Mental health practice management and EHR and EHR software built for therapists and counselors

Mental health counselors, therapists, and social workers provide psychotherapy requiring detailed session documentation, treatment plan tracking, and crisis intervention management. Generic EHR systems lack psychotherapy note templates and treatment goal monitoring. Basic billing software misses time based code selection and diagnosis sequencing affecting reimbursement. Harris CareTracker delivers practice management software built specifically for mental health workflows where documentation supports therapeutic continuity and billing accuracy protects revenue from complex psychotherapy coding.

Why Choose Us?

Initial Assessment and Diagnostic Evaluation

Mental health counseling treatment begins with comprehensive assessment establishing diagnosis, identifying treatment needs, and developing initial treatment plan. Assessment documentation supports medical necessity for therapy services.

Harris CareTracker assessment templates guide systematic evaluation ensuring completeness.

Biopsychosocial assessment documentation

Initial assessment documents presenting problem, mental health history, substance use, trauma history, medical conditions, medications, family psychiatric history, social circumstances, mental status, risk assessment, and diagnostic formulation.

Templates organize assessment by domain. Dropdowns for common patterns. Text fields for detailed description. Structure ensures thoroughness while maintaining narrative flow.

Comprehensive assessment documentation supports insurance authorization and appropriate treatment planning.

Mental status examination for therapists

Mental status examination assesses appearance, behavior, mood, affect, speech, thought process, thought content, cognition, insight, and judgment. Findings inform diagnosis and treatment approach.

Simplified templates appropriate for non physician mental health providers. Focus on clinically relevant observations without excessive medical terminology.

Mental status documentation supports diagnostic assessment and tracks changes across treatment.

Goal Setting and Treatment Plan Development

Treatment plans define therapy goals, specify interventions, establish progress measures, and guide therapeutic work. Insurance requires documented treatment plans demonstrating medical necessity and expected outcomes.

Treatment plan structure and goals

Treatment plans identify problems requiring intervention, establish measurable goals, define specific objectives, specify interventions to be used, identify progress measures, and set target timeframes.

Templates guide treatment plan creation. Problem list from assessment. SMART goals with measurable criteria. Evidence based intervention selection. Progress tracking methods defined.

Structured treatment plans demonstrate medical necessity supporting insurance authorization and reauthorization.

Treatment plan review and progress documentation

Insurance requires periodic treatment plan reviews showing progress toward goals. Reviews document achievement, modify goals as needed, and justify continued treatment.

Progress tracking displays goal status across time. Visual indicators show achievement levels. Review templates guide progress assessment and plan updates.

Systematic progress tracking supports reauthorization requests and demonstrates treatment effectiveness.

Session Notes Templates for Therapeutic Modalities

Psychotherapy sessions require documentation supporting therapeutic work, tracking treatment progress, assessing safety, and justifying medical necessity. Documentation balances clinical utility with billing compliance.

Individual Therapy Session Notes

Individual therapy notes document presenting concerns, interventions provided, client response, progress toward goals, homework assignments, safety assessment, and plan for next session.

Templates structure notes efficiently. Intervention types linked to treatment plan goals. Progress indicators updating goal achievement. Time tracking for billing code selection.

Session notes connect to treatment plan showing therapeutic progression and goal achievement.

Family Therapy Documentation

Family therapy involves multiple participants requiring documentation of family dynamics, communication patterns, systemic interventions, and individual responses within family context.

Templates capture family constellation, presenting problems, interaction patterns observed, interventions targeting family system, responses by family members, and homework for family practice.

Family therapy note features

Family therapy notes demonstrate systemic approach justifying family therapy codes versus individual codes.

Group Therapy Documentation Efficiency

Group therapy requires individual progress notes for each participant despite single session. Efficient documentation prevents administrative burden destroying group therapy profitability.

Group therapy templates document overall session content once then generate individual notes capturing each client specific participation, progress, and responses.

Group therapy documentation

Efficient group documentation makes group therapy financially viable while maintaining individual progress tracking.

Crisis Documentation and Safety Management

Mental health counseling practices handle crisis situations requiring immediate intervention. Suicidal ideation, homicidal thoughts, psychotic symptoms, self-harm, and acute trauma reactions demand rapid assessment and safety planning.

Crisis assessment documentation

Crisis situations require comprehensive risk assessment. Suicidal ideation with intent and plan, access to lethal means, substance use increasing impulsivity, acute stressors, protective factors, psychiatric symptoms, and immediate risk level determination.

Crisis templates guide rapid systematic assessment. Risk factors identified quickly. Safety interventions documented. Disposition reasoning captured.

Crisis documentation supports clinical decision making and risk management.

Safety planning and crisis response

High risk clients require written safety plans identifying warning signs, coping strategies, social support, professional contacts, and environmental safety measures.

Templates guide collaborative safety planning. Clients participate in identifying personalized strategies. Plans print for client reference. Documentation shows preventive intervention.

Safety planning reduces suicide risk and demonstrates appropriate crisis management.

Child and Adolescent Therapy Workflows

Working with minors requires specific documentation. Parent consent, minor assent when appropriate, family involvement coordination, school collaboration, and developmental considerations.

Symptom Screening Tools Integration

Tools integrate with automatic scoring. Results display graphically showing trends. Interpretation guidance provided. Billing supported when applicable.

