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Does TherapyAppointment work on Mac computers / iPads / PC computers?
Yes. TherapyAppointment works on Macs, iPads, and even smartphones. Since TherapyAppointment is 100% web-based, you will not have any software to download and install on your computer. We recommend using Firefox as your browser whenever possible, since our platform has been designed to work best with FireFox. To access us on an iPad or iPhone, use Safari as your browser.
What are the credit card processing fees?
Our software integrates with Cayan, an independent credit card acceptance system. Cayan has a “price match guarantee” that assures you of good rates. TherapyAppointment imposes no additional fees or charges. Cayan is able to process Flex Spending Plan and Health Savings Account cards. You will need to contact Cayan for a specific quote for your practice, since their rates depend on factors such as your credit rating and anticipated charge volume. Don’t be afraid to negotiate with them if your current credit card processing system has better rates–price match guarantee, remember? Contact them here: https://www.cayan.com/
What happens to my patient data if I leave?
We will keep your data online for free! Remember your username and passwords, and you will always have access to this information. Once your account is inactive, you will be able to retrieve old records, but not enter new information or compute statistics. We may need to move a long-inactive account into “deep backup” at some point; in that case, we will require 24 hours notice to get you access to your data. If you would like access to your account in order to run statistics or enter additional data, we can turn it back on for you for 30 days for a nominal fee. You are able to download a copy of your databases on demand. We urge caution when you do this, since records residing on your computer are regulated by HIPAA rules, and thus must be guarded carefully.
Do you charge extra for appointment reminders or claims submission? What am I missing here: where are your hidden fees?
You receive all of our features for one low price; there are no hidden fees going to our company. The only additional fee possible would go to our claims clearinghouse, not to us. They have a policy of charging you $19.95 a month if more than 50% of your electronic claims in that month go to a government agency or non-participating carrier. For example, if you send out 100 electronic claims this month, and 51 or more go to a government agency/non-participating provider, you would be charged $19.95 for that month. But please note that you are not forced to submit this type of claim electronically. It is pretty easy to avoid that fee by submitting such claims through other channels.
Do you sync with Quickbooks?
Our system does not link to Quickbooks, because we have our own internal accounting system for patient accounts and therapist income. Our system can create billing statements customized with your letterhead for mailing. If you prefer, patient statements can be sent to your clients via encrypted, HIPAA-compliant email, saving you time and money, as well as a few trees! If you currently use Quickbooks, all you need to do for tax purposes is to run an income statement in our software and transfer those few numbers into your Quickbooks system.
We want the features of your group software, but we each want to pay for our accounts individually. OK?
Absolutely! The first member to register will choose a “secondary password” for the group. New users in the same group then register using the same secondary password. They will then be connected to the group, receive the group discount, and be billed separately.
How long has TherapyAppointment been in business?
Our system has been in development for over ten years. It has been offered to the public for the last six of those years. The system was conceived and created by a psychologist in private practice in Texas, using his own experiences to create a truly useful practice management system. We moved our home office from Texas to North Carolina in 2012, where we are now incorporated as “Psych Select Software LLC.” At this writing, we have thousands of customers, and have submitted millions of insurance claims.
Do you ever update your software? How much do you charge for updates?
Our software is constantly updated. While our customers are using the live version of TherapyAppointment, we are creating and testing the next version. We are always searching for ways to improve the system; our best ideas come from our customers. We keep abreast of new DSM and CPT codes, new claim forms, and new government regulations. We never charge for updates, and they happen automatically: you just wake up one morning and the latest version is online. Every customer gets all of our services: we don’t offer extra services at any higher price.
Do you charge for tech support? Training?
No and no. We pride ourselves on our prompt and free answers to your questions. You and your staff are welcome to take part in our live training webinars as often as you wish. Take advantage of our training videos and help articles if you prefer to learn on your own.
How do I know if I can bill my insurance companies electronically?
Our software interfaces with Office Ally for e-claim submission; they are able to submit claims to almost all major insurers. You can search for your companies by insurance name or payer ID number though THIS LINK. In the rare event that your insurance company is not on this list, you can still submit the claims through Office Ally. They will print these and mail them for you for a fee of 40 cents per claim–less than you would pay for postage if you did this yourself. So, bottom line, you can just submit everything through Office Ally; they will sort out how these claims are delivered.
Can I submit claims for past dates of service (before establishing my account with you)?
Yes! Just put them on the schedule on that prior date, and submit in the usual way.
Can I put a link on my own website for clients to use to schedule appointments, etc.?
We encourage you to do so. After you set up an account, log in and click your “help” button to display your unique portal link. This is the information your webmaster will need to put a “Schedule Appointment Now” link on your site. If you don’t have your own website, your clients can access your schedule/portal from our website by clicking “find your therapist.”
I am in a group practice. Who owns the client records?
It is a good idea to establish this fact with your group before this becomes an issue. When there is a request to separate a clinician account from a group, we make contact with both the clinician and the person paying the monthly fee. If there is no conflict on this issue, a clinician leaving a group may take their records along into private practice. If there is a conflict, we may ask to see the contract that the group practice has with the therapist. Without a written contract, we will simply let the person who has the password maintain ownership of the records.
What about records access in case of a death, disability, or disaster?
We encourage our customers to have a “practice will” that contains (among other things) the user name and passwords used for accessing the account. If the therapist inheriting the rights to records has this information, there will be no delay whatsoever in making the records accessible to the new therapist. If passwords are not conveyed, a records custodian can provide notarized documentation asserting their legal rights to the records. We would then provide access even if they did not know the passwords.
I’m uncomfortable with letting patients schedule online. Do I have to allow this?
Not at all. You can turn the online scheduling option off completely, or put a variety of restrictions in place. For example, you can restrict online scheduling to only established patients, or only CERTAIN established patients. You can restrict the appointments available online to a few days in the future (no surprises!) You can allow or disallow bill payment online, sending secure messages through the portal, etc.
But here is an example. Dr. Whitehead, the creator of the system, used the online scheduling feature for more than a decade. In that period, only two patients ever scheduled appointments inappropriately–not a bad track record! And many, many patients GUSHED about how convenient the system was, and wondered why their physician/dentist/hairdresser didn’t use a similar system.
These days, therapists are most commonly selected on the basis of online information. Having a “Schedule Appointment Now” button on your web page will almost certainly increase your referrals.