What’s New: Custom Consultation Notes & Coaching Note Template

We’re expanding the flexibility of documentation in TherapyNotes® with new note templates and customization options designed to support a wider range of consultation workflows. From customizable Consultation Notes in the Note Builder to a new Coaching Note Template built for self-pay and wellness services, these enhancements give clinicians more control over how they structure and manage their documentation.

Customizable Consultation Note

We’ve extended custom documentation support to Consultation appointments, enabling practices using consultation service codes to create and use customized note templates with the existing note builder experience. Consultation Note templates are available when documenting Consultation appointments and are distinct from Progress Note templates, which are used with Therapy Session appointments. This flexibility also serves as the foundation for the new Coaching Note template introduced in this release.

Practice Administrators and Clinical Administrators can now use the base TherapyNotes Consultation Note template as the foundation for creating their own custom Consultation Note templates in the Note Templates tab of the Library. Using the builder tools, practices can rearrange or remove sections, rename fields, and add additional elements to better support their documentation workflows. Whether documenting initial screening calls, treatment plan review sessions, billable case management activities, or other consultation-based services, practices can tailor Consultation Notes to better reflect the services they provide.

Unlike Progress Notes, the Diagnosis element is optional in Consultation Note templates and can be removed entirely when it is not needed for the services being provided. Because a diagnosis is required when submitting claims to insurance, this element should only be removed for direct-pay services. Consultation Notes also support Service Date Range fields, providing additional flexibility for documenting services that may span a period of time, including billable case management activities. Additional generic and clinical elements, including Choice, Short Response, Risk Assessment, Interventions, Medications, and Recommendations, can be added to further tailor documentation workflows.

A Template selector will appear at the top of the Consultation Note when multiple templates are available for use, allowing clinicians to select the template that best fits the appointment or workflow. If a Practice Administrator or Clinical Administrator enables only one template, the selector will not be displayed. TherapyNotes will remember the last template used for each patient, automatically selecting it the next time documentation is completed.

Clinicians can also view active templates in the Note Templates tab of the Library to better understand how each template is structured and used within the practice.

Please note, since patients cannot currently request Consultation appointments through TherapyPortal, practices may need to update the appointment type to Consultation when approving appointment requests in order to leverage their new Consultation Note templates. We plan to further streamline this workflow in a future release.

These enhancements give practices greater flexibility and control over how consultation documentation is structured, making it easier to create note templates that align with specific workflows, documentation preferences, and practice needs. This new functionality will be made available to practices over the next few weeks.

New Coaching Note Template

We’ve introduced a new Coaching Note template in the Note Templates tab of the Library to better support coaching, wellness, and hybrid clinical workflows. Designed for coaching and self-pay services, the template provides a more flexible approach to documentation that may not require traditional diagnostic language.

The Coaching Note template is designed for use with consultation appointment types and uses a streamlined FIA (Focus, Insight, Action) note format to help clinicians and coaches capture key session themes, client insights, and next steps while keeping documentation concise, organized, and client-centered. Because coaching services may not include a diagnosis, the template leverages the same flexible Consultation Note structure introduced above, making it well-suited for coaching, wellness, and other direct-pay services.

The pre-built template includes flexible date ranges to support varied engagement timelines and session structures, along with customizable Focus Areas that can be tailored to different workflows, coaching models, and client goals.

Like our other pre-built templates, the Coaching Note template can also be copied forward and customized using the builder tools available in the Note Templates tab of the Library. The template will be available to practices by default, and Practice Administrators and Clinical Administrators can customize or disable it for their practice as needed. Clinicians can select the template from the selector at the top of the consultation note, making it easy to document coaching and wellness sessions using the same flexible consultation note workflow.

The new Coaching Note template gives practices additional flexibility in how coaching and wellness services are documented while supporting clear, structured, and easy-to-review session notes. Like with Customizable Consultation Notes, this template will be made available to practices gradually over the next few weeks.