Quick Start: Scheduling

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TherapyNotes streamlines your workflow with fully integrated scheduling, documentation, and billing, and scheduling the appointment is your first step in this process. The information you input when scheduling an appointment will pull forward into other steps of the process to ensure that your workflow is as efficient as possible. For this reason, it is important to make sure that you input accurate information when scheduling appointments. Scheduled appointments impact the type of documentation available for the appointment, the information included on insurance claims, and your clients' ability to view accurate availability on the client portal.

TherapyNotes allows you to schedule one-time or recurring appointments with clients, vacation and blackout periods when you are not available for appointments, and personal or practice-wide events such as training, meetings, or conferences.

Role Required: Practice Scheduler, Clinician, or Intern

Calendar Visibility and Roles:

In Quick Start: Set Up Your TherapyNotes Account, you assigned user roles to you and your staff. In TherapyNotes, appointments can only be scheduled with Clinicians and Interns, not with Practice Administrators, Schedulers, or Billers. Only certain user roles have access to scheduling.

Practice Schedulers can see the practice-wide schedule for all clinicians and clients.

Clinicians and Interns see their schedule with clients who are assigned to them. Learn more about how to assign clinicians to clients.

Clinical Administrators see their schedule with clients who are assigned to them.

Additionally, in the Schedule tab of a client's chart, Clinicians, Interns, and Clinical Administrators can view upcoming appointments the client has with other clinicians.

Follow the steps below to learn about TherapyNotes scheduling and appointment features or click on any of the links below to jump to that section of the article.

Part 1: Calendar Overview

Click Scheduling to see your default view of the calendar.

(A) Jump menu: Use the Jump menu to quickly navigate to a specific day, week, or month, depending on your calendar view. This makes it easy to search for old appointments or find upcoming appointments that are well into the future.

(B) Calendar View tabs: Use the Calendar View tabs at the top of your calendar to switch between Agenda, Day, Week, and Month view. The blue tab shows the active calendar view.

Agenda: Display upcoming appointments in a list format. This view works well for practices with a large number of clinicians or clients.

Day: Display appointments for a single day. Appointments for each clinician are shown in their own column. If a clinician has a work schedule entered, their column is grey for times outside of their designated working hours. Only clinicians scheduled to work on the selected day are displayed.

Week: Display the week's appointments from Monday through Friday. To show the schedule for Saturday and Sunday, click the Show Weekend link at the top right corner of the calendar. Each clinician's appointments are color coded.

Month: Display the calendar for the entire month. Each clinician's appointments are color coded. Note: This view does not display work schedules.

(C) Sync, Work Schedules, Appointment Requests, Note Count Report: At the bottom right corner of your calendar, click on the hyperlinks to access instructions for syncing your calendar with external devices, your Work Schedule settings, appointment requests from the client portal, and the Note Count Report. The links that are visible here depend on your role.

Click the Set Calendar View button to access a menu to customize your calendar view.

(A) This view is only available for Practice Schedulers. Select which Clinicians are shown on the calendar. To change which colors are assigned to each clinician in a group practice, click on the colored box next to the clinician's name, select the bubble next to the preferred color, then click the Set Calendar Color button. Appointments for the clinician will appear in their assigned color on the calendar in Month and Week view. Note: When viewing your own calendar, your appointments and events are color coded according to service or appointment type.

(B) Only Show Patient Initials in Calendars: When selected, client names will appear on the calendar as the first two letters of their first and last name. Example: John Smith becomes JoSm.

(C) Location: If your practice operates at multiple locations, choose whether to view all or selected locations from the dropdown.

Quick Tip: Can't find the appointment you're looking for? Click Set Calendar View, make sure that the box for Hide Missed and Canceled Appointments is unchecked and that All Locations is selected from the Location dropdown.

Part 2: Creating Appointments

In order to document a session, TherapyNotes requires that a corresponding appointment has been created. Scheduling the appointment will tell TherapyNotes what type of note you need to write, and information from the appointment will be automatically inputted into the note header, saving you from entering information that TherapyNotes already has available.

There are several ways to create appointments in TherapyNotes. In Scheduling, click the Create New Appointment button, double-click on a date on the calendar, or click the plus sign (+) that appears when you hover over a date with your mouse pointer.

No matter how you choose to schedule your appointment, the New Appointment dialog will appear. Fill in the fields accurately to ensure that the information on the subsequent documentation and insurance claim is correct.

(A) Type: The selection in this dropdown determines 1) which Clinicians will be available to schedule the appointment with, 2) which note template will be available to the clinician at the time of the appointment, and 3) which service codes can be connected with the appointment. Select Scheduled Event to block off time on your calendar for non-clinical appointments such as training, staff meetings, or supervision sessions. Select Vacation or Blackout Period to easily block off hours or days in which a Clinician cannot take appointments, such as lunch times or vacations.

(B) Service Code: The service codes you have available for the appointment depend on the Type selected above. For example, if you need to bill for a 90791 intake code, set your service type to Therapy Intake.

(C) Frequency: Appointments in TherapyNotes can be one-time or recurring. Recurring appointments may continue indefinitely or end on a specified date.

