Help Therapy Billing Procedures

Goal:  To ensure accurate and timely billing, we use the locked note status in SimplePractice to indicate that a session is ready to bill.  Below are the other checks you should do before locking your note!


Important Note: We process billing DAILY to ensure you are paid as quickly as possible.  If you lock your note, it is likely the claim will go out that same day or at the latest the next day, please make sure you are locking your notes appropriately.  If you do NOT lock your note, our claim will NOT be billed.


We will NOT contact you to confirm your billing is ready for processing, the locked note is indication that the claim is ready for us to bill.

What Providers (You) Need to Do


We walk through a few different options on how to complete these steps, but the quickest and easiest is to complete all from the link to the appointment on your Simple Practice calendar.


To signal that a session is ready to submit for claims:


1. Confirm Attendance Status: Confirm your client attending their appointment.  If they did not attend, please select the correct option from the drop down menu.  PLEASE NOTE: veterans cannot be charged cancellation fees (Triwest/VA) - these must be marked as "Canceled".


From the calendar, click on the clients appointment link.  Under the drop down where it says "Show" in the screenshot, please indicate the appointment status.


  • Show - Client attended their appointment and will be billed as normal.
  • No Show - Client did not show up or cancel their appointment. They will be invoiced or charged for a No Show.
  • Canceled - Client canceled their appointment in compliance with cancelation rules.  They will NOT be charged a No-Show or late cancellation fee.
  • Late Canceled - Client did not cancel their appointment in compliance with cancelation policy.  They will be charged a late cancelation fee.
  • Clinician Canceled - you (the clinician) had to cancel the appointment.  Client will NOT be charged a fee.



2. Confirm Diagnosis is Added.  For more information on how to add diagnosis codes on Simple Practice, follow this process document here. LINKED


3. Confirm CPT Code is what you want billed.  If we are adding the appointment, we will add the relevant CPT codes based on the appointment type.  However, if you changed something in the appointment type or need to add a CPT code to your own visits, please check that is accurate.  You can modify these directly from your calendar. 


  • Select Patient appointment that you want to double check (click on it from your calendar)
  • Look at the services and modifiers section
  • Confirm that the relevant CPT codes are added or select the drop down to change or "add service" to add additional services


4. Confirm Place of Service (POS). While you are confirming CPT codes, you can also confirm Place of Service.  Click the drop down to change where you saw the client.  "Video Office" is for all telehealth visits.  If you saw the patient in person, please select the appropriate office location from the drop down menu.



5. Lock your Note


1. Log into SimplePractice

Go to simplepractice.com and sign in with your provider login.

2. Complete Your Progress Note

  • Go to the client’s profile → select the appointment.

  • Click Add Note or Edit Note.

  • Fill out the session documentation (SOAP, DAP, or your preferred format).

You can also do this directly from the appointment on your calendar by clicking "Add Note"



3. Lock the Note

  • Once the note is complete, select "Sign" to sign and lock the note

  • Confirm your choice. The note will show your signature and the date and time it was locked once completed

When Is a Session Ready for Billing?

Your claim will be submitted only after both of the following are true:

✅ The progress note is locked
✅ The appointment has occurred (not canceled or marked as no-show)

 A locked note is your signal to us that the session is complete and the information is final.

How We Track It

The billing team will review your calendar and client appointment history for:

  • A status of “Locked” for the session

No further action is required from you after locking your note—we'll take it from there!

Need to Make a Change?

If you need to revise the note:

  • Go back to the session

  • Click “Unlock Note”

  • Make your edits, then re-lock it once complete

  • Please note, if you unlock a note please remember to re-lock it after you complete your adjustments.


If you don’t want to unlock the note, but want to add additional information you can add additional psychotherapy notes by following the process above and instead of selecting the progress note editing the psychotherapy note.




⚠️ We do not submit claims for sessions with unlocked or incomplete notes to avoid claim rejections and compliance issues.