SimplePractice

Understanding how to use SimplePractice is key for working at italk!

General Information:

Client Information:

All client information is stored on SimplePractice.

  • Name, Age, Address

  • Diagnosis codes

  • Insurance Information

  • Client/Caregiver contact information

  • Documentation

Forms:

  • Intake Form

  • Notice of Privacy Practices

  • Informed Consent for Speech-Language Evaluation and Therapy

  • Attendance and Cancellation Policy

  • Photo/Video Consent

  • Patient Responsibility -Insurance Disclaimer

  • Private Pay Credit Card on File Agreement

  • Release of Information

  • Credit card information

  • Demographics form

Clinician Responsibilities:

Client Information:

  • Diagnosis code(s) are put in after initial eval, day of

  • Intake form: it should be completely filled out prior to the initial evaluation date - it is the clinician’s responsibility to check for completion prior to the evaluation date. If not filled out a day prior, clinicians need to let the Reception Team know to contact the client/caregiver.

  • Photo/Video consent form: if filled out, please update the consent list!

Reminders:

All reminder notifications need to be cleared by the end of the day to ensure that it doesn’t pile up!

  • Clinician notifications are:
    - Client birthdays
    - Missing SOAP notes
    - Repeated session termination date

Scheduling:

  • Be in active communication with the Reception Team!

  • Check Scheduling Protocol for more specific details/responsibilities

  • Availability is updated for Evaluations and Session scheduling for Reception Team

  • Weekly schedule matches the italk Schedule

  • Follow Progress Week Protocol for additional information regarding scheduling for conferences

  • All scheduling and cancellations will be done by the Reception Team - if there are any changes to be made, please communicate what needs to be done (e.g. Pororo needs to cancel his Tuesday session and move it to Friday, and emailed the clinician —> clinician CC’s Reception Team to respond that they will reschedule —> Reception Team reschedules on SimplePractice)

  • If clinician receives a notification that sessions will be running out, click “Schedule more now” and then press “done”

Rules:

  • Make sure that there is only one session scheduled per day! Insurances bill per day not per sessions - so we want to make sure that the Reception Team can be accurate with their billing.

  • If a client/caregiver emails about cancellations, please respond with reception@italkspeech.com CC’ed so that they can be updated - all cancellations need a reason (check Cancellation Policy) - Reception Team makes direct changes on SimplePractice.

Documentation:

  • SOAP notes to be filled out by the end of the session date - Director & Supervisors will check!

  • Reports & other related information uploaded

Reception Team Responsibilities:

Client Information:

  • Follow the New Client Protocol for detailed instructions

  • Intake form: If not filled out a day prior, clinicians will let the Reception Team know to contact the client/caregiver

Make sure:

  • All personal information is accurate and uploaded

  • Client Portal is set up accurately

  • Insurance card front & back / Payment details are uploaded

  • Diagnosis codes are uploaded by the clinician by the end of evaluation date

Scheduling:

  • Be in active communication with the clinicians!

  • Check Scheduling Protocol for more specific details/responsibilities

  • Check appropriate clinician’s availability on SimplePractice to schedule new client evaluations, debrief meetings and sessions

  • Weekly schedule should match the italk Schedule

  • Follow Progress Week Protocol for additional information on communication responsibilities

  • All scheduling/changes/cancellations are completed by Reception Team

Rules:

  • Make sure that there is only one session scheduled per day! If double-booking is noticed, change the non-leading clinician’s session to an event and kindly remind the clinicians of the significance of repeated sessions

  • If a client/caregiver emails clinicians directly about cancellations, reception@italkspeech.com will be CC’ed (check Cancellation Policy) - Reception Team makes direct changes on SimplePractice.

Documentation:

  • If insurance requires SOAP notes/documentations, copy & paste client’s notes and create document in SOAP notes Folder

  • Upload fax from insurances

Administrative Notes:

  • To update in pre-auth time periods

  • To update any warnings given