• Home
  • Free Library
  • Blog
  • Contact
Menu

Family Therapy Basics

1830 North University Drive
Plantation, FL, 33322
Phone Number
Save Time and LOVE Your Work

Your Custom Text Here

Family Therapy Basics

  • Home
  • Free Library
  • Blog
  • Contact

5 Tips for Keeping Up with Therapy Paperwork

November 8, 2016 Ili Rivera Walter, PhD, LMFT
Five Tips for Keeping Up With Therapy Paperwork

In my interaction with therapists as a mentor and supervisor, I’ve learned that one of the main struggles therapists face is having too much work and not enough time. Many therapists find themselves overwhelmed by documentation responsibilities, in particular; this includes completing client notes, referrals, billing, treatment plans, etc.

In today’s post, I offer several strategies for keeping up with paperwork, so that you can stay on track and avoid the stress of falling behind.

1 |  Develop a session checklist

Create a list of all tasks that must be finished for every session. Aim for getting all session tasks completed within the session time, or within the day’s working hours. Make sure the checklist is easily accessible, so that you can check off items and know they’re complete by the end of the day. (For a free session checklist, see the end or this post).

2 |  Learn your state's documentation laws and rules

Every state’s documentation standards are different. Make sure you are familiar with your state’s documentation expectations, and create systems and templates to keep track of required information. For example, you can:

  • keep a spreadsheet or paper log for payment information

  • create a client note template that incorporates checklists and short answers (to keep things short and simple)

  • type repetitive phrases into your paperwork, so that you don't have to re-rewrite them every time you fill-out the same form

Being familiar with your state's documentation allows you to distill that information into simple templates that work best for you and your work environment. 

3 |  Complete session notes with clients

Let clients know that you prefer to write notes collaboratively. Get their views on the process. If they have no objections, dedicate the last 15 minutes (or so) of the session to completing the session note with your clients. This is an easy way to incorporate client quotes and language into documentation, give clients a say in their medical record, and ensure that your note is complete within the allotted session time.

4|  Schedule note writing time

Set a goal for paperwork completion; for example, you can decide if you want to be caught-up within the day or within the week. I don't recommend a goal longer than one week, because that can lead to ethical violations and mounting paperwork. Once you set the goal, there are a few additional steps you can take for accountability:

  • Have a specific plan for the time you have available when clients no-show, cancel, or arrive late. This is a great time to complete specific notes, billing, or phone calls.

  • Batch time. Schedule blocks of time every week dedicated to completing one task, for example: billing, notes, or scheduling. The key is to have one task in mind for a scheduled block of time.

  • Allot more than the typical 10 minutes between client sessions (if your work environment allows). This is built-in time within your workday that can help you stay caught up

5|  Set phone hours

Setting hours for when you take and make phone calls limits out-of-session communication with clients, which can help you keep better track of phone conversations. If you set phone hours for times when you're in the office, or in work mode, then you are easily able to document in the moment. Taking and making phone calls at all hours can easily create a back log of phone notes. To avoid this, stick to specific times for phone availability.

Summary

Today, I've covered 5 steps for keeping up with therapy paperwork. Hopefully these can help you get caught up and stay caught up with therapy documentation! If you have questions about your specific situation regarding paperwork, get in touch.


Free Session Task List

I've put together a simple session task list to help you stay on track with client paperwork. It can be used as is, or as an idea generator to create your own list.  Download it here:


Let's Chat

  • What is your #1 barrier to completing paperwork on time?

  • Which of these strategies would you like to implement right now?


RELATED POSTS
Five Benefits of Using A Streamlined HIPAA-Compliant Solution for Phone Calls and Texts with Therapy Clients
How To Become Known For Your Expertise: Four Steps for Therapists
Contracts and Non-Competes: What's a New Therapist to Do?
What You Must Consider Before You Offer Online Therapy
Turn Your Grad School Writing Skills Into Excellent Therapist Website Copy
More Than Facebook: How To Use The Web To Get More Therapy Clients
De-Clutter Your Email Inbox! Three Quick Steps for Busy Therapists.
sanoMind: A Mental Health App Where Therapists Shine
The Therapist's Guide to Generosity and Pricing in Business, Part 2: Q + A
The Therapist's Brief Guide to Generosity and Pricing in Business
In training, business Tags Top, featured
← 7 Questions for Opening Your Therapy SessionsFamily of Origin Exploration for the Therapist: 3 Steps for How to Begin →
Interested in information that clarifies, simplifies, and enhances your therapy work? You're in the right place. Learn more . . .

Interested in information that clarifies, simplifies, and enhances your therapy work?  You're in the right place.  Learn more . . .



S A Y H E L L O


F O L L O W  T H E  B L O G

SUBSCRIBE

S U P P O R T T H E B L O G

DONATE ANY AMOUNT

B L O G S P O N S O R S

Thera-link | Family Therapy Basics

A F F I L I A T E S

 
 

P O P U L A R  P O S T S

Blog
10 Therapist (and Child)-Approved Activities to Support Kids with Anxiety
The Art and Science of Therapy as Craft, Part 2:  Crafting Questions
Therapist Self-Disclosure Simplified
Solution Focused Brief Couples Therapy Tips, with Elliott Connie
Family of Origin Exploration for the Therapist:  How to Create Your Genogram
5 Tips for Keeping Up with Therapy Paperwork
Solution-Focused Brief Therapy Client Types, and Their Relevance To Every Session
How to Ethically Offer Coaching as a Licensed Therapist:  A Step-By-Step Guide
5 Step Plan for De-escalating an In-Session couple Argument

#5 on Feedspot's Top 40

 Family Therapy Blogs

T O O L S  WE  L O V E

SEE THE LIST

I N S T A G R A M

@driliwalter

I was speaking with a couple this week, and the wife explained that she retaliated toward her husband, because she wanted him to feel the way she feels when he does the same thing to her.

Of course, when we feel unheard, we will result to desperate
Focusing on changing our partner is a waste of energy. We can make requests and express our desires, but when this turns into consistent criticism, it harms everyone involved.

Oftentimes, wanting to change another stems from our own unhappiness. Ins
Sure, it makes sense that when spouses are best friends, the first thing we wonder is if they are isolating from having interests outside their relationship. In reality, many couples who are each other's best friends do enjoy separate activities and
Safe connection is a gift that heals us. ♥️
@realterryreal

#familytherapybasics


COPYRIGHT 2016, FAMILY THERAPY BASICS | ALL RIGHTS RESERVED

ABOUT SUBMISSIONS PARTNERSHIPS SUPERVISION

copyright © 2016-2025 | Family Therapy Basics | All Rights Reserved | Legal, Privacy, + Disclaimer | Site Credits, Affiliations, + Stuff