Support Center

[Legacy] Account Set Up Guide

Last Updated: Jul 31, 2019 08:07AM EST
Follow These Steps to Set Up Your Account.
Gather the Information asked for below before you begin your account set up. We have provided examples of the fields that will need to be filled in during account creation. Please review prior to your account set up in order to make the process go smoothly. If you are starting an account for a group, please use the practice owner's information during set up. 
Determine a password for your entire team (we refer to this as a 'secondary password') this secondary password will be used to register the browser/devices that you will be using to access your account. If you eventually create an administrative account or add additional clinicians to your group, this password will need to be provided to every person who requires a log-in to your account, which includes your billing agent or office manager. It must be no more than 12 characters in length and it will be case-specific:  i.e. 8*rTWS5

Determine your personal login name and Password and unique password for that login name. Password should be 12 or fewer characters and should not be ‘easy’ to figure out. Keep these passwords written down and in a safe place! If you already have an account with TherapyAppointment, but are creating an additional one, you will need to choose a different username for this account and may need to alter your name slightly - by leaving out your middle name/initial or adding one in. 

Have a Debit or Credit Card Ready – It’s needed to begin the process. It will automatically be charged on the same day each month for your subscription. 

Know the CPT codes you typically bill for and the amounts charged as the usual and customary fee for each procedureThese amounts will need to be entered into the CPT code database during account set up for each therapist. They can be amended later. 

Know the days of the week that you see patients and your typical appointment start times. You will be asked to set up a calendar– and it is highly recommended you do so when prompted. The schedule can be amended very easily later if you make any mistakes.

Have the Information asked for in the following fields at your fingertips– this information will be required during account set up: 

The following information is typically left blank unless you are billing under a ‘group or association name and NPI number’.

Know all the different practice locations info if you have more than one location. Our system allows for up to five locations per clinician. This area will be left BLANK if you only practice from the location listed in Section # 3 or #4 above.

Next, you will be determining if/how you  manage  online scheduling. This information can be changed at any time – to start with, we recommend the following:

The following information highlighted in yellow is very important! It can be changed at a later date as well. If you will not be using our charting component when first starting out – make sure and set the default chart note style to ‘none’.

You Are Now Ready to Create Your Account! Just Follow These Steps

Step 1:  Now that you have gathered together the information asked for above, you are ready to create your first account!
  1. Go to
  2. Click Sign Up and enter the information as prompted. If you are a group, please enter the information for the group's owner.  You will need to provide a debit/credit card to be used to pay for this account and any additional accounts you create in the future in order to get started. Don’t indicate the number of therapists in your group at this time – we will account for the changes at the time you register additional accounts.
  3. You will be prompted to Set up your account. Do It now, using all of the information we reviewed on pages 1-5.  If this prompt does not happen, please check the email address you entered during the registration process and identify an email from which will contain links and temporary passwords to set up your account.
  4. Download Mozilla Firefox onto your browser if you don’t already use it – our website is set to run optimally on Firefox. Please use Safari on an iPad. Use Firefox to access our log-in page. Click here for a free download:
  5. Check the email account that you entered during set up – and find a welcome email from which has further instructions for you. If you did not finish your initial account set up, this email will have a temporary log-in for you to use to complete your set up. 
Step 2: . Set Up for Electronic Claims Filing (Optional). Choose from the Following: 

Step 3: Set up for integrated credit card processing or add this feature at any point in the future and move on to Step 4.

At this time,  TSYS is the exclusive credit card company integrated into TherapyAppointment. To set up an account with TSYS at any time, call 800.498.0823. Let your agent know that you need to set up processing to integrate with TherapyAppointment, and ask for an agent who handles our accounts. TSYS will supply you with 'Merchantware Credentials' or 'POS (Point of Sale) Credentials' via email. Please forward that email to so that we may complete your account connection. 

