Therapy Progress Notes Template Caseload Tracker Spreadsheet Therapist Planner Excel Google Sheets Session Log Treatment Plan Billing

THERAPY PROGRESS NOTES AND CASELOAD TRACKER SPREADSHEET — thirteen connected tabs for Excel and Google Sheets

You keep three lists: the clients on your caseload, the sessions you hold, and the notes you write. The file does the rest. It tells you which notes are still unsigned and which are past your own deadline, who is due back with nothing booked, what you billed and collected this month, who still owes what, which treatment plans are due for review, and how far along your supervision and direct hours are. The Progress Notes tab writes the note from dropdowns.

WHAT MAKES IT DIFFERENT

• The note deadline nobody else tracks. Set the hours you give yourself to sign a note and the Dashboard lists every unsigned note, soonest first: overdue, due today, due Sunday. Change the deadline from 48 hours to 24 and the overdue count moves. Sign a note and it drops off the list.
• Progress notes that write themselves. Pick the presentation, the risk statement, two interventions, the client's response, the progress and the plan from dropdowns, add what only you know, and the file assembles the note as one paragraph with the session number, code and format pulled from the log. Sixty-six clinical phrases as shipped, yours to edit into your own voice.
• A caseload that keeps itself. One row per client, by ID or initials: sessions to date, last session, next booked, due back, unsigned notes, balance and the plan review date are all worked out from the log.
• The money, counted. Leave the fee blank and the file uses the client's fee or the code's fee. Billed, collected and outstanding by client and by payer, the no-show rate, and a superbill helper: type a client and a month and the sessions list themselves under your NPI, tax ID and license.
• Outcomes and hours. PHQ-9 and GAD-7 scores by date with severity, baseline, change and direction. Supervision hours and direct client hours against what your board requires.
• Works in Excel 2016 and later AND Google Sheets AND Apple Numbers. Portable formulas only, no add-ons, no login, no monthly fee.

THE THIRTEEN TABS

1. Start Here — the four things to do first, what every tab is for, and the record-keeping note
2. Setup — the practice, the note deadline in hours, the plan review interval, sessions you can hold a week, session codes with minutes and your fees, NPI and license for the superbill, and the dropdown lists
3. Dashboard — notes still to sign, notes overdue, active clients, this week against capacity, billed this month, outstanding, notes to sign soonest first, the next seven days, due back with nothing booked, this month
4. Caseload — one row per client: status, frequency, slot, format, modality, concern, payment, fee, diagnosis code, plan date. Sessions, last, next, due back, days since, unsigned, balance and review are worked out. 60 rows
5. Session Log — one row per session: date, time, client, code, format, attendance, fee, paid, method, note status. Fee charged, note due by, standing and balance are worked out. 400 rows
6. Progress Notes — the note builder. 120 rows
7. Note Wording — the phrase bank behind the dropdowns: presentation, risk, interventions, response, plan
8. Treatment Plans — goals, objectives, measures, target dates, progress, and the review standing per client
9. Schedule — the week in view, hour by hour, drawn from the log, against capacity
10. Billing — billed, collected and outstanding this month by client and by payment type, missed sessions, and the superbill helper
11. Outcomes — PHQ-9 and GAD-7 scores by date: severity, baseline, change, direction, with the published cutoffs in an editable table
12. Supervision Log — supervision hours and direct client hours against what your board requires
13. How the Math Works — every formula in plain English, and the honest warnings

WHAT YOU GET

• The workbook in four colorways: Colorful, Editorial, Light and Dark. Same tabs, same formulas, pick the one you can look at all day.
• A two-page quick-start PDF: the four things to do first, what every tab is for, and the honest warnings.
• A full video walkthrough on YouTube, linked in the file and below.
• A worked sample (an invented solo practice: 17 active clients, six weeks of sessions, six notes still to sign) so every tab has something to show on the first open. Type over it.

WORKS WHERE YOU WORK

Microsoft Excel 2016 or later on Mac or PC. Google Sheets — upload the .xlsx to Drive and open it. Apple Numbers opens it too. Portable formulas only: no macros, no add-ons, no login, no subscription. Nothing to install and nothing that expires.

FOUR HONEST WARNINGS, BECAUSE YOU SHOULD KNOW BEFORE YOU BUY

1. This is a spreadsheet, not an electronic health record. Use client IDs or initials, keep the file on an encrypted drive with a password, and follow your board's and your state's record-keeping rules.
2. The superbill helper is a summary for the client to send on. It is not a claim form and it submits nothing.
3. Every board counts hours toward licensure its own way. Type the numbers your board uses and check what it counts.
4. The outcome bands are the published cutoffs for the PHQ-9 and GAD-7, kept in a table you can edit. They are not a diagnosis.

INSTANT DOWNLOAD

This is a digital product. Nothing is shipped. The files are available the moment your payment clears, and you can download them again from your Etsy account any time.

WATCH THE FULL WALKTHROUGH before you buy - six minutes, every screen the real file:
https://youtu.be/Ur1ECx3vdFo

Questions before or after? Message us any time — we answer every one.

NicheToolkits builds spreadsheets that do the arithmetic so you do not have to.

This is a record-keeping tool for clinicians. It is not an electronic health record, it does not submit claims, and it is not clinical or legal advice.