The Account Summary tool can be used to quickly generate a full report of the client's sessions and charges within a date range specified by you.  Account Summaries are created client by client, but they will include multiple attendee sessions.  To generate an Account Summary: Go to the Client Account. In the left side Action Bar, click Client Summa...

The Settings area is where you will customize your Owl account. It's separated into different areas, and this guide will review your options to customize in each area.  Edit bar functionality and saving updates  You will see the "edit bar" functionality all across Owl. This tool allows you to view and modify specific information, very easily!  Here,...

Owl Practice has full supervisor functionality. Supervisors can be added to both Solo and Group user accounts. Owl's supervisor feature includes: Customizable supervisors, you can set up as many or as few as you need! The ability to list your supervisor on invoices and receipts. The ability to include your supervisor's signature on your invoices and...

Owl Practice allows you to set up your tax rate on a  service by service basis. This allows you to charge different taxes for different services. Once you set your taxes up, they will be included on all invoices and receipts for that service in the future. There are two steps to setting up your taxes:    Configure Your Tax Settings If you plan on us...

As a licensed mental health professional providing psychotherapy, it is important to be familiar with three essential CPT (Current Procedural Terminology) codes to ensure accurate reimbursement submissions. Each code corresponds with a psychotherapy session lasting a certain amount of time: Code 90837 is for sessions lasting 60 minutes, code 90832 i...

Psychotherapy 90832: Psychotherapy, 30 minutes with patient. 90834: Psychotherapy, 45 minutes with patient. 90837: Psychotherapy, 60 minutes with patient. 90839: Psychotherapy for crisis, first 60 minutes. 90840: Psychotherapy for crisis, each additional 30 minutes (add-on code). Family Psychotherapy 90846: Family psychotherapy (without the patient ...

The Subscription section of Owl allows you to start a new subscription with Owl, or view and update your paid Owl plan anytime! To view your current plan or subscribe to a new plan, login to your Owl account and go to Settings > Subscription.   Subscribing to a Paid Owl Plan If you are new to Owl, and have started a free trial account, you can go...

Enrolling with in-network insurance payers is an essential step for ensuring smooth and efficient insurance billing for your clinic. Follow this Step-by-Step Guide designed to be quick and seamless, leveraging information from your Therapist and Practice profiles to expedite the process. Follow these steps to get started: Create your profile Get Sta...

Sessions are the backbone of your practice. The session is how you schedule appointments, write session notes, bill, and track client data.  Each time you see a client, you will need to schedule the appointment as a session in your Calendar, and then mark their attendance. This Owl Guide will cover: Scheduling and Managing Recurring Sessions Managin...

Services are the different kinds of sessions that you offer. You can specify the price, duration, and tax rate for your services. When you log in to Owl for the first time, there will not be any services set up. This is because a service looks different for every therapist. For instance, a psychologist might offer CBT at $100 per session, while art ...

Once a session is completed, you'll need to add a note to the session to keep track of your history with that client.  Opening a Session Note To give you the most flexible workflow, there are three different places in Owl where you can write your session notes: The Calendar The Client Account The Workflow  To open and work on a session note from the...

When you first set up your Owl Practice Suite account and log into the system, you will see that you already have a client set up in the system.  Don't be alarmed, that's just Hillary Hootkins, our example client to help you get acquainted with the system! Hillary is just there to demonstrate how Owl Practice Suite's systems work and give you an exa...

You can use the Practice Documents section of Owl to easily store and access any clinical documents you wish. You can create a repository of the internal clinical documents, setting up your own system of folders and subfolders for optimal organization. You can use Practice Documents to store commonly shared documents which multiple staff members ref...

This article reviews the comprehensive capabilities of Owl's new insurance management system, available exclusively in the Owl Pro subscription plan. 1. What does the Owl Practice Insurance Feature include? Payer Enrollment: Seamlessly enroll with over 10,000 payers through our integrated clearinghouse network, all within the Owl platform. Patient C...

Once you’ve connected your Stripe account with Owl, you can easily add credit cards or bank accounts to your client records for payment processing.  Adding a Credit Card Search for the client and open their Client Profile Click into Contact & Clinical > Payment Methods: Click the Add Payment Method button at the bottom of this page A window w...

