owlpracticesuite Knowledge Base

Sending a Form

Published February 4th, 2025 by zfreeman

To send a form, your client must be entered into Owl with their: First Name Last Name, and Email Address If you do not yet have an email address on file for this client, you will not be able to send them the form. There are two places in Owl to send a form to a client: The Manage Tab The Client Account Send Forms From the Manage Tab Go into Manag

Adding Additional Therapist Users to a Group Account

Published February 4th, 2025 by zfreeman

Group account Owners and Administrative users are now able to add additional therapist users to their subscriptions directly from their accounts! To add additional therapist users to your group account: Go to Settings > Subscription. Click on the Add Therapist button. A window will open with your plan information where you can then enter the n

Clinical Measures List

Published February 4th, 2025 by zfreeman

To view all of the measures that have been incorporated into your account, go to Manage > Measures. You will see a list of all the Clinical Measures now included in Owl. There are currently 54 different clinical measures that are available to Owl clinics. By default, all of the measures are active for your account and the Active filter is applied

Should I Reference Owl on My Practice Consent Forms?

Published February 4th, 2025 by zfreeman

Yes. As with the use of any technology used in your practice, it is important to notify clients of the tools and systems you are using to administer your practice. Owl Practice does not have a standardized digital consent form to supply to your clients, and you will be responsible for creating your own. We recommend that you consult with your lawye

Group Edition Settings

Published February 4th, 2025 by zfreeman

If you've switched from the Solo Edition to the Group Edition of Owl, or are new altogether to Owl, you may want to know what Settings are different or exclusive for the Group Edition of Owl. This guide exists to help familiarize you with important or exclusive settings for the Group Edition. Just head to Settings > Practice Details! Basics The

Power of Attorney

Published February 4th, 2025 by zfreeman

Whether you're a therapist, psychologist, or social worker, someone has to be responsible for your files and data in the case of an emergency. For this reason, you must make arrangements to have a Power of Attorney so that someone can take responsibility and make the necessary arrangements for your practice. If you haven't already done so, you shou

Can I Print My Owl Calendar?

Published February 4th, 2025 by zfreeman

There are a few methods you can use to print out your Owl Calendar, but printing directly from your web browser will likely cause formatting issues. The method you decide to use will depend on how you want the printout of your Owl Calendar to look. One method would be to first export your Calendar as a CSV or PDF file. You can do this by using the

Settings

Published February 4th, 2025 by zfreeman

Enable Your Online Booking Once you have upgraded to Pro you can enable your Online Booking calendar so clients access. To enable your Online Booking: Head to Settings > Therapists > Click the checkbox next to your name > Click Edit. Scroll down to the Client Portal subheading. Click Yes under "Use Client Portal." Click the green Update T

Getting Started

Published February 4th, 2025 by zfreeman

Setting Up Video Services When you have the Client Portal enabled, you now have the option to make any of the services you offer at your clinic appear as video sessions online to your clients. To ensure that your services are bookable as video sessions through your Client Portal, go to Settings > Services & Fees and select a service. Click th

Online Booking with Multiple Locations

Published February 4th, 2025 by zfreeman

If your clinic uses the Client Portal for online booking and there are therapists working at multiple locations, clients will be prompted to select the location for their booking before choosing their service type. A locations filter appears above the services listed in the sidebar of the online booking site and on the central area of the page when

Practice Details

Published February 4th, 2025 by zfreeman

Customize your practice information here. This information will be used on your financial documents. Be sure to fill out: Basics Contact Details Address Logo Invoicing Upload your logo under Practice Details by clicking the Choose an Image button, and finding the file you will be using as your logo. Once uploaded you can adjust the size of your

Is There a Contract?

Published February 3rd, 2025 by zfreeman

Absolutely not! We know how quickly business may grow, so Owl wants to give you the freedom to change your plan at any time. We'll never lock you down into a long-term contact or insist on long-term commitments to our server. All plans at Owl are month-to-month and can be upgraded simply by sending us an email!

Does Owl Have an App?

Published February 3rd, 2025 by zfreeman

Owl Practice does not have an app. Because we are a web based practice management solution, you can log on to Owl from your phone's web browser. Just head to your personalized URL in your Safari or Chrome app (depending on the phone you are using) and log in as you normally would. You'll notice that Owl is optimized for your phone, meaning all the s

Does Owl Have a Referral Program?

Published February 3rd, 2025 by zfreeman

We do not have a referral program at present. We've chosen not to for now because we want to ensure that any referrals that do happen are sincere, organic, and not influenced by any financial motivation. We also find that our customers love Owl and often refer us naturally to associates and colleagues. Our business is built on positive word-of-mouth

Owl Says My Browser Is Out Of Date/Unsupported

Published February 4th, 2025 by zfreeman

If you log in to Owl and see this message, this means that the browser version you are currently using isn't one that's officially supported. While we try our best to support all commonly used browsers and browser versions, we don't extend this support to legacy browsers, such as Internet Explorer, or to browsers that haven't been updated for a long

Why Am I Getting Failed Log-In Notifications?

