

For further information:• Business Gateway provide a summary of as part of their guide to preparing a business plan.

Financial Forecasts

INSURANCEProtect you.

Protect your business.

Insurance cover protects you and your business. Not only is it highly recommended: in certain circumstances, it is a legal requirement.

Examples of compulsory insurance:• employer’s liability• medical malpractice• public liability• motor insurance

Examples of recommended insurance:• buildings and contents • tax investigation insurance

(Hill et al, 2008)

To ensure that you get the right insurance:• consult an insurance broker• contact your professional body for guidance on the required cover

WHAT IS A BUSINESS PLAN?• What is a business plan?

A business plan is a professional document that sets out what your business is, your short & long term goals for your business and the mechanisms used to achieve them.

• Why do I need a business plan? It is a vital part of any business start up as it allows you to identify and focus on the key aspects of developing your business. It also helps you recognise possible problems or missed opportunities.

• Who is a business plan for? For investors/potential buyers/potential partners – provides all essential information.

For you - sets out a clear set of goals & forecasts that allow you to monitor progress.

• What to include in your business plan:• Executive summary• Vision for business• Sales and Marketing• Running the business• Finances (Business Gateway, 2012)

Useful information:• Business Gateway provide a guide to developing a business plan in which also includes a to download

business plan template

Prepare a business plan

EXECUTIVE SUMMARYThe executive summary is an overview of your business.

It should provide the key aspects of your business plan and present them in a clear and concise manner.

The statement should summarise:• who you are, yours skills and experience• the business you want to start• what services your business will provide• how you will deliver these services• who your clients will be• why clients will value your services• how you will make a profit

(Business Gateway, 2012)

Useful link:• Business Gateway provide a guide, links & videos to explain the elements of

developing a business plan in:

Prepare a business plan

VISION FOR YOUR BUSINESSThe vision you have for your business explains more about your business and

how you believe it will develop.

Within this section:• sum up your business idea• explain how and when you are going to start the business• explain your services and benefits to clients• explain why clients will choose you and why your service is different• provide business aims and show what you want to achieve

- where do you want to be in 1 year?- where do you want to be in 3-5 years?- create aims that are measurable to allow later comparison

• explain how you will meet any legal and insurance requirements (Business Gateway, 2012)

Useful link:• Business Gateway provide a guide, links & videos to explain the elements of

developing a business plan in: Prepare a business plan

SALES & MARKETINGBeing a good clinician or professional is not enough for a successful private practice – you must also develop a fundamental understanding of how to

market and sell your services to help you find and keep your clients.

The elements of marketing are summarised in the line and links are provided for further information.

Within your business plan, the sales & marketing information required includes:• a summary of your market research• profile of your potential clients • profile of your competitors• market risks• pricing• promotion & advertising (eg website)

(Business Gateway, 2012)

Useful link:• Business Gateway provide a guide, links & videos to explain the elements of

developing a business plan in:

Marketing

Prepare a business plan

RUNNING YOUR BUSINESSRunning a business is hard work

If you are a sole trader, then many of the everyday activities required to keep the business going will fall to you. In addition to your clinical skills, you should demonstrate any managerial and financial skills, or who you will be outsourcing to for assistance.

When completing this section of your business plan include:• your role (skills and experience – clinical/financial/managerial)• outsourced roles (eg bookkeeping) • premises (cost of rental or purchase)• suppliers (main suppliers and credit terms)• equipment (cost and how it will be funded)• managing operational risks (possible problems and solutions)

(Business Gateway, 2012)

Useful link:• Business Gateway provide a guide, links & videos to explain the elements of

developing a business plan in:

Prepare a business plan

FINANCESSetting up and running a business costs money

A full understanding of your business finances is essential. Creating a detailed breakdown provides key information for lenders or investors and enables you to monitor the on-going performance of your business.

The elements required to effectively manage your money are summarised in the line and links are provided for further information.

For the finance section of your business plan detail the following: • start up costs• personal financial forecast• profit and loss forecasts• sourcing finance• cash-flow forecasts• managing financial risks.

Useful link:• Business Gateway provide a guide, links & videos to explain the elements of

developing a business plan in:

Finance

Prepare a business plan

MENTOR• What is a mentor?

Starting up in private practice can be a daunting task and it is good to have someone experienced to help guide you. A person who is willing to take on this role is called a ‘business mentor’ and they can have a positive impact on both you and your business.

• Who can be a mentor? A mentor can be someone you know within your profession who has already established a private practice. It could also be friends or family members who have small business experience.

• How and when do you meet your mentor? Meetings can be done face to face, by phone or online. They can be formal or informal and arranged to suit both parties.

A mentor can be as involved as you both want them to be and, alongside other professional advisors, can be instrumental in the success of your business.

(Business Gateway, 2012)

For further information:• Business Gateway provide a summary of the potential role a business

mentor could play in the set up of your business in:Business mentoring

NETWORKINGContacts and Support

Networking can help you to:• Build your business When you start your private practice you should aim to create a network of professional contacts who have the potential to provide you with referrals. These contacts could include the local GP practice; physiotherapists and others within your profession who practice locally. • Provide a network of support Working as a sole practitioner can be isolating, so it is important to create a network of support. Make contact with others in private practice (there may be a local private practice group within your profession or local branches of your professional body). Keep in touch with fellow graduates – they may be in a similar situation. Business support can also be provided by local business networks. • Engage with the community Taking an active role in the local community can provide community support and loyalty for your business.

(Hill et al, 2008; Business Gateway, 2012)Useful Links:

• QMU: Alumni & Friends

GROW YOUR BUSINESSShould you expand?

