Logging into the Portal

• 1
  Go to portal.healingchoice.org

  Open any browser and navigate to portal.healingchoice.org. You will see the HealingChoice sign-in screen.

• 2
  Click "Sign in with Google"

  Use your @healingchoice.org Google account only. Personal Gmail addresses will not be granted access. If you do not have a @healingchoice.org account yet, contact Dr. Tanner.

• 3
  You land on the Calendar page

  The Calendar at /calendar is your main landing page after login. It shows your appointments for the current week, synced automatically from Google Calendar via domain-wide delegation.

Portal Navigation Overview

• 1
  Calendar (your home base)

  Shows your full week of appointments pulled automatically from Google Calendar. Click any appointment block to open a flyout with client details, session type, and a link to the related note.

• 2
  Clients

  Your full client list with a search bar. Click a client's name to open their detail page, which has tabs across the top: Overview, Notes, Treatment Plans, Billing, Forms, and more.

• 3
  Supervision / Sup. Hours

  For associates and interns: the Supervision page shows notes awaiting your supervisor's countersignature. Sup. Hours tracks your logged supervision time.

• 4
  Settings

  Two sub-pages: Availability (set your schedule for booking) and Templates (build or edit note templates).

• 5
  Booking Requests (bell icon)

  New client booking requests routed to your inbox. Admin manages these primarily, but you may see them if clients book directly into your availability.

Adding a New Client

• 1
  Go to the Clients page

  Click Clients in the left sidebar. This opens the client list at /clients.

• 2
  Click "+ New Client"

  The button is in the upper right of the Clients page. This opens the new client form at /clients/new.

• 3
  Fill in the required fields

  Required fields are marked with an asterisk (*). At minimum you need: first name, last name, date of birth, email address, phone number, and insurance (or select "Self-pay / Cash").

• 4
  Assign the clinician

  Select the clinician who will be seeing this client. Admin can assign any clinician; clinicians adding their own client will be auto-assigned.

• 5
  Save — a client code is auto-assigned

  Click Save. The portal immediately creates the client record and assigns a unique client code in the format HC-YYYY-NNN (e.g., HC-2026-047). This code appears on all notes and claims for this client.

Finding a Client

• 1
  Click Clients in the sidebar

  This opens the full client list at /clients. Your active clients are listed by default.

• 2
  Use the search bar to find the client

  Type any part of the client's name in the search bar at the top of the Clients page. Results filter in real time. You can also search by client code (e.g., HC-2026-047).

• 3
  Click the client's name to open their detail page

  This opens /clients/:id — the client detail page. All information and actions for this client are here.

Client Detail Page Tabs

The client detail page has tabs across the top. Here is what each tab contains:

Where to Find This Information Now

Sending Intake Forms to a Client

• 1
  Open the client's detail page

  Go to Clients, search for the client, and click their name to open /clients/:id.

• 2
  Click the Forms tab

  The Forms tab shows all forms associated with this client — sent, pending, and completed.

• 3
  Click "Send Form" and select the form to send

  Choose the appropriate intake form from the list (e.g., Consent for Services, Intake Questionnaire, HIPAA Notice). The portal sends a magic link to the client's email address on file.

• 4
  Client completes the form at client.healingchoice.org

  The client clicks the link in their email and is taken directly to their form — no login required. Their responses are submitted securely and stored in the portal.

• 5
  View completed responses in the Forms tab

  Once the client submits, the form status changes to "Completed." Click the form to read the client's responses before session 1.

Creating a New Session Note

• 1
  Open the client's detail page

  Go to Clients, find the client, and click their name. This opens /clients/:id.

• 2
  Click the Notes tab

  The Notes tab shows all previous notes for this client — drafts, signed notes, and any notes returned for revision.

• 3
  Click "+ New Note"

  This opens the note editor at /clients/:id/notes/new.

• 4
  Select a template from the dropdown

  Choose the note template that matches the session type (e.g., Individual Therapy Note, Intake Evaluation, Group Note). The template pre-populates the note structure with the correct sections.

• 5
  Select the appointment this note is for

  Link the note to the corresponding appointment from the dropdown. This pulls in the date, time, and session type automatically.

• 6
  Fill in the note content

  Complete all required fields (marked with *) and write your clinical narrative. The note auto-saves every few seconds — you will see a "Saved" indicator in the editor.