Once you create financial documents, you can supply them to your clients for their own records. There are three options to supply financial documents to your clients:   Email Manually Automatically Print Export as PDF Email Manually The default Invoice and Receipt sending settings for all new clinics will be manual, to ensure you have full control o...

If you have opted to use the Generate Manually invoicing method, you will need to create all invoices using the process below.  Sessions must be marked as attended to be included on an invoice, and must not be included on any other invoice.  How To Create an Invoice Manually Mark attendance for the session. Once you are ready to create the invoice, ...

Welcome to Owl's Online Booking Quick Start Guide! This quick start guide walks you through successful configuration of your Online Booking. Please follow the guide in sequence, using the arrows at the end of each article to navigate to your next step.  Contact us at any time with your questions, we're happy to help!  Curious about what makes Owl's ...

The Account Summary tool can be used to quickly generate a full report of the client's sessions and charges within a date range specified by you.  Account Summaries are created client by client, but they will include multiple attendee sessions.  To generate an Account Summary:   Go to the Client Account. In the left side Action Bar, click Client Sum...

The Workflow is an invaluable tool for you. Owl Practice organizes all of the administrative tasks that you need to accomplish for your practice in an area called the Workflow.  The Workflow is separated by the type of task you need to accomplish, and each section is collapsible so you can focus on the task at hand. By default, your workflow is sort...

Confidently manage your clients provided insurance coverage with our coverage and verification feature by accessing comprehensive plan information such as copays, deductibles, and deductible status directly from your client's profile. Step 1: Log in to Owl Practice  access your Owl Practice account using your credentials. Step 2: Navigating to Clien...

Removing a Supervisor from a Client Profile In the case that you need to remove the supervisor from a client profile, you can follow these steps:    Go to the Client Profile and select Contact & Clinical > Clinical Details > Edit. Select No Supervisor from the Default Supervisor dropdown menu.  Click the green Save button to save your chan...

Owl offers the ability to enable Multi-Factor Authentication (MFA) for your clinic as an added layer of security. Multi-Factor Authentication means that users need to validate their email and password upon login by using an additional, external source of confirmation, such as an email address or mobile phone number. The option to enable MFA in an Ow...

With Multiple Locations, you now have the option to define which services are offered at your various practice locations. Since some services may not be offered at all locations you have complete control over this configuration. To update a service, go to Settings > Services and Fees. When you edit an existing service or add a new one, you'll now...

When you add a Therapist to Owl to you need to assign their working hours, their Availability. The Availability states when the therapist is working, typically when they are available for client bookings. If you're using the Online Booking Portal, the Availability determines when the clients will be able to book sessions with a given Therapist.  Ple...

Owl's financial adjustments feature allows you to easily make changes to invoices without having to delete the invoice and recreate it, or having to delete entire sessions and reschedule to update the Amount Charged.  Financial adjustments are useful when you have issued an invoice to a client and there is a dispute as to the Amount Charged. The cli...

At Owl Practice, we take the security of your data very seriously. Our first priority is keeping all the practice data you entrust to the Owl Practice system safe and secure. Here are some of the things we do to keep your practice data always safe and secure:  Security-First Infrastructure - Owl Practice utilizes AWS's global cloud infrastructure to...

When another location has been added to the practice, you'll notice a new filter at the top of your account next to the Search field. This filter allows you to select the location you wish to view in various areas of the Owl account.   You can use this location filter in the following areas:   Calendar Clients Messaging Manage Settings When you chan...

Refunds are transactions processed to record the reversal of a payment. If a payment has been recorded for a client which requires a correction, a refund can be processed to reverse the transaction.  Refunds can be used when a payment amount has been recorded incorrectly, when the wrong payment method was selected for the payment, or if a payment wa...

Workflow Queued Autopay transactions that are queued to process overnight will show in the Workflow under the new Autopay section Check the box beside one of the line items to open the green action bar and access the following options Remove from Queue: If the client requests to delay their payment, you can remove an item from the queue, and the sys...

Invoices are financial documents used to demonstrate balance owed by a client for services rendered. Invoices are generated for every billable item. They are supplied to clients to request that they pay for your services.  Owl's Two Invoicing Methods There are two invoice creation in Owl. You can choose a preferred invoicing method for your entire c...

