TherapyNotes® Mobile was designed to help you stay connected, organized, and efficient wherever you are. By bringing essential features from the web platform to your mobile device, TherapyNotes Mobile reduces time spent on administrative tasks and makes it easier to engage with clients outside of traditional sessions wherever you are.
The mobile experience mirrors the same role-based permissions you’re already familiar with on the web, ensuring users only see and interact with the data allowed by their role across both desktop and mobile. With tools such as push notifications, secure messaging, and synced agenda, the app supports continuity of care and improves outcomes, whether you’re a solo provider or group practice.
TherapyNotes Mobile is free to download in both the Apple App Store and Google Play Store for you to use on-the-go with your device.
- Logging In
- Enable Biometric Login
- Manage Your Settings
- Agenda Overview
- Messages Overview
- Patients Overview
- Offline Mode
Logging In
- Login using your TherapyNotes credentials.
- Forgot your password or Practice Code? Read Lost or Forgotten Password or Practice Code for more information.
Enable Biometric Login
After logging in, you can enable biometric login for a faster and more secure sign-in experience. Available biometric options depend on your device.
iOS Devices (iPhone and iPad)
iOS devices may support Face ID or Touch ID, depending on the model.
- Tap the Settings tab > Select Biometrics.
- Toggle Face ID or Touch ID to enable your preferred biometric login.
Android Devices (Phones and Tablets)
Android devices may support fingerprint authentication, face recognition, or both, depending on the device and system settings.
- Tap the Settings tab > Select Biometrics.
- Toggle Biometrics to enable supported authentication methods.
Manage Your Settings
To access your Settings, tap the Settings tab.
The Settings page allows you to enable notifications, adjust the app’s appearance, and customize Agenda preferences to fit your needs.
Notifications
Select Notifications to manage notifications.
Depending on your device’s notification settings, notifications are displayed as standard device alerts, such as banners, lock screen notifications, or notification center messages.
- Adjust notifications for Upcoming Appointments, Appointment Ending Soon, and enable them for New Messages.
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Upcoming Appointment and Appointment Ending Soon notifications are scheduled locally on your device. When you log in the app, it syncs your appointments and schedules these reminders.
- Upcoming Appointment: Choose when to receive reminders before the appointment in 5, 10, 15, or 30 minutes. If you don’t want to receive reminders, select None.
- Appointment Ending Soon: Choose when to receive reminders before the appointment ends in 1, 2, 5, or 10 minutes. If you don’t want to receive reminders, select None.
- New Message Notifications are delivered as push notifications. Once you’ve logged in to the app at least once, your device is registered to receive these alerts. New message notifications will appear on your device as long as notifications are enabled at the system level.
Appearance
- Select Appearance to adjust the theme of the app. Choose from the options Light, Dark, and System Default.
- Light Mode (Default): Bright, clean, and ideal for well-lit environments.
- Dark Mode: A sleek, darker screen that helps reduce eye strain and makes working in low-light settings more comfortable.
- System Default: Automatically matches your TherapyNotes theme to your device’s system setting. Perfect if your device switches between light and dark themes throughout the day.
Agenda
- To view full patient names in your Agenda, toggle Show Full Patient Names.
- If toggled off, partial patient names will be displayed in your Agenda.
- To hide missed or cancelled appointments in your Agenda, toggle Hide Missed/Cancelled Appointments.
Agenda Overview
To access your Agenda, tap the Agenda tab.
The Agenda view allows you to check your synced appointments for the day and future at a glance along with appointment details. Tap on any of the listed appointments for further details that include:
- Participating patients
- Date and time of the scheduled appointment
- Appointment location
- Appointment frequency (if applicable)
- Appointment Alerts
Telehealth and TherapyFuel Scribe from the Agenda
If an appointment is eligible for telehealth, the Agenda screen will display a green button with a camera icon that allows you to start the session directly. You can also start the session from the appointment details by selecting the Start Telehealth Session button.