AI Note Generation (Optional)

The note editor includes an AI assist feature powered by Vertex AI. If you record your session or have a transcript, you can use the "Generate with AI" button to generate a draft note from the transcript. Always review and edit AI-generated content before signing — you are clinically responsible for everything in the note.

Clinical Fields (Required)

Telehealth Notes

If the appointment was a telehealth session, the session type will reflect this automatically when you link the appointment. The portal sets place of service to 02 and applies modifier 02 on the claim automatically — you do not need to do anything extra. See the Telehealth Sessions page for full details.

Using the ICD-10 Picker

The note editor has a built-in ICD-10 picker. You do not need to memorize codes — use the picker to search by description or code prefix.

• 1
  Click the ICD-10 field in the note editor

  The Primary Diagnosis field opens a searchable picker panel.

• 2
  Type a description or code to search

  Examples: type "anxiety" to find anxiety-related codes, or type "F41" to see all F41.x codes. Results appear instantly.

• 3
  Save favorites for codes you use often

  Click the star icon next to any code to add it to your favorites. Your favorites appear at the top of the picker every time you open it, saving time for repeat diagnoses.

• 4
  Select the most specific billable code

  Always use the most specific code available for the client's presentation. Unspecified codes (e.g., F43.10 instead of F43.12) are valid if the presentation doesn't fit a more specific code, but avoid over-using them.

Common Diagnosis Codes at HealingChoice

Scheduling a Telehealth Appointment

• 1
  Go to the Calendar page

  Click Calendar in the sidebar to open /calendar.

• 2
  Click an empty time slot or use "+ New Appointment"

  Either click directly on the calendar at the desired time, or use the appointment creation flyout. This opens the New Appointment dialog.

• 3
  Select "Telehealth" as the appointment type

  In the appointment type dropdown, choose Telehealth. The portal automatically generates a Google Meet link and includes it in the calendar event and any reminder messages sent to the client.

• 4
  Fill in client, clinician, date, time, and duration — then save

  Complete the remaining fields. The appointment appears on the calendar and on the client's SMS reminder (sent automatically via Twilio).

Writing the Telehealth Note

• 1
  Open the client's Notes tab and click "+ New Note"

  Follow the standard note creation process.

• 2
  Link the note to the telehealth appointment

  When you select the appointment in the note editor, the system recognizes it as telehealth and applies the correct billing settings automatically.

• 3
  Note the platform in your clinical narrative (best practice)

  In your session notes, briefly document: "Session conducted via HIPAA-compliant video platform (Google Meet)." This is a documentation best practice.

Note Statuses Explained

Every note in the portal moves through a defined set of statuses:

How to Sign a Note

• 1
  Open the note in the note editor

  From the client's Notes tab, click the draft note to open it in the editor at /clients/:id/notes/:noteId/edit.

• 2
  Fill in all required fields

  All fields marked with * must be complete. Required: template, linked appointment, CPT code, primary ICD-10 diagnosis, and all clinical narrative sections. The "Sign & finalize" button stays grayed out until all required fields are filled.

• 3
  Click "Save Draft" to save without signing (optional)

  The green outline button labeled Save Draft saves your current work without finalizing. Use this if you need to step away and come back.

• 4
  Click "Sign & finalize" when ready

  The solid green button labeled Sign & finalize locks the note and submits it. You will be asked to confirm. Once signed, the note cannot be edited — only amended.

• 5
  A PDF is generated and a claim is auto-created

  Immediately after signing, the portal generates a signed PDF of the note (accessible via the View Signed PDF button). For insurance clients, a claim is auto-created in the billing pipeline. You will see a "View claim · HC-XXXX-XXX" button appear on the note.

After Signing — Available Actions

The Billing Pipeline

• 1
  You sign the session note ("Sign & finalize")

  This is the trigger for the entire billing workflow. The note must be fully signed (and countersigned for associates/interns) before billing begins.

• 2
  A claim is auto-created in the portal

  Immediately after signing, the portal creates a claim record. You will see the "View claim · HC-XXXX-XXX" button appear on the note. The claim pulls the CPT code, ICD-10 codes, client insurance info, clinician NPI, and date of service from the note.

• 3
  Claim is submitted to Office Ally via SFTP

  The portal generates an X12 837P EDI file and transmits it to Office Ally (our clearinghouse) via a secure SFTP connection. Office Ally routes the claim to the appropriate insurance carrier (BCBS, United/Optum, Magellan, Cigna, Aetna, or Curative).

