Account setup for group practices – On-demand class

Travis

Updated February 24, 2026 23:43

Welcome to this video course on Simple practice account setup for group practices. In addition to learning how to use simple practice in a group practice, we'll focus on topics such as team member roles and permission levels, online appointment requests, and billing as a group. As with any big project, it helps to break it down. So this course page is divided into sections to take step by step or delegate to others when you can. We also have a team of specialists that are dedicated to help group practices along the way. So please reach out and ask questions. In fact, after about a week in your trial, keep an eye out for an email to schedule your onboarding call. This way, you can connect with our team and ask any specific questions you have after setting up the basics in this course. In this first video, we'll cover some important tips for group practice owners to know at the beginning of the process. First in simple practice, we refer to the account owner, who is the person who started the simple practice account. To find out if you are the account owner, in the upper right, click your avatar or the circle with your initials. The account access level is listed at the top. In most cases, this individual should be the owner of the group practice. So if you're working with a colleague to explore several EHRs and they started this account, please reach out to our team to assist with an account transfer. Second, let's talk about NPI numbers and insurance. If you are planning to bill insurance, we recommend you start setting up your insurance enrollments as soon as possible Simple this can take a few weeks to process. For more guidance on how to do this, we have a class on getting started with insurance available in the help center. Group practices usually use a group NPI and group tax ID, and each clinician uses their individual NPI as their rendering NPI. To review this information, navigate to settings, client billing and insurance, insurance documents. Review the information listed under your billing provider info. Please note that if you have team members or independent contractors who are planning to bill under their own NPI and tax ID, we recommend that they use a separate simple practice account instead of your shared group account. Third, it saves some time and hassle if you or your admin team are able to update your intake paperwork before adding your clinicians. This is because in most cases, your clinicians don't have access to customize the consent forms and other intake documents. If you'd like to give them access, you can temporarily raise their access level on the team member's page and then change it back when they've completed customizing their documents. Later in this course, we have a video guide for updating your intake paperwork, so set aside some time to follow along with that. In the next section of this course, we'll cover the basic simple practice workflows for group practices.

About this class

This Account setup class is specifically designed for Account Owners and practice managers of a group practice.

Tip: To help your team get started in SimplePractice, you can share these on-demand classes for clinicians, schedulers, and billers in a group practice. For more information on the available roles for team members, see Team member roles.

In this on-demand class, we’ll cover:

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Part 1. Welcome - Account setup for group practices
Part 2. Getting started tour
Part 3. Three most important areas to set up
Part 4. Setting up your Client Portal
Part 5. Shareable documents
Part 6. Notes & documentation
Part 7. Billing & insurance
Part 8. Add team members and clients
Part 9. Popular SimplePractice features

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Part 1. Welcome - Account setup for group practices

In part 1, we'll cover:

3 important tips for Account Owners
- The individual who started the account will be the Account Owner by default, and they'll have the ability to customize all account settings
- If you plan to bill insurance, add your NPI number and submit insurance enrollments early
- Customize consent and intake forms before adding clinicians
How to share training resources with your team, including how to view and share Help Center guides

Part 2. Getting started tour - 8 min

In part 2, we’ll review the main workflows in SimplePractice to help you get started in 15 minutes or less. The main workflows covered in part 2:

Part 3. Three most important areas to set up

In part 3, we'll review 3 most important areas to set up. Account Owners can update:

Clinical information at Settings > Profile > Clinical info
Practice information at Settings > Practice > Practice details
Consent documents and intake forms at Settings > Documentation > Intake documents
Billing document settings at Settings > Client billing and insurance > Client billing documents
Insurance billing document settings at Settings > Client billing and insurance > Client billing documents

Part 4. Setting up your Client Portal

In part 4, we'll review customizing and setting up your Client Portal where clients can log in, fill out paperless intake forms, and view appointments. Client Portal setup includes:

Part 5. Shareable documents

In part 5, we'll go into more depth and finish customizing your practice's shareable documents. Specifically, we’ll review:

Part 6. Notes & documentation

Part 6 includes three videos that take a closer look at documentation in SimplePractice.

Video 1: In this video, we’ll take a quick tour of documentation on the client’s Overview page.

Video 2: In this video, we’ll review how to add a progress note for an appointment.

Video 3: In this video, we’ll review other types of documentation available in SimplePractice, including chart notes, administrative notes, other documents, diagnosis and treatment plans, and mental status exams.

Part 7. Billing & insurance

Part 7 includes five videos that walk through client billing and insurance setup in SimplePractice.

Video 1: In this video, we’ll start with a high-level overview of the client billing process.

Video 2: In this video, we’ll walk through setting up online payments so you can process credit card payments in SimplePractice.

Video 3: In this video, we’ll review how to set up service codes at Settings > Billing > Services and Products > Services.

Video 4: In this video, we’ll review how to set up insurance and enrollments at Settings > Billing > Client billing and insurance > Insurance documents.

Video 5: In this video, we’ll review how to set up insurance payer enrollments at Settings > Billing > Client billing and insurance > Payers.

Part 8. Add team members and clients

Part 8 includes videos that show you how to add team members to your SimplePractice account, import your client list, and work with your team members to support their productivity.

Video 1: In this video, we’ll review how to add team members to your group practice.

Important: Each person logging into a SimplePractice account is required to use their own email and password, even within a group practice. Sharing account login credentials violates Section 6 of our Terms of Service, results in an inaccurate HIPAA Audit Log for compliance, and puts the security of client data at risk.

Video 2: In this video, we’ll go over how to add clients to your account manually. If you have a large number of active clients, you can also import your clients with help from our team.

Part 9. Popular SimplePractice features

Part 9 includes videos that highlight commonly used features designed to support group practices.

Video 1: In this video, we’ll cover enabling online appointment requests and setting up your availability.

Video 2: In this video, we’ll walk through how to securely message with clients and other members of your group practice.

Video 3: In this video, we’ll review how to customize client reminders for appointments and other notifications.

Video 4: In this video, we’ll review how to use the Analytics dashboard and reports to better understand your practice.

Video 5: In this video, we’ll cover additional tools that can be helpful for group practices, including: