🛠️ The problem we have always had

Ask any therapist how they know an intervention works and the honest answer is usually a mix of training, experience and a handful of published studies. Those studies matter, but most are small, short and done in settings that look nothing like a busy clinic, school or home visit.

Meanwhile, the information that could answer the question is already being created every day, in every session, by every therapist. It just disappears into free-text notes that no one can analyze.

The cost of that gap keeps growing:

• Fee schedules keep shrinking. Payers set rates, deny visits and question medical necessity, and we rarely have large-scale outcome data to push back with.
• School teams are asked to prove it. School-based therapists are challenged on who qualifies, how much service is enough and when a student is ready to exit, usually without data to point to.
• Advocacy runs on surveys. Professional associations have had to ask members to fill out long surveys by hand because their software could not produce structured data.
• Clinical decisions run on habit. Without real-world feedback, it is hard to know whether one approach gets clients to their goals faster than another.

🧩 Why MyTherapyWizard was created

I have spent my career as a therapist and practice owner, and I have used a lot of documentation systems. Most were built for medical billing or general healthcare and then adapted for therapy. They capture what a payer needs to see, then bury everything a therapist actually knows in free-text boxes.

Our professions run on goals, levels of support, participation in daily life and change over time. A text box cannot measure any of that.

So I built the system I wanted for my own practice: documentation designed around how therapists and practice owners think, with clinical intelligence underneath it. Goals are structured, progress is scored by fixed logic, and evaluations, questionnaires, session notes and billing all connect. The evidence our professions have always needed is not an add-on to MyTherapyWizard. It is the reason MyTherapyWizard was built this way from the start.  The result is from five years of design and development, along with multiple beta groups and trials.

🧩 Live today, and building on it

MyTherapyWizard is live today. OT practices and school teams already use it to write structured goals, run guided evaluations, send built-in questionnaires, document sessions and bill. It is HIPAA and FERPA compliant. Every one of those records is saved as structured outcome data rather than free text, and that is what makes the next step possible.

We are now connecting three things no other system connects across disciplines:

1. What the therapist did and saw: session-by-session progress on each goal (live today), plus the interventions used for each goal (coming soon).
2. What the client, caregiver or teacher experienced: questionnaires built into MyTherapyWizard, sent at the start of care, midway and at discharge, and scored automatically (live today).
3. What it took: the number of sessions and the service frequency (live today) and, for practices that bill through MyTherapyWizard, the procedure codes billed and the amounts actually paid (live today, Teams plan).

Put together, this is response to intervention (RTI) data across thousands of real sessions. It can answer questions like these:

• Which interventions are linked to the fastest progress for a given goal area?
• How many sessions does it typically take before progress is meaningful?
• Do therapist-reported gains show up in the client's daily life, as reported by the client, caregiver or teacher?
• What is the paid cost per goal achieved, by intervention and procedure code mix?
• How do results differ by age band, diagnosis, setting or service frequency?

🧩 Captured automatically, as you document

There are no extra forms or research surveys. The data comes from what you already do:

Because each piece is linked to the same goal, the connections build themselves as you work.

🧩 Every number is calculated, not generated

AI does not create, estimate or fill in any number you see in MyTherapyWizard. Every metric traces back to something a clinician, client, caregiver, teacher or payer actually entered, scored by fixed rules that never change.

• Goal Performance Index (GPI): combines how accurately the goal was performed with how much support was needed, using fixed math. 70% independent and 70% with maximum assistance score differently, every time.
• Session Performance Index (SPI): the average of the GPIs for the goals addressed in that session.
• Guided Evaluation scores: each item is rated against defined criteria. Ratings roll up into domain and composite scores using hard-coded scoring rules, and bands come from set cut points.
• Standardized assessment scores: entered from the publisher's scoring. MyTherapyWizard never re-scores them.
• Intervention(s) used: exactly what the therapist checked for each goal. Nothing is guessed from note text.
• Questionnaire results: questionnaires are built into MyTherapyWizard. Each answer is stored as structured data and scored by fixed rules, so the same answers always produce the same scores, at intake, midway and discharge.
• Service data: session counts and visit frequency come straight from your plan of care and session records.
• Billing data: procedure codes, units and paid amounts exactly as they appear on payer remittances.

Where AI is used: only to help word report narratives from data you have already entered and reviewed. AI-written text is never used as data, and it is never included in research.

Want the details? Read Myth vs. Fact: The Truth About AI in MyTherapyWizard.

🧩 For school-based teams that do not bill

You do not need billing for any of this to work. Goals, sessions, service frequency, interventions and questionnaires carry all the information needed to study progress in schools.