• 4
  Insurance processes the claim and sends an ERA

  The insurance carrier processes the claim and returns an Electronic Remittance Advice (ERA) indicating the amount paid, denied, or adjusted. The ERA is received and recorded in the portal automatically.

• 5
  Payment is posted and the claim is closed

  Admin reviews the ERA and marks the claim as paid. The full billing history is visible in the client's Billing tab and on the admin Billing page (/billing).

What "Returned for Revision" Means

For associates and interns: after you sign a note, it goes to your supervisor's Supervision queue with a status of pending_countersign. If your supervisor finds an issue — a missing field, incorrect code, or clinical documentation concern — they click "Return for revision" (amber button) with written feedback.

When a note is returned:

• 1
  You receive a notification

  The portal sends you an in-app notification and (depending on your settings) an email. The note appears with a red or amber banner in your Notes list for that client.

• 2
  The note status changes to "returned_for_revision"

  The note is unlocked and returned to an editable state so you can make corrections. The supervisor's feedback is visible at the top of the note in the editor.

• 3
  No claim has been submitted yet

  Claims are only created after a note is fully signed and countersigned. A returned note has no claim in process — nothing to cancel or void.

Common Reasons Notes Are Returned

Steps to Revise and Re-Sign

• 1
  Open the returned note

  Go to the client's Notes tab. Click the note showing the "returned_for_revision" status (shown with an amber or red indicator). This opens the note editor at /clients/:id/notes/:noteId/edit.

• 2
  Read the supervisor's feedback at the top of the note

  The supervisor's return comments are displayed in a banner at the top of the editor. Read them carefully before making any changes.

• 3
  Make the requested corrections

  Edit the relevant fields or narrative sections. Use the CPT Code Reference or ICD-10 picker pages if you need to look up the correct values. If the feedback is unclear, contact your supervisor before guessing.

• 4
  Click "Sign & finalize" again

  When corrections are complete, click Sign & finalize. The note moves back to pending_countersign status and reappears in your supervisor's queue.

• 5
  Your supervisor countersigns — the claim is created

  Once the supervisor clicks Countersign & finalize, the note moves to signed status and the billing claim is auto-created.

Insurance Carriers Accepted

Fee Schedule

Navigating the Calendar

• 1
  Open the Calendar from the sidebar

  Click Calendar in the left sidebar. This is your default landing page after login. The calendar opens in week view by default.

• 2
  Switch between week and month view

  Use the view toggle in the upper right of the calendar to switch between week view (detailed) and month view (overview). Week view shows appointment times and session types as colored blocks.

• 3
  Click an appointment to open the flyout

  Clicking any appointment block opens a flyout panel on the right side of the screen. The flyout shows the client name, session type, time, duration, and links to the client record and the associated note.

• 4
  Filter by clinician (admin only)

  Admins can use the clinician filter dropdown at the top of the calendar to view any clinician's schedule. Clinicians see only their own appointments by default.

Calendar and Google Calendar Sync

The portal calendar reads your appointments from Google Calendar automatically. This sync runs in real time — new appointments created in the portal appear on your Google Calendar within seconds. If you add an event directly in Google Calendar, it will appear in the portal on the next sync. For scheduling purposes, always create appointments through the portal (see Booking an Appointment) to ensure all billing metadata is attached correctly.

Creating a New Appointment

• 1
  Go to the Calendar page

  Click Calendar in the sidebar to open /calendar.

• 2
  Click an empty time slot on the calendar

  Click directly on the calendar at the desired date and time. This opens the New Appointment flyout. Alternatively, click an existing appointment to open its flyout, then click "+ New Appointment" from there.

• 3
  Select the client

  Start typing the client's name in the client field. Choose from the dropdown — the client must already exist in the portal. If the client is new, add them first (see New Client Assignment).

• 4
  Select the clinician

  Choose the clinician for this session. Clinicians will see themselves selected by default.

• 5
  Select the appointment type

  Choose from: Individual, Family, Couples, Group, Telehealth, or Intake. This sets the session type that flows into the note and billing claim.

• 6
  Set the date, time, and duration

  Confirm the date and time are correct. Set the duration based on the planned session length (30, 45, 50, 60, or 90 minutes depending on session type).

• 7
  Save the appointment

  Click Save. The appointment appears on the portal calendar and on your Google Calendar automatically. An SMS reminder is sent to the client via Twilio before the session.

