External Agents Serving TherapyAppointment Customers

This article is intended for:

  • People (External Billers or Agents) that need access to multiple providers or groups that use our system
  • This allows you to use one account to access multiple groups
What: TherapyAppointment offers a special account type for administrative staff that assist multiple, non-connected providers in the system with scheduling, billing, and other tasks.
  • Front Office Staff for a group of independent providers can use this type of account to access the accounts of a set of independent therapists who share office space.
  • Billing and Practice Management companies who are at a remote location can use these accounts to assist a variety of customers from one login.

External Agents who have a Business Associate Agreement (BAA) signed with the 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 signed with each independent provider you assist. This is absolutely necessary if you are a billing agent located elsewhere. 

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; an "admin" account may be used instead by an employee of the group. In this situation, a signed BAA is not necessary under HIPAA.

There is no charge for using this type of account.

How to Create an External Agent Account

✉️ 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

📄 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

  • Go to Login > Therapist (top right menu)

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:

  • Settings
  • Select the Staff tab (top)
  • Then select the button at the top right:

  • Enter their name and email address and click
  • This will send them an email invitation to set up their account identical to the one you received initially

Connect to a Provider or Group That You Work With

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

  • Ask them to enter them into the provided fields
  • 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)
  • From the External Agent Role: Select 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
  • Under, 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, with all menu options listed on the left
  • You will also see the name of the customer under your name in the upper right-hand corner of the screen

Go back to Agency View

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

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