🧠 Counseling Practices Collection
A complete clinical and administrative system for mental health counseling practices — from client intake through discharge, billing, and compliance.
Hub-and-Spoke Architecture
👥 Clients Directory
- Client Intake
- Treatment Plans
- Diagnoses
- Medications
- Client Consents
- Individual Sessions
- Progress Notes
- Risk Assessments
- Crisis Incidents
- Client Billing
- Insurance Claims / Auths
- Payment Records
- Client Discharge
🏥 Therapist Directory
- Staff Supervision
- Continuing Education
🏢 Insurance Carriers
- Standalone payer directory
- Payer IDs and portals
- Fee schedules
- Credentialing status
All 33 Templates
| Status | Template Name | Category | Features |
|---|---|---|---|
| Favorites | |||
| Active | Clients Directory | Client Management | Contacts Events Photo Files 3 Dates |
| Clients | |||
| Active | Client Intake | Client Management | Client Link Files 1 Date |
| Active | Treatment Plans | Clinical | Client Link Events Files 3 Dates |
| Active | Diagnoses | Clinical | Client Link 2 Dates |
| Active | Medications | Clinical | Client Link 2 Dates |
| Active | Client Consents | Compliance | Client Link Files 2 Dates |
| Active | Client Discharge | Client Management | Client Link Files 2 Dates |
| Advanced | Emergency Contacts | Client Management | Contacts Client Link |
| Sessions | |||
| Active | Individual Sessions | Sessions | Client Link Events 2 Dates |
| Active | Group Sessions | Sessions | Contacts Events Files 1 Date |
| Active | Telehealth Sessions | Sessions | Client Link 1 Date |
| Active | Crisis Incidents | Clinical Safety | Client Link Files 2 Dates |
| Advanced | Appointment Requests | Sessions | Client Link 2 Dates |
| Advanced | No-Show Log | Sessions | Client Link 2 Dates |
| Clinical | |||
| Active | Progress Notes | Clinical Notes | Client Link Files 2 Dates |
| Active | Intake Assessments | Clinical Notes | Client Link Files 2 Dates |
| Active | Treatment Goals | Clinical Notes | Client Link Events 3 Dates |
| Active | Outcome Measures | Clinical Notes | Client Link 1 Date |
| Active | Risk Assessments | Clinical Safety | Client Link Files 1 Date |
| Active | Referral Records | Clinical Notes | Client Link 2 Dates |
| Billing | |||
| Active | Client Billing | Billing | Client Link Transactions |
| Active | Insurance Carriers | Billing | Contacts 2 Dates |
| Active | Insurance Claims | Billing | Client Link Files 3 Dates |
| Active | Insurance Auths | Billing | Client Link 3 Dates |
| Active | Payment Records | Billing | Client Link Transactions Files 1 Date |
| Advanced | Practice Expenses | Admin | Transactions Files 1 Date |
| Admin | |||
| Active | Therapist Directory | Staff | Contacts Events Photo Files 3 Dates |
| Active | Referral Sources | Admin | Contacts Events 2 Dates |
| Advanced | Staff Supervision | Staff | Client Link Events Files 1 Date |
| Advanced | Continuing Education | Staff | Client Link Files 2 Dates |
| (No Menu) | |||
| Advanced | Practice Policies | Admin | Files 2 Dates |
| Advanced | Vendor Contacts | Admin | Contacts 2 Dates |
| Advanced | HIPAA Compliance | Compliance | Files 2 Dates |
Menu Organization
| Menu | Label | Templates | Description |
|---|---|---|---|
| 1 | Favorites | 1 | Clients Directory — customize to your most-used templates |
| 2 | Clients | 7 | Client management: intake, plans, diagnoses, consents, discharge |
| 3 | Sessions | 6 | Session attendance: individual, group, telehealth, crisis |
| 4 | Clinical | 6 | Clinical notes: progress notes, assessments, goals, outcomes |
| 5 | Billing | 6 | Revenue cycle: billing ledgers, claims, auths, payments |
| 6 | Admin | 4 | Staff directory, referral sources, supervision, CE tracking |
| — | No Menu | 3 | Advanced: policies, vendors, HIPAA compliance (activate as needed) |
Inactive templates can be activated via the Template Browse by unchecking the Inactive flag. Toggle a checkbox to move any template to your menu.
Getting Started
Add Your First Client
Open Clients Directory from the Favorites menu. Create a record with the client's name, status, and assigned therapist.
Complete the Intake
Open Client Intake, link to your new client via Contact Lookup, and record the presenting concerns and background history.
Create a Treatment Plan
Open Treatment Plans, link to the client, document diagnoses, goals, and interventions. Set the review due date on the calendar.
Record Sessions
After each session, create an Individual Sessions record and a Progress Note, both linked to the client.
Manage Billing
Set up a Client Billing record and Insurance Carriers. Submit claims via Insurance Claims and track authorizations.
Explore and Expand
Activate advanced templates like Staff Supervision, Continuing Education, and HIPAA Compliance as your practice grows.
Pro Tips
Deep Search for Any Client
Use Deep Search to find any client, note, or billing record instantly across all templates without navigating menus.
Calendar Alerts for Deadlines
Auth expiration, license renewal, treatment plan review, and consent expiration dates are all calendar-enabled for proactive management.
Transaction Logs for Billing
Client Billing and Payment Records both include a Transaction Log tab providing a running ledger for each client account.
Password-Protect Sensitive Records
Optionally password-protect crisis incident records, risk assessments, and sensitive case notes at the record level.
Hashtag for Quick Access
Add hashtags like #crisis, #minorclient, or #supervision to records for instant retrieval via Deep Search filtering.
Make It Your Own
This collection is a professionally designed starting point, not a locked system. Every template, field, and menu assignment is yours to customize to match how your counseling practice actually operates.
✚ CREATE
Build your own templates from scratch for anything not covered — group therapy session logs, outcome measurement trackers, referral source directories, workshop planning sheets, or continuing education records.
✎ MODIFY
Fine-tune any template: change field labels, enable or disable features, update purpose text, or reassign menus. Make each template fit your specific workflow.
❌ REMOVE
Delete templates you don't need, or simply toggle them to Inactive to hide them from menus and browse views without losing the design for later use.
🔬 EXPAND
Combine templates from multiple collections or mix collection templates with your own custom creations for a system that's uniquely yours.
Your Practice Journey
This collection grows with you, whether you're launching a new counseling practice or managing an established multi-therapist clinic.
LAUNCH
You're opening a private practice or going digital for the first time. These templates teach you what records to keep and how professional practices organize client care and operations. Get productive immediately at minimal cost with no subscription fees.
GROW
As your caseload grows and you add practitioners, customize templates to match your evolving workflow. Activate advanced templates when ready. Data Fortress scales with you without pressure to upgrade or migrate.
EVOLVE
When you adopt practice management software like SimplePractice, TherapyNotes, or Jane App, Data Fortress fills the gaps. Keep using templates for referral tracking, credential management, expense documentation, and more. Create new templates to bridge systems.
No vendor lock-in. No subscription fees. No per-client pricing. Your data, your way, at every stage.