Solo Practice Demo

Welcome to my demo of therapy appointment focused on solo providers. My name is Denise Hoyt, and I am a mental health provider. I have been a therapy appointment customer since two thousand and ten with both a solo as well as a group practice. And my goal today is to show you through the features of therapy appointment that are going to save you time so you have time to do what you love. Now if you're a group practice watching this, go ahead and watch. Just realize I'm not gonna cover those group features that therapy appointment offers, so you'll wanna schedule a a personalized demo to see those. Now there's a few things that therapy appointment understands you might need if you're new to private practice especially, and therapy appointment's gonna provide those to you for free. Number one, with your EMR, you need expert support and expert onboarding. So therapy appointment has that when you set up an account therapy appointment, they're gonna reach out to you in email and a phone call asking you to schedule some onboarding time so it can help you make sure your account's set up the way you need it and walk you through any of the training and issues that you might have or questions that you have. Also, our experienced support team is here to answer questions as you go along. And if you're doing any insurance claims, our support team has professional insurance specialist on staff so that if you get stuck or need answers, they're there to help you out. Now the second thing you need is a good website. And let me take my picture away here. So a good website is what Therapy Point may give you. And the nice thing about it is it's free. And you can take this template, and you can host it on your own platform for typically less than twenty dollars a month. I know that web web flow is one of those that I have used, and it's about, you know, eighteen dollars a month to host your own account. And if you're ever not a therapy appointment customer in the future, it's still yours to use. So you can, take this template, upload it to Webflow, and then just edit it with your information that it's already set up with SEO search. And and you'll have these, buttons that you can link to your therapy appointment account so clients can go ahead and get started. And so when you do that, what's gonna happen is it's gonna open up into your platform here, your client portal. And what you ask a client to do here depends on your settings. Like, have mine set to call my office. This one is set to go ahead and register. I could also have it set to allow clients to book appointments. So it really depends where you're at in your practice. I'm personally at a place in my practice where I just take clients by referral only. So, it's a phone call rather than just letting anyone go ahead and book an appointment with me. The other thing you need is a library of templates for you to use to for your informed consent forms, your assessment tools, all of that documentation that you need clients to give you when they register to become a client. So therapy appointment has those all ready for you. Let me give you a view of how that works. In your settings area, you have a section called templates. And one of the templates you have is called online forms. And so you can come here and, hey. Let's get started with a template. I'm just gonna go to therapy appointments templates here. But there's all these different assessment tools and intake forms and form consents. If you're taking integrated credit card processing, that's all built into Therapy Appointment. So you have it here and you can let's say that you are gonna use Therapy Appointments AI Notes. So here is a preview of a consent for using AI notes with your client. So it's all prebuilt here for you. The wording's all there, and it's filled out with those signature sections and everything. So all you have to do is say use template, and you're able to set templates up and edit them in any way. So if you wanna change the language or you wanna add sections to it or remove sections, you can do that. And you can also say, hey. This needs to go out to every one of my new clients. I want it to be included in that new client packet. Okay? And then if you're in a group practice, this would be shared with the entire practice. So what you're able to do is publish that document. That way, when you have a new client, whether they're starting from your website to become a client or you're taking a call over the phone, then what that allows you to do is when you have a new client, let's say I just took a phone call, I can just put their name in here, a date of birth, and an email address, and then it's gonna send the forms that I need to send as part of that intake process when I click save. And at that point then, this client is going to be in my intake wizard. So I can see when that where that client is at in getting things done for me. For example, let's look at my list. Rocky Raccoon is eighty percent done. And what's happened here is he's registered in the portal. He's completed all his documents. I can go look at his answers. He's put a credit card on file with me. I just need to verify his insurance because I take insurance. And so I can go in and verify his insurance right here in therapy appointment. You know, looks like he has a certain insurance company set that up so that that's where the claims go. And I can even verify benefits right within therapy appointment itself. Now you have settings in therapy appointments so that you can tell it exactly how you want to behave and how you want your client portal to behave. In fact, I'm here in the settings and I can go down to this client registration section and I can give it some rules. So if I am inviting a client to register with me, what do I wanna ask them? I take insurance. So yes. I'm requiring them to put a copy of their insurance card if they say they have insurance. I'm requiring them to put a credit card on file. I'm requiring them to complete and sign forms. I'm making it optional for them to give me a photo ID. But then that public registration side where you might have a client starting at your website to become a client with you, depending on your state rules, you may want to have some options. In other words, in my state, personally do not allow clients to sign informed consent forms or anything like that until I've vetted that client to make sure they're a good fit for me. Otherwise, they're legally my client even though it might not be like I don't work with children. So you want to make sure that you have those options. So you can set up your rules according to how you want it to work from those two different ways of clients getting registered to become your client. Now while we're here, let's take a look at the client portal itself. Now realize that I am logged in as a as a as a client here in this example. And you have rules you're set up what even portrays in this client portal. If you don't take insurance, then the client won't see anything about insurance. If you don't do any billing or charge clients for some reason then they won't see any of that in their portal. So it really is customizable to what you need it to show your client. But this is just a look around at this client. They don't have any upcoming appointments scheduled yet. If they did, they'd see them down here and see if it was at in person in the location or if it was telehealth. They'll see that they have a responsibility. And because I'm connected with credit card payments and therapy appointment, they could go ahead and make a payment on their account here. If they have questions, they have options such as scheduling. So maybe you're a private you're a solo practitioner but you have admin working with you so maybe those scheduling questions need to go to your admin team or those billing questions go to your admin team. You don't have to allow clients to send you messages from the portal at all. Additionally, when a client logs in, they can see their message inbox in the top right. They can schedule a new appointment if you're allowing that, right? So let me show you how that works. They click schedule new appointment. Now I want just to assure you that this works optimally on a phone or tablet for clients. I am on a wide desktop here, but it really does, work well for on a phone or tablet for a client. But let's say they're looking for an appointment and, what type of appointment? Maybe you want an in office appointment. Maybe you offer different types. I allow clients to schedule into maybe a couple of different session types just so they know what that's going on with, but it's up to you what shows up here. So let's say we're doing this one. And, this one, I'm requiring people to do that in person. So let's just go back to the psychotherapy one. And then clients can see on the calendar down here what is available. So let's say they wanna see if they could get in on Wednesday and here's the availability on Wednesday. They can see the times available and I'm allowing them to schedule either into telehealth or an in person appointment. So let's just go ahead and click that, book it and so now the client's on your schedule and they can see that future appointment scheduled on their home page, right? The fact that it's in person and where that location is. If you do take insurance, clients will give you that insurance information when they register and this is a copy of what the client already has on file. So if they need to change that, maybe their insurance changes or they would need to add a secondary insurance, they can do that right from the portal. They also have a message inbox. So when you send them a message, they're gonna get an email notification of a message waiting. It'll bring them right into therapy appointment so that they can respond to that message. Okay. And the other thing is those forms. Now this client has completed a lot of those forms and documents, but these are some that they haven't started yet. We have one, a client's cell biography, that the client did start but hasn't finished. So the nice thing is if a client does get interrupted in doing any of their forms, therapy appointment save their, does save their work. So if they come back, it's still filled out. And you can make sections required. In other words, hey. Make sure that the client fills out certain things that they can't just leave it blank. Right? So that's a little look at the client portal and therapy appointment. Right now, I'm showing you the home screen. So when you log in to therapy appointment as a clinician, what you're going to see on your screen. So remember, as a private practice, you're both a clinician and you're your own administrator. So what you see on your your screen is going to be the left side is about the clinical stuff you need to do. So your schedule for today, like I had an appointment with Nelda Newby. I haven't finished that session note yet. So color is going to be used by therapy appointment to draw your attention to what needs urgent attention in red down here. What needs attention soon, which is gonna be orange. Green means you're all done in those tasks. Nothing to worry about. And blue is information for things coming up or that you might need to take care of, but that are less urgent. So as we're looking at this, you'll see I have at the top right, I have my messages inbox here. We use that plus new button earlier to add a new client into the system and get them started on that intake process. If you're a prescriber, Therapy Appointment does offer e prescribing, and you will have this little RX symbol here and what you'll have here is to go into your prescriber reports and notifications from here and I'll show you when we get into the client record where you'll see that e prescribing section. You also have your settings and your personal information. Over on the left, you're gonna see your static screen to show you the different sections and therapy appointment that you might wanna look at. And the blue button down here always gets you that help and support you need. And, if you go to our help center, you can schedule one on one support twenty minutes of time that you are one on one on an online meeting with a support team member helping you through or helping you train. On the right side is about your administrative functions. If you take insurance, you'll have a section on the bottom right about, pre authorizations that are expiring. So if you're doing EAPs, you know, you'll only get a certain number sessions. If you're doing psych testing, usually get a certain number of sessions. So we can let you know when