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.
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
- Part 2: Practice Settings
- Part 3: Staff User Accounts
- Part 4: Adding Patients
- Part 5: Additional Settings
- Next Steps: Continue Setting Up Your Account
Part 1: Get to Know TherapyNotes
This is the sidebar navigation menu, which appears on the left side of every page in TherapyNotes. Click on any menu item (C) to jump to that part of your account, and click on the Home icon (B) in the upper left corner to return to your Welcome page. Above the menu items is the Search bar (A). The Search bar lets you quickly find any page in your TherapyNotes account or help articles in our Help Center.
To the bottom left of the menu is the User Options section. From here, you can access your Profile (A), your Settings (B), our Help Center (C), and our Contact page (D) so that you can easily get in touch with us if you need assistance. You can also access our Status page (E) to view TherapyNotes' current System Status, and your Referrals page (F) to refer friends or colleagues to TherapyNotes. This is also where you Log Out (G) of TherapyNotes.
For more information on navigation and tools in TherapyNotes, read Navigating TherapyNotes.
Part 2: Practice Settings
Set Up Your Practice Information
Click Settings > Practice Information and Locations
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 Practice Information. Ensure that all details on this page are associated with your practice, not your personal information.
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 Profile > Info 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, visit the NUCC website.
Accessing Your Practice Code
Click Settings > Security
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.
Set Up Your Subscription Payment Method
Click Settings > TherapyNotes Subscription > Click Select Payment Method or Change Payment Method
TherapyNotes lets you choose to pay by check or with a credit or debit card. You can easily view your monthly invoices and update your payment method anytime from the Settings page. To learn more, read TherapyNotes Subscription Payment Options.
Complete Your Practice Documentation
Click 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 Settings > Practice Information and Locations
If your practice has multiple locations, add them to your account here.
- Select the Enable multiple location support checkbox.
- Click the + New Location button.
- Complete the fields and select the Use TherapyNotes Telehealth checkbox, if applicable.
- Click the Save Changes button.
Once your locations have been added, you will be able to select from these locations when scheduling appointments.
Part 3: Staff User Accounts
Set Up Your Own Staff Profile
Click 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. For clinicians, 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. Behavioral Health/Health and Wellness clinician types vs Medication Management clinician types).
(B) Taxonomy Code: This field is not always required, but it is needed to submit claims to Medicare and Medicaid.
Add Additional Staff Users (Optional)
- Click the Staff tab + 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 Save New 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.
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. For more information, read How to: Set Up Supervision.
Set Up Work Schedules
Click the Staff tab > Staff Name > Work Schedule
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.
1) Choose a Clinician to set a work schedule for. If desired, under Client Portal Scheduling, select checkboxes to allow patients to view appointments for the clinician on the portal and for the clinician to indicate whether they are accepting new patients. This is defaulted to Accepting.
2) Click the + Add New Schedule to create and manage multiple schedules with defined start and end dates. This makes it easier to manage varying availability, such as rotating shifts or seasonal hours, without constantly editing a single schedule. From the Work Schedules section, you may enter a day, time, mode and location for this Clinician. To learn more, read Work Schedules.
3) If desired, you can set additional availability by clicking the + Add Adjusted Availability button to create the appointment type that suits your needs.
4) If desired, select a location in the Work Locations section.
5) Click the Save Work Schedule button.
Part 4: Adding Clients
TherapyNotes offers two ways for existing practices to add clients into TherapyNotes.
Option 1: Import a List of Clients
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 you free of charge.
Click Contact Us > Send a File to Our Team
To learn more, read How To: Import Client Information Into TherapyNotes.
Option 2: Add Clients Manually
Click Patients > + New Patient
For each client, click the edit icon to add optional Patient Comments, complete the Patient Information section, and add Contacts. Click the Clinicians tab to Assign a Clinician. For additional guidance, read Add a New Client.
When you've finished entering one client's information, click the Save and Create Another button to continue adding more clients to TherapyNotes, or click Save New Patient if you have no other clients to add.
Part 5: Additional Settings
Click 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) TherapyFuel: Boost productivity and optimize your documentation with assistive tools powered by TherapyFuel, our suite of powerful AI solutions. Built around your workflow, TherapyFuel streamlines the often time-consuming process of record-keeping, allowing you to focus on what truly matters—your clients. To learn more, read TherapyFuel Overview.
(B) Practice Logo: Upload your practice logo to personalize your statements, your practice's login page for TherapyNotes, and your client portal.
(C) Client Portal: TherapyPortal, your own custom client portal, allows your clients to submit requests to schedule, cancel, and reschedule appointments on their own and allows you to share documents with your clients to review or sign electronically, aiding in client retention and saving you time. Select the Enable your 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 How To: Set Up and Customize TherapyPortal.
(D) 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 Payment Processing Application and Fees.