Across the network, school data can help answer questions school therapists face every year:

• How long do students typically receive services, and how much progress is made in that time?
• When are services most effective? For example, do most gains happen in the first one to two years of service?
• Which service frequencies are linked to progress, and which are not?
• Is progress maintained over time? Teacher and caregiver questionnaires sent after a student exits services can show whether gains hold up.
• What does progress look like before exit? Real data on when goals level off can support conversations about reducing or ending services.

For your own team, the same data gives you something to bring to the IEP table: session-by-session progress on each goal, teacher and caregiver questionnaire results, and the history of services delivered. When you are asked why a student qualifies, why a frequency was chosen, or why it is time to exit, you can point to data instead of opinion.

MyTherapyWizard does not make eligibility or exit decisions. Those belong to the IEP team and follow your state and district rules. MyTherapyWizard gives the team clear, consistent data to make those decisions with.

🧩 How de-identification works

MyTherapyWizard is HIPAA and FERPA compliant. Your practice's or district's identifiable data stays yours. Inside your account, you see your own clients and students with full detail, as always. Network research works only from a separate, de-identified copy built with these safeguards:

• Direct identifiers removed: names, addresses, phone numbers, emails, record numbers, student and insurance member IDs, photos, signatures and all other identifiers named in HIPAA's de-identification standard. For school records, the same safeguards remove personally identifiable information protected under FERPA.
• No free text: session narratives, goal notes, "Other" text and message content are never included. Only structured fields are used.
• Dates converted: calendar dates become session numbers, weeks since start of care and years of service.
• Ages grouped: exact ages and birth dates become age or grade bands.
• Location generalized: geography is reduced to the state level, or removed entirely. School and district names are never included.
• Random codes: clients, therapists, practices and districts get random study codes that cannot be traced back without a key, and the key never leaves the secure system.
• Small groups hidden: any result based on too few clients is suppressed, so no one can be singled out.
• Aggregate only: findings are reported for the network as a whole. Results are never published or shared for an individual practice, district, school or therapist.
• Formal review: the de-identification method is reviewed against HIPAA's and FERPA's requirements, and published studies go through independent ethics (IRB) review with an academic partner.

MyTherapyWizard acts as a business associate to your practice, or as a service provider to your district. All of this follows the terms in your agreement with us.

🧩 What it means for you

• For your practice: see your own outcomes next to anonymous network benchmarks, such as sessions to goal mastery and progress by intervention.
• For school teams: bring progress data, questionnaire results and service history to IEP meetings, and see how your outcomes compare with anonymous school benchmarks.
• For payer conversations: walk in with real-world data on progress, functional change reported by clients and caregivers, and cost per goal achieved, instead of anecdotes.
• For advocacy: give associations and legislators structured, de-identified evidence without another 90-minute member survey.
• For your clients and students: better information about which approaches and frequencies tend to work, so time and services go further.

🧩 What is ready now, and what is next

• Live today (OT practices and school teams): structured goals, session-by-session Goal and Session Performance Indexes, guided evaluations, built-in questionnaires with automatic scoring, and integrated billing for practices that bill.
• In development: Intervention(s) used on session notes, library resources inside sessions, and the de-identified research export.
• Early 2027: PT, SLP and mental health come on board, bringing the network across all four disciplines. The first published findings will start with the goal areas that have the most data.

🧩 Can your current system do this?

Whatever documentation system or EMR you use, it is worth asking:

1. Can it show which interventions were used for each goal, without anyone reading through notes?
2. Can it tell you how many sessions it took your clients or students to reach their goals?
3. Can it compare what you saw in therapy with what the client, caregiver or teacher reported, using questionnaires it scores for you?
4. Can it show whether progress was kept after services ended?
5. Can it show the paid cost per goal achieved, if you bill?
6. Can it do all of this without extra forms, and with your data de-identified before any research use?

If the answer is no, you are not alone. Most systems were built for billing and compliance, not outcomes. That is the gap MyTherapyWizard was built to close.

🧩 Frequently asked questions

Do I have to do anything extra?
No. If you document goals, sessions and questionnaires in MyTherapyWizard, the data is already structured.

Does this work for school-based teams that do not bill?
Yes. Progress, service frequency, interventions and questionnaire data do not depend on billing. Cost findings simply do not apply to non-billing teams.

Can my practice or district opt out of network research?
Yes. Your practice or district decides whether its de-identified data is included in network research. Your own reports and dashboards work either way.

Will this be used to judge my billing, my therapists or my school team?
No. Research findings are reported only in aggregate. Your practice-level or district-level data is never shared outside your account.

Is this AI?
No. Every score, index and finding is calculated from what was entered, using fixed rules that produce the same result every time. AI is used only to help write report language. It never creates or changes a number, and AI-written text is never used as research data.