that is approaching. Clients who've registered but you haven't done their benefits or insurance verifications yet. So if you click into that, that'll just take you to that information and you can it's all hyperlinked. You can click right into that client and get that information in there that you need or do the tasks that you need to take care of. The other thing is we saw that intake wizard earlier. You also have a client retention report. So these are clients who've been coming in regularly but haven't been in in two weeks and aren't scheduled for an appointment in the future just in case you wanna follow-up with them. Maybe you need to move them to inactive. Maybe you've finished therapy with them. Maybe you wanna send them a message through the portal. Maybe you're on vacation and you want to snooze this for a couple of weeks to remind you later if they still haven't scheduled. So that's what you're going to see on the home screen here as well as some helpful getting started tool tips that you have steps that you can complete to help you get your account set up. Let's walk through scheduling a client in the calendar and therapy appointment. So the calendar is very colorful and that's on purpose because with the calendar, therapy appointment is showing you process. And so appointments are gonna start out blue in color. And as you take action on that appointment, they're going to change color. So the appointment on Tuesday, that's orange. Payment was taken for that appointment, but I still haven't written that session note yet. Thus, it's orange. Okay? It's a to do item for me. The green one on Monday, that was a client. I have finished my documentation on that client. The client had insurance, and so it was an insurance reimbursable session. So it created a claim for me. So when it turns green, that means I'm done, and it was an insurance session. And that lets me know that therapy appointment has that claim waiting for me to review. Down here, we see Trent. He is a red, and he's marked as a late cancel. So he's someone that, marked as a late cancel. I could automatically charge that to his credit card on file if you want to, and then I had a meeting block down here. Now the calendar also allows you to import your personal calendars like Google, Outlook, iCal, others so that you can have a view of your personal calendar as an overlay in your therapy appointment account. So the other thing is this colored background area. This is about your availability and this is important for three reasons. Number one, if you are allowing clients to self schedule appointments, they can only self schedule into this blue colored area here in my calendar. But additionally, it can limit. For example, I can come in here and say, Yeah, on Thursday mornings I'm available from eight to twelve and I'm allowing clients to self schedule and they can schedule in person or in telehealth. But if I go here to Friday, I'm only doing in person appointments and maybe Friday afternoons, I don't want to to allow clients to self schedule into those slots. So I can really set rules here for what I want and where clients can self schedule. Let's go back to my calendar now and let me show you how to put a client on the calendar. So remember, you can allow clients to still schedule if you want. But if you wanna put a client on the calendar, just click into a time slot, a few letters of a first or a last name, and that's gonna bring up options for you. I just have one. Here it is. And the last time I saw him, we had scheduled for this type of service as a telehealth session. Actually, we're doing something different today, so I can change this. Right? I want him to come in for a nine zero eight three seven. It's gonna be in person. If I wanna book this out for repeating appointments, I can do that. If I need to change any details on this, I can do that. But we'll just go ahead and click on that and book it. Now if it's booked and I'm talking to that client and they're like, wait a minute. Anything a little later in the morning, I'll be like, yeah. How about an eleven? And they're like, perfect. So I can move that appointment to a new time just by dragging it and dropping it anywhere on my calendar. Now blue means I haven't started a process with that client yet. So I haven't finished documenting a session note. There wasn't any payment taken. So it's just like there was an appointment, but nothing happened with it. So what's the process of seeing a client? Well, where do you wanna work in therapy appointment? I personally like to work from the calendar. So if I'm here on the calendar and it's time to see Peter Piper, by the way, I have him scheduled as a telehealth session. You can see the little camera icon right here. I have a little alert for my for myself here that to remind me of things I might want to take action on, kind of administratively there. So if I click on top of this appointment, it's gonna open up a summary of today's appointment, and I can start that telesession from here. I could go ahead and take payment. I can start charting. I wanted you to see that you could also do that same thing from this home screen. We'll see that Peter Piper, it's time for his session that's highlighted in blue. And if I click on top of that, I get that same information to go ahead and start that session. Couple of other views, a today view, which kinda blinds your screen so that if someone's looking over your shoulder, such as a client in your office, you can have it set to here. And I have that same information in front of me. I personally love the autopilot. And why I love the autopilot is because it keeps time for me. It can even let me know on my session. I should be ending by giving a little chime. I can quickly view the last session note from here. I can see the client's already scheduled for their next session on May sixth at one o'clock. And if we need to change that, I could change that, but I can just confirm that with the client. And then if I click view appointment, I get that same screen to go ahead and take action on things I need to take action on. So let's go through that clinical process for the day. Let's say it's time for me to see Peter Piper. So I have him scheduled as a telehealth. Therapy appointment offers two options for telehealth integration. One is a native in