Published February 4th, 2025 by zfreeman

By default, your practice email will receive failed log-in notifications when a user attempts to sign in to your practice URL. We introduced these notifications to give our practice owners more control over failed login attempts made to their instance - with the information provided in these notifications, you can reach out if needed with a user str

Viewing Availability in the Calendar

Published February 4th, 2025 by zfreeman

Viewing all of the therapist working hours on specific days can be done through the Calendar using the Availability View. Simply click the Clock Icon in the Calendar: The Calendar will display for a specific day by Therapist. This is a read only view that lets you see when the therapist is booked in client sessions, personal sessions, or when they

Therapists

Published February 4th, 2025 by zfreeman

This area of your Settings stores your therapist profile. When you click the checkbox next to a therapist name, you will see the green edit bar at the top. There are two options here: edit and set inactive. Setting a therapist as inactive will disable you from scheduling sessions for them, but it will not delete their information from Owl. There

January 22nd, 2025 Edition

Published February 4th, 2025 by zfreeman

In this edition of Owl's Progress Notes, we have added the ability to create custom fields, the ability to configure payment timing, updates to Place of Service for user convenience, added the ability for users to more easily import their Simple Practice client list, made updates to the Claims tab in a client’s profile to increase user experience an

Part-time Therapists

Published February 3rd, 2025 by zfreeman

Owl Practice provides a 50% discount to therapists who book less than twenty sessions each month. This does not include personal sessions, and the length of these sessions does not affect the total. For Therapists who fit into this group, Owl offers the Starter Plan - this Edition of Owl contains all the features of the Standard Edition of Owl, e

How Much Does Customer Support Cost?

Published February 3rd, 2025 by zfreeman

Owl has been designed to be easy and intuitive from the start, because we believe you should spend more time helping your clients, not struggling with practice management. We're always improving our system and our resources to help you, including our Getting Started guides and help videos - you'll always find the most up-to-date help at our help ce

Student Plan Expiry

Published February 3rd, 2025 by zfreeman

Owl has a program for Students and New Grads! It allows you to start your practice using our platform at a reduced rate for six months if you qualify. After the six month reduced rate period, our billing system will auto-upgrade you to the Prol plan at $49/month to ensure you do not lose any of the features your practice is using. However, if you do

Our New Help Center is Under Construction!

Published February 3rd, 2025 by zfreeman

Welcome to our new help center! It is currently under construction as we make improvements to our user experience. We appreciate your patience!

Does Owl Have a Student Plan?

Published February 3rd, 2025 by zfreeman

Owl has a Student & New Grad program that is more cost effective for burgeoning practitioners. Students and recent graduates get to use all of Owl's features at a reduced rate for six months. Here are the program details and eligibility criteria: Offer: Owl's Student & New Grad Program grants you access to the Full-Time Solo Edition of Owl

PayPal Migration

Published February 3rd, 2025 by zfreeman

With our new subscription system, you can now manage your Owl plans right within your Owl account. We have added some great new features that allow you to have more insight into your billing and more easily gather subscription information during tax time. With this new set up you will be able to: Access Owl Branded Invoices and Receipts Each month,

Who Uses Owl Practice?

Published February 3rd, 2025 by zfreeman

Owl Practice is used by a wide variety of therapist across North America! Owl users are psychiatrists, psychologists, social workers, speech therapists, dieticians, and more. You can read through some of our customer testimonials here! Please contact us to discuss how Owl can be configured for your unique practice.

Training

Published February 3rd, 2025 by zfreeman

Owl Practice is designed to be intuitive and easy to use. We made Owl with therapists in mind, so many of the processes may already be familiar to you! Once you get the hang of things, you will find that Owl saves you time every day on administrative tasks. If you have questions along the way, we are happy to help you learn how to use Owl, and enco

Owl Practice Referral Program

Published February 3rd, 2025 by zfreeman

Share your enthusiasm for Owl with your colleagues! Through the Owl Practice Referral Program, you can earn rewards by introducing others to Owl Practice as their go-to practice management system. Rewards for referring and being referred! For each friend who registers for Owl Practice, you will receive a $100 discount on your subscription, and yo

Do You Have Parental Leave or Retirement Plans?

Published February 3rd, 2025 by zfreeman

If you need to take a pause from your practice for any reason - perhaps parental leave or an extended sabbatical, Owl Practice offers a maintenance plan that will allow you access to all of your records and client information, but will not allow you to book any new sessions or enter any new clients. Owl also has a retirement plan that can be paid m

How Do I Access Owl?

Published February 3rd, 2025 by zfreeman

When you create an account with Owl Practice, you will set up a personalized URL. This is a unique portal which only you know about and is not searchable by any search engines. To access your account, you enter the unique URL into your browser bar. It should look something like this: Notice that there is no "www." before the address. If you do ent

Does Owl Work on My Phone?

Published February 3rd, 2025 by zfreeman

Owl Practice has been optimized to work on any device - which means you can log in to your Owl account on your computer, your phone, your tablet, or any device with a web browser and an internet connection! When you use Owl Practice on your phone, you will be able to complete all of the same tasks you can on your computer; there are no feature limit

Benefits of Secure Messaging

Published February 4th, 2025 by zfreeman

Owl Practice's Secure Messaging tool provides clinics with a secure, PHI-compliant method of two-way communication within the application. Secure Messaging can be used to have chat style communication with clients, or internally to have chat style communication with colleagues and staff members. It is important to keep in mind that the intention of

What is Video Therapy?

Published February 4th, 2025 by zfreeman

Overview Owl's Video Therapy feature allows clinics to connect with their clients seamlessly for their sessions in a secure online setting. Clinics can schedule a video appointment for their clients, which the client can access via the Client Portal at their scheduled appointment time. All session attendees then need to be admitted to the session by

What Browser Should I Use?