Processing payment is simple and easy once a payment method has been saved on file to a client profile.  When the client is ready to pay, simply click Record Payment like you normally would Next, click on the Payment Methods dropdown menu and you will see any credit cards or bank accounts that have been saved to the client’s record listed here in th...

All of the refunds that have been processed will be logged in the  Refunds Export. Access this export by going to  Dashboard > Data Exports and scrolling to the bottom of the page.    The export can be filtered to report data for a date range of your choosing, and will download as a .CSV file that can be opened using data programs like Excel or N...

From the Practice Documents main page you can click into the folder and sub-folders to view any documents you wish, per your assigned user role and permissions. When you're in the Practice Documents section of Owl, you can click the vertical dot icon next to any folder or document that you see to open a menu of actions that can be performed. The opt...

Once you have invoiced for a session and a client has paid you for the session, you will need to  record that transaction in Owl and generate a receipt for the client. Much like auto invoicing, your receipts will be automatically generated once you record a transaction. This article reviews:   Accurately Recording a Transaction Once you have created...

Processing credit card or EFT/ACH transactions is simple and easy once a payment method has been saved on file to a client profile. When the client is ready to pay, simply click Record Payment like you normally would Next, click on the Payment Methods dropdown menu and you will see any credit cards or bank accounts that have been saved to the client...

When a refund is processed, a Refund document is created and stored within the client's record to ensure that you have a complete and accurate financial history for all transactions. You can view the refund documents two ways:    Go to the Client's record and click into Finances > Refunds. Select the refund from the list and click the View button...

When a file or folder has been deleted, it will be placed in the  Trash section. You can view this section by clicking the  Trash button at the top of the page. When you click into the Trash section the button is highlighted in orange to indicate that you are viewing the deleted items. To leave this view, simply click on the orange  Trash button aga...

You can easily remove a payment method from a client’s account at any time. If the client has told you that the card on file has expired or account details are no longer valid, you can remove it from the client's profile by following these steps: Search for the client and open their record Click into Contact & Clinical > Payment Methods. Any ...

Once you’ve connected your Stripe account with Owl, you can easily add credit cards or bank accounts to your client records for payment processing.  Adding a Credit Card Search for the client and open their Client Profile Click into Contact & Clinical > Payment Methods: Click the Add Payment Method button at the bottom of this page A window w...

Create/Edit Session - add service Create Claim - service units for 15 min CPT codes Field to populate Check/EFT # View Session - UI updates to Fee Summary and Service details The Void action has been removed from Deductible claims Stripe - Industry guide for HSA/FSA cards Various Bug Fixes Create/Edit Session - add service US users now have the abil...

As a business owner, you know how important analytics are to your success. To manage this, your Owl account has a financial Dashboard. The Dashboard allows you to monitor your revenue, sessions, and more! There are four areas to the Dashboard, each with its own unique information.  Year Over Year - a high level overview of your sessions and revenue ...

As a supervisor for a therapist who is using Owl, you will need to digitally sign their session notes. Your supervisee will work with the Owl team to ensure that your account is configured correctly, and you may need to supply a digital copy of your signature to you supervisee. Once that is all set up, you are ready to log in to Owl and review notes...

Two industry leading providers, one connected solution! Owl Practice has been partnered with Stripe since 2018 to provide private practice clinicians with a seamless payments integration that facilitates secure electronic credit card processing. The connection provides clinicians with the convenience of accessing everything you need for payments and...

Services are the different types of sessions you offer, and the fees, duration, and tax rates associated with those sessions. When you log in to Owl for the first time, there will not be any services set up. This is because a service looks different for every therapist. For instance, a psychologist might offer CBT at $100 per session, while art ther...

There's a few reasons you may be having difficulty logging in to your Owl account, so don't panic! Here are some suggestions to help you get back in to Owl:   Have you forgotten your password? If so, please click on "Forgot your Password?" at the login page and we will send along instructions to help you reset your password. When resetting your pass...

Service Fee Discounts allow you to control the discounts that you are offering to your clients on the cost of your sessions. They must be set up on a client by client basis.  There are two ways to manage Service Fee Discounts for your clients: global discounts and session type discounts.  Global Discounts: Global discounts will be applied to all fut...