therapy appointment. And if I click start session, let me just show you what it's gonna look like. This is the telehealth interface. The clients are going to get their reminders that they have telehealth appointments. They're going to get their link sent to them and they'll get that link fifteen minutes prior to the appointment. It takes them into the portal so they can pay their balance in there, right, get documents done, whatever they need to do first. But therapy appointments telehealth can host up to forty nine participants, right? So if you're doing groups or families that's a necessity to be able to have multiple participants in here. You have breakout rooms if you're doing more than two groups. You can record the session and store the recording next to your session notes. If you have a clinical supervisor who you need to show that to later, you can give that clinical supervisor a login to Therapy Appointment. They could go watch that and then they could delete it when they're done. Whiteboard, screen share, blur your background, put your own background in there, invite additional participants. So maybe you just were going to see one person today but someone else needs to join as a family member. You can send them an invite right from here, chat, drop documents, and even run polls. So a question I get quite often is, can I have my telehealth session and document and therapy appointment at the same time? And the answer to that is a resounding yes, you can. So the answer to that is a resounding yes. I do it all the time. So let's go back. And what I'm gonna do here is just show you the most, just the most direct way and the way I do it in therapy appointment. So I have my clients have cards on file. So I just hit the start charting button. Now this is a note format that therapy appointment's taking me to because I used this format last time. So it's assuming I wanna use that same note format, but I have some different choices of note, and you can make your own note format. If you wanna use AI notes, that's available in this progress note or in this narrative note. K? So in the progress note, I have the option to recode my session. Maybe it ended up being something different. And there's a section up here that is things that insurance wants to make sure you're typically documenting. This is prefilling from last time for me in order to save me time. Okay? So, I can look at this and update anything that's done. Now, down here is a place where I can write my narrative about today's session. And, so I can just type. You can have some templates here. Maybe you wanna pop in, like, a burp note template or something like that to follow your documentation, or you can use AI notes in therapy appointment. So if I were to click this button, therapy appointment can listen to my session. So this works in in person as well as telehealth. It listens to my session. And then when I'm done, I'll just say generate note. While I it's generating that note, I can go do other things like check my client out, go get them scheduled, any of those things that I need to do. And then, when I come back, I can edit that note and make it so that, that note has exactly what I want to put in. Here's an example that I'm just gonna copy and paste in because we're not having a therapy session. So if I asked AI to record this, it's gonna come up and say, there was nothing of clinical relevance in there. So here is a real life example of what it came up with me for me from a client section. And I read this and and said, hey. It's better than I could I would have done on my own. So I can tell AI to, you know, hey. Focus this more on medical necessity, any of those kind of things. Right? So here it is. And then right here, I don't have a treatment plan on this client yet. So if I need to create one, I can do so once we, kinda finish up the note here. There's also room for private notes that don't get included in a records request. And so when I hit continue, what I am able to do here is preview what's going in that note. And then, if I do need to create a treatment plan for the first time, I can click this button and go ahead and create that treatment plan when I'm done. But here is my signature line is going to go here. This client owes twenty five dollars copay for today. I have their card on file. They haven't paid for today's session yet. So this is telling me that, hey, we'll go ahead and charge that card when you finalize and lock that note. And if you wanna go ahead and create a treatment plan, then just go ahead and hit finalize and lock. And then it's going to take me. It's gonna charge that card, and I'm gonna say, yeah, let's create a treatment plan. There's a lot of different templates that are available in therapy appointment. I'm just gonna pop one in here. And so I can go ahead and create this treatment plan. There's also one that you could copy and paste and have AI make one and just copy and paste that treatment plan in here as well. Let's go back to my calendar real quickly, and we'll see that Peter Piper went from being blue to green. K? Because I completed my note with him, that means it created a claim for that session. I'm gonna go to my home screen so we'll see that, hey. It's telling me I still need to write that note on Nelda from earlier. And I have a note from way back, a few days ago on Cam Court that I need to finish. So, let's take a let's take a look at that. K. And, we'll go ahead and see that. Yep. We're gonna do it. So let me finish that note. Maybe I had AI do it, but I just haven't put the summary in there of it yet. So we'll go ahead and do that same thing from here. Now the other thing you have is maybe you want to save this as a draft and come back later. So when we're looking at a client, if you are doing e prescribe, I just wanted to show you that in that client's profile there is a e prescribe button here. And let me go to a different client. I just don't have it set up on that one. So there's an e prescribe here. And so what this is, is it's bringing up the information on that particular client so that I can look at drug galleries, what pharmacies, has their insurance coverage details for their pharmacies. You can add patient prescriptions from here and patient notifications. Now I can't really submit anything so I'm getting some errors in