SimplePractice is a great solution for both individual therapists and group practice owners. Understanding where everything is can be a daunting task at times. Here are a few basics to help you along the way.
How Do I Record an Insurance Payment?
When you receive an insurance payment for a claim, here’s how to manually record it in SimplePractice.
- In the main menu on the left, click on Billing.
- On the far right side of the screen, click on the semi-white button labeled Insurance.
- On the top right side of the screen, click on the blue button labeled Add Payment.
- Grab your insurance statement and record the payment date, name of the insurance (payor), and the total amount of the payment you’ve received. Optionally, you can enter in the payment method and the check/reference number. You’ll notice that the Unallocated Amount item will match the total amount you’ve just typed in; keep that in mind as we’ll come back to it soon.
- Look carefully at your insurance statement to find the full range of dates that are paid for. Enter in the appropriate date range. Caution: If you start entering individual payments and come back to change the date range, all your work will be erased! It’s worth it to get the date range correct the first time around.
- You should now have a list of clients who have outstanding insurance payments specific to the insurance you’ve selected above. Find each date/client line item that corresponds to your insurance statement and record the copay/deductible under Client owes and the amount the insurance paid.
- Click the circled arrows to have SimplePractice automatically calculate the Write-off amount. Essentially, this is the total amount you billed, minus the copay/deductible and the insurance payment. Do not skip this step!
- Remember the Unallocated Amount item from earlier? You should notice that number getting smaller and smaller. The goal is for it to reach zero, which means your insurance statement is balanced with the data you’ve entered in SimplePractice.
- Once you have entered in all of your client payments, the Unallocated Amount should be zero. If it’s not, go back and recheck your entries. When you’ve got it at zero, click the blue Save button.
You’ll be given a confirmation screen after clicking Save.
What is the Phone Number for SimplePractice?
This one tends to take people by surprise: As big as SimplePractice is, phone support is just not in their business model. To be fair, they have a number of alternative methods of receiving support. They have a comprehensive knowledge base, interactive chat sessions, the ability to submit Help Desk (email) tickets, an online FaceBook Group, and even scheduling a video consultation with their support staff. I have always found their staff to be very friendly and especially helpful.
Where are my Consent Documents?
It can be confusing to locate the consent documents that you wish to have your clients sign. For some reason, they are not located in the Notes and Forms section. Instead, they are located in the Shared Documents and Files section. If you have a new account, you’ll find a sample Privacy Notice, Informed Consent, and Practice Policy to start from.
How Do I Clear My Cache?
Each web browser keeps a cache (copy) of the pages you’ve visited. Sometimes, this creates problems over time. If in doubt, your first step should always be to clear your cache, quit your web browser, and open it back up. While each web browser is different, here’s the general gist:
- Chrome: Chrome > Clear Browsing Data > Basic > All Time (check all boxes) > Clear Data
- Firefox: History > Clear Recent History > Everything (check all boxes) > Clear Now
- Safari: Safari > Clear History > All History > Clear History
How Do I Back Up my Charts?
This is perhaps the most important concept you must be familiar with. While SimplePractice takes measures to protect your data, in the event of data loss, you’ll want to keep regular backups of all of your client’s files. Fortunately, SimplePractice excels at providing this option.
Go to My Account > Settings > Data Export. You’ll want to do a Complete backup (Includes client contact info and all documentation) for all clients according to whatever backup schedule you use. If you don’t have an encrypted hard drive with a good password, you’ll also want to make certain to select “Password protect file (recommended)”.
You’ll need the password that the system generates for you to open up the backup, so make sure to keep a list. Keep in mind that these backup files can get quite large (700+ MB is not uncommon), so they take up a lot of space.
It can take quite a while to receive the email that your backup is ready for download. Once you are notified by email, click the link to download and store your file. Remember where you store it, as you may need it when you least expect it! The backup file will be ZIP’d (compressed). Inside the backup file you’ll find the following folders:
- Billing Documents
- Medical Records
- Psychotherapy Notes
- Secure Messages
- Stored Documents
Inside each folder you’ll find a folder listing for each of your clients, by name. Inside each on of these, you’ll find a PDF for each type of file. The only exceptions to this are Stored Documents (they will be of the same file type you previously uploaded to store with your client’s record) and Contacts, which will be in VCard format and can easily be imported into a contact list program (such as Mac OS’ Address Book).