The owner or practice manager of a small private therapy practice in the US or UK - physiotherapy, psychotherapy and counselling, chiropractic, massage, speech and language, occupational therapy, nutrition - usually one to ten clinicians, keeping the appointment book, the intake paperwork, the session notes and the client recordsNot a client looking for a therapist, not a student learning to write a SOAP note, not a hospital or health system buying an EHR, not an outsourced billing company, and not a clinician looking for a job or supervision hours
The therapy intake form template, and the practice records it starts
A small therapy practice runs on three pieces of paper: the intake form a new client fills in before the first session, the note the clinician writes after it, and the spreadsheet where the owner works out whether any of it pays. Soapvo is three free worksheets and one paid record for the person who owns all three. The therapy intake form sheet takes the field count, the required count and how many new clients never send the form back, and returns the first-session fees the paperwork is costing you. The private practice budget sheet takes the clinicians, the sessions, the fee, the no-show rate and the split, and returns the year's income, what the no-shows cost and how many sessions cover the premises. The SOAP notes sheet takes the caseload and the minutes a note takes, and returns the hours and the money note-writing costs. Nothing here is clinical advice, a hospital EHR or a billing service: it is one to ten clinicians and their records.
Soapvo Pro is $79 per month for the whole practice, billed monthly.
- 3free tools on this site
- 220US searches a month
- Small therapy practices
The client, the session, the note
One record for the paperwork a practice is required to keep
-
Intake, consent and contact details in one file rather than three
On the worked example 22% of new clients never send the intake form back, which is four first sessions and $475 a month. A form that is short, structured and sent as a link rather than a PDF is the whole of that fix.
-
Every appointment with its note, and the ones that did not happen
Three clinicians at 22 sessions a week deliver 2,794 sessions a year after an 8% no-show rate, and those no-shows are $29,146 of fee income. The record shows both, because a practice that cannot see its no-show rate cannot change it.
-
Written in minutes, kept for years, complete when it is asked for
3,036 notes a year at seven minutes each is 354 hours and $21,960 of clinician time, and 30% of them are written after the day they belong to. A structured template that saves three minutes a note gives back 151 hours a year.
Work the practice out before you change anything
Free to use. No account, no card, no trial clock.
- Therapy intake form template Turn the field count and the drop-off rate into the first-session fees your intake form is costing you. Free
- Soap notes physiotherapy Turn the caseload and the minutes a note takes into the hours and the money note-writing costs, and what a template gives back. Free
- Private practice budget template Turn clinicians, sessions, the fee and the no-show rate into the year's income, what the no-shows cost and what the room needs to earn. Free
Should you buy a clinic suite instead?
If you need online booking, payments, claims and a patient portal in one place, buy a clinic suite: they do all of that and they keep notes as part of it. Soapvo is for the practice that already books in a way it is happy with and has records spread across a drive, an inbox and a spreadsheet. It does one thing and does not charge per clinician for it.
| Soapvo | A full clinic suite | |
|---|---|---|
| What it is for | The client file: intake, consent, sessions, notes and documents | Booking, payments, claims and the record together |
| What it costs as you hire | $79 a month for the whole practice | Usually per clinician per month |
| What it does not do | No booking engine, no card payments, no claims: it says so | Everything, with the depth spread across it |
| Getting your data out | Export the whole record whenever you want it, and for 90 days after you leave | Varies; ask before you sign |
No competitor's price is quoted here: clinic suites are priced per clinician and per module, so a single figure would be wrong for most practices. Compare the rows against your own vendor's published pricing.
Soapvo Pro keeps every client, session, note and document as one record
The sheets settle the numbers this afternoon. Pro keeps the record: the client, the intake, the sessions and the notes in one place, so the file is complete when somebody asks for it.
- Download the file a client or an insurer has asked for
- Send it without the Soapvo watermark across it
- Come back to this sheet with every figure still in it
- Put your practice name on what a client receives
- Remind a client of the appointment and the form they have not returned
- Not used by Soapvo: this product takes no payment on your behalf
- Not used by Soapvo: this product does not sync to accounting
$79 per month, whole team
Soapvo Pro is $79 per month for the whole practice, billed monthly. Billed monthly. Cancel any time from your account page. Price and renewal terms are shown before checkout.