Your client has attended their session, you've written their session note. The next big step is to bill your client! Owl Practice creates two types of billing records for your clients: Invoices and Receipts. Invoices and Receipts are both financial records indicating money transferring hands, but they happen at different points and in different dire...

This area of your Settings is only relevant if you will be using Owl's  Online Booking and Client Portal Functionality. If you are, please head to our  Online Booking Quick Start Guide!...

Circle of Care  For those clients who you see in session but bill someone else, you will use Owl's Default Bill-To tool. This allows you to specify an alternate contact or a linked account as the Bill-To, or the person responsible for payment, on invoices and receipts. You can learn how to mark a Default Bill-To here. Once you have marked them, thei...

When your practice has multiple locations it is important to be mindful of which location filter is applied when viewing the Calendar. Users need to make sure when they book client sessions that the filter is applied for the correct location. The Calendar will only show the therapists in the sidebar who work at the location you've selected. Keep in ...

Owl's split session charges feature allows you to split the cost of a session across multiple payors. Clinics can use this feature to designate other individuals or parties as responsible for partial or full payment of client charges in any amount needed. For instance, clinics who work predominantly with children may need to book a session in the ch...

Before you can start using Owl, you'll need to master Logging In. Logging in to Owl is a two step process. First, you'll need to visit your personalized URL. Second, you'll need to enter your email and password. Head to the website address (URL) you chose for your account at signup. It should look something like this:   Notice that there is no "www....

Credit can be added to a client's account balance in a number of ways: When a payment has been made in excess of the amount owing, e.g. the client owes $100 but you record a payment of $150 a $50 credit is created When a payment has been recorded on a client account with no outstanding invoices, essentially $0 balance owing When an Invoice that a pa...

If you have processed a payment for a client erroneously, or if you have a need to refund a client's charges, you can do so through Owl. Refunds are processed based on receipts and can only be processed from within a receipt. If a payment has been recorded on a credit card or bank account using Stripe Payments, it can be refunded the same as any oth...

Hard Refresh To perform a hard refresh, follow these instructions depending on your desktop browser: Chrome: Windows: Hold down Ctrl and click the Reload button. Alternatively, Hold down Ctrl and press F5. Mac: Hold ⇧ Shift and click the Reload button. Alternatively, hold down ⌘ Cmd and ⇧ Shift key and then press R. Safari: Mac: Press Option+⌘+E. Th...

Welcome to your Owl account! When you first login to Owl Practice, you will open on the Calendar. Before we start scheduling sessions we need to configure a few details. In the side navigation bar, click Settings.   Step One: Start with your Practice Details Practice Details contains all of the basic contact details for your unique practice: Practic...

For Out-of-Network billings, you can issue your clients Superbills. A Superbill is a financial document that aggregates all of the data your client needs to submit a claim to their insurer. Superbills can only be created for sessions that have been paid in full. Also, it is important to know that a session can only be added to one Superbill. You can...

If a session with a session note attached is deleted, you can now restore the session note directly in Owl! If a session is deleted which had notes attached, the notes will automatically be moved to a new trash area within the client's Sessions & Notes tab.      From within the trash, the user can view or restore the deleted notes.  If restored,...

At this point, you know that Owl is stored on AWS's global cloud infrastructure, and that you access Owl by logging on to a secure website.  But, how does Owl manage the communication of information between our servers and your computer?  At Owl, we use bank-level encryption (SSL or the https protocol). All data is encrypted as it moves between secu...

Occasionally, you may need to export your session notes off of Owl. There are two ways to do this:  Export a single note Export a range of notes Export a Single Note To export and print a single note, you will first need to open the note. Once you do, you will see two options on the left: PDF and Print. When you export or print a session note, it wi...

To start booking clients you need to schedule them in your Calendar.  You need two things to create a session: a client name and a service.   Head to your Owl Calendar! Click on the date and time you want to schedule the session. You will automatically see the Create Session Window. Enter the Client Name name in the appropriate box - notice that Owl...