Marking a Cancellation or No-Show

• 1
  Click the appointment on the Calendar page

  Click the appointment block to open the appointment flyout panel.

• 2
  Find the status options in the flyout

  The flyout shows the current appointment status and a dropdown or set of buttons to change it.

• 3
  Select the correct cancellation type

  Choose from the following statuses:

  client_cancel — client cancelled with adequate notice (no late fee)
  late_cancel — client cancelled within the late cancellation window (late fee may apply)
  no_show — client did not attend and gave no notice (no-show fee may apply)
  clinician_cancel — clinician cancelled the appointment (no client fee)

• 4
  Save the status change

  The appointment status updates. The billing pipeline is notified — cancelled and no-show appointments do not generate insurance claims. Admin will handle any applicable fees.

Rescheduling an Appointment

• 1
  Mark the original appointment with the correct status

  If the original session did not happen, mark it as client_cancel, late_cancel, or no_show as appropriate.

• 2
  Create a new appointment at the rescheduled time

  Click the new time slot on the calendar and create a fresh appointment. Do not edit the original appointment's date and time directly — this can break the link to any associated note.

• 3
  Confirm the new time with the client

  The portal will send an automatic SMS reminder before the rescheduled appointment. For same-day reschedules, contact the client directly to confirm.

Emergency Numbers

During a Session — Crisis Steps

• 1
  Conduct a safety assessment

  Ask directly about suicidal or homicidal ideation, plan, means, and intent. Document the client's responses verbatim in your session note.

• 2
  If immediate danger — call 911

  Call 911 immediately and stay on the line with the client if safe to do so. For telehealth sessions: keep the video call open on one device while calling 911 on another. Do not wait for supervisor approval before calling 911.

• 3
  Contact Dr. Tanner immediately

  Call or text Dr. Tanner at (806) 319-7400. Do not wait until after the session ends. If you cannot reach him, contact your direct supervisor.

• 4
  Develop a safety plan with the client if not in immediate danger

  Complete a crisis safety plan with the client. Document the safety plan in the session note — include warning signs, coping strategies, support contacts, and the client's agreement to the plan.

• 5
  Document everything in the session note

  In the portal note editor, document the full safety assessment findings, your clinical interventions, the safety plan content, and every person you notified and when. The note should stand alone as a complete clinical record of the crisis event.

Between-Session Crisis Contact

• 1
  Direct the client to 988 or 911

  If a client contacts you in crisis between sessions, direct them immediately to call or text 988 (Suicide & Crisis Lifeline) or go to the nearest emergency room if in immediate danger.

• 2
  Notify Dr. Tanner

  Contact Dr. Tanner at (806) 319-7400 regardless of outcome. Text is acceptable for non-emergency notifications; call if the situation is urgent or unresolved.

• 3
  Document the contact in a between-session note

  In the portal, open the client's Notes tab and create a new note documenting the date, nature of the contact, your response, and who was notified. Link it to the closest scheduled appointment or create a standalone contact note.

How the Supervision Workflow Works

• 1
  You write and sign your session note

  Complete your note in the portal editor and click Sign & finalize. The note enters pending_countersign status automatically.

• 2
  The note appears in the supervisor's queue

  Your supervisor sees the note in their Supervision page at /supervision. They can read the full note and take action from there.

• 3
  Supervisor countersigns or returns for revision

  If the note is complete and accurate, the supervisor clicks Countersign & finalize. The note moves to signed status and billing begins automatically. If changes are needed, the supervisor clicks Return for revision (amber) with written feedback — see the Flagged Notes page for what to do next.

Supervision Hours Tracking

Supervision hours are tracked at /supervision-hours (Sup. Hours in the sidebar). This page logs your accumulated individual and group supervision hours. Contact Dr. Tanner or admin to have hours entered or corrected.

Building Address

All 6 offices are located in the same building:

Offices

HealingChoice operates 6 individual offices within this building. Each clinician is assigned to a primary office. When creating appointments in the portal, select your office location — for telehealth appointments, no physical location is required.

For parking, building access, or after-hours questions, contact Dr. Tanner at (806) 319-7400.

Booking Requests

New client booking requests come in through the booking form and appear in the portal at /booking-requests (bell icon in the sidebar). Admin manages the booking request queue primarily. If you receive a direct referral or a client reaches out to you personally, contact admin to create the client record and schedule the first appointment.