SimplePractice Tutorial — Complete Setup Guide for New Therapists
This step-by-step SimplePractice tutorial walks you through every setup task from creating your account to writing your first progress note. Most therapists complete the full setup in under 2 hours.
Updated May 2026 · Covers SimplePractice Essential and Professional plans
Total setup time: approximately 80 minutes
You can complete each step independently — you do not need to finish everything in one session. Steps 1–2 (account + BAA) are required before adding any client data.
Create Your Account and Start the Free Trial
5 minutesGo to SimplePractice.com and click Start Free Trial. You get 30 days free — no credit card required. During signup, select Solo Practice or Group Practice, choose your profession (therapist/counselor/psychologist), and set your time zone. SimplePractice will pre-configure defaults based on your answers.
Use your professional email address, not a personal Gmail — this is the address clients will see on invoices and intake forms.
Sign Your HIPAA Business Associate Agreement
2 minutesBefore adding any client data, sign your BAA. Go to Settings → Practice → Business Associate Agreement. Click Review and Sign. SimplePractice's BAA covers all features: telehealth, messaging, billing, and the client portal. The signed BAA is what makes SimplePractice legally HIPAA-compliant for your practice.
Download and save a copy of the signed BAA for your records. Auditors may request it.
Configure Your Practice Settings
15 minutesUnder Settings → Practice, add your practice name, address, NPI number, and logo. Under Settings → Calendar, set your working hours, appointment duration defaults, and buffer time between sessions. Under Settings → Billing, add your tax ID and billing provider information if you accept insurance.
Set a 10–15 minute buffer after sessions now — it's much harder to change once you have clients booked.
Customize Your Intake Forms
20 minutesGo to Settings → Client Portal → Intake Forms. SimplePractice includes default templates for consent, demographics, and credit card authorization. Customize each form: add your cancellation policy, fee schedule, and any practice-specific questions. Clients complete these electronically before their first session — no paper forms needed.
Add your specific telehealth consent language to the intake form if you do video sessions. State law may require this.
Add Your First Client
3 minutesClick New Client in the top right. Enter their name and email. SimplePractice will automatically send them a Client Portal invitation and a link to complete your intake forms. The client's record is created immediately — you can add session notes, billing codes, and documents as soon as they appear.
Add a client before your first session so you can test the intake form flow from the client's side before go-live.
Schedule Your First Appointment
2 minutesClick any open slot on your calendar. Select the client, appointment type (initial session, 45-min psychotherapy, etc.), and whether it's telehealth or in-person. SimplePractice automatically sends a confirmation email and adds the appointment to the client's portal. If you enabled automated reminders in Settings, the client will receive a reminder 48 hours before.
Create an appointment type called 'Free Consultation' at $0 so you can book discovery calls without creating billing entries.
Write Your First Progress Note
10 minutesAfter a session, click the appointment on your calendar and select Add Note. Choose a note template — SimplePractice includes SOAP, DAP, BIRP, and free-form options. Complete the note and click Sign. Signed notes are locked and cannot be edited, which satisfies HIPAA audit requirements. If you need to correct a signed note, use the Amendment function.
Set up a note template once and it will autopopulate fields for every session. This alone saves 5–10 minutes per note.
Set Up Billing and Run Your First Claim
15 minutesIf you accept insurance, go to Settings → Billing → Insurance and add your payer list. SimplePractice connects directly to insurance clearinghouses — you submit claims from within the app. For self-pay clients, SimplePractice can generate invoices and superbills automatically after each session. Add a client's credit card to their profile to enable autopay.
Enable autopay for self-pay clients from day one. Chasing payments after the fact is the main source of billing headaches.
Do a Test Telehealth Session
10 minutesBefore your first real telehealth session, schedule a test with yourself (or a colleague). Click the telehealth link in the calendar appointment. SimplePractice telehealth runs in the browser — no app download needed for clients. Test your camera, microphone, and screen share. The waiting room feature lets you know when your client has joined.
Send yourself the client-side link and open it in a private browser window to see exactly what your client sees.
After Setup: 3 Things to Do in Your First Week
Test the client experience end-to-end
Add yourself as a test client, complete the intake forms from the client side, book a test telehealth session, and write a test note. Fix anything that feels awkward before real clients see it.
Set up your online booking page
SimplePractice gives you a public booking page at simplepractice.com/go/[yourname]. Share this link on your Psychology Today profile, website, and email signature. New clients book directly into your calendar without calling.
Add your cancellation policy to invoices
Go to Settings → Billing → Invoice Settings and add your cancellation policy text. It appears on every invoice automatically — no need to remind clients verbally.
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FAQ — SimplePractice Setup
Do I need to sign a BAA before adding clients to SimplePractice?
Yes. The Business Associate Agreement is what makes SimplePractice HIPAA-compliant for your practice. Go to Settings → Practice → Business Associate Agreement and sign it before entering any client information. It takes about 2 minutes.
How long does SimplePractice setup take?
Most therapists complete initial setup in 60–90 minutes. The main time-consuming tasks are customizing intake forms (20 minutes) and configuring billing (15 minutes). You can complete setup in stages — you do not need to finish everything before seeing your first client.
Can I import clients from another EHR into SimplePractice?
SimplePractice supports CSV client imports for basic demographic data. For clinical records (notes, treatment plans), you will need to upload documents manually — there is no automated migration from other EHR systems. Their support team can guide you through the import process.
Is SimplePractice telehealth included in all plans?
Yes — SimplePractice telehealth is included in all paid plans, including the Starter plan at $29/month. There is no additional fee for telehealth. The telehealth feature is covered under your existing BAA.