Private Practice Therapist

Run a calm private practice: intake, notes, insurance and rebooking on autopilot.

For solo therapists and 2-5 seat practices running a caseload.

What this fixes

• Note-writing after every session eats the evening → Intake, consent and clinical history captured once, reused forever
• Intake forms and consent documents are re-typed for every new client → Structured session notes that take five minutes, not thirty
• Chasing insurance superbills and reimbursement status → Superbills and claims produced without re-typing
• Clients quietly stop attending and you only notice weeks later → Attendance and engagement patterns visible per client

The flow it implements

1. Referral — SOP, checklist and templates included
2. Intake — SOP, checklist and templates included
3. First session — SOP, checklist and templates included
4. Active care — SOP, checklist and templates included
5. Progress review — SOP, checklist and templates included
6. Discharge — SOP, checklist and templates included
7. Re-referral — SOP, checklist and templates included

The numbers you track

Metric	Definition	Formula
Notes completed on time %	Session notes written within 24 hours	notes_written_within_24h / sessions_held
Attendance %	Sessions attended vs scheduled	attended / scheduled
Claim reimbursement rate %	Claims paid on first submission	claims_paid_first_pass / claims_submitted
Caseload capacity %	How full the practice is	active_clients / caseload_capacity

What's in the download

Setup takes 15 minutes

1. Import pipeline-tracker.csv into Google Sheets and delete the example rows.
2. Copy the three documents you send most often and replace the {{placeholders}}.
3. Import tasks.csv as your checklist, then add your first real client.

Questions