Help Therapy <> Therapy IQ 

Provider Manual & Process Guide

Updated: 11-15-2024

Table of Contents

  1. Dashboard Overview

    • Missing Document Alerts

    • Operational Alerts

    • Missing Signature Alerts

  2. Quick Actions Toolbar

  3. Your Provider Profile

    • Updating Provider Demographics

    • Managing Availability

  4. Client IQ

    • Accessing Client Information

    • Client Chart Overview

    • Client Progress Notes

    • Client Files

    • Forms Library

  5. Calendar IQ

    • Managing Appointments

    • Syncing Google Calendar

  6. Email IQ

    • Sending HIPAA-Compliant Emails

  7. How to Start a Telehealth Session

  8. How to Ensure Billing Goes Through

  9. Troubleshooting & FAQs

  10. Security & Compliance

  11. Contact Support

  12. Feedback & Updates






1. Dashboard Overview

The Dashboard is your central hub for managing documents, appointments, and other key tasks.

Missing Document Alerts

This alert notifies you when documents (e.g., treatment plans, progress notes) are missing or need to be completed.

  • What to Do:

    1. Click on the alert to open the drop-down menu.

    2. Select the document that needs attention (e.g., progress notes or treatment plan).

    3. Complete or review the document as needed.

  • Missing Signatures:
    If a document requires your signature, an alert will appear in this section. Click on the drop-down menu to open the document and sign it.

Operational Alerts

This section is especially useful for providers working with Triwest, where you can manage patient authorizations and other important documentation.


  • What to Do:

    1. Click on the alert to view details.

    2. Check for any expiring Prior-Auths or other relevant patient care documents (e.g., informed consent forms).

    3. Take action by reviewing, renewing, or completing necessary documents.

Missing Signature Alerts

This section notifies you when your signature is missing from a document.

  • What to Do:

    1. Click on the alert to see the document in question.

    2. Review and sign the document as needed.

2. Quick Actions Toolbar

This toolbar gives you fast access to essential features. Here's a quick guide to the icons:

  • History Tab (Clock Icon):
    View recently visited sections of the platform.

  • Email Icon:
    Quickly send encrypted and HIPAA-compliant emails to patients or Help Therapy personnel.

  • New Appointment (Calendar Icon):
    Add a new patient appointment directly to your calendar.

  • New Patient (Person Icon):
    Add a new patient to the system. For referrals, Help Therapy will enter them for you, but for private billing clients, you can add them yourself.

3. Your Provider Profile

This section allows you to manage your profile and availability for clients.

Updating Provider Demographics

  • What You’ll Find:

    1. Your basic provider information (name, contact, etc.)

    2. Billing information (if applicable)

  • How to Update:

    1. Click the Edit button (pencil icon) in the top-right corner of your demographics section.

    2. Update any details as necessary.

    3. Important: Notify Help Therapy of any changes to ensure proper billing.

Managing Availability (Time Management Tab)

Your availability is crucial for scheduling clients. You can manage your time blocks here to ensure you're booked correctly.

  • How to Update:

    1. Click on the Time Management tab under your profile.

    2. Adjust your hours of availability for Help Therapy clients.

    3. Watch the Video on Updating Your Calendar for a walkthrough.

Video Updating Your Calendar on TherapyIQ


4. Client IQ

ClientIQ is where you manage all your patient data and documentation.



This video will walk you through how to add a new client to your TiQ account: Video Adding A New Client

Accessing Client Information

To view client details:

  1. Navigate to the ClientIQ section.

  2. Select the client from the list to open their chart.

Client Chart Overview


Each client’s chart includes several sections:

  • Client Demographics: Click the pencil icon to edit or add additional services (e.g., therapy, consultations).

  • Client Progress Notes:
    You can start a new note directly from the progress notes section or from the appointment page.

  • Client Files:
    View completed client forms, such as intake forms, treatment plans, or signed consents. These files are stored within the system and can be easily accessed for review or printing.

