A Technofabulous Office - the Paperless Options
Updated February 4, 2020
Wow, going paperless for therapists has come a LONG way since we first wrote this article! There are a lot of terms people through around: paperless office, practice management software, electronic health records (EHR). etc. But, whatever you search you just want to know: how do I go paperless as a therapist while keeping my client’s data safe, and not making myself crazy?
First step, don’t look at your office and the file cabinets and start thinking about how much TIME it will take to scan all that mess in!
Just because you have paper files and folders, doesn’t mean you can’t start the process of going paperless now! If you have a private practice or a group practice, you can start now and deal with your file cabinets later. Don’t let scanning and such deter you. Do that when you have the time and energy.
Just start from now on using your system for moving towards becoming paperless. And if you are starting a private practice, now is the time to go paperless. You won’t have files to deal with and you will start off with this excellent business practice with ease. it will make the process of growing and scaling your business MUCH easier.
That’s the good news- now here is the bad news. There is no perfect software system or process, just like there is no magical filing system where the notes write themselves and the folders magically get back to where they need to be!
But, here is the good news about practice management software systems there are some FANTASTIC options out there that keep your client’s data secure, and make your whole business run more smoothly (in addition to saving you the hassle of saving paper files for decades after a client finishes therapy).
Here are my non-negotiable must haves for any practice management software or electronic health record (EHR):
It must allow a client to fill out intake forms and sign online. This doesn’t just make your life easier, it allows for you to have MORE time in session do to therapy- instead of just focusing on paperwork! AND you do NOT want to have to be scanning in signed documents unless it is absolutely necessary.
It needs to have the ability for a client to put their credit card on file so that they can be easily billed for sessions, no-shows, and missed appointments. I do NOT want to spend 2-5 minutes of every session using a card reader and going through a whole process to get paid.
It needs to NOT require me to have a separate monthly subscription for credit card processing. It is normal to have fees from the credit card processing company, but I don’t want a 12-month contract with the credit card processor.
It needs to be SIMPLE. I need to be able to easily type in notes without having to go through 30-50 drop-downs for each client. I have seen some REALLY bloated EHRs that take longer to put in notes than you spend with the client.
It needs to be simple and easy to print out superbills, receipts, or CMS-1500 to give to clients (and track all the finances). I don’t want to have to re-enter data, all the data should be in one place.
Beyond that, you may have requirements for your particular clientele, or your group practice. Here are two practice management softwares we recommend therapists check out when they are finding the right system for them.
Already gone paperless? Share your favorite practice management softwares and whether they have the features listed above in the comments.
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