Published February 3rd, 2025 by zfreeman

We strongly recommend using Google Chrome or Safari, both free web browsers, from a security perspective. Either of these browsers will also ensure you see Owl exactly as we've designed it. Using older versions of Chrome or Safari that is incompatible with the latest web standards, is one of the top reasons people experience issues with Owl. This m

Secure Messaging - The Client Experience

Published February 4th, 2025 by zfreeman

If you have the Client Portal add-on your practice can use Secure Messaging to chat with your clients. When your clients go to the practice's Client Portal URL, they need to create an account or login to their existing account. When clients login to their Client Portal the default display is the Home page. The sidebar along the site allows the clie

Text Formatting and Emojis

Published February 4th, 2025 by zfreeman

When you're writing a message, you can format it as needed. While typing, you can click the shift + return on your keyboard to create a new line of text. When you type a message with your desired formatting: It will be reflected that way in the conversation: You can type paragraphs and create any spacing between your messages as desired before

Attachments

Published February 4th, 2025 by zfreeman

You now have the ability to attach and send files in your conversations! There's a new Attach File button directly above the text field where you type your messages: Clicking this button will prompt you to select a file from your computer. You can also add attachments to your messages by dragging and dropping them into the text field where messa

Message Filtering

Published February 4th, 2025 by zfreeman

A new filter has been added to the top of the Conversations list so you can more easily find specific conversations. As you send more and more messages both internally and clients, filtering will make it easier to reference specific conversations when needed. Simply hover over the funnel icon at the top of the Conversations listing to see the avail

What is Owl Practice?

Published January 30th, 2025 by zfreeman

Owl Practice is a comprehensive web based practice management system. A practice management solution is a digital solution to your practice's administrative needs. Your browser does not support HTML5 video. Owl includes a full set of features, including session scheduling, secure client data management, clinical progress notes, sophisticated i

Troubleshooting

Published February 4th, 2025 by zfreeman

Why can't I see any Video options in my account? Please note that Video is only available on Pro and Group Plus Video plans. If you are on a Starter or Core solo plan, or a standard Group or Group Plus plan, you will not see any Video options. Please contact us if you would like more information on upgrading! Why can't I join my Video session? If t

I Have an Office Admin - Can I Grant Them Access to My Owl Account?

Published February 3rd, 2025 by zfreeman

Absolutely! Owl Practice will not charge you to add an office admin to your account. An office admin can help you with scheduling, billing, and client information management! Your office admin will be set up with their own login information using your URL, tied to their email address. They cannot delete a client, and do not have full access to the

How Do I Sign up for a Paid Plan?

Published February 3rd, 2025 by zfreeman

To sign up for a paid plan, log into your account and go to Settings > Subscription. If you haven't created an account yet, click here to get started! In Subscription, you can sign up for your preferred monthly plan. You can review our pricing page to decide which plan works best for you. if you aren't sure which plan to choose, or the plan you

Understanding Owl's User Types

Published February 4th, 2025 by zfreeman

The Group Edition in Owl Practice has three different user types: Practice Owner, Therapist, and Office Admin. Please use this guide as a resource if you need help understanding the differences or puposes of each user type in Owl! Practice Owner The Practice Owner user type is responsible for the initial configuration of an Owl account. This user t

Starting Conversations

Published February 4th, 2025 by zfreeman

Access the Secure Messaging feature by clicking on the Messaging option in the sidebar. This is where all of your conversations are stored. To start a conversation, click on the "New Conversation" button. If your practice has the Client Portal add-on you'll have two different chat type options: Client - for conversations with clients of the pr

How to Delete a Prescription

Published February 4th, 2025 by zfreeman

Current Prescriptions and Medication History can both be deleted from a client's profile. Historical Prescriptions can be removed by selecting the prescription from the Medication History table and clicking the Delete button on top right or by clicking the Edit button and deleting it from within the Edit window. To delete a Current Prescription c

Setting Up Secure Messaging

Published February 4th, 2025 by zfreeman

Secure Messaging is enabled by default in your account. To disable Secure Messaging, go to Settings > Secure Messaging and change the status to "Disabled". If you have the Client Portal add-on and Secure Messaging is enabled for your account, you will also need to ensure your Therapist Profile has Client Portal enabled (Settings > Therapis

What Is the Difference in Owl's Pricing Plans?

Published February 3rd, 2025 by zfreeman

There are two types of accounts within Owl: Solo and Group. Our Solo plans are for therapists who work on their own. If you have an office administrator or a supervisor, you will still fit into our Solo plan - Owl does not charge you for office admins or supervisors. Our Group plans are specifically designed for multi-clinician practices. There are

Therapist Grades

Published February 4th, 2025 by zfreeman

Therapist Grades allow you to charge different fees for the same service for different types of therapists in your practice. Note - This is an optional service - if you charge the same fees for all therapists in your practice, skip this step. If you do charge different amounts for the same service based on type of therapist, you will need to create

Client Documents and Folders

Published February 4th, 2025 by zfreeman

Client Documents You can upload documents or files to a client's profile any time you wish by opening a client's profile and clicking on the Documents option in the sidebar. All document types can be uploaded here, including but not limited to Word, Excel, PDF, PPT, Images: PNG and JPEG, Videos, GIFs. Upload a Document To upload a document to a clie

Group Edition - Why Can't I See My Availability?

Published February 4th, 2025 by zfreeman

Group Edition users have a shared Calendar. This is extremely beneficial for practices with assigned rooms, and for knowing what other therapists are up to during the day. However, when Group users have a shared Calendar they cannot see their availability, because "layering" them would look very messy. Group users should still set their availability

Video Interface Guide

Published February 4th, 2025 by zfreeman

Owl's Video Therapy feature has been updated to improve the everyday user experience. The same features and functions remain, but the layout has been redesigned for clarity and ease of use. Keep reading to learn more about the changes we've made! When you want to join a Video Session you need to input your name and click the Begin button. You'll sti

How Can I See More Time In The Calendar?