Psychotherapy billing automation preventing revenue loss

Psychotherapy billing uses time based codes. Session duration determines code selection. Individual therapy codes differ by time increments. Family and group therapy have separate code sets. Incorrect code selection loses revenue.

Harris CareTracker automates time based billing preventing common errors.

Time Based Code Selection Automation

Individual psychotherapy codes vary by session duration. 45 minute code for 38 to 52 minutes. 53 minute code for 53 minutes and longer. 16 minute code for brief supportive therapy. 75 minute code for extended sessions. Selecting correct code based on documented time maximizes revenue.

Automated billing reads session duration. Applies appropriate CPT code. Verifies documentation supports time claimed. Prevents downcoding from insufficient time documentation.

Diagnosis Sequencing for Optimal Reimbursement

Mental health billing requires primary diagnosis on claim. Some diagnoses reimburse better than others. Adjustment disorders pay less than major depression. Diagnosis sequencing affects payment.

Billing logic sequences diagnoses appropriately. Primary diagnosis selected based on session focus. Supporting diagnoses listed secondarily. Reimbursement optimizes while maintaining diagnostic accuracy.

Optimal diagnosis sequencing improves reimbursement without compromising diagnostic integrity.

Document therapy sessions during clinical work

Psychotherapy requires full presence with clients. Typing during sessions interrupts rapport, breaks therapeutic flow, and reduces clinician attentiveness to verbal and nonverbal communication. Traditional documentation after sessions creates backlog consuming hours weekly.

Amplify by Harris CareTracker captures therapy sessions through ambient listening. Record the session. Therapeutic conversation flows naturally. AI transcription organizes into session note structure. Review and finalize in minutes focusing on clinical judgment beyond conversation content.

Individual therapy session capture

Therapy sessions involve client reporting symptoms and experiences, therapist interventions using evidence based techniques, client responses and insights, skill practice, and between session planning. Recording therapeutic dialogue creates comprehensive session documentation.

Ambient listening captures session naturally. Client describes depression symptoms. Therapist uses cognitive restructuring identifying automatic thoughts. Evidence examined collaboratively. Alternative perspectives developed. Behavioral activation planned. AI structures into clinical note format.

Complete therapy notes from therapeutic conversation. Post session review takes five minutes versus twenty minutes traditional typing.

Family therapy session efficiency

Family therapy involves multiple voices, complex interactions, and systemic interventions. Tracking who said what while intervening therapeutically is impossible with manual typing.

Ambient listening with speaker identification captures family member contributions separately. Interaction patterns documented. Interventions recorded. Family responses organized by individual.

Family therapy documentation capturing complexity without extensive post session typing. Multi person conversations organized automatically.

Group therapy documentation acceleration

Group therapy with eight clients requires eight individual notes despite single session. Traditional approach involves typing eight separate notes taking ninety minutes.

Ambient listening captures group session once. Overall themes and activities documented. Individual client participation, insights, and progress extracted for personalized notes. Eight notes generate in fifteen minutes.

Group therapy ambient efficiency:

- Overall session content captured once • Group dynamics and themes documented
- Individual client participation levels identified
- Personal insights from each client captured
- Connection to individual treatment goals documented
- Client specific progress indicators recorded
- Individual risk assessment when raised
- Personalized homework for each client documented

Group therapy documentation burden reduces 75 percent. Financial viability improves making group therapy attractive service line.

Meeting Mental Health Regulatory Requirements

Mental health practices face specific compliance obligations. Informed consent for treatment, limits of confidentiality explanation, minor consent requirements, duty to warn documentation, mandated reporting, and treatment plan requirements.

Harris CareTracker supports compliance through structured workflows.

What Our Customers Say About Us

We chose Harris CareTracker for our office because of its cost-effectiveness and since changing to them, we have seen a significant increase in our monthly savings. The standout feature has been the excellent customer support and training!

Tara Warnock

Billing Specialist | Naples Vascular Specialists

It’s really easy to use Harris CareTracker Practice Management. Very easy to learn.

Lauren O'Brien

Billing Manager | New England OB/GYN

We have used Harris CareTracker in our practice for 5 years, and it has been a wonderful experience. The trainers and on-going support teams are knowledgeable, accessible, and quick to respond to queries. They provided easy-to-follow step-by-step guidance for using the software. They never failed me. I highly recommend CareTracker for practices of any size.

Mental health practice management and EHR and EHR software built for therapists and counselors

Why Choose Us?

HIPAA Compliant ASC Management Software

Multi-Specialty Surgical Scheduling

Automated Revenue Cycle Management

Initial Assessment and Diagnostic Evaluation

Goal Setting and Treatment Plan Development

Session Notes Templates for Therapeutic Modalities

Individual Therapy Session Notes

Family Therapy Documentation

Family therapy note features

Group Therapy Documentation Efficiency

Group therapy documentation

Crisis Documentation and Safety Management

Child and Adolescent Therapy Workflows

Symptom Screening Tools Integration

Psychotherapy billing automation preventing revenue loss

Time Based Code Selection Automation

Diagnosis Sequencing for Optimal Reimbursement

Document therapy sessions during clinical work

Meeting Mental Health Regulatory Requirements

What Our Customers Say About Us

Tara Warnock

Billing Specialist | Naples Vascular Specialists

Lauren O'Brien

Billing Manager | New England OB/GYN

Linda S. Erickson

Billing Specialist | John A. Nassar, MD

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