How to Schedule and Update Therapy Sessions

How to Schedule and Update Therapy Sessions - MyTherapyWizard help article card

Learn how to efficiently manage your client therapy schedule and finalize session notes. This guide simplifies the process of adding activities, adjusting session details, and signing off on documentation to ensure your records are accurate and up to date.

New Session Creation

1. Navigate to https://app.mytherapywizard.com

2. Click the '+' icon in a calendar slot to add a session.

3. Click the 'Student/Client' dropdown.

4. Select the client from list.

5. Select Session type from 'Type' dropdown.

ℹ️ Note

Tip! Note that the "Type" only affects how it is shown on the scheduler, not on billing.

6. Type scheduled time in 'Scheduled Duration' field.

7. Click "Add Session"

ℹ️ Note

You can add recurring sessions by scrolling to the very bottom before clicking "Add Session"

To add session notes

8. Click scheduled session on calendar to open it.

9. Click 'Procedure Code(s)' selection box.

10. Select a procedure code from list.

ℹ️ Note

Only procedure codes added by your administrator are shown.

11. Add 'Units' seen (billed)

12. Add 'Minutes' seen (billed)

13. Add Modifier if needed. (Your admin will auto add modifiers to single procedure codes).

⚠️ Important

*LearningCharms staff- do not add modifiers except when therapy and eval are added on same session . Add modifier 59 to BOTH procedures.

14. If you are billing for two or more procedure codes in one session, add here

ℹ️ Note

Each procedure code line has its own unit, minutes and modifier.

15. If the POC is enabled, then the location will default to the place of service added in the POC.

ℹ️ Note

Locations that are favorited by your Admin will show up with a star. Location can be changed on this screen. If you do not see the correct location, contact your Admin to have them add more locations in their settings.

ℹ️ Note

Locations set to Telehealth will show up on the scheduler with a video icon on the top right.

16. Complete your note checklists and session notes as normal. Update session.

17. Mark as Completed when done.

ℹ️ Note

If Client was not seen , change the Status from "Scheduled" to "Canceled" and chose cancellation reason. This creates an attendance history.

Session Finalization

18. Click 'Sign Note' to finalize session.

See other articles in Scheduling here.