Some Hints: ‚Äč
  • Negotiate the lowest possible repeat-sale rates possible if you wish to charge cards stored on file for patients without having to key or swipe them in each session. 
  • Make sure they know that you are a health-care provider so that they can set your account up to accept health savings account cards.
  • The account they offer you should include the ability to cancel at any time without penalty.
  • If you do not elect to integrate your account with Cayan, your account will simply have an option to list a credit card as a method of payment received, but will not process a card. 
  • If you wish to 'swipe' credit cards, you will need to request that they issue you a MagTek USB port card reader. 

Step 4: Create Administrative Accounts and additional provider accounts (if not needed, skip to Step 5, or complete at any time in the future)

Create at least one Admin Account now for any staff member who will be assisting you with billing or scheduling of appointments. To do this:
  • Log into the clinician account you just created in step 1 and navigate to the preferences section by clicking the blue button marked “more”> preferences>Account Settings.
  • Create the admin accounts you will need by clicking on “Add Admin Account.” If you are creating an admin account for a clinician, you may need to change their name slightly by adding an initial or shortening their first name so that you don't receive a 'duplicate account' warning. 
  • Be sure and record these usernames and passwords and provide these to your admin staff. There is no charge for admin accounts, and you can set up as many as you need. To delete an admin account, click ‘manage admin’ and follow the prompts. Want to know more about the types of accounts and their access to your data they have? Click Here
  • If you wish an admin account to receive notices of insurance rejections, acceptance, and  EOB processing, please send an email to and inform of which account in your group you would like those messages to be sent to. 
  • To create additional clinician accounts which will be paid for on the same credit card used to set up the account initially, you will click on Add Therapist Acct and follow the prompts.
  • If you wish for a clinician to pay for the account on a separate credit card, but be connected with your group for administrative reasons, please direct them to start at Step 1 of this guide, and provide them the group's secondary password and zip code to use during sign up. Instruct them to use the secondary password in EVERY blank that requests a secondary password. 
  • If you are part of a group practice, please consider creating a signed document about 'who owns the chart records that will be contained in TherapyAppointment. A prior discussion of the issue can help avoid confusion if a therapist leaves your group in the future and wishes to take their TherapyAppointment account with them in the future. We will assume that the person paying for the account(s) is the one who owns the records. 

Step 5: Begin Entering Data for Insurance Companies/Third Party Payers
Watch our getting started video part 1 and 2 for further information. The videos are located on a link found under our ‘life preserver’ on our homepage:
  1. Insurance Database Set-Up: We HIGHLY recommend that the first information entered to be the insurance company database. You will find this database by clicking the blue button marked ‘insurance’.  Then ‘Click Here after Selection”
  1. Enter in the Data Fields for your first insurance company. You can look up insurance payer ID numbers via this link:
  2. Refer to our ‘Billing Insurance Video’ for specific information about setting up the insurance database.
To get started, you need only enter the Insurance Payer ID Number and the Insurance Company Name. However, if you are going to be printing and mailing a paper HCFA claim to the insurance company, you do need to include the insurance claims mailing address. Note: Blue Cross Plans have a ‘local’ plan for your state you practice in which is where the plans need to be submitted to, even if the patient has a BCBS plan from another state. YOU TYPICALLY DO NOT NEED MORE THAN ONE BCBS COMPANY LISTED IN YOUR INSURANCE LIBRARY! 

NOTE: MAGELLAN PLANS REQUIRE A SPECIAL SET UP - do the following for this insurance company only: 

In Company Name: Magellan Payer ID 01260
In the payer ID Box: Leave Blank
Insurance Company Name:
Type of insurance:
Type of claim submission:
Do you accept assignment?

Hint: paper claims require an insurance billing address.
Electronic claims require an address AND/OR a Payer ID.
This information may be found on the back of the patient's insurance card.
Insurance Payer ID:
Address, line one:
Zip code:
Phone number with area code:

In the next section, do not adjust the information unless you happen to be getting claim rejections. We have the system set up for how 99% of Insurance Companies want their formatting. But – we bet that Medicaid contractors might be the one which may require some changes in this area!
  1. Complete Steps 1-4 for each insurance panel that you submit claims for, and any third-party reimbursement companies such as EAP’s or Contracts which pay part or all of your fee such as Schools, Churches, Group Homes, Grants, etc. 
Step 6: Begin Patient Data Entry
1. Begin adding in the client’s information into your TherapyAppointment account. If you are entering patients for a group practice, be sure and enter the patient into the treating provider's account. To enter a patient, choose the treating provider in the lower left-hand corner drop-up menu, then clicking on the ‘new patient button’ and enter the information asked for in the fields.