If your practice has TherapyFuel enabled and the appointment is in-person, the Agenda screen will display a purple button with a lightning bolt icon that allows you to start scribing directly. You can also start scribing from the appointment details by selecting the Start TherapyFuel Scribe button.
View Patient Information
To view a patient’s contact information, simply tap their name in the appointment details screen. The Patient Tray will display the contact methods the client has provided.
To view more information about the patient, tap the Open Patient button.
To view past appointments or further patient details directly from the site, select the Open Patient in Browser button.
Messages Overview
To access your secure messages, tap the Messages tab.
The Messages page syncs your secure messages with patients (sent through TherapyPortal) and messages from your practice (sent through TherapyNotes), making it easy to access conversations wherever you are.
Inbox Menu
The Inbox Menu helps you easily navigate between your internal and patient messages. To access it, select the menu icon in the upper-left or swipe in from the left edge of the screen.
The Inbox Menu displays the following sections, depending on your permissions and settings:
- Internal Messages: Includes your Internal Inbox and Deleted folder. If Patient Messaging is disabled, this section simply appears as Inbox.
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Patient Messages: Includes your Patient Inbox, Deleted folder, and sub-inboxes Admin, Clinical, and Billing.
- These sub-inboxes only appear if you have permission to access them and if they contain at least one conversation.
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Show Filters: This section includes options to control which conversations are displayed:
- Unread Only
- Unread and Read (default)
- All Including Archived
- My Patients Only toggle: Turning this on limits your view to conversations with your assigned patients only. This option will appear if you have access to patient messages.
When viewing your messages, the app will default to your Patient Inbox if both the Patient Inbox and Internal Inbox are enabled. If patient messaging is not enabled, the app will default to your Internal Inbox. If you are looking for a specific message, use the search feature by selecting the Search icon. The search bar allows you to search by patient, staff, or group name.
The Topic selector allows you to filter by topic from the dropdown menu.
Send a Message
- To start a new conversation, tap the blue icon.
- From here, you can select the message type available to you based on your role (Admin, Billing or Clinical), choose a Topic from the dropdown, and edit the Subject as needed.
- Once the message is composed, tap Send on the top-right corner of the screen.
If you send a message to a client who does not yet have a TherapyPortal account, a blue banner will appear with the message “This client has not signed up for the Portal. Please send this message with TherapyNotes Web.”
For more information on Secure Messaging, read Using Client Messaging in TherapyNotes and How to Use Practice Messaging.
Patients Overview
To access Patients, tap the Patients tab.
The Patients home page lists different filter shortcuts for the Patients list:
- All Patients
- My Patients
- New Patients
- Appointment Soon
- Intake Soon
- Birthday Soon (in the next 30 days)
When selecting one of the filter shortcuts, the patient list can be narrowed down further by using the clinician and patient filter dropdown:
- All
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Active (default)
- Have a future appointment
- OR have had an appointment within the last 4 months
- OR have been added within the last month
- AND have not been terminated by writing a termination note
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Inactive
- Has not had an appointment in the last 4 months
- OR has been terminated
- Appt Soon (in the next week)
- Intake Soon (in the next week)
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New Patients
- Had a Therapy Intake appt in the last 30 days and a intake note for that appointment
- OR had a Psychiatric Intake appointment in the last 30 days and a Psychiatric Intake note for that appointment
- OR had a non-intake appointment in the last 30 days and has a Treatment plan and a Progress Note attached to the appointment
- Birthday Soon (in the next 30 days)
To search for a specific patient, tap the Search icon. You can search by name, phone, email, or account number.
Offline Mode
If you lose internet connection, the mobile app will inform you that it’s in Offline Mode in a red banner.
During Offline Mode:
- The Agenda will display appointments 4 weeks into the future and 2 weeks prior.
- Previously loaded Patient List data remains searchable while offline.
- Secure Messaging is disabled.
- Telehealth is disabled.
- Data will sync automatically once you are back online.