Quick Start: Set Up Your TherapyNotes Account

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Welcome to TherapyNotes! Before you dive into all of TherapyNotes' features, it is important to ensure that your settings are configured and accurate. Setting up your TherapyNotes account properly will help reduce the likelihood of rejected insurance claims, ensure that your staff has access to what they need in TherapyNotes while limiting access to only what they need to know, and make documentation faster and easier.

We recognize that every practice is different, so TherapyNotes is packed with plenty of customizable settings to ensure that our software fits the unique needs of your practice.

This article is designed to help you get acquainted with a few helpful features in TherapyNotes and will help you set up and customize your account.

Role Required: Practice Administrator

Follow the steps below to configure your TherapyNotes settings or click on any of the links below to jump to that section of the article.

Part 1: Get to Know TherapyNotes

This is the main navigation menu, which appears at the top of every page in TherapyNotes. Click on any menu item (B) to jump to that part of your account, and click on the TherapyNotes clipboard (A) in the upper left corner to return to your Welcome page.

To the right of the menu items are two icons: the User Icon (C) and the Search Icon (D). The Search Icon allows you to search for any page in your TherapyNotes account or our Help Center, making it a great shortcut to jump straight to a specific page in TherapyNotes or quickly search for help articles in our Help Center.

Next to the Search Icon is the User Icon, a handy icon which gives you access to your Profile, your Settings, our Help Center, and our Contact page so that you can easily get in touch with us if you need assistance. You will use the User Icon to configure each of the settings detailed in this guide.

For more information on navigation and tools in TherapyNotes, read Navigating TherapyNotes.

Part 2: Practice Settings

Set up your practice information

At the top of your screen, click the User Icon > Settings > Practice Information

Some of the information you entered during the signup process is automatically filled in on this screen. Complete each of the fields in the section labeled Business Information. Ensure that all details on this page are associated with your practice, not your personal information. Note: To reduce the likelihood of insurance claim rejections, please ensure that the information you enter here exactly matches the information you have on file with insurance payer.

Quick Tip: When entering your business information, including a PO Box in your address or an extension in your phone number may cause claims to be rejected.

Below are a few additional notes on these fields.

(A) Preferred Email Contact: The email address in this field is associated with a Practice Administrator. To choose an email address not listed in the dropdown, click the User Icon > Profile > Information tab. Click anywhere on the User Information box and edit your email address. Once those changes are saved, return to this screen to see the updated email address as an option in the dropdown.

(B) Practice Web Address: If your practice has its own website, enter the web address here. When signing up for credit card processing in TherapyNotes, your web address helps to verify your practice information and ensure a faster signup process.

(C) National Provider Identifier (NPI): Enter your practice's billing (or type 2) NPI in this field. If you have a group practice and any clinician needs to include information on claims that differs from the information entered on this page, learn more about setting up a clinician billing setting override.

(D) Taxonomy Code: For more information about taxonomy codes, please visit the WPC website.

In the section labeled Accessing Your Account, find and note your Practice Code. This code is used in addition to your username and password to log in to TherapyNotes and is important for identifying your practice when contacting our support team.

Complete your practice documentation

Click the User Icon > Settings > TherapyNotes Subscription

Navigate to the section labeled Practice Documents and Agreements. Here, you can view the TherapyNotes Terms of Service, complete our Business Associate Agreement, and upload a professional will. This is also where you will be able to upload additional documentation for your practice, such as a 501(c)3 certificate or sales tax exemption.

(A) Business Associate Agreement: A business associate agreement (BAA) is a HIPAA-required document that binds a third-party vendor (such as TherapyNotes) to similar privacy and confidentiality standards as your practice. In order for your practice to be HIPAA-compliant, you must sign and upload the provided BAA. 

(B) Professional Will: Most codes of ethics require a clinician to prepare a professional will. Similar to a personal will, this document spells out who will have access to your TherapyNotes account in the unfortunate event of incapacitation or death.

Set up Multiple Practice Locations (Optional)

Click the User Icon > Settings > Multiple Practice Locations

If your practice has multiple locations, add them to your account here.

  • Select the Enable multiple location support checkbox
  • Click the Add Location button
  • Complete the fields
  • Click the Save Changes button

Once your locations have been added, you will be able to select from these locations when scheduling appointments.

Quick Tip: If you provide services outside of an office (at a hospital, in the community, etc.), ensure that the Place-of-Service Code is set appropriately. This will reduce the likelihood of rejected insurance claims.

Part 3: Staff User Accounts

Set up your own staff profile

Click the User Icon > Profile

TherapyNotes uses specific roles to control access to various features within the software. Click anywhere on the Roles box to choose which roles should be assigned to you. Each role has different permissions, and only Practice Administrators can change and assign roles. For more information on roles, read User Accounts and Roles.

Click anywhere on the User Information box to enter your information. This information will be included on documentation such as insurance claims as well as on our automated patient appointment reminders.

(A) Type of Clinician: The information in this field determines what note templates will be available to you (i.e. Psychologists will have access to psychology notes, while Psychiatrists will have access to psychiatry notes).

(B) Taxonomy Code: This field is not always required, but it is needed to submit claims to Medicare and Medicaid.

