Case Manager

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The Case Manager add-on significantly enhances the already powerful features of The THERAPIST Pro. Designed for organizing and presenting clinical information. Case Manager can save time and add consistency to your clinical record-keeping.

Managed care insurance plans require more than the ordinary amount of documentation. Case Manager helps you meet those requirements.

Case Manager is organized around Case Management Templates. Each CM Template is a collection of topical free-form and structured templates. Each topic is referred to as a "Section" and there are fourteen available sections. You can enable only those sections you want to use. The THERAPIST without the Case Manager has only the Treatment Plan and Progress Note sections.

  • Treatment Plans
  • Progress Notes
  • Medical History
  • Psychiatric History
  • Developmental History
  • Medical Conditions
  • Assessments
  • Testing
  • Discharge Plans
  • Aftercare
  • Followup
  • Three User-Definable Sections

All sections have free-form, text, and token based templates. Each of these templates can be up to 10,000 characters and can include both fixed text and field tokens. Tokens are available corresponding to many of the patient and related data fields. They are replaced with the actual field values when the template is used to create the actual text for the patient. For example, you can include a token for a patient name in the template and the token will be replaced with the actual patient's name when used.

You can define a default free-form template plus any number of additional "Presets." Presets are the same as the default free-form template but they allow you to have as many as you need for different situations. When using a template to add information for a treatment plan, progress note, or any other section, you can select one of the presets, use the default template, or skip the template and enter all of the text yourself.

While the default and presets are free-form text, that does not mean that the text must be unstructured. Text is often most useful when you construct your thoughts in an organized framework. In this regard, Case Manager gives you the tools to add information with an even greater degree of structure than is possible with free-form text.

Treatment Plans

With Treatment Plan templates, you can define a hierarchical list of problems that may be experienced by patients. You can create similar lists of goals related to the problem and the modalities of treatment you will use to treat the problem. The problem description here is very short but you can enter an extensive description if necessary.

When creating a patient's treatment plan, you can use the problem, goal, and modality lookup lists to save typing and time as well as to add a degree of uniformity to your style and wording.

Progress Notes

Progress notes inherit the structure of the treatment plans. You can add a free-form note for each visit using the default template or with the Case Manager using one of the presets you define. Optionally, you can have additional notes for each patient's defined problems, and for each of the goals you have entered, Templates may also be used to create the problem and goal notes.

Case Management Sections

The other sections use a different kind of structure and they all work the same way. You have the default and preset free-form templates. You can add structure to these sections by defining elements and classes. Elements are individual pieces of information that you want to record. In The THERAPIST, these are called Fields.

An example of an element might be a multiple choice selection for the patient's opinion of the importance of a goal. When you define a remplate element, you determine the manner in which you will input the information such as text entry, check box, multiple choice, and others. Where multiple choices are allowed, you define the valid list entries.

To help you organize your elements, you can group them into Classes which are simply groups of elements that have something in common. An example might be a class called Causes, with an element called Medical Conditions. You can have as many of each as you desire.

Section presets can also use the elements that you design. For each element defined for the section, you can enter preset values or responses to the question posed by the element. When you select a preset for a patient, these values will be filled-in for you automatically.

Group Therapy

If you do group therapy, you can enter a single progress note for a group session, then let the program copy it to each patient who attended the session.

With the Case Manager, when you add a group progress note, you can select from one of yuor presets, The preset will be used to fill the group progress notes and will keep any field tokens intact. These tokens are replaced with their values when you copy the group note to the patients.

Multiple Cases per Patient

The THERAPIST basic package lets you enter one case per patient. If you see a patient at a later date, you have to change the case data and may lose information from the earlier case. With the Case Manager, each patient can have a practically unlimited number of cases. This lets you retain the information on old, closed cases while adding new cases when the patients return.

Medication Tracking

Case Manager adds the ability to track medications prescribed by your practice or by another physician. You can indicate whether they are complying with the prescribed drugs, record tested blood levels, and if there are any side effects.

Treatment Teams

Case Manager lets you specify teams of providers who are responsible for treatment. Your can include signature blocks for team members on the case management reports.


Case Manager greatly expands the capabilities of the Case Management Reports. You can include (or exclude) any of the components and determine in which order they are printed.

The options on the Details tab let you indicate whether to print treatment plan problems and goals. You can also enable or disable printing element values.


The THERAPIST Case Manager is a powerful tool for recording, organizing, and reporting clinical information. It is comparable to stand-alone treatment planning software costing much more.

Case Manager connects clinical information to your existing patient database and links progress notes to the same services you use for billing.