Therapist Caseload Tracker Spreadsheet | Insurance Authorization & No-Show Fee Tracker | Private Practice Excel and Google Sheets

Seller's description

Keep your whole caseload in one spreadsheet: who is active, whose insurance authorization is running low or ending soon, who owes you money, and which waitlist clients haven't heard from you in a while.

The Therapist Caseload Tracker is a protected, formula-driven workbook for solo therapists and counselors in private practice. It works in Excel and Google Sheets, uses client ID codes only (no names, no clinical notes), and has no macros or add-ons.

WHAT IT DOES
• Clients tab: one row per client ID (room for 200). Status (Waitlist, Intake, Active, Discharged), last contact, referral source, intake and consent dates, payer, authorization number, authorized visits, authorization dates, card on file, and no-show policy signed.
• Sessions tab: one row per session (room for 1,000). Date, client ID (dropdown), session type, length, CPT code, amount charged, amount paid, payment method, attendance (Attended, Late cancel <24h, No-show), fee charged and fee collected.
• Authorizations tab: fills in automatically. Visits used (attended sessions dated inside the authorization), visits remaining, days to the end date, and a status of OK, Low visits, Ends in N days or EXPIRED. Alerts trigger at 3 visits left or 30 days to the end date by default; you can change both.
• Fees & Balances tab: balance per client with aging (0-30, 31-60 and over 60 days by default, based on a threshold you set) and an Overdue flag, plus a ledger of no-show and late-cancel fees. Fee amounts fill in from your Settings (defaults: $75 late cancel, $100 no-show), with an optional override on any session.
• Dashboard: active caseload, intakes in progress, waitlist, stale waitlist (14+ days without contact by default), authorization alerts, authorizations ending within 30 days, total outstanding, overdue balance and unpaid fees. A color-coded "Needs attention" list of up to 20 clients with the reason, plus a 12-month table and chart of collected vs. charged.
• Lists & Settings: edit your payers, session types, CPT codes, fees and alert thresholds.
• Every tab is protected with no password, so formulas can't be overwritten by accident. Input cells stay editable.

WHAT YOU GET
1. A zip file with: a SAMPLE workbook (.xlsx) filled with fictional clients and sessions so you can see every alert working; a BLANK workbook (.xlsx), the same workbook empty and ready for your caseload; and the Setup Guide & FAQ (PDF).
2. The Setup Guide & FAQ as a separate PDF.
3. A one-page Start Here PDF: how to unzip and open the files.
Etsy can't deliver .xlsx files directly, so the workbooks come inside a zip file.

HOW IT WORKS IN EXCEL AND GOOGLE SHEETS
• Excel 2016 or later / Microsoft 365 (Windows and Mac): unzip the download, open the BLANK workbook and click Enable Editing. There are no macros, so you are never asked to enable them.
• Google Sheets: unzip, upload the .xlsx to Google Drive, open it and choose File > Save as Google Sheets. Formulas, dropdowns and color alerts carry over. Excel's sheet protection does not, and the setup guide shows how to re-protect the formula columns.
• Linux: use Google Sheets or LibreOffice Calc.
• Apple Numbers: formulas calculate, but color alerts and some dropdowns may not import. Use Excel or Google Sheets for the full experience.

WHO IT'S FOR
Solo therapists and counselors (for example LPC, LCSW, LMFT or psychologists) who bill clients or insurance and want a simple, private place to track caseload logistics, authorizations and balances. It is designed for one clinician; a group practice with several clinicians is better served by a practice-management system.

GOOD TO KNOW
• It tracks one active authorization per client row. For a second concurrent authorization, use a second ID (for example C-101-B).
• The Dashboard groups revenue by session date, not by the date a payment arrived.
• Day counts use today's date and update automatically.

PRIVACY
Client ID codes only. There are no fields for names, dates of birth, diagnoses or clinical notes, so please don't add them. This is an organizational spreadsheet, not an EHR, billing service or HIPAA compliance solution.

NOT INCLUDED
Clinical notes or documentation, claim submission, an EHR, macros, or legal, billing, tax or clinical advice.

INSTANT DOWNLOAD
Your files are available on your Etsy Downloads page as soon as your payment clears. Nothing physical ships.

LICENSE
One license per buyer, for use in your own practice. Please don't resell, share or redistribute the files. Need copies for more than one clinician? Message us before you buy.

DESIGN NOTE
Designed by Sparta Labs. AI tools were used to help build and document this template. All sample data is fictional.

QUESTIONS?
Message us through Etsy. Please never send client information.