The therapy intake form template, and the practice records it starts
A small therapy practice runs on three pieces of paper: the intake form a new client fills in before the first session, the note the clinician writes after it, and the spreadsheet where the owner works out whether any of it pays. Soapvo is three free worksheets and one paid record for the person who owns all three. The therapy intake form sheet takes the field count, the required count and how many new clients never send the form back, and returns the first-session fees the paperwork is costing you. The private practice budget sheet takes the clinicians, the sessions, the fee, the no-show rate and the split, and returns the year's income, what the no-shows cost and how many sessions cover the premises. The SOAP notes sheet takes the caseload and the minutes a note takes, and returns the hours and the money note-writing costs. Nothing here is clinical advice, a hospital EHR or a billing service: it is one to ten clinicians and their records.
Keep the file, not just this month's figures
The sheets settle the numbers today. Soapvo Pro is every client with their intake and consent, every session with its note, and every document you issued, for $79 a month however many clinicians you have.
One record for the paperwork a practice is required to keep
- Intake, consent and contact details in one file rather than three. On the worked example 22% of new clients never send the intake form back, which is four first sessions and $475 a month. A form that is short, structured and sent as a link rather than a PDF is the whole of that fix.
- Every appointment with its note, and the ones that did not happen. Three clinicians at 22 sessions a week deliver 2,794 sessions a year after an 8% no-show rate, and those no-shows are $29,146 of fee income. The record shows both, because a practice that cannot see its no-show rate cannot change it.
- Written in minutes, kept for years, complete when it is asked for. 3,036 notes a year at seven minutes each is 354 hours and $21,960 of clinician time, and 30% of them are written after the day they belong to. A structured template that saves three minutes a note gives back 151 hours a year.
The free tools
Three sheets, one for each piece of paper. The intake form sheet is the paperwork: fields times seconds is the time to fill, new clients times the drop-off rate is the ones who never come back, and that times your session fee is what the form costs you a month. The budget sheet is the practice: clinicians times sessions times weeks, less the no-shows, times the fee is the income; the split, the rent and the software come off it; and the premises divided by your margin per session is the number of sessions that pay for the room. The notes sheet is the clinician's week: sessions times minutes is the hours, times the hourly cost is the money, and the minutes a structured template saves is what is on the table. Every figure is worked from what you enter.
- Therapy intake form template: Turn the field count and the drop-off rate into the first-session fees your intake form is costing you.
- Private practice budget template: Turn clinicians, sessions, the fee and the no-show rate into the year's income, what the no-shows cost and what the room needs to earn.
- Soap notes physiotherapy: Turn the caseload and the minutes a note takes into the hours and the money note-writing costs, and what a template gives back.
Soapvo Pro
The sheets settle the numbers this afternoon. Pro keeps the record: the client, the intake, the sessions and the notes in one place, so the file is complete when somebody asks for it. Soapvo Pro is $79 per month for the whole practice, billed monthly.
