Clinician Manual: Smart Templates™ Series for Group Practices

Running a group practice comes with countless moving parts—compliance, documentation, and clinical procedures can quickly become overwhelming. The Clinician Manual Template (from Smart Templates™ series) is a fully editable50-page guide designed to help you create structure, ensure compliance, and streamline operations with ease.

What’s Included in the Clinician Manual?

This professionally crafted manual covers essential policies and procedures, including:

• Intake Process Overview

• Understanding Insurance

• Maintaining Your Calendar

• Client Portal & Intake Forms

• Intake Sessions

• Couples Therapy Sessions

• Family Sessions

• Clinical Documentation

• Understanding CPT Codes

• Crisis Sessions

• Teletherapy

• Termination

• Returning Clients

• Transfer Clients

• Admin Notes

• Financial Policies

• Active Client Maintenance

• Google Drive Documents

• Preparing for Being Out of the Office

• Emergency Action Plan

• HIPAA: General Info

• HIPAA: Specific Compliance Procedures

• Therapist Acknowledgment

Take It Further with the Companion Pack

Enhance your practice efficiency with the Clinician Manual Companion Pack (sold as a stand-alone download or as a bundle with this manual), a collection of essential forms and templates that complement your manual (and are referenced throughout the manual). This pack includes:

✔ Reduced Fee Management – A carefully developed system to help your practice offer reduced fees while upholding fairness, transparency, and compliance. This section provides everything you need to manage reduced fee requests with confidence: Application Form, Reduced Fee Policy Guidelines, Reduced Fee Workflow, Reduced Fee Chart, Client Notification Letters (Approved, Declined and Renewed).

✔ Client Letters – A curated collection of professionally crafted client letters designed to address a variety of clinical and administrative needs, offering clarity, compassion, and compliance. Includes Termination Letters (general & against advice), Treatment Verification Letter, Emotional Support Animal Recommendation Letter, and Academic Accommodations Support Letter.

✔ Clinical Audit Template – A uniquely designed resource that guides clinical directors through a structured clinical audit process to ensure documentation meets high-quality standards and is ready for any insurance review (in Excel format).

✔ Clinical Documentation Templates – Designed to balance thoroughness with efficiency, these templates help clinicians document effectively without overwhelming paperwork while meeting insurance and clinical standards. Included are Intake Session notes (for individuals and couples), Progress notes (for individuals and couples) and Discharge Session notes.

✔ Crisis & Emergency Planning Materials –  Equip your clinicians with a robust set of tools to manage client crises effectively and handle emergency situations like natural disasters or workplace incidents with clear, actionable protocols. Included are Emergency Action Plan & Summary, Crisis Response Sheet, Suicidal Assessment, Critical Incident Form, Client Safety Plan and Crisis Response Cheat Sheet.

✔ Intake & PCP Notification Forms – Our intake document templates are top-tier, providing comprehensive support throughout the client onboarding process. Included are the following 18 forms:

• Schedule of Fees and Financial Policies

• Practice Policies

• Informed Consent for Telehealth

• Informed Consent for Psychotherapy

• HIPAA Notice of Privacy Practices

• Financial Agreement

• Consent for Non-Secure Forms of Electronic Communication

• Demographic Form

• PCP Information Form

• Credit Card Authorization

• Adult Intake Questionnaire

• Parent Questionnaire (for minors)

• Informed Consent for Treatment of Minors

• Couples Counseling Initial Intake Form

• Consent to Receive Services from Clinician Under Supervision

• Guarantor Agreement

• Information and Agreement for Collaterals

• Release of Information (ROI)

Who is it For?

This manual and companion pack are ideal for:

• Group Practice Owners – Ensure consistency and compliance across your clinical team.

• Clinical Directors & Supervisors – Standardize procedures and enhance clinician onboarding.

• Therapists Expanding into Group Practice – Build a solid operational foundation from the start.

Get Started Today!

Invest in the Clinician Manual (from Smart Templates™ series) and gain the confidence of having professional, comprehensive and clear clinical policies and procedures to share with your clinical team.

🔹 Instant Download – Get immediate access to the template upon purchase.

🔹 Editable Format – Provided in Word format for easy customization.