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▶Therapy Progress Notes and Caseload Tracker
Log a session once. The file knows which notes are late, who is due back, what you billed and collected, and which treatment plans need a review.
It is Friday after the last session. Some notes are signed, some are drafts, and at least one is past the deadline you set for yourself. Which ones? That is the question this file answers, along with who is due back, what you billed, and which plans need a review.
- Every unsigned note listed soonest first with its deadline and standing: overdue, due today, due Sunday, against the hours you set on Setup
- Progress notes assembled from dropdowns for presentation, risk, two interventions, response, progress and plan, with the session number, code and format pulled from the log
- A caseload by client ID with sessions to date, last session, next booked, due back, unsigned notes, balance and the plan review date all worked out
- Billed, collected and outstanding by client and by payer, the no-show rate, and a superbill helper that lists a client's sessions for any month under your NPI and license
- PHQ-9 and GAD-7 outcomes with severity, baseline, change and direction, and supervision and direct client hours against what your board requires
Overview
Log a session once. The file knows which notes are late, who is due back, what you billed and collected, and which treatment plans need a review.
It is Friday after the last session. Some notes are signed, some are drafts, and at least one is past the deadline you set for yourself. Which ones? That is the question this file answers, along with who is due back, what you billed, and which plans need a review.
You keep three lists: the clients on your caseload, the sessions you hold, and the notes you write. From those the file works out which notes are still unsigned and which are past your own deadline, who is due back with nothing booked, what you billed and collected this month, who still owes what, which treatment plans are due for review, and how far along your supervision and direct hours are. The Progress Notes tab assembles the note from dropdowns backed by a sixty-six-phrase bank you can edit. In the shipped sample an invented solo practice has 17 active clients, six notes still to sign on a Saturday, two of them past a 48-hour window, $1,190 billed this month and $3,170 outstanding.
What's Included
One workbook, 13 connected tabs, in four color editions:
- One ZIP with the workbook in four color editions plus the three-color bundle
- A two-page Quick-Start PDF: the four things to do first, what every tab is for, and the honest warnings
- A START-HERE file naming which file to open and how the colorways work
- A worked sample practice in every tab, so nothing is blank until you replace it
- A link to the narrated video tutorial that walks every tab of the real file
Key Benefits
Why this one
A session needs a note when it was attended, a no-show or a late cancel. Set the hours you give yourself to sign it on Setup, and the Dashboard lists every unsigned note soonest first with its due date and its standing. Change the deadline from 48 hours to 24 and the overdue count moves from two to four in the sample. Sign a note on the log and it drops off the list.
Pick the date and the client, then the presentation, the risk statement, two interventions, the client's response, the progress toward goals and the plan, all from dropdowns. Add what only you know in the clinician column. The file assembles the note as one paragraph with the session number, the code and the format pulled from the log, ready to paste into wherever your records live. The sixty-six phrases behind the dropdowns are on their own tab, yours to edit.
One row per client, by ID or initials, with status, frequency, the usual slot, format, modality, the presenting concern, the payment type, a fee if it differs from the code, the diagnosis code and the plan date. From the log the file works out sessions to date, the last session, the next one booked, when the client is due back, unsigned notes, the balance and when the plan is due for review, and flags anyone past their usual gap with nothing booked.
Leave the fee blank on the log and the file uses the client's fee or the code's fee. Type what was paid and the balance follows. Billing shows the month by client and by payment type, the no-show rate and what was charged for missed sessions, and the superbill helper lists any client's sessions for any month with the code, the fee, what was paid and the balance, under the practice details from Setup.
The Schedule draws the week that contains today from the log, one cell per hour, colored by what happened, and counts it against the sessions you said you can hold. Type any date and that week is in view. Treatment Plans keeps goals, objectives and measures per client and flags each plan as overdue or due soon from the review interval on Setup.
Outcomes takes PHQ-9 and GAD-7 scores by date and works out the severity band from the published cutoffs, the baseline, the change and the direction. The Supervision Log counts supervision hours and direct client hours against what your board requires, so an associate can see the hours still to go on one line.
Who It's For
Built for
- Therapists, counselors and social workers in private practice who want the caseload, the notes and the money in one file they own
- Associates and pre-licensed clinicians counting supervision and direct hours toward licensure
- Anyone paying for practice-management software to do what a spreadsheet can do for a caseload of sixty or fewer
- Clinicians who write the same note fifteen times a week and would rather pick the sentences than type them
How It Works
Up and running in minutes
Open Setup and type the practice, your name, the hours you give yourself to sign a note, the plan review interval, the sessions you can hold in a week, and your fee for each session code.
One row per client by ID or initials: status, frequency, slot, format, payment type, diagnosis code, plan date.
Date, time, client, code, format, what happened, and what was paid. Set the note to Draft or Signed.
Notes to sign soonest first, the next seven days, who is due back with nothing booked, and the month's money.
On Progress Notes, pick the sentences, add your own, mark it signed.
Why It's Different
Not another template
The shelf sells phrase banks and printable note templates on one side and eight-dollar session trackers on the other. This one is the whole back office: the notes assembled from a phrase bank, the deadline counted, the caseload kept from the log, the billing and the superbill, the outcomes and the hours, in plain formulas that open in Excel 2016, Google Sheets and Numbers without a login or a monthly fee.
Delivery & Compatibility
Instant, and it opens in what you already use
As soon as your order is complete you get instant access to download the ZIP: the workbook in four color editions, the three-color bundle, a two-page Quick-Start PDF and a START-HERE file.
One ZIP, instant download. Portable formulas only — no macros, no add-ons, no account and nothing to cancel. Opens in Microsoft Excel (2016 or later, Mac or PC) and Google Sheets; to use Sheets, upload the .xlsx to Drive and open it with Sheets. Apple Numbers opens it too. The four colorways are the same workbook: pick one and stay in it.
FAQ
Questions, answered
Is it an electronic health record?
No. It is a spreadsheet you own. Use client IDs or initials, keep the file on an encrypted drive with a password, and follow your board's and your state's record-keeping rules.
Does it submit insurance claims?
No. The superbill helper is a summary of a client's sessions, codes and fees for a month, for the client to send on. It is not a claim form.
Will it work in Google Sheets?
Yes. Every formula is portable. Upload the .xlsx to Google Drive and open it with Sheets; formulas, dropdowns and conditional colors carry over.
How many clients and sessions?
Sixty on the Caseload, four hundred on the Session Log and one hundred twenty notes as it ships. Insert rows inside the blocks and the named ranges stretch with them.
A record-keeping tool for clinicians that calculates from the clients, sessions and scores you enter. It is not an electronic health record, it does not submit claims, and nothing in it is clinical or legal advice. The outcome bands are the published cutoffs for the PHQ-9 and GAD-7 and are not a diagnosis. The workbook ships with an invented sample practice so every tab has something in it; delete it and type your own.
