Your Profile

Your profile gives you access to customizing everything "personal" to you: from name to licenses, online forms, CPT codes, office locations, online forms, and more!

This article covers from top to bottom your entire profile in order. Click on each link below to bring you to that section.

In this Article:

Access Your Profile

To access your profile:

  • From any screen click your name (top right):

  • From the popup, underneath your name and practice click

  • You'll then see your profile:


Are you an Owner or Manager?

You'll also notice an additional ribbon near the top, allowing you to quickly switch between other staff member profiles. Click the dropdown shown here:

For a breakdown of each profile setting tab click on any one below:

Settings Search!

We've included a handy search to help find any settings you're unable to find.

Click (top right) and enter your term:

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Profile Settings Overview

On every settings page, you'll notice these tabs at the top. Click any of the below tabs to bring you straight to that section:

Profile

The profile allows you to make changes to your preferences.

Need to edit a section or value?

On any section, click or (top right) to make any changes, then click .

Example:

Personal

Here adjust your name, professional name, insurance claim name and gender.

License and Identification

Here you can review your licensure details, including type 1 NPI number, individual taxonomy code, individual EIN or SSN number.

Individual Billing Information

Set your (optional) billing phone number and mailing address.

Note: This is required if you do not have a service location or group address entered.

Email Addresses

Edit your email address(es) on file with us here.

Note: we only send emails to the default email address on file, but you can have and switch between multiple email addresses at anytime.

Contacts

Put your miscellaneous contacts, including emergency ones here.

Staff having an emergency?

Owners or managers can review a staff member's contacts by:
  • Clicking (top right)
  • Then click Staff (top tab)
  • Click the staff member's name then find this section.

General Settings

Here you can set your time zone, screen reader accessibility, new client email alerts, and our "ask a scheduler or biller" option.


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Workplace Settings

Required role: Owner or Manager

Configure account access as well as provider roles


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Supervisors

Here you can review your supervisors (or for a particular provider as an owner or manager).


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Supervisees

Required role: Owner or Manager

This is where you can manage who you or another provider specifically supervise.


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Client Data

Here you can review your particular exports, or import clients using a generated spreadsheet.


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Billing Information

Here you can view your billing history and payments made to us since the beginning.


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Credit Cards

Required role: Owner only

Add new cards or manage existing card(s) on file with us here.

credit_card Note: We only charge the card marked as the default.

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Service Agreements

Review or download your Terms of Service as well as your Business Associate Agreement with us.

Templates

Manage any of your online forms, standard client documents (PDF), custom chart templates and chart options in this tab.

Online Forms

Create new online forms or manage existing ones here.

Need to edit a section or value?

On any section, click or (top right) to make any changes, then click .

Example:

Online Forms

Create new client facing online forms or manage existing ones here.


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Standard Client Documents

Upload PDFs and allow clients to review and e-sign a form you've created.

Note: Clients are not able to enter information into the PDF, it's read only. They have an e-signature field they can sign and submit.

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Chart Templates

Have a chart note template you'd prefer to use over ours? Want to add a template within our HIPPA chart template? Here's where you can add & configure those.


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Chart Options:

These are miscellaneous charting options, including if a chart note is required, the default chart note type, and whether to include the appointment start/end times automatically in the chart note.

Calendar

Here's where you can edit your calendar settings: availability, Google calendar integration, Zoom integration, and others can be managed here.


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Need to edit a section or value?

On any section, click or (top right) to make any changes, then click .

Example:

General Settings

Share an anonymous calendar with other therapists at your practice (meeting/appointment is used). To view, they can add your schedule with the calendar far right filter therapist and select your name.

Weekly Availability

Here you can define your weekly recurring availability visible to self scheduling clients (optional) and staff, as well as date spanned exceptions you can configure. Have the calendar flexibility you need!


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Google Calendar

Connect your account with TherapyAppointment here.


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Zoom Integration

Connect your    account for integrated telehealth with us.


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iCal Calendar Sharing

Want to share an anonymized HIPAA compliant version (appointment/meeting only) of your TherapyAppointment calendar on another calendar system?

Here's where you can configure that.


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External Calendars

Import external calendars into TherapyAppointment here. We only support iCal URLs for imports.


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Session Settings

Configure whether or not we play a sound chime at the start and/or end of the session while In our today autopilot view.


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Appointment Settings

Here you can set the default reminder interval (1-5 days), as well as when appointments must be cancelled by in the client portal (hours).


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Observed Holidays

Set your holiday schedule for the year here.

Checking off a holiday will create an all day event blocking out your availability for clients to self schedule, and will be shown to staff on the calendar.

Client Portal

This section allows you to set various client portal settings including self scheduling, our public find your therapist configuration, as well as registration requirements.


Need to edit a section or value?

On any section, click (top right) to make any changes, then click .

Example:

Your Client Portal Link

In the top blue banner, you'll note a URL that you can copy that brings you to your unique client portal in our system.

Send it to clients, add it to your website or website menu, email signature, or anywhere else that might be helpful and convenient for clients!


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Client Portal Settings

Here you can customize access to certain client portal features clients use:

Find your Therapist

Take advantage of our public facing search for therapists.

You can direct existing clients to our website to find you or login, and new clients accessing our search will be shown providers based on their search criteria and location.


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Find your Therapist Feature

Client Registration

We break registration down into two categories:

  • Public registration: using your unique client portal link to sign up (if enabled)
  • Staff Sent Invites: Sent either when creating a new client, or via the client profile

Configure client registration steps including insurance information, credit card, and online forms.


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Online Scheduling

This determines if and how clients can use the client portal to self schedule appointments.

Self scheduling is based off of client status (new, active, inactive).

Set how far out clients need to self schedule, how far out your availability is shown, and how frequently clients can self schedule.

live_help Issues with clients self scheduling?

😅 Don't sweat! We have an article that covers all potential causes: Client Self-Scheduling Issues

Notifications:

Here you can also configure your automated system emails. Get an email when a client registers, sends a message or cancels their appointment on the portal.

Security

Here you can confirm or change your username and password, as well as your two-factor authentication settings:


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