Outcome Measures – TherapyNotes

TherapyNotes makes it easy to gather pertinent information about your client’s mental health status with outcome measures that can be sent and completed through TherapyPortal!

TherapyNotes has several measures to help you get started. For example, send the Generalized Anxiety Disorder 7 (GAD-7), Patient Health Questionnaire 9 (PHQ-9), and preliminary assessment CAGE-AID, available in both English and Spanish, to quickly screen your patients for potential areas of improvement. Scores are automatically calculated for you!

You can send outcome measure questionnaires as a document or portal request for your client to complete and submit through your client portal, or have clinicians administer directly from the patient's record. Each questionnaire takes only a few minutes for your client to complete, and results are available immediately upon submission. You can view them from your patient’s Documents or Portal tab, your To-Do List in TherapyNotes, or after completing a clinician-administered outcome measure.

The completed questionnaire clearly displays your client’s score and rating and their answers to every question, with any significant response highlighted. You will also see Recommendations based on their score. The completed questionnaire can be printed or downloaded as a PDF.

Searching for an Outcome Measure
Send an Outcome Measure to a Client
Review a Completed Outcome Measure
Access a Questionnaire as a TherapyPortal User
Administer an Outcome Measure as a Clinician
Reviewing Clinician-Administered Outcome Measures

Searching for an Outcome Measure

If you're unsure which outcome measure to administer or send to a client, use the filters at the top of the Outcome Measure Library to find the most relevant option.

Category: Filter by topics such as Anxiety or Depression.
Client Age: Filter by the appropriate age range—Children, Adolescents, or Adults.
Sharing: Filter by availability settings, including shareable on demand, always available, or not shareable.

Send an Outcome Measure to a Client

Role Required: Any

You can send an outcome measure to a client two ways: from the Outcome Measures tab in the Library, or from the client's Portal tab.

Click Library > Outcome Measures tab
Click the name of the questionnaire you want to send.

Once an outcome measure is selected, you’ll have the opportunity to learn more about an outcome measure or take action.

A - About: The About Tab includes details about the measure, its applicable age range, supported language and administration methods, staff access permissions, and its sharing status on the portal.

B - Sample Assessment: The Sample Assessment Tab provides a full preview of each of the questions and response options, allowing clinicians to see the complete workflow of administering the measure.

C - The Sample Results: The Sample Results tab displays an example of completed results for the measure.

D - Share on the Portal: Share on the Portal allows you to send a specific Outcome Measure to a client. Clicking on Share on the Portal will open a Share Documents on the Portal Dialog.

Begin typing in the Patient field and select the patient’s name.
Enter text in the Instructions field if desired.
Click the Send Document Request button.

E - Administer Now: Clinicians can use the “Administer Now” button to administer the selected outcome measure from the library without first navigating to the patient’s record.

Tip: An Outcome Measure form can be sent to all of your active patients. For more information, read Share Documents With Clients on TherapyPortal.

You can also send an outcome measure through a patient view:

Click Patients > Patient name > Portal tab > Share Documents button
The Share Documents on Portal dialog will appear. In the dropdown menu, select Outcome Measures.
Select the Outcome Measure(s) you’d like to send to your Patient.
Enter text in the Instructions field, if desired.
Click the Send Document Request button.

After sending the document request, the outcome measure will be listed in the patient's Documents and Portal Requests with a Pending Submission status.

Quick Tip: Practice Administrators can manage which outcome measures are shared through the client portal by clicking the Edit icon in the About section for each measure. Only certain outcome measures can be enabled for sharing. Clinician-administered outcome measures cannot be shared through the portal.

Review a Completed Outcome Measure

Role Required: Clinician, Intern, or Clinical Administrator

You can view a completed outcome measure from the patient’s Documents tab or Portal tab or from your To-Do List (under Process Portal Responses). Click the questionnaire name to open and view it.

The Scoring and Interpretation section will display the patient’s Total Score, Severity, and recommendations for initial diagnosis.

The Results table displays the response the client chose for each question. All possible responses are shown, with the one chosen by the client in a gray box. Significant results will be highlighted in yellow. If you are viewing the results on a narrow screen, only the answer chosen will display.

After reviewing the completed document, click the Mark as Processed button at the bottom of the screen to update the status. All sent and completed questionnaires will be listed in the patient’s Documents and Portal Requests lists. That Status column will indicate if the questionnaire is Pending Submission, Needs Processing or has been Reviewed/Completed. Activity related to outcome measures can also be searched in the Activity Log on the Settings page.

Note: If a questionnaire has been completed and submitted, you will not the able to send the same questionnaire to that client again until you have marked the completed one as processed.

To download a PDF of the completed questionnaire, click the Download link at the bottom of the page. When your PDF is ready, click the Ready: Click to Download link. To print a completed questionnaire, click the Print icon at the bottom of the page.

Access a Questionnaire as a TherapyPortal User

You can share these instructions with your client about how to access and complete a questionnaire on the portal.

To access and complete a questionnaire from TherapyPortal, first log in to the portal. A link to the questionnaire will appear on the home page under Needs Your Attention and on the Documents page.

Click the document name or the Review and Complete button to begin the questionnaire.
On the next screen, read the instructions, and then click the I’m Ready. Let’s Begin! button.

One question will display at a time, and your progress (how many questions you have completed) will show in the green bar above each question. Click the radio button that best describes your answer to each question. Click the Continue button to proceed to the next question. If you want to go back to a previous question, click the link at the bottom right of the questionnaire.

If you want to exit before completing the questionnaire, click outside the questionnaire and into the Documents tab. However, please note that the answers you completed so far will not be saved.
One you have answered all the questions, you will see a screen that says “Complete!”. Click the Submit button.

Administer an Outcome Measure as a Clinician

Role Required: Clinician, Clinical Administrators, and Supervisors

You can administer Outcome Measures with your client during a session in a couple of ways. You can administer from the Outcome Measures tab in the Library or from the patient’s Documents tab.

Click Library > Outcome Measures tab
Click the name of the questionnaire you want to administer during your session.

Click Patients > Select Patient > Documents tab.
Click on Outcome Measures.
From the dropdown, select the questionnaire to administer.
The questionnaire will begin.

Note: The list is sorted to show which measures have been previously completed by the patient.

Click the Start button on that initial page to begin the assessment.

This experience mirrors the experience patients have when completing an outcome measure in TherapyPortal. Questions are provided one at a time. Sometimes, there will be specific instructions or additional information associated with a question. Enter the patient responses and navigate to the next question. To exit the workflow before finishing a measure, use the Cancel link in the bottom right or click something in the top navigation bar.

After answering the last question, click the Save button. This navigates to a document showing all the patient responses. This clinician-administered document can be downloaded or printed and does not require processing by the practice. The Document Information panel at the bottom of the page shows the full name of the Clinician who completed the measure. The results will remain available in the patient’s Documents tab.

Reviewing Clinician-Administered Outcome Measures

All completed outcome measures are available in the patient’s Documents tab.
The Status column in the table differs depending on the method of completion. Outcome measures completed by a clinician during a session will simply say “Completed.”
Measures submitted in the portal will continue to show as “Completed by Patient” once they are processed by the practice and will show as “Pending Patient Submission” and “Needs Processing” as appropriate before processing.

Note: Completed clinician-administered outcome measures do not appear on TherapyPortal.