Quick Tip: To reduce the likelihood of rejected claims, ensure that Formal Name, License Number, and individual NPI exactly match what is on file with insurance payers.

Add additional staff users (Optional)

Click the User Icon > Settings > Staff User Accounts > Create New User

Add additional staff members to your TherapyNotes account using the same process as you did to set up your own account. In the Roles box choose which roles should be assigned to the user, and in the User Information box enter the new user's information.

Click the Add User button. A temporary password appears. Be sure to give your staff member your account's Practice Code, the username you created, and this temporary password. Note: The password is case sensitive and includes the dashes. When the staff member logs in for the first time, they will be prompted to create their own password.

Quick Tip: Remember when creating new Staff User Accounts that TherapyNotes Practice Administrator, Supervisor (without a Clinician role), Practice Scheduler, and Practice Biller roles are free. Visit our Pricing page for additional information.

When adding staff, you may need to set up supervision requirements as well. TherapyNotes allows for supervisors to review notes and provide feedback, co-sign notes, and bill for sessions. To set up supervision, read Supervisor Review. To learn more about billing as a supervisor, read Bill As Supervisor Per Payer / Per Note.

Set up work schedules

Click the User Icon > Settings > Work Schedules

Any user with a Clinician role can have a work schedule stored in TherapyNotes. When a work schedule is set for a clinician, a warning will appear if an appointment is scheduled outside of their designated working hours. The work schedule is also required to allow clients to view a clinician's availability and request appointments on TherapyPortal, your custom client portal.

  • Choose a Clinician to set a work schedule for. Click the Add a Time button and enter a day, time, and location for this Clinician
  • Repeat the above step until all days and hours are set
  • Click the Save Work Schedule button

Part 4: Adding Patients

TherapyNotes offers two ways for existing practices to add clients into TherapyNotes.

Option 1: Import your patient list

Click the User Icon > Contact Us > Send a File to TherapyNotes Staff

If you are coming to TherapyNotes from another EMR vendor or if you are able to create a spreadsheet of your client data, TherapyNotes can import this information to your account for your free of charge. To learn more, read Import Patient Information Into TherapyNotes.

Option 2: Enter patients manually

Click Patients > Create New Patient

Enter your client's information in the Patient Information box, ensuring that it exactly matches the information on their insurance card. 

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Below are a few additional notes on these fields.

(A) Nickname: While not required, nicknames appear on patient appointment reminders and the client portal for a personalized touch. The nickname will not appear on claims. Note: This field may be visible to clients and should not be used for categorization or account numbers.

(B) Account Number, SSN: The ability to input a unique Account Number and/or Social Security Number for each client is not enabled by default. To enable these fields, click the User Icon > Settings > Patient Records.

(C) Mobile Phone, Home Phone, Work Phone, Other Phone: Enter any applicable phone numbers for the client here. If patient appointment reminders are enabled and the client has elected to receive voice or text reminders, select the message preference from the dropdown to the right of each of these fields. Otherwise, use the information in these dropdowns for reference.

(D) Appt Reminders: This field is only visible if your practice has patient appointment reminders enabled. For more information, read Automated Patient Appointment Reminders.

(E) Sex: TherapyNotes recognizes and respects that many individuals do not identify as strictly Male or Female. However, the client's legal sex is required for the purpose of insurance claims and is reflected here to reduce the likelihood of rejected claims. You can enter specific information about the client's gender identity in the Patient Comments field as well as in the Identification field of the Intake Note.

Quick Tip: Use the Patient Comments field located directly above Patient Information for any additional client information, such as scheduling and billing comments. Information inputted in Patient Comments is conveniently available in a tooltip as space permits when hovering over the client's name.

The Contacts section allows you to add additional contacts to the patient chart. Contacts may include emergency contacts, other providers, family members, the responsible party for billing, and more. Click the Create New Contact button and fill out the contact's information.

In the Assigned Clinician section, select a clinician from the dropdown. Assigned clinicians have access to the client's clinical record, including the ability to schedule appointments, write notes, and manage uploaded clinical files for the client. For more information and to learn how to assign additional clinicians to a client, read How To: Manage Clinician Assignments.

When you've finished entering the client's information, click the Save New Patient button or click the Save and Create Another button to continue adding clients.

Part 5: Additional Settings

Click the User Icon > Settings to explore all of the settings TherapyNotes has to offer. Some settings to review and edit as you are getting started with TherapyNotes are highlighted below.

(A) Practice Logo: Upload your practice logo to personalize your statements, your practice's login page for TherapyNotes, and your client portal. 

(B) Client Portal: TherapyPortal, your own custom client portal, allows your clients to submit requests to schedule, cancel, and reschedule appointments on their own, further aiding in client retention and satisfaction. Select the Enable your TherapyPortal.com client portal checkbox and customize messages for your TherapyPortal homepage, your portal color theme, when and how clients can request appointments, and scheduling instructions. For further instruction on setting up your client portal, read TherapyPortal: Set Up Your Client Portal.

(C) Patient Credit Card Processing: TherapyNotes offers a fully-integrated, secure solution to accept credit, debit, or HSA card payments from clients. Click the Apply Now button to begin a quick application to set up a TherapyNotes merchant account. For more information on credit card processing, read Credit Card Processing Application and Fees.

Next Steps: Continue setting up your account

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