Published February 4th, 2025 by zfreeman

To see more time on the vertical axis in the Calendar, you can "zoom out" in your browser. How you can do this depends on your browser - to do this in Safari, for instance, just head to the "View" menu item in your browser and you should see a Zoom Out option (Alternatively, you can hold Command and then press - or + as needed). In Google Chrome, yo

Current Prescription vs Medication History

Published February 4th, 2025 by zfreeman

Client Medications track both past and current prescriptions your clients have taken. This creates a more clear picture of your client's clinical history and past treatment. This information is tracked in the Client's profile under the Contact & Clinical section. Owl has added a new Medications tab where this is stored. This area is separated in

The Client Experience

Published February 4th, 2025 by zfreeman

It is important to note that clients must have access to an online portal account with your clinic in order to use the Video Therapy feature and connect to scheduled video sessions, or they need to be sent a direct link to their session. To learn more about the client portal, click here. To learn more about shareable links, click here. When you sch

Couples and Family Sessions

Published February 4th, 2025 by zfreeman

Owl Video supports individual, couple, and family sessions. For couples or families, it is important that you link the accounts, and have all relevant Attendees listed on the session you create (see guide here). When multiple Attendees are connected on one session, and it is a Video session, each client is able to access their Client Portal and

Client Guide

Published February 4th, 2025 by zfreeman

When it is time to join your video appointment, you'll need to login to your client portal account and go to My Account, or access the direct video link sent to your email. You will see a Join button next to your booking that you can click to join the video call: The Join button will only become active 30 minutes before the scheduled start time of y

Screen Sharing

Published February 4th, 2025 by zfreeman

Owl's Video Therapy now offers Screen Sharing! You can share your screen during the session with your client, or the client can share their screen with you. To screen share, click the More button then Share Screen found on the Actions Panel. Please note: this is only available on desktop or laptop computers - this feature is not available on phones

How to Edit a Prescription

Published February 4th, 2025 by zfreeman

Both current prescriptions and medication history can be edited within the client's profile. To edit a Current Prescription click on the appropriate current medication card. Any of the field on this card now can be changed or edited. Don't forget to click the Save button Historical Prescriptions could be edited by clicking the checkbox next to an

Welcome to the Group Edition Getting Started Guide

Published February 4th, 2025 by zfreeman

Introduction We're proud of Owl and what it does to help ease the stress of administrative work of running a private practice. This guide exists to ensure you configure your new Owl Group Edition account correctly. These are the features we recommend you set up and learn from the beginning to ensure your transition to Owl runs smoothly. The Practi

Marking Attendance for Sessions

Published February 4th, 2025 by zfreeman

After a session is complete, you must mark attendance for the session. With this information, you can keep track of a client's session activity, but it also is the first step in creating an invoice for payment. There are five attendance types in Owl Practice: Attended - this means the client attended the session. Cancelled - if a client cancelle

How to Add a Prescription

Published February 4th, 2025 by zfreeman

To add a Prescription: Head to the Client profile and under the Contact & Clinical tab select the Medications section. Click the Add button at the bottom right of the screen Fill in all the relevant details. The Name, Start Date, Dose, and Frequency are all fields that will help you manage your clients medications more effectively. Click the S

Step 2 - Therapist Profiles

Published February 4th, 2025 by zfreeman

A therapist is any user who sees clients in session. Each therapist is tied to their own Therapist Profile, built from their professional information and unique availability. This article reviews how to configure Therapist Profiles. Practice Owners or Office Admins can create and deactivate Therapist Profiles. Once the profile is created, therapist

Step 1 - Limiting User Access in Owl

Published February 4th, 2025 by zfreeman

Your account is structured around one central login/ URL through which each staff member logs in with their own email. These emails are tied to different "user types," each type with their own security limitations. This article reviews the three user types, options to limit access to confidential client information, adding users, and deleting users.

Client Medications - Overview

Published February 4th, 2025 by zfreeman

Owl's Client Medications tool allows practitioners to record and track their clients current prescriptions as well as medication history. In many cases, clients are prescribed psychopharmacological interventions intended to help with their mental wellness. It is very important for optimal clinical treatment that mental health practitioners know abou

Benefits of Online Booking

Published February 4th, 2025 by zfreeman

Owl Practice's Online Booking features a user-friendly client scheduling solution. Use Online Booking to allow your clients book sessions at their convenience, based on availability you set. As with all of Owl's features, Online Booking is hosted on Owl's secure and compliant servers. . Our first priority is keeping all the practice data you entrus

Step 3 - Services and Fees Guide

Published February 4th, 2025 by zfreeman

A service is a type, fee, and duration of a session offered by your clinic. Every session booked for a client in the Calendar will be tied to a service. *Before starting to enter these to Owl, please create a list of all the types of session offered by your clinic, the duration, the fee, the tax rate, and which of your therapist offers this fee. If

Step 4 - Supervisors

Published February 4th, 2025 by zfreeman

If you have therapists in your practice who are supervised by more experienced therapists, you can use Owl to set up supervisory relationships. Owl also allows you to assign supervisors to sign their supervisee's session notes. When a supervisee signs a note, the note will then appear in the supervisor's workflow. They will need to review the note

Hosting a Session

Published February 4th, 2025 by zfreeman

Joining Video Sessions To start a scheduled video session, simply click on a session with the Video icon in the Calendar. The Session Overview window will have a Join Video Call button that you can click to begin hosting the session: It is important to know that there is a 8 hour + / - window for joining a video session. Clients will be able to ente