here because I can't. I'm not a prescriber, right? So Proven Send, Print, Inactive Medications or Medication History, all of that is showing up here so that you can manage that e Prescribe section. Alright, So next thing, let's go to billing. Now if you are doing insurance billing, your billing screen is going to look like this. If you are not dealing with insurance, then you're not gonna see anything over here on this claim action section or the insurance policy section. You're basically gonna see this list of balance and credits due. So let's focus on the claim cycle. So this is your claims pipeline. When therapy appointment creates a claim, what's gonna happen is it's gonna scrub that claim and make sure that it would even pass getting through to the insurance company. So that's what we're seeing here is it held one of my claims because, we have Nedra Nuby here. It's gonna tell me what the problem is, and the client address is missing or incomplete in their profile. So this would be an example of not having a client register in the portal because they're required to put those fields in for you. Right? But you can fix this. It'll fix it on the claim and in the portal and send that on out for you. So as claims are ready, you'll see where it says submit six claims. So these are all claims that are ready to go to the insurance company. It allows you to view what you're going to see, what's going in that claim. These headings are usually the biggest thing, you need to know about billing insurance and what you're billing. Right? So whether you're doing it yourself, I've been doing my own billing since two thousand and ten. I'm a little nerdy. I love it. And so what's going out on that claim? And if I happen to find anything that needs fixed, I can go ahead and edit that and put it on the claim, which is going right here. So I would just click on this, hit view. This is a claim editing tool, and I can help you out. I mentioned earlier that we have a whole team of insurance experts on, working in our support team here at Therapy Appointment. And so if you have questions about a process, they are happy to answer those questions and they're gonna answer them really fast. They are actually waiting for your questions to come in and they'll send you step by step instructions on how to get something. You can also schedule one on one meeting with them so that you're walking through different things together. Let's go back to this billing screen. If I am ready to submit all these claims, everything check marked is just here. If there's something I don't wanna send out, just uncheck it. And now those claims are on their way to the insurance company. And this is a look at all my claims I've sent to the insurance company, but that haven't yet been paid by the insurance company. Right? So I can always keep an eye on this. Now honestly, I don't worry about anything on my claims until therapy appointment tells me I need to. So I would, if something got rejected, it would pop right back in here. Therapy appointment would tell me the reason. I can change it and send it back out. I don't have that happen very often honestly. Submitted, what this means is this is kind of like a total amount that's been submitted. Aging claims, so these are claims that a therapist appointment is noticing, hey, you haven't recorded any payment for these yet, so you might wanna follow-up on those. Right? So I'd wanna look into that, make sure my claim got where it needed to go. Again, I rarely have anything that I need to do that with in my practice. So the biggest thing I love is auto posting. So therapy appointment will show you how to tell your insurance companies to when they pay you, right, the insurance companies are gonna pay you at that they send you the money, but they can send therapy appointment the explanation benefits. And therapy appointment reads it and automatically post it for you and updates everything. So I really honestly come to this page, and if I don't see anything that I need to work, I know I'm all all good. Right? You can also keep a quick look at balances and credits due by clients from here and credit cards that are expiring soon. So if you it's always good to look at that probably weekly. Make sure you can even reach out to those clients right through here to say, Hey, let's send a reminder email to a client to update their card on file in the portal. I can put a billing note to remind myself about those kind of things. So that's a nice tool to be able to use here. You can also create statements to a single client or a batch of statements to your clients from here. I just wanna let you know, therapy appointment does train you on how to do billing and work in your account. So no worries. We'll get you where you wanna go. Reporting. So reporting is in therapy appointment is that's the last step. Right? It turns everything that you did into reporting for yourself so that when we look at it, we'll be able to see, kinda keep track of your income for the last thirty days. I come in here. I love using this income summary report because what it's going to do for you is I don't know about you, but when it comes time to doing my taxes, I need to run quarterly reports or look at last year's income. Right? So it's all in therapy appointment for me. I can click in it and take a look and say, yep. Here is my total income. How much came in from clients? How much came in from insurance income of those clients who paid? How much of them paid? What and when? That's all gonna be part of it. So you have all those important details at your fingertips from here. Accounts receivable report, insurance reimbursement reports, practice summary reports, activity reports, and even audits and feature usage reports are down here for you. So reporting's an important tool for a solo practice, even more important for a group practice. Well, thanks so much for joining me today. I hope you enjoyed seeing the beautiful, simple interface that's easy to use. The acts the fact that you'll have an expert onboarding and claim support team working with you, and a clinician driven process. Thanks for joining me. You're gonna get an email from me saying, how'd you like this demo? I'd appreciate your feedback. And any way we can help answer questions or help get you onboarded, we're here for you. Take care.