Sample Flows You Can Copy
Not sure where to start? Copy one of these sample flows into Flow Settings and adjust it to fit. Deadlines are in workdays (weekends are skipped).
1. Outpatient clinic, insurance-based
| Stage | On? | Deadline | Responsible | Applies to |
|---|---|---|---|---|
| Consent & intake | On | 3 | Office staff (Admin Lite) | Any patient |
| Insurance verification | On | 3 | Office staff (Admin Lite) | Insurance only |
| Caseload assignment | On | 3 | Admin | Any patient |
| Evaluation | On | 5 | Document Creator (therapist) | Any patient |
| Evaluation report | On | 3 | Document Creator | Any patient |
| Eval admin review | Optional | 2 | Therapy Admin | Any patient |
| POC creation | On | 3 | Document Creator | Any patient |
| POC admin review | On | 2 | Therapy Admin | Any patient |
| Send Provider Order | On | 3 | Office staff | Insurance only |
| Authorization | On | 2 | Office staff | Insurance only |
2. School contract (when being paid by the school for services)
| Stage | On? | Deadline | Responsible | Applies to |
|---|---|---|---|---|
| Consent & intake | On | 5 | Admin | Any patient |
| Insurance verification | Off | – | – | – |
| Caseload assignment | On | 3 | Admin or Therapy Admin | Any patient |
| Evaluation | On | 10 | Document Creator | Any patient |
| Evaluation report | On | 5 | Document Creator | Any patient |
| Eval admin review | Optional | 3 | Therapy Admin | Any patient |
| POC creation | On | 5 | Document Creator | Any patient |
| POC admin review | Optional | 3 | Therapy Admin | Any patient |
| Send Provider Order | Off | – | – | – |
| Authorization | Off | – | – | – |
3. Private pay
| Stage | On? | Deadline | Responsible | Applies to |
|---|---|---|---|---|
| Consent & intake | On | 2 | Admin | Any patient |
| Insurance verification | Off | – | – | – |
| Caseload assignment | On | 1 | Admin | Any patient |
| Evaluation | On | 3 | Document Creator | Any patient |
| Evaluation report | On | 3 | Document Creator | Any patient |
| Eval admin review | Off | – | – | – |
| POC creation | On | 3 | Document Creator | Any patient |
| POC admin review | Off (auto-approve) | – | – | – |
| Send Provider Order | Off | – | – | – |
| Authorization | Off | – | – | – |
4. Mixed practice (insurance and private pay)
Start from the outpatient flow. Set Insurance verification, Send Provider Order and Authorization to Insurance only. Private-pay clients skip those stages automatically, so one flow works for both.
Tips
- These deadlines are starting points. Adjust them after your first two weeks based on what Needs Action shows.
- Managing more than one organization? Use Duplicate from another flow in Flow Settings to copy a flow you've already built.
- Assistants writing documents? Add the Supervisor (of the author) to review stages so co-signs reach the right person.
Want us to build it for you? Our Extension & Onboarding package ($299) includes mapping your workflow and building your Flow Settings with you. Book your onboarding session.
New video coming soon: Sample Workflows: Clinic, School Contract and Private Pay [VIDEO PLACEHOLDER: replace this link]
Watch: Flow and Lifecycle Stages Setup
Why it matters
Every practice runs a little differently, and MyTherapyWizard's clinical intelligence adapts to yours. A sample flow gets you running on day one, and you refine it as you learn.
Related: Step 4: Map Your Workflow Before You Touch Flow Settings · Step 5: Build Your Flow · Back to the 14-Day Setup Checklist.
See other articles in Setup Path here.