Therapist Planner Google Sheets and Excel, Private Practice Spreadsheet: Caseload, Session Log, Insurance Claims, No-Shows, Income and CEUs

A therapist spreadsheet for a solo private practice or a 1099 clinician in a group practice. Your caseload, every session, insurance claims, no-shows, the waitlist, income and CEUs are in one file.

🔗 TRY THE LIVE DEMO before you buy (view only, nothing to install): https://docs.google.com/spreadsheets/d/17HNjrCQzPS5XwJC56p5HUjISwjsWAPcT1F7RoLnQoVY/edit?gid=209598894

Type a session as one line: the date and the client. The file works out the fee, the copay, the insurer's part and what is still owed.
It sits beside your EHR. No client names and no clinical notes, only initials or a client number.

📊 WHAT IT DOES

✓ Clients: your caseload with the payer, the fee or copay, how often they come and where they came from.
✓ Sessions: one line a session. Mark no-shows and late cancels, type what the client paid, and follow the claim on the same line.
✓ Week: every session of the week by day and time, and how many slots are open to your weekly goal.
✓ Claims: insurance sessions not paid yet, the most urgent first: denied, not submitted, past your follow-up days.
✓ No-shows: missed sessions and late cancels by client, the fees, and who has reached your policy.
✓ Waitlist: who is waiting and for how long, so an open slot goes to the right person first.
✓ Income: month by month, what you earned, what came in from clients and insurers, expenses and what is left.
✓ CEUs: your hours this renewal cycle against what your board asks for, category by category.
✓ Home: this week against your goal, money owed, claims to chase, the waitlist and your license date.

📂 WHAT'S INSIDE: 14 TABS AND 37 CHARTS

✓ Start with these three: Start here, Clients, Sessions
✓ Look: Home, Week, Claims, No-shows, Waitlist
✓ Money and growth: Income, Expenses, Referrals, CEUs
✓ Set up once: Payers, Settings

📝 HOW IT WORKS

1. Open the PDF and click the link to make your own copy in Google Sheets. Or open the Excel file.
2. On Start here, fill in your practice: your share of each fee, sessions a week you aim for, the no-show fee and your license renewal date.
3. On Payers, type your self-pay fees and each insurer's rate per code. On Clients, add your caseload with initials or client numbers.
4. Log each session on Sessions as it happens. Home, Week, Claims and Income fill in by themselves.

📥 WHAT YOU GET

✓ Google Sheets version (the link is in the PDF)
✓ Excel version (.xlsx) for desktop Excel on Windows or Mac
✓ A filled example to look around, and a blank copy for your own data
✓ A PDF guide: a picture of every tab and your first five minutes, step by step
✓ A video guide for this planner (the link is in the PDF)

💻 GOOD TO KNOW

✓ Works with a free Google account. Nothing to install, no subscription.
✓ Formulas are protected, so you can't break anything by accident.
✓ CPT codes 90791, 90832, 90834, 90837, 90847 and more are ready, with their minutes. A session shorter than its code needs gets a Check note.
✓ Room for 80 clients, 1,000 sessions, 6 insurers, 400 expenses and 100 CEU courses.
✓ It is a planner for the business side of your practice, not an EHR. Keep clinical notes in your EHR.
✓ Bookkeeping help, not billing or tax advice. Billing rules differ by payer and state.
✓ Set it up on a computer in a few minutes. After that, the Google Sheets app works for quick entries on your phone.
✓ The photos show Google Sheets. The Excel file has the same tabs and formulas.
✓ On a Mac? Use free Google Sheets or Excel for Mac.
✓ Free updates for life.

This is a digital download, so nothing is shipped. If anything is unclear after you buy, message me and I'll help you set it up.
Client privacy matters. Use initials or client numbers, keep the file in your own account and share it with no one.