Group Therapy Sessions: Creating, Scheduling, Charting, Payments

Looking to create and chart on group sessions?

Easily bill and chart on all group clients for a session with this easy built in feature!
These quick steps will show the process for adding a new group, taking payment and starting the chart process.

In this Article:


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Create a Client Group

To add a new group:

  • From any page, click (top right) then Group:


  • If on mobile, click (top right) then New Group:


If you have multiple providers, pick the provider for this group.

From here, enter the:

  • Full group name
  • Group initials (used for autopilot and other areas)
  • CPT code typically used → default is 90853: Group Psychotherapy
  • Click (bottom right) when done

Add Clients to a Group

From the Group List

  • Click Clients (left menu)
  • Groups will be listed at the top of the list
  • Click on the group to load the group details shown below:


  • To add a client, at the top type their name then click the dropdown to add them to the group
  • Click (far right) to load the client profile
  • Click (far right) to remove a client from a group
  • Click (bottom center) to edit the group name or default CPT code used
  • Click when finished (bottom right)

From the Client Profile

Alternatively, from a client's profile, you can add a particular client to a group, or manage their existing group membership.

Go to:

  • Clients (left menu)
  • Click on the client's name, loading their profile
  • Find the section Group Memberships
  • Here we list any groups the client is a part of:


  • Click the dropdown below it - Any groups the client is a part of will already be checked off
  • Click the group name and ensure it's checked off

Group Scheduling

Once the new group has been created and clients added, it's time to get them on the calendar! 

Adding a group to the calendar is the same process as you would with an individual appointment, searching for the group name instead.

Do this go to:

  • Click Calendar (left menu)
  • Click the date & time you want the group appointment for
  • Type part of the group's name in and click on it
  • Search for the group name here
  • Click

Once on the schedule, click on the appointment to manage attendance, payment, and charting.

Share a Group with Another Provider

Sharing a group with another provider means:

  • That provider will have access to the group and can view & edit group clients
  • Can schedule and chart on the group

Sharing a group requires scheduling that group with the second provider, here are the steps:

  • Go to Calendar (left menu)
  • Pull up the second providers calendar
  • Click on the date & time you want the appointment loading the appointment popup
  • To the right of the client name, click the filter button (far right) to toggle it to all clients:


  • Enter the group name, you'll note an alert at the top:
This group doesn't usually see this provider
  • Click

check_circle That group appointment will then be created on the new provider's calendar.

Group Attendance

The main breakdown in attendance is yes or no:


With Yes (attended):

You can use:

  • A Standard or Custom CPT code
  • Or no fee

With No (did not attend):

You can use one of the available system codes:

  • no show
  • late cancel
  • or no fee

From here, you have a few options of how to set CPT Codes:


Additionally, some other helpful information:

* or keep scrolling for all sections

Mark all as Attended (with default CPT Code)

  • If you have more clients attending than not, the easiest thing is to mark them all as attended
  • Click the checkbox (top left) shown below
  • Then just change any client specific CPT codes after the system does it's magic ✨


Edit CPT Code for Client: No CPT Code Entered

  • Click on the dropdown under the Attendance column
  • With the dropdown, we group & list the attendance order from Yes → No
    • Both options include a No Fee option at the bottom of their respective lists
  • Scroll down to find your selection:


Edit CPT Code for Client: CPT Code Already Set

  • If attendance is already set, click the pencil icon to first clear out the selection
  • Then click the dropdown and select another CPT code


checklist Pick Different CPT Codes for Each Client

  • We support multiple different CPT code selections
  • Set one client for 90853, another one for a custom CPT code: the combinations are unlimited!


person_check Attendance and Confirmations: Visual at a Glance

  • Under the Attendance column, before a CPT Code is selected we show confirmations:


  • Once attendance is set with a CPT Code, we note their attendance with yes / no colored icons:


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Accept Payment

From the appointment popup, to the right of the CPT code for any client click

Start Charting

To begin charting, click the top far right button:


  • If looking to use a custom chart note template, select it from the Chart Entry Style dropdown:
    • Only custom templates are supported
    • They can't be edited, but you can include more details in the Group Notes section for each specific client
  • Our HIPAA and SOAP note templates are only available on single client appointments


  • For general group session notes, enter those in the Group Notes section
  • Within the notes editor, we support the following formatting:
    • Text sizes → from heading 1-6 and normal text
    • Formatting → bold, italic, underline, and small text
    • Additionally → bullet points, numbered bullet points, and paragraph indentations


  • These will become a part of all client chart notes that attended the session

Client Specific Notes

  • For any specific client notes, enter them below group notes, beside each client's respective name
  • These are optional, and will only be added to this specific clients chart notes


  • When complete, click (bottom right)
  • Review the chart note, ensuring it's correct
  • Then click (bottom right)
Note: When clicking both buttons above, you should see a popup warning with a progress bar as the system locks your chart notes. Please avoid navigating away from this page during that process.

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