Common questions, answered.

What is an active client?

An active client is any patient or client you have not archived. In short, you determine what an active client is. You can archive and unarchive as you please. Archived clients are not counted toward your limit and you cannot bill or add notes to an archived client.

Where is my data stored and how secure is it? What about HIPAA?

TheraNest is HIPAA compliant. All data is encrypted and stored securely using Amazon Web Services. Amazon's servers infrastructure are certified, ensure the highest physical security and guarantee a 99.9% uptime. You can read more at https://aws.amazon.com/compliance. Amazon Web Services are also, HIPAA, and SOC compliant. AWS has achieved ISO 27001 certification and is a Level 1 service provider under the PCI DSS standards We perform continuous data backups and snapshots. All data in TheraNest are also encrypted using SSL in transit, and encrypted at rest.

Who owns all the data I enter and what do you do with it?

While we own the intellectual rights to our software, you own all your inputed data and can request it at anytime. We will never sell, or use your data in any way beyond helping you with client care. We may use your email, phone and address to contact you to better deliver our services. 

What kind of computer do I need to access the software?

Any computer, tablet or smartphone with an internet connection and a modern browser can access the software. We support and recommend Google Chrome, Mozilla Firefox, and Safari.

What other costs are associated with using TheraNest?

There are no hidden costs to using TheraNest. However, there are additional services provided that you may choose to use such as our automated reminder service, insurance claims service, credit card processing, and data migration services. The cost of our reminder services is shown in the software based on the call locations (U.S. or International).

Can I pay by check or other forms of payment?

All annual subscribers can pay by check if they so choose. Monthly subscribers currently have to pay by credit card. Want to discuss payment? Send us a note and we will respond as soon as possible.

Can I handle electronic insurance claims using TheraNest?

Yes. We provide HIPAA compliant, EDI insurance claims service through our clearinghouse partner, Office Ally. Office Ally users can submit claims free through TheraNest (subject to Office Ally fees if any). There is a one time setup cost of $25.

Can I export my data?

Yes. You can export any data you want. If you need help exporting any data that the software does not allow you to export, please contact us and we will help you. There are also built-in reports and tools that help you export data to Excel, CSV, and PDF.

What kind of support do you offer?

All clients have access to unlimited web, email, phone and chat support. There is also a communication portal in the software for direct access to us.

Can I import my own note templates or create custom forms in TheraNest?

Easily create note templates and forms using our Custom Form builder in TheraNest. Currently, we’re unable to import note templates into TheraNest to be completed in the application. Our Customer Happiness team is happy to guide you through the Custom Form builder.

Can we migrate our data from another system to TheraNest?

Yes, we provide comprehensive data migration services for your organization to convert your legacy data into TheraNest. 

Do you charge per therapist or staff member?

Unlike most therapy notes software, we do not charge per staff/therapist, no matter if you have 1 therapist or 200, so you can use your account with as many staff and never have to worry about extra charges.

I have more than 150 active clients, will TheraNest work for me?

Definitely. We simply want you to contact us if you have more than 150 active clients so we can provide the kind of support you'll need when you subscribe. Contact us to learn more about how we serve large therapy practices.

What is the final cost to file electronic claims?

In some cases, your cost is $0. Our approach at TheraNest is to partner with and integrate our software with multiple clearinghouses, thereby giving you more choice. We are integrated with Office Ally. We will connect you to our clearinghouse partners for final pricing and special deals, your TheraNest account is then linked with them when you sign up and you can submit electronic claims with a couple clicks.

What is the cost for appointment reminders in TheraNest?

The cost of our reminder services is 2 cents per text and 5 cents per call (U.S./Canada rates). Email is free.

What happens after my 21 day trial?

You can upgrade to any subscription any time during your trial. However, if you hit the end of your trial without choosing a subscription plan, your account will be put on hold (your files and data will eventually be deleted) unless you choose a subscription (or cancel).

Do I have to sign a long term contract?

No contracts on monthly plans, just pay as you go, and you can cancel any time without penalty. You can also switch between plans at anytime, and you'll be prorated for time spent on each plan during the month. You can however switch to an annual plan for a significant discount.

Can the software track supervisors signing off on notes or forms?

Yes. Supervisors can have access to Intern and student notes and set the level of supervision required, including co-signing notes.

Is there a client portal for clients to schedule and submit intake forms?

Every TheraNest account includes one Client Portal account. Our Client Portal is the gateway to serving your clients. Client records are automatically synced in TheraNest. Clients can submit demographic and insurance information. The portal allows you to use our built intake forms or design yours. Clients can fill it out and submit with electronic signatures. Everything syncs with TheraNest. You can also add a link to your site for new clients to set appointments.

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