Step 5 - Granting Access

Published February 4th, 2025 by zfreeman

Once you are ready to have your team start using Owl, you will supply them with the access information you set up in Step 1. You will need to supply them with their login information in an email or in person. Include in this communication: The email address you used for their user account. The password you set up for them. Your personalized URL (

Getting Started as a Therapist in Owl's Group Edition

Published February 4th, 2025 by zfreeman

Welcome to Owl! Owl Practice is a comprehensive, web-based practice management solution designed to help simplify your practice's administrative needs. As a Therapist user in a Group Edition of Owl, you won't need to worry about all the practice management elements of Owl, or be able to change certain settings relating to the overall practice. As a

Managing Appointment Reminders/Confirmations at a Session Level

Published February 4th, 2025 by zfreeman

Appointment confirmations and reminders can be set up and edited in the client profile under Contact & Clinical > Contact Details. When creating a session, you now have the ability to turn off appointment confirmations and reminders for specific appointments in the Notifications section of the session window. In the create session window,

Getting Started as an Office Admin in Owl's Group Edition

Published February 4th, 2025 by zfreeman

Welcome to Owl! Owl Practice is a comprehensive, web-based practice management solution designed to help simplify your practice's administrative needs. As an Office Admin user in a Group Edition of Owl, you'll be able to change most settings relating to the overall practice. As a result, we've created this guide so you know exactly what features and

Enabling Recording and Assigning Storage

Published February 4th, 2025 by zfreeman

After adding session recording to your subscription, follow the instructions below to allocate the storage to Therapists based on your clinic's needs Enabling Recording Navigate to Settings > Therapists: Log in to your Owl Practice account as an Owner or an Admin user On the left sidebar, locate and click on "Settings." In the Settings menu, fin

How Do I Cancel My Owl Account?

Published February 3rd, 2025 by zfreeman

If you are closing your private practice, or need to leave Owl at any time, please follow the directions below to ensure you pull all of the correct information from your Owl account. To cancel your Owl Practice plan, please reach out to Owl support by clicking on the Contact Support link in the Help Center. We will help walk you through the cancell

Secure Messaging - Overview

Published February 4th, 2025 by zfreeman

Owl Practice's Secure Messaging tool provides clinics with a secure, PHI-compliant method of two-way communication within the application. Secure Messaging can be used to have chat style communication with clients, or internally to have chat style communication with colleagues and staff members. It is important to keep in mind that the intention of

Clients With Revoked Portal Access

Published February 4th, 2025 by zfreeman

You can revoke a client's user access to the Client Portal if needed. When a client's user access to the portal is revoked, it means that they can no longer login to the site to book appointments, view their account, or participate in Secure Messaging conversations. If you try to start a conversation with a user whose access has been revoked, their

Using Privacy Mode to Schedule Sessions

Published February 4th, 2025 by zfreeman

If you need to schedule a session while a client or someone else is in the room, Owl has a Privacy Mode that will hide your client's names on the Calendar. Please note that while Privacy Mode will hide client names on the Calendar and the Client Account, it will not prevent the full name appearing when you schedule a session, and it will not hide n

Reminders for Measures

Published February 4th, 2025 by zfreeman

If you've sent a measure to a client but they have not yet completed it, you can send them a reminder. Go to Workflow > Measures. Here you will see a list of all the measures that have been sent to clients, but are not yet complete. You will see when the measure was originally sent and if a reminder has already been sent as well. To send a re

Sync Your Calendar with a Third Party Program

Published February 4th, 2025 by zfreeman

You can share an anonymous, PHIPA-compliant feed of your schedule to an external, third-party calendar like Google Calendar, Apple Calendar or many other applications you use on your phone or computer. This is a one-way synchronization, meaning Owl will send session times to whatever software you wish. To be HIPPA compliant, synchronization can on

Secure Messaging from a Client's Record

Published February 4th, 2025 by zfreeman

Secure Messages can also be viewed and sent from within a client record. Open a client profile and you will see the Secure Messaging tab in the sidebar. Clicking this tab will show you all of your conversations with this client. If you have not had any conversations with this client, you will see a prompt to get started. Keep in mind, you will

Customizing Your View Options

Published February 4th, 2025 by zfreeman

Use the Calendar View Bar (at the top of your Calendar) to control how you view your Calendar. On the right-hand side of the Calendar View Bar, you have the option to switch between Day, Week and Month views for the Calendar. If you have Rooms set up in Owl, you can also switch to a Room View by selecting Rooms. Selecting the Clock Icon will take

Adding Clients

Published February 4th, 2025 by zfreeman

The first step to working with clients is to add them in to Owl! There are two ways to add a client: From the All Clients List, click the plus icon, or From anywhere in Owl, click the Add Client icon that is always in the top right, next to the search bar. Both of these options open the same Add Client window, which is separated into four areas.

General Overview of the Client Portal

Published February 4th, 2025 by zfreeman

The Client Portal is a set of features used to interact with clients. It includes: Online Booking Intake & Consent Forms Secure Client Messaging Clinical Measures All client interactions are hosted on Owl's secure and compliant servers. The Client Portal is a fully integrated set of features, which means they cannot be split apart in terms of p

Create a Form

Published February 4th, 2025 by zfreeman

Find Forms Under the Manage Tab You will find Forms under the Manage tab in the far left Owl bar, between Dashboard and Settings. Head here to get started and click into the Forms section. Keep in mind that Solo users have full access to this area. For Group practices only practice owners and office admins will have access to Manage, therapists wil

Clinical Measures - Overview

Published February 4th, 2025 by zfreeman

Measures are questionnaires containing quantified questions that can be tracked and analyzed over time. There are many standardized and validated Measures used by mental wellness professionals today, and Owl has added some of the most commonly used ones into our platform. Measuring client outcomes is becoming increasingly important in mental health

