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A client database and record keeping system using templates for Microsoft Office, geared toward use in a mental health therapy private practice, but customizable for use in other fields.
The package includes two templates (one for Excel and one for Access) along with detailed instructions for downloading and use, as well as how to streamline the process of maintaining client records on your computer using this system.
The Client File Template using Excel allows you to manage client records digitally, cutting down on complicated and wasteful paper records without having to pay for expensive case management softwares. The template acts as an entire client file where you can record all the necessary information from basic info and billing records through treatment planning and progress notes.
You will need Microsoft Office, including Excel and Access in order to run these files.
The templates were created using Microsoft Office 2013 and the instructions for use only apply to this version of software. You will be able to open and use the templates in most earlier versions of Microsoft Office, but be aware that the formatting and functions of each template may be slightly altered. See the instructions page for additional support.
Using Access, the Client Tracker Template provides a pre-programmed database for tracking past, current, and future clients. The main database allows you to enter client information in either a table or a convenient form that populates the database table for you. Once you have inputted client information, click on one of two reports that will sort your clients into helpful groups. The Current Caseload report will give you a list of all of your current clients and the Waitlist report will give you a list of any clients currently on your wait list.
This system was developed by a Mental Health Therapist while in private practice.
I decided to make my templates available for purchase because I really think that they can benefit other therapists and in turn their clients by simplifying the record keeping process.
Having an easy and practical method of record keeping allows you to focus more on your work with your clients, and being able to easily pull up and review your treatment plans and notes electronically helps to maintain continuity and direction in your sessions.
I hope this simple and affordable system can become a valuable resource to a variety of practitioners and helpers in private practice who are striving to provide the best care and treatment for their clients.
As a counselor, I struggled to find a convenient and practical method of recording progress notes and managing client files in a way that met ethical standards for record keeping while also being useful and time efficient for me, without wasting too much paper. After searching for available softwares and templates that were straightforward and affordable enough to meet my needs, I found that there was simply nothing available that lined up with what I had in mind.
Thus, my first attempt at the Excel template was born as a simple way to log progress notes. I made a simple table that acted as a log for continuous rows of progress notes that became easy to record and easy to review, making them more useful to me as a tool for focusing treatment with clients.
As I realized the larger functionality of keeping a digital client file, the Excel template grew to include additional information based on the documentation requirements of the Oregon Board of Licensed Professional Counselors and Therapists. I added worksheets for contact information and billing records, as well as a variety of contact logs and treatment planning worksheets.
Using encryption services and cloud storage, I was able to shift most of my record keeping to my computer and laptop, and as I continued to use this system, I continued to adjust and customize it to meet the growing needs of my practice.
I eventually created the Access client database to meet my needs of tracking my busy and dynamic caseload as new clients rolled in and current clients rolled out. This database easily keeps track of just the names and contact information of each client so that it is easily accessible, while also providing a place to keep notes about client activity status and scheduling needs. I added automatically generating reports that give you a list of any clients you may have on a waitlist or a list of only the clients that you are currently seeing.