Tracking group appointments

Applies to: SimplePractice (Legacy “Old”), SimplePractice (New Group Type), TherapyNotes, TheraNest/Ensora, IntakeQ, Jane

PracticeVital (PV) supports multiple ways to count and report on group services. Exactly what we can see and how we count depends on how each EHR represents a group appointment. Use this guide to choose the right counting method and understand the limits per EHR.

Need PV to adjust how your groups are tracked? Contact PracticeVital Support and we’ll configure the right setup for your EHR and goals. Please include your preferred tracking option (by attendee, by appointment, or with a coefficient), and whether these sessions should count toward retention.

• Group appointment structure (from EHR): How the EHR sends group events to PV (e.g., a single appointment with multiple clients vs. separate simultaneous single‑client appointments). This shapes what PV can count.

• Count by attendee: A completed session (credit) per client present in the group using a value you assign like 0.25 per attendee

• Count by appointment (1 each): One completed session per group event, regardless of how many clients attended.

• Count by appointment with coefficient: Count per event multiplied by a coefficient (e.g., 2.5) you define.

• Recognize clients: Whether PV can list/attribute the appointment to the actual clients on the event.

• Recognize multiple clinicians: Whether PV can attribute one group to multiple staff on the same event.

• Count toward retention: Whether group attendance contributes to PV’s retention metrics.

How groups arrive: SP Old sends simultaneous single‑client appointments; PV treats each like a normal appointment and can synthesize per‑event counts.

What you can count

• By attendee: ✅ Supported.

• By appointment (1 each): ✅ PV can compute a synthetic single count per group time block.

• By appointment w/ coefficient: ✅ Configure via code mapping (e.g., 2.5 per group event).

Attribution

• Clients: ✅ PV recognizes clients.

• Multiple clinicians: ❌ Not supported.

Retention

• ❌ Does not count toward PV retention.

Example
Ten clients in a 60‑min group:
• By attendee → 10 completed sessions.
• By appointment (1 each) → 1 completed session.
• Coefficient 2.5 → 2.5 completed sessions.

How groups arrive: One appointment listing multiple clients on a single event.

What you can count

• By attendee: ✅ Supported.

• By appointment (1 each): ✅ Supported.

• By appointment w/ coefficient: 🚫 Not supported at this time.

Attribution

• Clients: ❌ Not recognized individually by PV.

• Multiple clinicians: ❌ Not supported.

Retention

• ❌ Does not count toward PV retention.

Tip
Choose By attendee if you need volume to reflect group size; choose By appointment if you want one per group regardless of roster.

Note
PracticeVital checks for the progress note on the group appointment only; not for each attendee.

How groups arrive: One appointment with multiple clients.

What you can count

• By attendee: ✅ Supported.

• By appointment (1 each): ✅ Supported.

• By appointment w/ coefficient: ✅ Supported.

Attribution

• Clients: ➖ PV only captures the first client on the event.

• Multiple clinicians: ❌ Not supported.

Retention

• ❌ Does not count toward PV retention.

How groups arrive: One appointment with multiple clients and staff; when multiple staff are listed, the EHR creates separate appointments per staff.

What you can count

• By attendee: ❌ Not supported.

• By appointment (1 each): ✅ Supported.

• By appointment w/ coefficient: ✅ Supported.

Attribution

• Clients: ➖ PV only captures the first client on the event.

• Multiple clinicians: ✅ Supported (since the EHR creates multiple staff‑specific appointments).

Retention

• ❌ Does not count toward PV retention.

How groups arrive: Simultaneous single‑client appointments; PV logic mirrors single appointments.

What you can count

• By attendee: N/A (groups aren’t sent as multi‑client events).

• By appointment (1 each): ❌ Not supported as a built‑in mode.

• By appointment w/ coefficient: ✅ Supported (via code mapping).

Attribution

• Clients: ✅ PV recognizes clients.

• Multiple clinicians: N/A.

Retention

• ✅ Counts toward PV retention.

How groups arrive: Simultaneous single‑client appointments; PV logic mirrors single appointments.

What you can count

• By attendee: N/A.

• By appointment (1 each): ❌ Not supported as a built‑in mode.

• By appointment w/ coefficient: ✅ Supported.

Attribution

• Clients: ✅ PV recognizes clients.

• Multiple clinicians: N/A.

Retention

• ✅ Counts toward PV retention.