Once your practice is established you may want to consider growing your business. It must be done at the right time for you, and based on the strengths of your business.

Possible options for future growth include:• employing staff (ensuring equality and diversity) • engaging a self-employed associate• expanding your premises or purchasing new premises• selling part of the goodwill.

If you regularly monitor your business performance, you will recognise the point when expansion may be a consideration.

For further information:• Business Gateway provide information and guidance on assessing when to

take your business forward in:• Acas provide information and help on hiring and managing people in:

Growing a business

Tools and Resources – Help for small firms

USEFUL CONTACTSThe following pages provide a link to some of the agencies, organisations and helpful bodies recommended within this

guide:

• Business

• Regulatory / Helpful Bodies

USEFUL CONTACTSBusiness:

 

  

• Business Gateway – Scotland (Lowlands) Comprehensive advice, help and support for new & growing businesses in Scotland.• Highlands and Islands Enterprise Information – Scotland (Highlands) Scottish Government’s economic and community development agency for north & west of Scotland.• GOV.UK - England Comprehensive advice, help and support for new & growing businesses in England.• nibusinessinfo.co.uk – Northern Ireland Comprehensive advice, help and support for new & growing businesses in Northern Ireland.

• business.wales.gov.uk - Wales Comprehensive advice, help and support for new & growing businesses in Wales.

• Invest NI – Northern Ireland Provides strong government support for business.

• Federation of Small Businesses The Federation of Small Businesses is a membership organisation that provides legal protection and business benefits.

• The Princes Trust – Scotland (Explore Enterprise Programme) Supports unemployed young people aged 16-25 in exploring the idea of becoming self-employed.• The Princes Trust – England/Wales/Ireland (The Enterprise Programme) Supports unemployed young people aged 18-30 in exploring the idea of becoming self-employed.

USEFUL CONTACTSRegulatory / Helpful Bodies:

UK Environment AgenciesRegulatory agencies which help businesses understand their environmental responsibilities:

Health and Safety Executive (HSE)Enforcing authority responsible for inspection & enforcement of Health & Safety regulation.

 

HM Revenues & Customs (HMRC)Government agency responsible for collecting tax – provides a wide range of help and support for those starting and running a new business.  

 

• Scottish Environmental Protection Agency (SEPA) - Scotland • Environment Agency – England & Wales

• Health and Safety Executive - HSE

• Northern Ireland Environment Agency (NIEA) – Northern Ireland

• HSE – Working with Scotland• HSE – Working with Wales• The Health and Safety Executive for Northern Ireland – (HSENI)

• HMRC – ‘Starting a business’

GOOD LUCK

Planning - Enthusiasm - Determination

Setting up in private practice and beginning your own business can be an exciting and fulfilling journey. There are many factors to consider and hopefully this Route Map will have highlighted some of the main elements required when

you start up in business.

If you decide to that setting up in business is right for you – plan well and approach this process with enthusiasm and determination.

Good Luck

REFERENCES and ACKNOWLEDGEMENTS

The following pages provide a list of the references that credit all sources of information used in this work and the relevant acknowledgments to those who helped produce and create

this resource material:

• References

• Acknowledgements

REFERENCESBusiness Gateway. 2012. [online] Available at: http://www.bgateway.com. [Accessed May 18 2012]

CIM. 2009. Marketing and the 7 Ps - A brief summary of marketing and how it works. [online] Available at: http://www.cim.co.uk/resources/understandingmarket/definitionmkting.aspx. [Accessed May 18 2012]

CIM. 2012. Definition of Marketing. [online] Available at: http://www.cim.co.uk/resources/understandingmarket/definitionmkting.aspx. [Accessed May 18 2012]

Department for Business, Innovation & Skills. 2013. Every business commits. [online] Available at: https://www.gov.uk/government/publications/carbon-emission-and-sustainability-advice-for-businesses. [Accessed June 11 2013]

General Regulatory Council for Complimentary Therapies (GRCCT). 2012. Regulator or Association: What is the difference. [online] Available at: http://www.grcct.org/difference.htm. [Accessed May 18 2012]

Government Equalities Office. 2010. Equality act 2010: What do I need to know? Quick start guide for businesses who sell goods and services. [online] Available at: http://www.homeoffice.gov.uk/publications/equalities/equality-act-publications/equality-act-guidance/business-quickstart?view=Binary. [Accessed May 18 2012]

Hills, K., Swaffin-Smith, C., Thomas, A. 2008. Private Practice Handbook. London: The Society of Chiropodists and Podiatrists.

HMRC. 2012. Record keeping (self employed). [online] Available at: http://www.hmrc.gov.uk/sa/rec-keep-self-emp.htm. [Accessed May 18 2012]

HMRC. 2012. Starting a business. [online] Available at: http://www.hmrc.gov.uk/startingup/index.htm. [Accessed May 18 2012]

HPC. 2012. Continuing Professional Development. [online] Available at: http://www.hpc-uk.org/registrants/cpd/. [Accessed May 18 2012]

Physio123. 2012. Benefits of private practice. [online] Available at: http://www.physio123.co.uk/private-practice-resources/benefits-of-private-practice.html. [Accessed May 18 2012]

Santander. 2012. Santander business guides, Industry Sector: Chiropodists. [online] Available at: https://www.alliance-leicestercommercialbank.co.uk/bizguides/full/chiropodist/index.asp. [Accessed May 18 2012]

ACKNOWLEDGEMENTS

Thank you to all who contributed to this resource, especially:

• Di McMillan (Project Officer)

• Working Group: Roni Bamber (Chair), Judith Lane, Jo Rowley, Lande Wolsey