CPT codes are essential for healthcare providers to accurately bill and receive reimbursement from insurance companies. Utilizing the correct code for each specific service is crucial to avoid penalties and ensure proper payment. For documenting 30-minute psychotherapy sessions, mental health practitioners use Code 90832. Code 90832 Explained: This ...

You are now able to send outstanding payment reminders to your clients from both the client profile and the workflow tab.  To send the outstanding payment reminder from the client's profile: Select Finances > Invoices Select the checkbox next to an unpaid invoice Click the "Send Payment Reminder" button To send an outstanding payment reminder to ...

In order to ensure your clinic receives payment for services rendered in a timeline manner, we recommend taking advantage of our Stripe payment integration. This allows you to save a payment method on file for your clients, either credit card or bank account, and process charges without the card being present. Detailed below are the two methods for ...

Every session you book will have its own unique session note in Owl. You can work on this session note during your session or after, whatever your preference! You can also sign your session note using your digital signature.  There are three ways to find and write the session note: from the Calendar, from the Client Account, or from the Workflow.  F...

Once a claim has been fully processed by the insurance company, the status will be updated in Owl as either Paid, Adjusted, or Rejected:     If any amount has been paid out for the claim, Owl will automatically update the Finances section of the client's profile to reflect the payout. You can open a Client Profile and go to Finances > Receipts to...

Refunds are processed based on receipts and can only be processed from within a receipt. If a payment has been recorded using a credit card or bank account connected via Stripe, it can be refunded the same as any other transaction. There are two ways that you can view a receipt to process a refund: By going to the Client’s Profile > Finances and ...

Current Procedural Terminologies (CPTs) codes are identifiers issued by the American Medical Association (AMA) and are used to bill and report medical services and procedures. These codes are universal across the U.S. so that billing and insurance reimbursements are accurately calculated. This enables healthcare providers, insurers, and insurance pa...

User Access is where you will manage your email and password. You will see your own name in the list, are an Owner or Office Admin in a Group practice, or are a Solo user with an Office Admin or a Supervisor, other names will also appear here.  Users of Owl's Solo Edition and Therapists in Group Practices should rarely need to visit this screen, but...

While claims are being processed by the insurer, you can track their progress in your Owl account by going to Workflow and clicking into the Unadjudicated Claims section:   Each unadjudicated claim will display its status as either Submitted, Received, Processed, or Resubmitted. You can click the checkbox next to any of the claims here and the View ...

Owl has introduced a dashboard and additional exports that allow users to view all their Stripe payment information in one place. These resources were created to take the place of previous data accessed via the external Stripe dashboard users had access to for payment details. You will now be able to see transactions, payout details and fees taken f...

If your Owl account is overdue, you will receive a series of notifications to help you resolve the situation depending on how long your account has been delinquent.    Days 1 through 7 From the first day your account is past due through to the seventh, you will receive a banner indicating that you need to update your payment method.  If you follow t...

You'll use this area to manage how you receive and track payment in your practice.  Accepted Payments Toggle the forms of payments that your practice uses. If you toggle these "off," you will not see them as options when you Record Payments.    Tax Settings If you plan on using taxes in your services, you will need to enable them before you set up y...

Service availability can be used to determine when certain services are bookable by date. This is helpful for practices that use Owl's Online Booking portal and want to restrict clients from booking a particular service on a certain day of the week. For instance, if you only do couples sessions on the weekends, you wouldn't want a client to be able ...

Due to the varied nature of supervision in the mental health industry, different practitioners require different forms of supervision documentation. Owl Practice's Supervision feature is flexible enough to be used for any supervisory relationship. This guide reviews how Solo practices will use Owl's Supervisor feature. There are two common superviso...

Occasionally, you may make an error on an invoice or a receipt. Be it incorrect session times, amount charged, or the wrong attendees listed, mistakes happen! You  cannot edit any invoices or receipts once they have been created in Owl - this is to protect the integrity of your financial documents.  This means that to repair an error in an invoice o...

A Superbill is a document of clinical information and itemized services that a healthcare or wellness professional issues to their clients which they can then use to make claims for reimbursement from their insurers. The Superbill document contains all of the information insurers need to assess healthcare claims such as provider information, clinic ...