  • Client Portal:
    This allows you to see what the client can view and access within their portal. You can guide clients through their portal if they have questions.

  • Forms Library:
    Here you’ll find all available forms for both you and your clients. Custom forms specific to your practice or requests from Help Therapy will also be listed here.

  • Chart Notes:
    Quick access to client chart notes allows you to review past notes and start new ones directly from the portal.

This video will go over a quick run through of the Patient’s Chart: 

Video of Patient Chart Overview


5. Calendar IQ

CalendarIQ helps you manage appointments and integrates with your Google Calendar.

Managing Appointments

  1. Navigate to CalendarIQ in the toolbar.

  2. Select the time slot for the new appointment and fill in client details.

  3. Watch the Video on How to Schedule a New Appointment for detailed instructions.

Syncing Google Calendar

To sync with your Google Calendar:

  1. Navigate to the Calendar IQ settings.

  2. Follow the steps in the Video on Google Calendar Sync to link your accounts.

Video on how to schedule a new appointment: Link to Video


Video on how to link your google calendar to TherapyIQ calendar: Link to Video

6. Email IQ

You can send HIPAA-compliant emails directly through the TherapyIQ platform.

  • How to Send an Email:

    1. Click on the Email IQ icon in the toolbar.

    2. Select the recipient (client or Help Therapy staff).

    3. Compose your email and hit Send.

  • Video Guide: How to Email from TherapyIQ: Link to Video

7. How to Start a Telehealth Session

To begin a telehealth session:

  1. Navigate to CalendarIQ:
    Select the scheduled telehealth appointment from your calendar.

  2. Start the Session:
    Click the Start Session button for the selected telehealth appointment.

  1. Grant Permissions:
    Allow access to your microphone and camera when prompted.

  2. Neutral Background Reminder:
    Ensure you're in front of a neutral background, as there is no background feature yet.

  3. Troubleshooting:
    If you encounter issues, check your device settings for camera and microphone permissions, or contact support.

8. How to Ensure Billing Goes Through

It’s essential to confirm your client’s attendance after each session to ensure accurate billing.

1. Record Attendance

After the session, click on the "Record Attendance" button. This is crucial for proper billing and eliminating the need for billing sheets.

2. Select Attendance Option

You’ll be presented with a drop-down list of options. Here’s what each option means:

  • Attended:
    Select this if the client attended the appointment. This will trigger normal billing.

  • No Show:
    Select this if the client missed the appointment without calling or cancelling. Note: Veterans cannot be billed for no-shows, so do not select this option for them.

  • Client Cancelled:
    Use this option if the client cancelled the appointment, or if a veteran did not show up. This will not trigger a bill.

  • Provider Cancelled:
    Select this if you cancelled the appointment. No bill will be triggered.

  • Late Cancel:
    Choose this if the client cancelled the appointment outside of the cancellation policy timeframe. This will trigger a bill to the client but cannot be applied to veterans.

3. Final Confirmation

Once you’ve selected the appropriate option, confirm it to allow billing to proceed.

Reminder: Always finish your documentation after confirming attendance to ensure everything is properly processed for billing.

9. Troubleshooting & FAQs

Common Issues:

  • Missing Document Alerts Not Showing Up: Ensure that your filters are not set to hide certain document types. Try refreshing the page or checking for system updates.

  • Telehealth Session Not Starting: Double-check your device’s camera and microphone permissions. If the issue persists, try using a different browser or device.

How to Contact Support:

10. Security & Compliance

TherapyIQ is fully HIPAA-compliant, ensuring that your client data is protected.

Best Practices:

  • Password Security: Use strong, unique passwords for your account and update them regularly.

  • Data Protection: Always log out after completing your session to prevent unauthorized access.

  • Secure Communications: Ensure all email communications are sent via the HIPAA-compliant platform within TherapyIQ.

11. Contact Support

For any questions or issues not covered in the manual, please reach out to our support team:

For any technical difficulties, contact Help Therapy support at:
Support Emails: [email protected], [email protected], [email protected]    
Phone: 858-481-8827