After the client is entered into the database, they can be entered onto the provider's schedule. Make sure that if you are submitting insurance claims for this patient, you select the correct insurance company from the drop-down list, which will be set as 'Private Pay' as the default. 

Hint: Consider asking clients to go online and set up their account for you – that way they are completing the data entry for you and their contact information is up to date.  

Step 7: Establish a formal date of transition to the system: a ‘go live’ date.
  1. Place patients onto your schedule beginning on your ‘go-live date’ and for any dates forward.
  2. From the transition date forward, enter any new therapy charges and any new patient payments into Post any insurance checks received FOR DATES OF SERVICE PRIOR TO THE TRANSITION DATE into your old system. Post insurance payments for sessions AFTER the transition date into
  3. After about a month, and after you have collected most of the insurance payments and patient outstanding balance for the dates of service in your old system, run whatever reports are appropriate on your old accounting system to find the "bottom line" amount owed (or due) each patient that still has an outstanding balance.
  4. Enter this amount in as a "balance forward" for the patient. (You do this from the Posting screen using the "New Charge/Credit" line near the bottom of the screen.)
  5. Consider re-billing any past insurance claims that are problem claims in your old system from Therapy appointment, and close out your old system, keeping the archives handy to refer to if your clients have any questions.
  6. If you wish to use TherapyAppiontment for your EHR, begin keeping patient charts online, but refer to your old charts for a few weeks to refresh your memory before sessions. Place a note in your old chart that ‘subsequent sessions notes will be found in TherapyApointment for this patient." Put a note in TherapyAppointment for you current patient by clicking ‘quick note’ on the patient info page which states:" Notes for previous dates of service are located in the patient’s paper file or have been uploaded as a document in this patient’s documents area. " After a month or so, you can begin to rely exclusively on the online chart.
  7. For one or two months after the transition date, you may need to send TWO statements to patients, one generated by the old system and one by Enclosing a letter of explanation with these statements will help with any confusion.
Taking Following Steps will Allow you to Optimize your TherapyAppointment Practice Management System
Step 8: Take advantage of Auto-Posting of EOB’s at any time by following these steps: Many insurance companies offer an electronic version of the Explanation of Benefits called an ERA or 835 file. If your insurance company provides these types of files, they can be pointed to come into your Office Ally clearinghouse account, where we will automatically ‘grab’ those ERA’s and post insurance payment in your TherapyAppointment account for any sessions which were billed out of TherapyAppointment electronically. Here’s the procedure you can complete at any time: 
  1. Click Here to go to Office Ally's Form section.  
  2. Use the alphabetized listings to find your insurance company name.  Either a PDF form or Instructions will pop up. Print the form, read it and carefully follow the directions to fill out the form and submit as requested. Much of the information will be pre-filled in for you that requires Office Ally’s information if you are viewing the pdf file through Adobe Acrobat. Many of the forms will allow you to sign up for Electronic Funds Transfer (Direct Deposit) at the same time as you are setting up the ERA file. Setting up for EFT is optional but highly encouraged. Setting up for ERA will not change how you currently receive your money from the insurance companies – that will still occur as it always has. It will typically, however, stop you from getting paper EOB’s in the mail.
  3. Many other insurance companies will port their ERA's through Office Ally, but simply don't require you to fill out a form to accomplish this. Contact Office Ally customer service if you have any questions about transitioning to ERA's: their phone number is (866)575-4120, Option 1
  4. The typical wait time for insurance companies to make the change for you is up to 30-days. Resubmit the forms if you have not had any correspondence from the insurance company within 2 weeks of submission. 
  5. When we receive your EOB’s electronically, we will notify you via the messages screen that your EOB has been received. If there are any problem claims noted in that EOB, we will notify you by making the message an ‘urgent’ message and flagging any transactions that require your attention.
