5 Ways A Virtual Assistant Can Use Therapy Notes

By Jessica Kemmerer

Therapy Notes is one of the Electronic Health Records systems utilized by our Virtual Assistants here at Move Forward.

Not only is this system easy to use, our Virtual Assistants collectively agree that Therapy Notes provides a visually appealing and organized way to navigate patient information.

Read more below to learn the key reasons why a virtual assistant using Therapy Notes may be a perfect combination to help you with your practice’s operational needs.

Scheduling Patients: The Calendar View and How It Can Help You!

One of the biggest benefits of Therapy Notes is the ease of the calendar and scheduling options. With a few clicks of the mouse, you can customize the view of your provider’s calendar to best suit your needs. There are three different views: Daily, Weekly, and Monthly. Having multiple ways to view the schedule and easily modify appointments and efficiently bill for the month makes the customizable view of the calendar a huge time-saver.

Daily View

Our Virtual Assistants using Therapy Notes find the customized “Daily” view is the best way to visualize the entire day, making Scheduling and Rescheduling appointments quick and easy. One helpful feature is if an appointment is missed, you can cancel the appointment for that specific day, and that same screen provides a quick option to charge a no-show fee and attach it to that specific visit.

Weekly View

The “Weekly” view makes visualizing the weekly schedule easy, and eliminates the need to “toggle” between each day. If a patient calls to confirm their appointment for later in the week, you’ll be able to easily find the appointment in the weekly view, meaning less time will be spent on the phone with the patient.

Monthly View

At the end of the month, our Assistants find the “Monthly” view is a great way to see all patient appointments to help expedite billing – simply click on the patient, open their chart, and all the information needed for billing is right there, making billing less time consuming and frustrating. Upon completion of each day’s billing, the Monthly view allows for easy navigation to the next day, allowing the billing process to be completed more smoothly – who doesn’t love an easier way to do billing!

Registering A New Patient

Creating a New Patient in Therapy Notes is quick and easy using Therapy Notes. You can either add an appointment to the calendar and then create a patient profile to link to that appointment, or you can create a patient profile directly from the main screen. The Patient Info Tab on the profile provides all the pertinent patient demographics on one screen – the patient’s name, address, contact information, emergency contact, and communication preferences and consent.

One-click of the mouse allows you to navigate to the Patient Billing tab which provides all the needed insurance and billing information that can be filled in, and the Patient Portal tab allows your provider to share New Patient paperwork for easy completion, and allows electronic signatures on new patient documents, eliminating paper waste.

Ashley G, one of Move Forward’s Virtual Assistants, elaborates more on how Therapy Notes is a quick and environmental-friendly system. “I especially love the Portal - it’s nice that the patients can sign all their documents electronically which saves a lot of time and paper. I get positive feedback on that from patients often!”

As you can see, registering new patients in Therapy Notes is a smooth and easy process that Virtual Assistants love!

Confirming Appointments

Utilizing the patient portal is a great way to provide patients with information regarding their upcoming appointments. Reminder texts and emails can be sent through the portal directly in Therapy Notes by the Virtual Assistant which makes appointment confirmations a quick and easy process. 

Additionally, utilizing the “Weekly” view of the calendar shows all upcoming appointments for your provider for that week, so if your provider prefers a personalized call to each patient to confirm their appointment, this can be done easily by clicking the appointment to open the patient’s chart, and as mentioned before, all the pertinent communication preferences are listed on that first screen for easy viewing. 

One of Move Forward’s Team Leads, Lorinda M., loves the ease of navigating the different tabs in Therapy Notes, stating “I like that Therapy Notes is very user-friendly – I can find things easily when I need to search for an appointment or patient information!” Sounds simple, right? That’s because it is!

Recording Payments

A Virtual Assistant using Therapy Notes can enter payments quickly and easily. You simply click on the patient’s chart and navigate to the Patient Billing tab. There you’ll find all the billing information including outstanding balances, previous payment entries, and credit cards that the patient has on file to process payments on. 

You can manually enter a patient’s payment, and allocate it to a specific office visit with one click. A few clicks on the mouse can generate a statement, receipt, or invoice that lists the patient payment history. You can save the statement in pdf format and then quickly and easily email the receipt to the patient. 

Therapy Notes makes billing virtually a fast and efficient process that providers, supporting staff, and patients love!

Communicating With Providers

Another great feature when using TherapyNotes as a Virtual Assistant is the ease of communicating about schedule changes and patient concerns with providers, especially since the VA is not in the office with the provider. The Staff Tab provides the names of all providers and supporting staff for the practice, along with their contact information and communication preferences.

You can click on the icon to send an email, and you’ll be taken to an email with the provider’s contact information automatically populated in, so all you have to do is type your message and hit send. Therapy Notes provides a documentation trail of communication between the office staff, making referencing previous communications fast and easy.

Summary

If you are looking for a user-friendly, clean and efficient EHR system to use for your Virtual Assistant, then Therapy Notes is the system for you! The ease of navigating, along with the system’s capabilities to quickly register patients, link demographic information, schedule, bill, and post payments makes Therapy Notes an excellent addition to any practice looking to expedite the completion of daily tasks in the office.

TherapyNotes provides a large collection of videos, links, and resources that provide information on the benefits of choosing Therapy Notes for your Virtual Assistant, along with helpful tips and tricks to set up and customize the EHR system to suit your practice needs.

Click the TherapyNotes button below to try TherapyNotes for free for two months using the Promo Code MOVEFORWARD. Disclaimer: Therapy Notes is an affiliate of MFVA and MFVA receives compensation for the clients referred to them.