For therapists in private practice
Running a solo practice means tracking more than sessions: who still owes a late-cancel fee, which insurance claims are 30 days old, whether this month covered rent, and how many clients you actually need. This Microsoft Excel workbook puts the business side of your practice in one file.
Today only: $19.50 with code FLASH24
Business tracking only. Use client ID codes, never names. Do not store clinical notes. Session and billing records may still be protected health information, so keep this file on a secure, encrypted device or a HIPAA-appropriate account you control, and check with your own compliance advisor. This is not an EHR and is not HIPAA compliant software.
What's inside
Track clients by ID code, log each session's attendance and payment, and let your cancellation policy calculate late-cancel and no-show fees automatically. Follow up on insurance claims with days outstanding, plus overdue, denied and underpaid flags. Client and insurance payments flow into a monthly income-and-expense summary with a tax set-aside.
Tap any preview to see it full size. Client codes in the previews are example data.
Active clients vs. caseload target, sessions this month and year, late-cancel and no-show rates, revenue billed vs. collected, client balances owed, insurance pending, overdue and denied claims, monthly income vs. expenses, referral sources, payer summary and 2 charts.
Referral source, first contact and start date, status (Inquiry, Consult, Active, Paused, Discharged), payment type (self-pay, insurance, sliding scale), standard fee, copay and insurer name. There are no fields for names, birth dates, member IDs or clinical details.
Date, client code, session type (intake, 50-min, 30-min, couples, group), status (attended, late cancel, no-show, cancelled), fee, payment received and amount owed. Late-cancel and no-show fees follow the % you set.
Date of service, payer, amount billed, expected allowed amount, submitted and paid dates, amount paid, status and days outstanding. Flags claims past your overdue window (default 30 days), denied and underpaid claims, and sessions not yet submitted.
Client and insurance payments pulled in automatically by date received, an other-income log, an expense log (rent, license and CEUs, liability insurance, EHR/software, supervision, marketing, directory listings and more, with mileage), category totals and a tax set-aside % you choose.
Required average fee per session, sessions per week needed, break-even fee and effective hourly rate, plus self-pay vs. insurance net per session and per hour.
Income goal to sessions per week and active clients needed, with your actual numbers and pace.
Good to know
Pricing
The complete workbook, all 9 tabs.
$39 one-time
Today only: $19.50 with code FLASH24
FAQ
Microsoft Excel. It's built for Excel, with no macros and no add-ins.
It's built and tested for Microsoft Excel. We haven't confirmed Google Sheets or Apple Numbers, so we don't claim them.
No. Track clients by ID code only. The Client Roster has no fields for names, birth dates, member IDs or clinical details, and you shouldn't store clinical notes in the file. Business tracking only. Use client ID codes, never names. Do not store clinical notes. Session and billing records may still be protected health information, so keep this file on a secure, encrypted device or a HIPAA-appropriate account you control, and check with your own compliance advisor. This is not an EHR and is not HIPAA compliant software.
No. It's a business organizer, not an EHR, billing clearinghouse or claims-submission tool. It doesn't submit claims. The Insurance Claims Tracker helps you follow up on claims you've submitted elsewhere.
No. It's a one-time purchase of $39. Pay once, no subscription.
Room for 200 clients, 1,200 sessions and 600 claims.
Yes. The Settings tab holds the report year, claim alert windows, cancellation fee rule and every dropdown list. Example rows (client codes like EXAMPLE-C01) show how it works, and you can delete them in a minute.
No. It isn't legal, tax, billing or compliance advice. The tax set-aside is a percentage you choose.
These are instant digital downloads, so all sales are final. If a file won't open or doesn't work as described, email [email protected] within 14 days and we'll fix it or give you a full refund.
Caseload, sessions, fees, insurance claims, income, expenses and goals. $39, pay once.
Today only: $19.50 with code FLASH24