Benefits of Clinical Measures

Published February 4th, 2025 by zfreeman

Track your clients' outcomes with Owl Clinical Measures! Measuring client outcomes is becoming increasingly important in mental health provisioning, both for clinicians and for clients. Clinicians can use measures to demonstrate that empirically validated treatment modalities are effective, and Owl has added a new feature to make this process more

Client Instructions

Published February 4th, 2025 by zfreeman

If your Therapist offers Online Booking with Owl, they will provide access to the Client Portal link to book your own appointments. Getting started is quick and easy; just follow the steps below! Please note you can easily enable High Contrast Mode any time when using the site, which will assist with visibility if needed by changing the colors to bl

Edit Forms Settings

Published February 4th, 2025 by zfreeman

There are two generic settings to configure before you begin sending forms to client: Update logo and favicon Update Default Forms Email Message Update Your Logo and Favicon Your logo and favicon are images that are displayed on your Client Portal, so your clients can be familiar with your branding! Your image files must be under 450 kilobytes (kb)

Appointment Reminders

Published February 4th, 2025 by zfreeman

Appointment Reminders are emails or text messages that are delivered to your clients before their scheduled Owl sessions. This feature is optional, and is disabled by default when you add a new client. If you plan on using appointment reminders, there are two steps to configure them correctly: Write your default reminder messages. Configure the p

Appointment Confirmations

Published February 4th, 2025 by zfreeman

Appointment Confirmations are emails that are automatically delivered to your clients when you schedule, update, or cancel their sessions. They notify your clients of recurrences, too! This feature will help to reduce: The number of missed appointments Confusion over appointment times Time spent administering your calendar. Appointment Confirmation

Using Measures With Clients

Published February 4th, 2025 by zfreeman

When a measure has been sent to a client, they will receive an email with a link to complete it. The client can click the link for a measure to complete it online. After they've answered all of the questions, they can click the Submit button to send their completed copy to the clinic. Please note: a measure cannot be submitted unless all o

Administering a Form

Published February 4th, 2025 by zfreeman

Intake and Consent Forms can be emailed to a client at any time, and they can also be administered on the client's behalf. This is useful if you prefer to administer your forms in session with the client by simply asking them the questions and having them tell you the answer aloud. To administer a form, go to the Forms section in the client's Profil

Viewing and Receiving Forms

Published February 4th, 2025 by zfreeman

As soon as you send a form to your client, it will appear under the Documents tab in their Client Account. You can open the form and view their progress at any time. To view a form: Go into the Client Account. Click on Documents. You'll see the form listed here. Click the 3 dots to the right of any form and you will have the option to View, Downloa

Is There a Free Trial?

Published February 3rd, 2025 by zfreeman

We want you to learn first-hand about Owl's benefits, and that's why we always offer a free, 14-day trial with Owl. This free trial includes all of the features of Owl Practice. Click here to give it a try! Your free trial account will transition seamlessly from a trial account into a paid account. There are no changes that will happen to your ac

Benefits of Online Intake and Consent Forms

Published February 4th, 2025 by zfreeman

Transform your intake process with Owl Online Intake and Consent Forms! If you have ever struggled to manage the initial paperwork of a new client, you know how valuable streamlining that process can be. Not only should the intake process be simple for you, it should also be straightforward for your clients. Owl's Online Intake and Consent Forms e

General Overview of Forms

Published February 4th, 2025 by zfreeman

Transform your intake process with Owl Online Intake and Consent Forms! If you have ever struggled to manage the initial paperwork of a new client, you know how valuable streamlining that process can be. Not only should the intake process be simple for you, it should also be straightforward for your clients. Owl's Online Intake and Consent Forms e

Client Access

Published February 4th, 2025 by zfreeman

There are two methods to grant client access to Online Booking: Therapist Provides Credentials Client Directed Signup If you are using Online Booking for existing clients only, you will use the Therapist Provides Credentials method. If you plan to use Online Booking with new clients, you will use the Client Directed Signup method. Both methods

Client Imports

Published February 4th, 2025 by zfreeman

If you have an extensive client list to import into Owl, we are happy to help you out! For no additional fee, Owl Practice can import your client list for you! These imports are your basic contact and clinical details only, and must be formatted using our Import Template. Imports can only be done once you have signed up for a paid plan. We are ha

Client Waitlist

Published February 4th, 2025 by zfreeman

Overview Previously in Owl, you could assign clients the Waitlist status. This status indicated that the a client might not actively be in treatment at the clinic, but wanted to be notified when a clinician had availability for a new client. You could view clients that had been assigned this status by going to the Clients page and applying the Wait

Link Online Booking to Your Website

Published February 4th, 2025 by zfreeman

Your Online Booking calendar is a unique URL, similar to how your Owl account is a unique URL. You will want to include your Online Booking URL on your website so your clients can find your Calendar. This is as easy as copy and pasting! Head to Settings > Client Portal. Find the Client Portal Links subheading on the right. Click once on the Boo

Preferred Names

Published February 4th, 2025 by zfreeman

Owl Practice recognizes that many individuals have preferred names other than their legal names. Use the "Preferred Names" tool under Contact & Clinical to replace your clients' legal names with their preferred names. Start by heading to the Client Profile: Click on Contact & Clinical > Contact Details. Click Edit. Type in the client'

Working With Personal Health Information

Published February 4th, 2025 by zfreeman

Owl Practice allows you to securely store and manage your client's personal health information. Even as an experienced therapist, having your client information online may be a new approach for your practice, but rest assured that Owl was designed to make your record keeping compliant and safe. This area of our FAQ reviews all of the details of add

How Can I View Important Client Details Directly From the Calendar?