Owl has released a major change to the way that you can configure therapist schedules, block off periods of unavailability in a therapist's schedule, and configure service availability by day of the week.  Previously, you could set a broad, generic range of working hours for a therapist, for example Monday to Friday 9:00am to 5:00pm. Scheduling the ...

Affordable Care Act (ACA): A federal law enacted in 2010 aimed at improving access to health insurance, expanding Medicaid, and preventing insurance companies from denying coverage due to pre-existing conditions. Allowed Amount (AKA: Eligible Expense, Payment Allowance, Negotiated Rate, Contracted Amount, or Contractual Agreement): The maximum amoun...

You can provide a copy of any Superbill on file for a client as needed easily from within Owl. To view and send Superbills, open a client profile and go to Finances > Superbills. In this section you will see a list of all the Superbills that have been created for the given client: Each Superbill will be displayed with a status, so you'll know whi...

Welcome to the Calendar! This is one of the most important parts of Owl, and is the first screen you see when you log in to your Owl account. Your Owl Calendar is designed to allow you to schedule appointments, create invoices, record payments, and write session notes without having to move to another area of Owl! This guide will review: Setting You...

Simply submit your request, and let our team handle the rest. Follow these steps to start submitting claims and getting paid for therapist services. Step 1: Log in to Owl Practice  access your Owl Practice account using your credentials. Step 2: Navigating to Insurance within your Practice Details settings Once logged in, navigate to the Settings se...

Owl's Refunds feature allows you to easily refund payment to a client if needed and show that a balance is still outstanding on their account for that amount. However, once a refund has been processed you will not be able to delete any of the related financial documents or edit the Amount Charged for the session. This is done to preserve the integri...

If you are a supervisor whose supervisee uses Owl, you can have access to their Owl account to review and sign session notes!  Your supervisee writes and signs their session notes in Owl. Instead of printing or exporting them, once they are signed they will be "submitted" to your new Owl log in to review and sign as well. This allows you to manage s...

To setup a new location at your practice, go to Settings and click on the Locations option.      Click the green "Add" button at the bottom of the page and you will be prompted to input the details of a new location.  The location must have a Location Name, Email Address, Phone Number, and complete Address.      Once you've input all of the informat...

You can use Stripe Payments for any clients that have a credit card or bank account saved to their Client Profile. Transactions processed using credit cards will be processed in real-time, meaning that the client will see a charge to their card immediately because we get instantaneous approval or rejection of the card balance from the card networks ...

Note Templates define the layout of your commonly-used notes. A template consists of a title, customizable content modules, and/or dynamic content modules. For many therapists, the template is the first thing they will select in the Note Editor when writing a session note (i.e. progress notes, treatment plans) or non-session note (i.e. psychotherapy...

Please note: Before getting started with this feature you will need to have the Client Portal add-on for your Owl Plan and will need to have configured Owl's Stripe integration for your account.  When you have the Client Portal setup for online booking and a Stripe integration connected to your Owl account, you can choose whether or not you require ...

You can upload a document by clicking the Add Document button. You will be prompted to search through your computer's directory for the document. You can also upload documents by dragging and dropping them from your computer directly into the Practice Documents section.  When you upload a document, by default it will be nested within the folder for ...

Occasionally, you may experience Bad Debt, or a debt that cannot be recovered. This would happen when a client has been to see you for a session, and never paid you for that session.  Tracking bad debt is important for accurate accounting.  To mark an invoice as Bad Debt: Head to the Workflow. Click Balance Owing >30 days (you cannot mark a sessi...

Owl keeps all of your clients organized in a central system, known as Clients on the navigation bar. Here is how to manage that list:  To Add a Client:   Click on the Add Client icon from anywhere in Owl. Fill in all the relevant details. The client name and therapist are the only mandatory fields, but filling in all of the fields will help you mana...

If your client owes you for more than one session, and has made a payment for less than their full balance owing, you can use Owl's Manually Allocate tool to accurately apply the payment to the correct session(s). Once you have received the payment: Go to the Client Profile. In the left side Action Bar, click Record Payment. As long as the client ow...

Fee percentages for Late Cancellation and No Show sessions can now be applied to each service in the Service List. The fee percentage feature will allow you to automatically invoice clients for Late Cancellation and No Show sessions at a rate of your choosing.  To add a Late Cancellation or No Show percentage fee to a service, go to Settings > Se...

