Step 5: Build Your Flow | MyTherapyWizard

Step 5: Build Your Flow

Step 5 - Build Your Flow - MyTherapyWizard help article card

Now you'll turn your workflow map into Flow Settings. Flow Settings are like project management built into your EMR: once each stage has an owner and a deadline, MyTherapyWizard tracks every client and puts the next task in front of the right person.

Before you start

  • Who does this: the account Admin.
  • How long it takes: 30 to 45 minutes.
  • Plan needed: Teams, with or without the Billing add-on.
  • Have ready: your completed workflow map from Step 4.

👣 Step 1: Open Flow Settings

Left menu showing Management, Practice Settings, Flow Settings

In the left menu under Management, open Practice Settings › Flow Settings.

Shortcut: if you manage more than one organization, Duplicate from another flow copies an existing flow so you can edit it instead of starting from scratch.

👣 Step 2: Review the lifecycle stages

Flow Settings lifecycle stage list with enabled status, which clients each applies to, workday deadlines and responsible roles

  1. Each row is a stage. The tags show whether it's Enabled, which clients it applies to (Any patient or Insurance only), its workday deadline and how many roles are responsible.
  2. Click Disable on any stage your map says you don't use.
  3. Drag the handle on the left to reorder stages if your practice works in a different order.

Good to know: changes only apply to clients who enter the flow after you save. Clients already in progress keep the flow they started with.

👣 Step 3: Edit each stage

Edit stage window with stage enabled, display name, insurance restriction, workday deadline and responsible roles

Click Edit on a stage and set:

  1. Display name: rename the stage to match your practice's language (for example, "Paperwork" instead of "Consent & intake").
  2. Insurance restriction: Any patient, Insurance only or Direct pay only.
  3. Workday deadline (days): how many workdays the stage has before it's overdue. Weekends are skipped. Enter 0 for no deadline.
  4. Responsible roles: check who owns the stage. Options include Document Creator (the author), Supervisor (of the author), each credential (OT, OTA, PT, PTA, SLP, SLPA, mental health and students) and each discipline. You can also add specific users.
  5. Click Save stage.

🧩 Stages worth a closer look

  • Caseload assignment is what gives a therapist visibility of a client. Don't skip it.
  • Evaluation report and Eval admin review are optional. Turn them on if you want the deadline held until the report is generated or reviewed.
  • POC admin review: if it's off, a plan of care is approved automatically when the therapist submits it.
  • Insurance re-verification and Discharge are coming soon.

Make sure every stage has someone responsible. If a stage has nobody assigned, its reminders show for everyone, which quickly becomes noise.

▶️ Watch: Flow Settings overview

💡 Why it matters

Flow Settings are where MyTherapyWizard's clinical intelligence meets your operations. Once your stages are set, every client gets a lifecycle strip, every person gets their own to-do list in My Worklist, and admins see what's upcoming and overdue in Needs Action. No project management apps, spreadsheets, no sticky notes, no missed steps.

🧩 Worklist Tab

The Worklist tab is for all clinicians.  It is their "to do list".  The lists come from the way that the flow settings are set up.  You can see here that there are several items needing attention by the clinician.

🧩 Clinical Review Tab

Below is what a person will see if they are given the permission to see this tab (clinical review) and given the responsibility in the flow settings. There are a few plans of care waiting to be reviewed and some reports pending co-signature.   

🧩 Needs Action

Needs Action is the view that the Admin especially wants to see- as it is the full to do list for all team members- including clinicians and office staff.  You can see just your own items or everyone's items that need attention.  

✅ How you'll know it worked

  • Every enabled stage shows a deadline and at least one responsible role.
  • A new client's record shows the lifecycle strip with due dates.
  • Stages your practice doesn't use show as Disabled.

Next step → Step 6: Choose Which Evaluations Count

Previous: Step 4: Map Your Workflow Before You Touch Flow Settings · Back to the 14-Day Setup Checklist.

📚 See other articles in Setup Path here.