There are several variables to consider when starting a group practice. The Plus plan is the only plan that supports group practices, and it includes access to all the robust features we offer. Clinician roles are an additional $59/month per clinician. Billers, Schedulers, and Supervisors are free, while Practice Managers are an additional $39/month per person. See Adding and managing team members to learn more.
Below, we’ll answer:
- Is a group practice right for me?
- Who should be the Account Owner in my practice?
- Can clinicians share client profiles?
- What access levels will the clinicians in my group practice need?
- How should I plan on calculating payroll and paying other clinicians?
Tip: If you're ready to set up your group practice, see Getting started as a group practice.
Is a group practice right for me?
A SimplePractice group account typically consists of a group of clinicians billing under a single NPI, tax ID, and Online Payments account. Below you'll find a few questions you should be asking when considering if a group account is right for your practice:
|Factors||Solo vs. Group|
What is my billing plan?
|Both solo and group accounts will have their billing connected to one Stripe account, one NPI, and one tax ID.|
Will I be billing insurance?
|Solo practitioners will have the option to file claims under their individual NPI or their organizational NPI if they have one. Groups will be filing claims with their organizational NPI.|
How many other clinicians are in
|If the answer is greater than one and you plan to bill insurance under an organization NPI, you may want to consider being part of a group account.|
Group accounts are designed to consist of multiple clinicians working as employees that are usually paid as contractors. Since a group account only stores one organization NPI and tax ID combination, clinicians will ideally bill insurance under the same Billing Provider details outlined in box 33 of the claim form. To learn more about how to update what populates in box 33, see Entering group billing information.
The rendering provider information that’s required for a claim will appear in box 24j, and will populate from the Clinical tab of the My Profile account settings. Box 24j is expected to populate with the name and Type 1 NPI of the individual clinician that rendered the client services.
Important: Based on the information above, we don’t recommend that sole proprietors, co-ops, or collectives use a group account in SimplePractice if you won’t be billing insurance under a common organization NPI/tax ID combination.
Who should be the Account Owner in my practice?
The structure of a group practice can vary greatly, depending on the size and needs of the practice. Some group practices choose to have a non-clinician office manager as the Account Owner, while others choose a lead clinician to fill the role.
In SimplePractice, the Account Owner is considered a clinician role, and includes full access to all clients, documentation, and reports. Additionally, the Account Owner has exclusive access to the Subscription Information page and the annual Tax Report.
The Practice Manager role on the Plus plan can be used to give a non-clinical team member access to all account settings, except for the Subscription Information setting which is reserved for Account Owners. Practice Managers can also have additional permissions to view clients’ chart notes, questionnaires, other clinical documentation, complete Data Exports, and financial reports for the entire practice. This role can be added alongside other roles, so you can grant the level of access each individual needs. To learn more about the roles available for a group account, see Team member roles and access levels.
Note: We recommend reviewing our Terms of Service before selecting the Account Owner. In addition, make sure to consult with your local regulatory body and disclose the relevant legal information in your intake documents as needed. To transfer account ownership, please reach out to our Customer Success team for assistance.
Can clinicians share client profiles?
You have the option to share clients among clinicians within the same group practice account. We recommend creating separate files for the same client, so that each clinician has their own record of the client.
In these types of situations, you’ll want to be most cautious of the following areas:
Note: For best practices on sharing clients and additional considerations, see Sharing clients.
What access levels will the clinicians in my group practice need?
Both the Account Owner and a Practice Manager can control which information other clinicians in the practice can see, and which settings they’re able to access.
To compare the permissions granted to each clinician access level, see Team members and clinician access levels.
How should I plan on calculating payroll and paying other clinicians?
We've seen a few different ways for group practices to calculate their payroll. The three most common ways are:
- By the hour, using the Appointment Status report
- By service codes, using the Appointment Status report
- Based off of a percentage, using the Income allocation report
Note: The payments on the Income allocation report are based on the date the payments were made, rather than the appointment date. See Calculating payroll for group practices to learn more.