If you find that Owl is running slowly or strangely on your device, there's a few different things you can check and do to resolve this. As always, if these suggestions don't help your situation, please reach out to our support team so we can assist you further.  First, it's always a good idea to check your network connection and see if your interne...

Since a Superbill is a document with specific informational requirements, you need to ensure that all of the necessary information has been input into your Owl account before you'll be able to issue one to a client.  To find out the information you'll need for Superbills, you can go to Settings > Practice Details > Insurance and scroll down to...

When a payment has been made using a client's account credit, it cannot be refunded until the credit has been unapplied. Credit can be unapplied and reinstated on the client's account.  When you open a receipt that had credit applied as payment, you will see the reference to the amount of credit applied in the sidebar. You will also see an option to...

Owl's Handwritten Notes feature allows you to attach notes written with a stylus to any Session or Non-Session Note in your practice! Handwritten Notes are a great option for practitioners who prefer to write their session notes by hand, or supplement their Session Notes with additional images or diagrams. Read on to learn all about creating and man...

As part of our ongoing effort to ensure that Owl is a secure platform practice owners have the option to receive notification when failed login attempts are made so you can mitigate with the user or identify unauthorized attempts at access to the account.  This setting can be disabled if you prefer, by going to  Settings > Practice Details and ch...

Owl Practice utilizes AWS's global cloud infrastructure to ensure stability and scalability. Designed to be the most secure platform of its kind, AWS is the preferred choice for organizations with stringent security requirements.  We prioritize the safety of your data and your clients' data, ensuring full compliance with HIPAA regulations and profes...

Owl Practice's new Multiple Locations feature gives practices the ability to configure multiple office spaces under one practice name. If your practice hosts multiple office locations, for example you have a Downtown office and an Uptown office, each of them can be configured within your Owl instance with their own unique addresses and details. Clin...

If you're running into any kind of difficulty in Owl, or have questions you can't find the answer to, we want you to know that you're always welcome to  contact our support team. Sometimes though, you may have a question, or run into an error that you find might hard to explain, or that we need additional information about to be able to assist you p...

Non-Session Charges is a feature which allows you to document and create invoices for any fee you are giving to a client other than their session fees. You can specify that name of the fee, the cost, and automatically generate an invoice.  You may use a Non-Session Charge for administration hours, reports, books, letters, or anything else you need t...

If you have therapists who work out of multiple locations you can configure their profile to reflect all of the locations where they work. To update the locations where a therapist is available to be booked, go to Settings > Therapists and select the therapist you wish to update, then click the "Edit" button.  You'll see a section called Location...

Accessing Recordings: After a Therapist ends a video session where some or all of the session was recorded, the recording will be transcoded, and then it becomes available in their Workflow section under the new Recording tab. Rest assured that your recordings are securely stored on AWS servers, complying with HIPPA legislation for privacy and data ...

Non-Session Notes are an open tool on the client account. They can be used to document client interactions outside of the session, such as emails or phone calls, and can also be used to generate more formal documents such as reports. This tool is intentionally flexible, to accommodate any document you will need to create!   Writing a Non-Session Not...

Refunds are processed based on receipts and can only be processed from within a receipt. If a payment has been recorded using a credit card or bank account connected via Stripe, it can be refunded the same as any other transaction. There are two ways that you can view a receipt to process a refund:  By going to the Client’s Profile > Finances and...

Owl Practice can send SMS and email reminders to your clients for their sessions. This area of your Settings allows you to customize exactly what those reminders say.   To do this, you will be using Owl's Appointment Reminder Macros! A "macro" is a code that Owl will fill in with the correct information. These allow you to easily deliver reminders t...

Absolutely! The Privacy Mode in Owl can be accessed at all times from the top bar. Look for the eye icon in the top right: Toggling this "on" or "off" will hide your client names and instead will show initials. Note - this does not hide names on historical documents such as invoices, receipts, or session notes.    ...

Owl Practice allows you to set up your tax rate on a  service by service basis. This allows you to charge different taxes for different services. Once you set your taxes up, they will be included on all invoices and receipts for that service in the future. There are two steps to setting up your taxes:  Configure Your Tax Settings If you plan on usin...