Published February 4th, 2025 by zfreeman

Owl now offers a Priority Comment area for your clients that can be seen right from the Calendar. It allows you to add an important comment on a client-by-client basis that you can see from the Session Overview Window in every session. You can use it to set alerts on sessions such as "Do not leave messages on their home phone" or "Client's mother on

Circle of Care

Published February 4th, 2025 by zfreeman

Circle of Care Circle of Care is a dynamic contact storage system which allows you to create and maintain accurate records of all contacts for each of your clients. Each client will have their own Circle of Care, built out of Alternate Contacts and Linked Accounts. This guide will help you set up your Circle of Care and customize it for each client.

The Client Account

Published February 4th, 2025 by zfreeman

The Client Account is your digital "file" for this client. It is separated into nine tabs: Sessions & Notes Contact & Clinical Documents eClaims Logs Measures Forms Secure Messaging Please note some of these options will only be available to those subscribed to our Core, Pro, Group Plus or Group Plus Video plans. Sessions The sessions t

What are Client Codes and Client IDs?

Published February 4th, 2025 by zfreeman

Owl Practice assigns two unique idenitifiers to your clients: the Client Code and the Client ID number. The Client Code is the first initial of your client's first name, and first two letters of their last name. You will see it next to their names all over Owl. Here is an example of some Client Codes: The Client ID is a unique number assigned to

Security

Published February 4th, 2025 by zfreeman

Owl Telehealth Video is thoroughly tested so that connectivity is always top-notch. We host thousands of smooth, uninterrupted therapy sessions every day. As with the entire Owl platform, we have multiple safeguards in place to ensure your connection is secure and private. We also use the Client Portal to ensure that all hosted sessions can be secur

Navigating the Secure Messaging Section

Published February 4th, 2025 by zfreeman

You can access all of your ongoing conversations at any time by logging into Owl and clicking into the Messaging section. All of the conversations listed appear in descending order from most recent to least. New Conversation Button - Clicking this will prompt you to choose a Chat Type and start a conversation Conversation Summary - All of the

Deleting, Deactivating, and Waitlisting Clients

Published February 4th, 2025 by zfreeman

Occasionally, you may want or need to delete a Client from Owl, deactivate them, or place them on a waitlist for your practice. This guide will show you to take all three of these actions in turn: Deleting Clients When you want to remove all record of a Client entirely from Owl, you will need to delete them. To delete a client: Head to your All C

Telehealth Video Session Pre-Requisites

Published February 4th, 2025 by zfreeman

Before using Owl Telehealth Video, make sure that you and your client meet the following minimum hardware and software requirements for the best experience. Required Hardware Peripherals/Accessories When using Owl Telehealth Video, ensure that you and your clients have the necessary hardware components. This includes a device for audio output, such

Client View: Booking Sessions

Published February 4th, 2025 by zfreeman

When this setting has been enabled and a client without credit card on file goes online to book an appointment, they will be prompted to add their credit card to complete the booking. The booking process will remain the same, client will select the service they wish to book and the time, but then they will be prompted to input their credit card deta

Email Deliverability Issues in Owl

Published February 4th, 2025 by zfreeman

There are two primary reasons you may run experience an issue delivering an email to a Client in Owl - the first would be if the Client has supplied you an email address that Owl's verification systems have evaluated as being undeliverable. The second would be if the email domain your practice uses is not fully compatible with Owl's mail delivery sy

Client Tags

Published February 4th, 2025 by zfreeman

Overview Tags can be created and then used to label client profiles. Tags are customizable, and clinics can create any number of tags needed to effectively label client profiles. Tags can be used to make certain information about the client more easily visible within their profile, and can also be used to filter the clients listing to see clients th

Sending a Mass Email to all Clients

Published February 4th, 2025 by zfreeman

If you need to send a mass email to all of your clients, what you can do to get a list of your client emails from your Owl account is go to Dashboard > Data Exports and scroll to the bottom of the page. Here you'll see a report called Client Export. Clicking the export button will generate a full list of all client records from your Owl account.

Session Summary

Published February 4th, 2025 by zfreeman

For clinics that wish to provide their clients with a printable list of upcoming sessions, we've created the Session Summary! This document is very similar to the Account Summary and can be created the same way, but it does not summarize any balances owing. It is meant as a handy reference to keep clients informed of any upcoming sessions they need

Notifications from Secure Messaging

Published February 4th, 2025 by zfreeman

Part of Owl's Secure Messaging feature includes notification emails when new messages have been sent or received. There are four notifications types relating to Secure Messaging: Messages Received for a New Conversation - An email notification is delivered to the recipient(s) of messages in a new conversation. New Messages Received - Owl will send

Customize the Client Portal

Published February 4th, 2025 by zfreeman

Navigation There are four main tabs clients can click into at the top of the Client Portal: Home, Book Now, Messaging, and My Account. The Home page is where clients can learn more about your practice, they'll see all of the information you want to provide about your practice on this page. Clinics can use this aspect of the Client Portal to supplem

Is Group Edition Right for Your Practice?

