Accounts for External Agents serving multiple TherapyAppointment Customers

account_circle This article is intended for:

External Agents who have a Business Associate Agreement (BAA) signed with businesses that use TherapyAppointment. Even if you are employed as front office staff for a group of independent providers, we recommend that you have a BAA signed with each. This is absolutely necessary if you are a billing agent located elsewhere.

help What:

TherapyAppointment offers a no charge special account type for Ancillary Companies who manage the administrative and billing aspects of multiple practices using TherapyAppointment as their software.

Some examples are:

  • Front Office Staff for a group of independent providers who share office space.
  • Professional Billing and Practice Management Companies who work remotely.

If the group practice is a "true" group (i.e. an incorporated group practice with its own Tax ID or EIN) → this type of account is not necessary and a normal staff account may be used instead by an employee of the group (view our article on staff accounts). In this situation, a signed BAA is not necessary under HIPAA.

In this Article:

How to Create an External Agent Account

mail Email support@therapyappointment.com and ask for an External Biller Account to be set up for you. We need the following from you in order to setup an account:

  • Name
  • Full Address
  • Phone number
  • Email address

Drafts We will then send you a set up email. Click the link to set up your username and password for the account:

Once your account is set up, you will be able to log in right from either:

1. Our main page: www.therapyappointment.com

Click Login (top right):

2. Or you can bookmark the direct login page on your browser: https://portal.therapyappointment.com

Add Your Coworkers or Employees to Your Account

If you have administrative colleagues working with you in the front office of a group of independent practitioners, or additional persons working for your Billing/Management business, set up logins for them!

This will create them as another external agent under your agency. To do this, go to:

  • (top right menu)
  • Click Staff (top tab)
  • Then click the (top right):

  • Enter their name and email address and click
  • This will send them an email to set up their account identical to the one you received
Staff member seeing invalid link? Links are only valid for 1 hour for security and to keep PHI safe.

From the Staff tab, click on their name. Click the top tab Security and click

Connect to a Provider or Group You Work With

  • Go to your Home screen (left menu)
  • Select (top right)

Most important step

First ask an owner or manager of that group to follow the steps in this article: External Agent Access to Your Account (provider)

  • When you’re both ready, click
  • Provide your customer the Token (letters) and Code (numbers), or send them via email:
  • Codes are only valid for 1 hour


  • Ask them to enter them into the provided fields (steps in the above article)
  • Then ask them to click on their end
    • If they were successful, Click on the button
    • If they were unsuccessful and you need to generate all new codes, select
  • Ask your customer to add your roles first (documented in their article)
  • When finished click and return to the home screen
🎉 Congratulations! Once your role(s) have been turned on by the practice, you should then see that practice in your list of your customers on your Home screen.

Loading your List of Existing Practices or Providers

  • Immediately after signing in, on the Home screen you should see the section Your Customers
  • Each practice will be listed here in alphabetical order:


  • To load a practice, click on their name under this section
  • From here, you'll be entered into the Practice View
  • Here you have access to the practice as a staff member based on your roles
  • It will be an identical view as a staff member within that group with the same roles
  • You will also see the name of the customer under your name in the top right corner.

Go back to Agency View

Need to switch to another practice? To leave this practice and go to a different one, either:

  • Click My Agency (top of left menu)
  • Or click on your name at the top right corner, then click My Agency