These settings are used throughout the program and must be done to get the best user experience. This training article was created to assist System Administrators to do this configuration. It is assumed that the System Admin has already added the new Staff member, entered a working email address and assigned a role to the individual.
Next, click on the Settings link on the right side of the page for the clinician you wish to configure.
Here are the settings options:
In this article we will briefly describe each of the setting options. For more detailed information refer to a Help Center article for a specific setting area by searching for it by name in the Help Center.
Clinician Profile Information (Mandatory)
The Clinician Practice Information page is one of the very most important pages to have configured properly. The information is used throughout TherapyMate in the appointments, invoices, billing and report features. Please take the time to fill out the areas marked in yellow below.
The Formal Name field can have only one comma. For example, John Doe, LCSW
The Clinician Practice Information page is one of the very most important pages to have configured properly. The information is used throughout TherapyMate in the appointments, invoices, billing and report features. Please take the time to fill out the areas marked in yellow below.
The Formal Name field can have only one comma. For example, John Doe, LCSW
The Type of Clinician needs to be changed. This setting will appear in the signature area on notes when they are created. If a note is created and saved with the wrong clinician type, the signature line can't be changed later.
Clinician Service Locations
It is important to add Service Locations where the Clinician's services are being delivered from.
Service locations are used for scheduling appointments, billing, Super Bills and more.
If the System Administrator has already added Service Locations to TherapyMate, the other Staff members can inherit them. Check this first before adding locations to individual Clinician settings. You want to avoid having duplicates of locations in the system whenever possible.
To do this, click the + Add Location button. If existing locations appear in the drop down, select the locations you would like to assign to the clinician one at a time.
If pre-existing locations have not been set up, you can skip this step if desired or add new locations manually. In the example below, locations for two physical locations (Sandy, Heber) were added and on generic location for Telehealth appointments.
Adding a New Location
Add the Location Name. This is usually the name of the Practice that your insurance companies know you by. It must be unique if you're adding more than one location, so append something after the practice name to make it unique.
The internal location can be anything you want, but keep it short (i.e. Main Office, 1st Ave Office, Office 1, Office 1, etc).
Enter the address, city, state and 9 digit postal code.
Select the appropriate Place of Service Code.
Click Add when done.
Clinician Work Hours
It is important to specify the days, hours and locations that the Clinician will be working. Here is the work hours settings screen:
It is important to specify the days, hours and locations that the Clinician will be working. Here is the work hours settings screen:
You can select the start time and ending time for each day. In the example above, The clinician would start at 8:00 AM on Monday and be done at 7:00 PM. The clinician will be able to create appointments within those hours, not before or after. You can also specify which office location he/she is working in on that day (that is optional). If the clinician isn't working at just one location for the day don't select a default location.
If the clinician doesn't work on a particular day it can be turned off to prevent appointments from being created.
In the upper right-hand corner a clinician can specify their calendar view of the Dashboard when they login. The options are Day, Week or Month. We recommend the Day view because it is easy to access note templates and client balances. Some of that information is not visible on the week or month views.
In the upper right-hand corner a clinician can specify their calendar view of the Dashboard when they login. The options are Day, Week or Month. We recommend the Day view because it is easy to access note templates and client balances. Some of that information is not visible on the week or month views.
Clinician Service Codes
The service code settings page will look similar to the one below.
The service codes need to be set up for each clinician individually. You can add to this list if you want by clicking on + Add Service Code on the upper right-hand corner. To edit the existing service codes click on the service code number on the left.
The service code settings page will look similar to the one below.
The service codes need to be set up for each clinician individually. You can add to this list if you want by clicking on + Add Service Code on the upper right-hand corner. To edit the existing service codes click on the service code number on the left.
You can update the code number, description, service type, duration and rate. The rate is your "practice rate" that you bill an insurance company and typically not a client. Set them slightly higher than your best insurance payer for that particular service code. If you have a client who pays out-of-pocket you can set up a sliding scale rate in the client's chart that overrides these dollar figures.
Clinician Procedure Code Modifiers
This area is used primarily if you're billing insurance, but could be useful if you give client's Super Bills.
It lets you specify what your licensure is when you create appointments and it also lets you specify if the appointment was done via Telehealth. This setting page is clinician specific.
Clinician Interventions
We supply a lot of common interventions on this settings page. If you need to add additional Interventions (i.e. EMDR) you can do that for each clinician individually. Interventions are used when creating goals and objectives on treatment plans and session notes.
Clinician Reminders
A clinician can be reminded of certain events when the proper setting is enabled. For example, reminding them to create notes, treatment plans, termination notes, collect copayments, etc. This page is clinician specific and must be configured for each clinician in the Practice. The defaults are generally adequate, but you may find some of the other choices useful.
Clinician Diagnosis Codes
We provide an extensive list of diagnosis codes in TherapyMate. You can search for a particular code if you wish to ensure it will be available when creating session notes and you can add new codes as they are adopted.
Client Reminders
Client email or text appointment reminders can be sent to the Clinician's clients for upcoming appointment automatically. You can designate how many hours in advance of the appointment they will get a text and/or email reminder. The default is 24 hour prior to the appointment. If the two checkboxes are checked as shown, the client will automatically receive the reminders if their charts are configure properly.
Client email or text appointment reminders can be sent to the Clinician's clients for upcoming appointment automatically. You can designate how many hours in advance of the appointment they will get a text and/or email reminder. The default is 24 hour prior to the appointment. If the two checkboxes are checked as shown, the client will automatically receive the reminders if their charts are configure properly.
There are two templates on this settings page. The templates are ready to use. Changing these templates is optional. The templates will work just the way they are. The text in brackets will get filled in automatically for you. If you choose to edit these template be careful to not mess with the bracket items.
Please note: The text reminder template is limited to 160 characters by the cell phone providers. Any additional characters sent will not be visible to the client in their reminders.
Always test the reminders if you change the templates using a test client to ensure they are working properly.
Groups
Create and manage groups so you can invite more than one person to a group appointment. See the Help Center article about this subject before using it.
Mobile Applications
Information about TherapyMate's mobile app and calendar syncing options. See the Help Center article related to each for more information.
Mobile App
Soon you will be able to manage your Practice on the go! We will be offering a new Mobile App that works on a Google Android or Apple iPhone. It has a subset of important features that are essential to managing your Practice when you can't access the full application from your laptop or desktop computer. It will be available from the Apple App or Google Play stores in a couple of months (Feb 2024).
Mobile Calendar Syncing is another option but very limited in functionality. We highly recommend you use the Mobile App mentioned above over this option. With mobile calendar syncing you can send your TherapyMate appointment information to your iPhone and view it in your Gmail calendar. You will be able to view the calendar information on your phone, but won’t be able to make any changes from that device. We do not recommend this feature for Android phones or Microsoft Outlook calendars as the sync time is rather long.
Note Signature
By default any of the notes that a clinician creates are signed electronically by click a checkbox. This feature allows the clinician to create a written signature image that can also be used to sign notes and treatment plans.
Note Watermark
This allows a clinician to add the client's name and ID number to all pages of a note when it is printed for auditing purposes. This setting is optional.
Security-Logout Time
This is a security feature that will log the clinician out of TherapyMate if they walk away from their computer or stop typing for whatever time this value is set to. The default value is 10 minutes, but the clinician can change this value if needed here later.
Time Zone
The time zone in TherapyMate must match the time zone setting on the Clinician's computer operating system. This will ensure that appointments they schedule will display at the right time. It also helps text and email appointment reminders to go out at the correct time.