Do you have client paperwork printed in your home? Are your session notes in notebooks? Is your paper diary full of scribbles? Can you tell me exactly how much money you are owed or how much you earned this week?

In this week's blog, I’m going to tell you about 5 ways you can remove the paper from your Practice. Not only that but these will help you automate, streamline and systematise your Practice for far less admin time.

Contracts and Forms

As we talked about in last week's blog it is important to send clients some forms when they start working with you. You can read more about the types of paperwork you should be sending, by checking out that blog. 

With Power Diary you can create the agreement and other types of forms within the platform and send them to clients directly. You can add text, Dropdown options and tick boxes. You can link answers directly to the client file so once a client completes the form it will auto-populate the correct field. You can even obtain signatures! 

The system will also notify you once the client has completed a form and it will be automatically saved to the client file once completed. 

Client Information

You can capture so much information within the platform both by sending out forms and also by manually completing them. Not only can you safely store all the client's personal information there is a specific location for emergency contacts. 

You can add contacts to the client file so that invoices can be sent to the relevant person automatically. A parent or carer can receive appointment reminders alongside the client. You can add anyone involved in the client's care as contacts so that emails can be sent and added to the client file all within Power Diary. 

Appointments

Power Diary allows you to book, reschedule and cancel appointments all within the very user-friendly calendar. You can set your working schedule down to the minute each day and there is a client portal if you’d like clients to be able to book their own appointments.

No more rubbing out appointments in your paper diary if a client reschedules or cancels. This can all be managed seamlessly within Power Diary syncing to your Google calendar on your computer and phone.

There is also a handy statistics feature so you can see how many appointments the client has attended, rescheduled, cancelled and had no shows too. 

Invoicing

Invoicing couldn’t be simpler with Power Diary, you can set the appointment and fee for each client so you never need to look up a client's fee again. When you book them an appointment the system will automatically select the session type you’ve set for them (you can change this manually if needed) and create an invoice for the client. 

If you offer a reduced fee programme you can easily apply discounts to standard session fees. Not only that but you can set up a number of sessions authorised using that reduced fee. The system will count down the number of sessions used and notify you when there is one left. The client will see how many they’ve used on each invoice they get. 

Client Notes

Power Diary is GDPR & HIPAA compliant so you can safely add your client appointment notes to the system. There is a specific place for these in the client file and you can quickly add an appointment note right from the calendar. 

Notes are saved in date order so you can check the most recent notes easily before your session. You can also create specific note templates for intake/final sessions or just stick with the standard template.

Finally, if you use your phone or have it enabled on your computer you can use speech to text to create your session notes even easier. 

Conclusion

My mission is to get therapists in Private Practice online, streamlined and automated. Power Diary really does have everything covered when it comes to becoming a paperless Private Practice. Manage your Practice in one place easily and securely.

If you want to get started with Power Diary you can start a free 14 day trial by clicking this link. With this link, you'll get 6 months half price fees and 500 SMS text message credits. If you’d like help with your Power Diary setup we now offer a 2 week system setup and you can check out more information on this HERE.