Published February 4th, 2025 by zfreeman

Our Group Edition product is designed for practices that meet two criteria: All client payments are deposited into a single bank account (not multiple individual accounts), AND All clinical records are "owned" by the practice, and not by individual therapists. This means the practice itself maintains the responsibility for maintaining clinical reco

Granting Client Access to Client Portal

Published February 4th, 2025 by zfreeman

There are two methods to grant client access to the Client Portal for your Video sessions: Therapist Provides Credentials Client Directed Signup Therapist Provides Credentials This method has the therapist configuring access for the client: Head to the Client Record > Contact & Clinical > Account Details > Edit. Under Client Portal Se

Tracking Form Progress & Resending Forms

Published February 4th, 2025 by zfreeman

In Owl, you can send a form to a Client any time you wish. What happens when you want to know the status of that form? Or follow up with a Client on a form that hasn't been completed yet? You can go to a Client's profile and click into the Documents section to see all of the forms you've sent to the client and the status of each. Owl will let you k

Sending Measures To Clients

Published February 4th, 2025 by zfreeman

There are two ways that measures can be sent to clients: From the Measures Listing Go to Manage > Measures and select the measure you wish to send from the list. Click the Send button that appears in the green banner at the top of the page. From the Client Profile Open a client's profile and click the Send Measures option in the Actions sideb

Enabling Services

Published February 4th, 2025 by zfreeman

Determine which of your services are available to your clients in your Online Booking calendar. Start in Settings > Services. You can opt to create a new service or edit your existing services to add them to your Online Booking.You can add or remove services from your Online Booking at any time. Before you start adding them, it is important

Client Lists

Published February 4th, 2025 by zfreeman

Overview Lists allow you to create custom lists of your clients, based on the Tags associated with those clients. You now have the ability to define your own relevant tags, assign them to client profiles, and sort or filter the data however you need! Lists can provide greater granularity to pull information based on specific categories or details.

Linked Accounts - Managing Couples and Family Sessions

Published February 4th, 2025 by zfreeman

Owl Practice has a feature designed specifically for those customers who do Couples and Family Therapy. It is called Linked Accounts and it lets you link two or more client profiles together. Linked Accounts allows you as a therapist to have a full clinical history of your clients in their individual file, whether they came in as a family, a couple,

Common Form Saving Error Messages

Published February 4th, 2025 by zfreeman

Owl's Online Intake and Consent Forms feature allows clinics to create custom forms that can be used to gather important information from clients in the most effective way possible. Custom Intake and Consent forms can be created using a variety of question styles and types. The first step in form creation is assigning a title. The title is used in

Collaborative Video

Published February 4th, 2025 by zfreeman

Owl's Video feature has been updated with new functionality that makes it easier than ever to have multiple attendees connect in virtual sessions. Now you can send participants a direct link to the video session that they can click to join without going through the Client Portal. You can still schedule a secure video session for your clients to acce

What To Do If You Can't See Your Sessions

Published February 4th, 2025 by zfreeman

If you are not able to see your sessions displayed on your Calendar, please ensure that your Calendar view boxes are both checked. On your computer, these checkboxes are found to the left of the Calendar. On your mobile device, these checkboxes are found by clicking Therapists to enable the checkbox dropdown.

Group Edition - the Workflow for Practice Owners and Office Admins

Published February 4th, 2025 by zfreeman

In Owl's Group Edition, each user has their own unique Workflow. Therapists If your practice is set to allow Therapists to only see their own clients, they will only see Workflow tasks relating to their own clients. Practice Owners The Practice Owner user type has full access to all of the practice information, meaning they will see all therapists

Forms - Client Facing

Published February 4th, 2025 by zfreeman

This article is written to help you complete the form that your therapist assigned to you. Get started by checking your email inbox. There will be an email from your therapist with a link to the form in it. Click the link to open the form, and complete it at your convenience. Here is an example of what that email will look like: A few things t

Can I Keep a Copy of My Files in Local Storage?

Published February 4th, 2025 by zfreeman

Absolutely - if you'd like. Owl stores all of your practice data, including session notes, documents, and client information, on secure AWS servers. However, we believe strongly that it is your data, and that you should be able to do with it what you'd like. At any time, you are free to download any of your data to your own computer or devices for

Once I Upload Information to Owl, Who Owns the Information?

Published February 4th, 2025 by zfreeman

You own all the practice data you put into your Owl account. As a service provider, Owl works for you to store and make accessible your practice data in ways that help you be more efficient. This means that you always own your information, and Owl is just holding on to it for you acting as a custodian. Furthermore, Owl is designed to allow you as a

What Does PHI-Compliance Mean at Owl?

Published February 4th, 2025 by zfreeman

Owl is the leading platform for mental healthcare clinicians in private practice. Thousands of clinicians use Owl every day. We offer the only purpose-built platform with full HIPPA compliance at its core. We also offer payments processing in our system, and work with a PCI level 1 compliant vendor. These are the highest standards in the field. Here

Is Owl Practice Compliant?

Published February 4th, 2025 by zfreeman

Yes. We consulted extensively with many practicing clinicians as we were designing and developing Owl Practice and we heard very clearly that therapists wanted to ensure compliance with federal and state regulations (like HIPAA), as well as professional requirements. So we built Owl specifically to do just that. As a practice owner, there are severa

Logging Into the Group Edition

Published February 4th, 2025 by zfreeman

Group Edition uses the same log in functionality as a solo Owl Practice account. You will create your personalized URL for your practice, and then will have an email address and password to access Owl. To Log In: Head to the website address (URL) you chose for your account at signup. It should be something like this: http://yourpractice.owlpractice

Scheduling and Managing Recurring Sessions

Published February 4th, 2025 by zfreeman

Scheduling Recurring SessionsIn some cases, you may have regularly-scheduled appointments with a single client, and you'll need to make sure that their appointments are always available in your calendar. To do this, open the Create Session Window as you would any other session. Enter the Client Name and Service as you would any other session. Click