(D) Appointment Alert: Appointment alerts are identified with a bell icon on the calendar. In Agenda, Day, and Week view, appointment alerts are shown below the corresponding appointment. Hover over the appointment in Month view to view the alert.

Part 3: Missed and Canceled Appointments

To mark an appointment as missed or canceled, click the appointment on the calendar to open the Appointment dialog. 

(A) Cancel Appt: To cancel an appointment, click the Cancel Appt button. If the appointment recurs, select whether to cancel just this appointment or all future appointments in the series.

(B) Appt Missed: If the client did not show up for the appointment, click the Appt Missed button to mark the appointment as missed.

Once you mark an appointment as canceled or missed, a bar appears at the top of the Appointment dialog.

(A) Create Note: Clicking the Create Note link opens a Missed Appointment Note, which allows you to easily keep record of missed appointments and automatically creates a billing line item to charge a cancellation fee if desired.

(B) Charge Fee: This action is only available to Billers. Click the Charge Fee link, select the Charge a Fee for this Missed Appointment checkbox, and input any necessary payment information to create a billing line item for the client.

(C) Delete: This action is only available for canceled appointments. This option permanently deletes the appointment from the calendar.

Quick Tip: If you accidentally cancel an appointment, click the canceled appointment on the calendar and click the Reinstate Appt button in the Appointment dialog.

Part 4: Service Codes

Service codes are a way of designating which services were performed in the session. These are also known as Current Procedural Terminology, or CPT, codes. These codes are currently maintained by the American Medical Association and may be searched on their website.

Review your service codes

TherapyNotes is pre-loaded with some of the most common codes used by mental and behavioral health professionals. Click the User Icon > Settings > Service Codes to see which codes are already available for use.

Edit or add service codes

To modify an existing service code, click on the hyperlinked code. To add a new service code, click the Add Service Code button. To learn more, read How To: Add, Edit, and Delete Service Codes.

(A) Service Type: The Service Type you select will affect the note template available to document the service. For instance, the type Therapy Intake corresponds with a Psychotherapy Intake Note.

(B) Description: As long as the Description for a code is different, you may enter the same service code multiple times. This can be useful when you need to set up special billing circumstances (such as EAP billing) or when different payers have different billing requirements.

Quick Tip: The codes you set as default will be available for scheduling appointments on TherapyPortal. Make sure to set up the code correctly to reflect your availability. For example, if you see patients on the hour for 45-minute sessions, select the 45-minute code and change the Default Appointment Duration to 46 minutes.

(C) Standard Rate: The Standard Rate is how much you normally charge for the session (also known as a cash rate). TherapyNotes simplifies your billing by automatically including your standard rate on claims. This reduces the amount of time you spend on billing tasks, as you do not have to worry about how much you are submitting for. 

Part 5: Additional Scheduling Features

Automated Patient Appointment Reminders

Click the User Icon > Settings > Patient Appointment Reminders

Patient appointment reminders significantly reduce client no-shows by sending automated email, text, and/or voice reminders to clients before their scheduled appointment. To enable these reminders, select the Enable TherapyNotes Appointment Reminders checkbox. Next, set the default reminder settings for clients and edit your Email Reminder settings and Phone Reminder settings.

Appointment reminder preferences can be configured for individual clients in the Patient Info tab of the client's chart. If these preferences are not configured, TherapyNotes will not send text or email reminders to the client.

For additional information, read Automated Patient Appointment Reminders.

Sync TherapyNotes with Your Personal Calendar

Click the User Icon > Settings > Sync Calendars With Other Applications

Sync your TherapyNotes calendar with your favorite calendar application on your personal device to easily view your schedule on the go. For specific instructions on syncing TherapyNote to your device, read Sync Calendar to Smart Phone or Other Calendar Software.

To prevent third-party access to TherapyNotes, you can view your TherapyNotes calendar in another program, but the other program can not edit your TherapyNotes calendar.

Next Steps: Continue setting up your account

Previous Steps

Have more questions? Submit a request

Comments

  • Avatar
    Marya McNorton
    As a scheduler, I think it would be nice to have variations in color for the different types of appointments for each clinician. We just added a clinician (we used to only have one). I'm used to seeing a differentiation in the clinician's type of appointments (e.g., unavailable vs. seeing a client), but, as this article says, since we added a clinician, there's no visual distinction between types of appointments on each clinician's calendar. I'm very visually oriented, so this is a bit jarring for me! Especially since we routinely block off times that the clinician isn't scheduled to see a client (but would be willing to have a client scheduled in that slot).
  • Avatar
    Laura
    Elaine, The different calendar views have different color coding. Day view: Each clinician has their own column in this view. Appointments are color coded per service type, such as Psychiatry Intake and Psychological Evaluation. Week view: All clinicians' appointments are listed on each day. The appointments are color coded per clinician. To change the color designation, click the gray "Set Calendar View" button, then click the color next to the clinician. Select a new color. Month view: Appointments are also color coded per clinician. The color designation is changed in the gray "Set Calendar View" button. Agenda view: Appointments are also color coded per clinician. The color designation is changed in the gray "Set Calendar View" button. If you have more specific questions please feel free to reach out to the support team via support@therapynotes.com or 215-658-4550.
  • Avatar
    Tammy Williams

    Is there a way to mark that the client has checked in and ready to be seen?

