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5 Ways to Go Paperless in Your Private Therapy Practice

Go Paperless in Your Therapy Practice

Dreaded paperwork. It’s one of the guaranteed hassles of private practice. Looming behind the reception desk of many private practices is a humongous wall of paperwork that could rival the Great Wall of China. Whether it’s health records, miscellaneous client files, insurance bills, payment receipts, procedurals, marketing flyers, or all of the above, you’re starting to feel boxed in and intimidated by all of your paperwork. How can one practice produce so much paperwork? If you’re starting to develop papyrophobia or the fear of paper, you’ve come to the right place.
Let’s take a look at easy tips you can implement in your private practice starting today that will help you eliminate most, if not all, of your paperwork.

The Benefits of Going Paperless

There are a lot of fantastic reasons to go paperless in your private practice. Let’s explore the major benefits: Reducing paperwork will increase office space quite literally. Instead of finding ways to store your ever-increasing paperwork, you’ll free up a lot of space. You will erase the visual clutter. With the right system in place, you can access your files from anywhere in the world with a secured Internet connection. Because your files are stored in the cloud, they are protected from physical damage, such as fire or flood. Your files are also protected from physical theft. If you use TheraNest, you can be rest assured that your files are secure and encrypted digitally also. You’ll save a ton of money in paper and ink, both of which can add up big time. In fact, buying a printer is often cheaper than buying a toner or ink cartridge. You’ll help save the environment by putting less of a demand on paper manufacturing and disposal. Digital notes are actually legible. You won’t need to decipher illegible handwriting from your employees, your clients, or even yourself. Because digital notes are also searchable, you can find what you need faster. Cloud-based digital files means that new data is immediately accessible across the board. You will always have the most updated information available. Now that we’ve discussed the major reasons why you should go paperless, let’s look at how to do it.

The Best Ways to Go Paperless in Your Private Practice

Get a Scanner

fujitsuImage Courtesy of Fujitsu You’ll need a scanner to empower your mission to go paperless. A scanner will allow you to digitize your office by transferring all of your existing paperwork into the cloud. You can also use a scanner for intake purposes. When collecting a client’s insurance card and identification, don’t make a hard copy of it—scan it and save it to your digital library for easy recall and a paper-free private practice. Not sure which scanner to buy? If you have the budget, consider going with the Fujitsu ScanSnap Image Scanner. If you’re on a tighter budget, Brother Printer Document Scanner is a good option.

Use a Tablet

woman-801872_640 When you need to record your private notes, laptops can be cumbersome. And since you’re in an effort to go paperless, you don’t want to use a notebook, either. The best solution all around? A tablet. Tablets are easy on the environment, convenient for recording notes and don’t take up a lot of space. Plus, they can be connected to the Internet, making them the perfect vehicle for accessing your cloud-based practice management software. While you can use a tablet to take your own private notes, there’s also another powerful way to use a tablet in your private practice: Tablets are great for client intake especially when combined with our counseling intake form templates. During check-in, hand a tablet to your client and get them to fill out their own information digitally. When a client inputs their own details directly, there’s less risk that you or your staff will transcribe information incorrectly. Use our Client Portal for electronic Intake Form submission and completion. The client can also read and sign important paperwork directly from the tablet, including consent, privacy policy, and office policies, such as no show. You can use our pre-built templates or create your own.

Use a Practice Management Software

apple-606761_640 If you haven’t already, sign up for TheraNest. We offer a free 21-day trial and 30-day money-back guarantee. Here’s how TheraNest can help you go paperless in your private therapy practice: Goodbye, notebooks. Use our cloud-based software to schedule appointments with your clients. No need for postcards. Send appointment reminders directly from TheraNest to your client’s phone, email inbox, or via SMS text. Manage billing for your private practice without papercuts. Use TheraNest to send invoices and superbills to your clients via email. Take notes digitally and securely. Keep them encrypted, organized, and accessible with our cloud-based software. Don’t worry about complying with HIPAA privacy rules. TheraNest software is HIPAA compliant. Access your entire private practice through your cell phone or tablet. TheraNest software is available through a mobile app which makes it easy for you to schedule, invoice, take notes, view client information, and more from your cell phone. Accept client and staff signatures within the TheraNest app. No need to keep a paper library of diagnostic codes. You have access to all diagnostic codes in one app. Still, have old paper notes around your office? Scan any existing paper notes into TheraNest to keep content secure.

Open Up Your Payment Options

coins-912278_640 No doubt you accept cash and maybe checks, but how do you process credit cards? One of the reasons to go paperless is to adopt a simpler, more streamlined approach to your private therapy practice. Instead of going through a separate credit card processing service, why not choose a practice management software that already integrates this feature? TheraNest allows you to easily and safely accept credit cards right from your Agenda. None of the credit card information you enter will be stored in our system, but will instead be transmitted securely to the payment gateway. To make the process even simpler, attach a USB credit card swipe reader that will automatically populate the payment fields in the TheraNest Agenda. TheraNest also allows you to invoice directly from the Agenda. There’s no need to print out and mail bills to your client unless they specifically request you to (you have the option to print from the invoice screen). Use TheraNest to simply email an invoice or superbill.

Send Invoices Electronically

printer-958139_640 When it comes to accepting credit card signatures, you can do that without paper, too. With TheraNest, you’re able to eliminate a ton of paperwork while still efficiently running your practice. Attach a digital signature pad to your computer and start collecting signatures electronically. Along with accepting signatures from your clients, you can also electronically sign notes and forms in your TheraNest account.

Final Thoughts

Hopefully, this post has given you a few practical ways to go paperless in your private practice. Fortunately, technology has made it so easy to do. Keep in mind that some insurance companies may require that you keep an original signature on file. Remember to check with a lawyer before going completely paperless. If you haven’t already done so, get started on your paper-free private practice by signing up for a free trial of TheraNest here.

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