How to Set up Your Practice

Setting up your practice should be your first step prior to utilizing any of the features in TheraPlatform as the information entered under Settings will carry over to invoices, notes, superbills, and claims.

The administrator can set up private practice/organization under Settings. This is where you can add/set up your address, NPI, services with CPT codes, health insurances, referring providers, documents (intake, forms, consent forms), note templates, client portal, calendar, etc.

TIP: In addition to this article, please review our built-in video tutorial. You can access the video by logging in to your TheraPlatform account and clicking on the orange button "Watch video tutorials". Please watch the "Setting up your practice" video. 

Important: Please set up all notifications and reminders prior to scheduling so your clients get email and/or text reminders. 

Click on Settings and Start Setting up the following:

Organization (Provider's Information)

General (Name, NPI, time zone)

• Under Settings, click on the Organization
• Fill out the form, start by answering this question first - "Is Tax ID SSN?"
  • If you file your taxes with your SSN, toggle on Is Tax ID SSN? (should be blue) and enter your social security number under the field "Tax ID number. Under the NPI field, enter your Individual NPI number and your first and last name
  • If Tax ID is NOT your social security number, toggle off Is Tax ID SSN? (this should NOT be in blue), under the Tax ID field, enter your tax ID number; under NPI, enter your Organization NPI, and under name, enter your Organization name
• Select the Currency for your practice
• Select the Time zone of your practice
• Then click on Save Changes

Note: If you added your organization NPI under the settings but you still need to add individual NPI for you (superuser: admin/main subscriber of TheraPlatform) and your therapists, complete these additional steps:

• The superuser/admin will need to click on My Account > Details. In the pop-up box, enter your individual NPI and click on Save Changes
• To enter individual NPI for your therapists, click on the Therapists Link
• Click on the green Edit button next to the name of the therapist and in the pop-up box, enter the individual NPI and click on Save Changes

Office location (address of the provider)

• Click on Settings > Organization
• Next click on Office locations to enter your office location(s)
• Next, click on the purple Add button
• You can add as many office locations as you need. Please make sure that at least one office location is marked as primary and/or billing. If the address you're entering is both primary and billing mark both options in blue.
• In the pop-up box, enter your address, phone number, fax number, and facility NPI (as needed).
• If the office location, you're entering is your primary, mark as primary. If this is your location for billing, mark billing. If this location is both primary and billing, mark both options in purple.
• Then click on Save Changes
• To add another office location, repeat the steps above

Note: At lease one office location needs to be marked as primary

Licenses

• Click on  Settings > Organization
• Next click on Licenses
• Then, click on the blue Add button
• In the pop-up box, enter your license number and state.
  • If you are an organization (your practice has organization NPI), enter the license of the organization
  • If you file taxes with your SSN and you added individual NPI under Organization, then enter your personal license here
• If you entered your Organization with Organization NPI under Organization, you can add your personal license and your therapists' licenses as well. For the superuser (admin/main subscriber), under My Account > Details, enter your license and click Save Changes. For therapists, click on Therapist and click on the green Edit button, and in the pop-up box, enter the license of your therapist and click Save Changes.

Billing

How to add your services

• Click on Settings< Billing
• Click on the Services to  add services and fees
• Click on the Stripe to set up your Stripe account to collect credit card payments from your clients
• Click on Stripe terminals if you plan on using the terminal in your office to collect payments.
• Click on the Insurers to add health insurers you work with
• Click on the Settings and then the Edit button to set up automatic billing. This is optional and you do not have to turn this feature on if you or your biller prefer to do billing manually. The automatic billing allows for automatic invoicing, automatic superbills, and automatic credit card charges
• Click on the Referring Providers and then click on Add Referring Provider  to add referring providers

Forms

• Click on Settings< Forms< Consent to set up consent forms
• Click on  Settings< Forms< Intake to set up intake forms
• Click on Settings< Forms< Demographics to set up the demographic form

Note: You can use forms from our library. You can modify our built-in forms and you can build any form from scratch.

Notes

Note: Chart notes on TheraPlatform are administrative notes and are not tied with schedule or treatment plan or insurance billing. If you plan on evaluation, treatment plan and insurance billing, we recommend using progress notes option to document your therapy.

• Click on Settings< Notes< Chart to set up chart note templates: edit our existing chart note templates or build your own chart note templates from scratch
• Click on  Settings< Notes< Assessment and Treatment Plan to set up assessment and treatment plan templates: edit our existing templates or build your own templates from scratch
• Click on Settings< Notes< Progress to set up your progress notes (e.g. daily notes, SOAP notes) templates: edit our existing templates or build your own from scratch
• Click on Settings< Notes< Discharge tab to set up your discharge note templates: edit our existing template or build your own templates from scratch.

To add footers to your notes and forms:

Click on Settings < Notes< Settings< Save changes.

NOTE: To assign specific note templates for specific providers, refer to this article. 

Client Portal

• Click on Settings< Portal< Logo to upload your logo
• Click on Settings< Portal<  Client Pages to customize the client portal (You can enable and disable the features you want your clients to see on the client portal. For example, if you don’t wish your clients to schedule, you can disable this for them)
• Click on Settings< Portal< Public Scheduler to enable the external scheduler (website widget for online booking)
• Click Settings< Portal< Message to enter your client portal message. For example, welcome to my clinic. This is a message all clients who log in to the client portal will see.
• Click on Settings< Portal< Waiting Room (for Telehealth) to set up waiting room message, waiting room background and music.

Calendar customization

• Click on Settings< Organization< Calendar to set your colors for a color-coded calendar

Notifications (email and text reminders)

• Click on Settings< Organization <Notifications to modify, disable/enable email notifications and reminders, and set up text reminders according to your needs

Internal reminders (alerts)

• Click on Settings< Organization <Internal reminders to modify, disable/enable internal alerts and reminders that are linked to you To do function.

Messaging

• Click on Settings< Organization <Message disable/enable ability to message with staff, therapists and clients.

Permissions

• Click on Settings< Organization <Permissions to disable/enable various features for staff, therapists and clients.