  • Avatar
    Laura

    David,

    This a feature we plan to incorporate in the future but do not have an ETA at this time.

  • Avatar
    Holly Mathews

    Is there anyway to sync the calendar with a google calendar?

  • Avatar
    Sean Behan

    Hi Holly,

    In order to sync your TherapyNotes calendar to your Google Calendar, please follow the steps outlined below on a desktop computer:

    Click the User Icon > Settings > "Sync Your Calendar With Other Applications"
    Copy the calendar link provided.
    Open your Google Calendar using your desktop computer.
    On the left side, find "Other calendars" and click the down arrow.
    Select "Add by URL".
    Enter the calendar's address in the field provided. The address needs to be an iCAL link (this is the link you copied above).
    Click "Add calendar". The calendar will appear on the left side under "Other calendars".

    Note: Due to Google Calendar's settings, changes made to your TherapyNotes calendar take up to 12 hours to reflect on your synced Google calendar.

    For more information on syncing your TherapyNotes calendar, read Sync Calendar to Smart Phone or Other Calendar Software.

    Please let us know if you have any other questions. Thank you.

  • Avatar
    David Crabtree

    The appointment times are shown on the client portal as every 45 minutes. Is there a way to set it at 60 minutes? Is there a way to have them on the hour one part of the day and on the half-hour another part of the day?

  • Avatar
    David Thornsen

    Is there a way to set the calendar to work in 15 minute increments as opposed to only 30 minute?

  • Avatar
    William Krause

    Have you found a way to indicate when a client is checked in? A color change would be helpful, but some type of notification is important. Laura mentioned in February of this year that a method was going to be implemented. Thank you!

  • Avatar
    Jordan

    William,

    This is a pending future feature update. There is not an ETA at this time.If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com

  • Avatar
    Jordan

    David,

    Thank you for the suggestion! We will forward your feedback to management for review. If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com

  • Avatar
    Jules Auerbach

    I have two practice locations. Is there a way to color code appointments by office/location?

  • Avatar
    Jordan

    Jules,

    Thank you for your suggestion! I will forward this to management for review. In the interim you can view what appointments are made by location. Go to scheduling> set calendar view> choose the location from the location drop down menu. If you have any questions please contact support at 215-658-4550 or via email at support@therapynotes.com

  • Avatar
    Jeana Webster

    Very interested in an update regarding this question:
    The appointment times are shown on the client portal as every 45 minutes. Is there a way to set it at 60 minutes? Is there a way to have them on the hour one part of the day and on the half-hour another part of the day?

    Also - is there a way to color code the locations in the client portal?

  • Avatar
    Rachael

    Jeana,

    There is not currently a way to customize the way locations appear within the Client Portal. I can provide your feedback to management as a feature request.

    To change the way appointment times appear on the Portal, please log into your TherapyNotes Account and Click the User Icon in the top right of TherapyNotes > Settings > Service Codes > choose 90837 > check off the box to make it the default therapy session service code > Save. The appointments will reflect on the hour from here.

    There is not a way at this time to have different times for the appointments during the day. I will also provide this suggestion to management for review.

    If you have further questions please contact our Support Team at 215-658-4550, or by email at Support@TherapyNotes.com. Thank you.

  • Avatar
    Tracy Ramey

    Is there any way to cancel multiple appointments at the same time? Clearing your schedule for the week if you will be out of the office?

  • Avatar
    Rachael

    Tracy,

    You can cancel all existing appointments by scheduling a 'Vacation or Blackout Period'. To do this, Click Schedule > Create New Appointment > Set the 'Type' to 'Vacation or Blackout Period' > Enter date range > Check the box to cancel appointments which are scheduled during the blackout period > 'Create Appointment'. If you have further questions, please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.

  • Avatar
    Chris Gordon

    A couple requests..
    1) Add an additional setting to allow us to set appointment increments as in, appointments being able to be made in 45 minute increments on the schedule. An example would be.. if a clinician works from 8am - 5pm, and their client selects an 8:30am appointment, the clinician just lost the 8:00am - 8:30am availability. The client should have only been offered an 8am or an 8:45am appointment.
    2) Scheduling for Appointment Types - As in, a therapist may be assigned to do phone consultations in the morning in 20 minute increments and in the afternoon see their clients in 45 minute increments. We want the ability to slot the morning so that clients can only select phone consultations for that therapist and then slot the afternoon for only therapy sessions. So the way you may resolve the issue would be in the same way you have a staff member schedule, you also have an appointment type schedule.

    Edited by Chris Gordon
  • Avatar
    Rachael

    Chris,

    Thank you for your feedback. We value your input and will forward your feedback to management for review. If you have any questions, please contact our Support Team at 215-658-4550, or by email at Support@TherapyNotes.com Thank you!