  6. These EOB’s are also located by clicking on your ‘Clearinghouse Button’. For Every EOB you receive, you will have two EOB’s on this list. One with the report of how the transactions posted, the other a ‘raw’ ERA – which will inform you of the date to expect the direct deposit from insurance. If you are not set up for Electronic Funds Transfers, the date will refer to the date the check is to be mailed by your insurance company. The check number is also noted.
  7. After correcting any postings that might have a problem, feel free to delete the interpreted ERA.
  8. I recommend that you wait to delete the RAW ERA until you have verified that the funds have been received/deposited into your bank account.
  9. A copy of each portion of the ERA specific to each client will always be available by going to the client’s info page, clicking on ‘posting’, identifying the date of service and clicking on the button that says ‘edit’. A screen will appear which includes all electronic messages from Office Ally in regards to this claim, as well as the portion of the EOB that posted.
Note – you will receive these messages from Office Ally into the email account Office Ally has on file for you. All those messages do auto-download into your TherapyAppointment Account at 2:00 am in the morning when our customers are least active on our servers. Feel free to disregard those messages if you wish – any messages that indicate there was any problem at all will be flagged and waiting in your messages button tomorrow, and will also be available by clicking on your Clearinghouse button.
Step 9: Setting up A Link to the  TherapyAppointment Patient Portal on Your Own Website.
 Log into your clinician account
  1. Navigate to ‘Help”
  2. Search for ‘Setting up a Link to TherapyAppointment on your own website.”
  3. Follow the directions 
Helpful Hints:  Ask your clients to assist you in entering their own information via this patient portal:
Examples of instructing clients to register with you via your patient portal with TherapyAppointment. Choose one of the 3 methods listed below. Option 1 or 2 may be used if you do not have your own patient portal linked to your website.
“We are setting up a new database for our clinic, and we would appreciate you helping us out by registering your information for us online. To accomplish this, just do the following”
Option 1:
  1. Go to  
  2. In the top right-hand corner of the webpage, click ‘find your therapist’
  3. On the next screen, search for your clinician by typing in their last name into the search box and selecting their name: Tommy Therapist, LPC
  4. On the screen that pops up, click: Register as a new patient and fill in your information for us. Please ignore the warning in red that tells you Do NOT use this form if you have seen (your therapist name) in the past. You will be able to select your own login name and password.
  5. You may also be presented with the option to fill out a biographical history questionnaire. This is optional since you are already a current client. 
Option 2:
  1. Click on this link: (Hint: replace theXXXX in this link with your own account number with TherapyAppointment before sending this to your patients!  You will find this number by logging into your account, going to ‘help’, then ‘setting up a link on your own website.
  2. On the screen that pops up, click: Register as a new patient and fill in your information for us. Please ignore the warning in red that tells you Do NOT use this form if you have seen (your therapist name) in the past. You will be able to select your own login name and password.
  3. You may also be presented with the option to fill out a biographical history questionnaire. This is optional since you are already a current client. 
Option 3:
  1. Go to my website:
  2. Click on: (enter info that you have appear on your screen)
  3. On the screen that pops up, click: Register as a new patient and fill in your information for us. Please ignore the warning in red that tells you Do NOT use this form if you have seen (your therapist name) in the past. You will be able to select your own login name and password.
  4. You may also be presented with the option to fill out a biographical history questionnaire. This is optional since you are already a current client. 
You might also add: “Thanks for registering with us – your therapist will let you know if they are going to allow you to schedule your own therapy appointment right from our website.”

Step 10: Brand your statements and progress note print-outs with your custom letterhead. (optional) Click here to learn more.

Step 11: Have TherapyAppointment Auto-Email your patients a packet of information to read, print, complete, and bring into their first session. (optional) Click Here to Learn More

Step 12: Quickly View Your Schedule on an Internet Capable Phone. Click Here to Learn How


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