DocumentationFor Providers: Getting Started
Back to Documentation

For Providers: Getting Started

Spend less time on prep and documentation—and more time present with your clients.

Welcome to Theryo

You're here because clinical documentation takes too long. Because cold starts waste the first 10 minutes of every session. Because EHRs are designed for billing, not healing.

Theryo fixes that.

This guide walks you through setup—from account creation to your first session note. Setup takes under 10 minutes. No training calls, no complex configuration.

What Theryo Does for Providers

✅ Prep in minutes, not hours - PrepFlow reduces prep time from 15+ minutes to under 4 ✅ Documentation that writes itself - AI drafts session notes. You review, edit, sign ✅ Client engagement between sessions - Your clients journal privately. You see patterns ✅ Care plans with evidence - Link interventions to research. Track progress over time ✅ Clinical Assistant - Research questions answered with PubMed citations ✅ HIPAA compliant by default - BAA available immediately. Zero breaches. Ever.

You're always in control. AI drafts. You decide. Always.

Step 1: Create Your Professional Account

Account Registration

  1. Navigate to app.theryo.ai/auth/login/provider
  2. Enter your professional email - Use your practice email
  3. Create a secure password - Minimum 8 characters
  4. Select "Provider" as account type

Complete Professional Information

Required fields:

  • License type (LCSW, PhD, PsyD, LPC, LMFT, MD, etc.)
  • License number
  • State of licensure
  • NPI number (optional but recommended)
  • Practice name (optional)

💡 Have your license documents ready. You'll need them for verification in the next step.

Step 2: License Verification

Theryo verifies all provider licenses to maintain platform integrity.

Upload Verification Documents

  1. Click "Upload License" in your dashboard
  2. Upload required documents:
    • Copy of current professional license
    • State board verification (if required by your state)
  3. Submit for review

Verification timeline:

You'll receive email notification when verification is complete.

⚠️ While verification is pending, you can explore the platform but cannot manage clients or create clinical documents.

Step 3: Set Up Two-Factor Authentication

Two-factor authentication (2FA) is required for all provider accounts.

Enable 2FA

  1. Navigate to Settings > Security
  2. Click "Enable Two-Factor Authentication"
  3. Choose your method:
    • Authenticator app (recommended) - Google Authenticator, Authy, etc.
    • SMS codes - Text message to your phone
  4. Scan QR code (authenticator app) or enter phone number (SMS)
  5. Enter verification code to confirm
  6. Save backup codes - Store these securely

✅ Best Practice: Use an authenticator app rather than SMS for enhanced security.

Step 4: Explore Your Provider Dashboard

Navigate to /provider/dashboard to see your command center.

Dashboard Sections

Key Metrics (Top Cards):

  • Unsigned Sessions - Session notes awaiting your signature
  • Signed Sessions - Completed, locked documentation
  • Active Clients - Current client roster count
  • Documentation Rate - Completion percentage

Sessions Over Time Chart:

  • Visual representation of session volume
  • Filter by week, month, quarter
  • Spot capacity trends

Recent Sessions:

  • Quick access to latest documentation
  • Status indicators (draft, signed, needs attention)
  • Direct links to complete or review

Quick Actions:

  • Create session note
  • Add new client
  • View PrepFlow for upcoming session
  • Access Clinical Assistant

Understanding Metrics

Unsigned Sessions:

  • Notes you've created but not signed
  • Must be signed within 24-48 hours (best practice)
  • Click to review and sign

Active Clients:

  • Clients with active connections
  • Does not include inactive or disconnected clients
  • Upgrade plan if you hit your limit

Documentation Completion Rate:

  • Percentage of sessions with completed notes
  • Target: 95%+ for quality assurance
  • Low rates may indicate workflow issues

💡 Review your dashboard weekly. Unsigned notes pile up fast.

Step 5: Invite Your First Client

Two Ways to Add Clients

Invite Path (Recommended):

  • Send email invitation to client
  • Client creates their own account
  • Client accepts your invitation
  • Connection established

Managed Account Path:

  • You create account for client
  • Provide credentials to client
  • Client logs in with your credentials
  • Best for clients less comfortable with technology

Invite a Client (Standard Path)

  1. Navigate to /provider/clients
  2. Click "Add Client"
  3. Select "Invite Client"
  4. Enter client's email address
  5. Add optional personal message
  6. Click "Send Invitation"

What happens next:

  • Client receives email with invitation link
  • Client creates their Theryo account
  • Client accepts your invitation
  • Connection status changes to "Active"
  • You can now see shared data and create documentation

✅ Best Practice: Include a personal message explaining what Theryo is and why you're inviting them.

Client Invitation Status

Pending:

  • Invitation sent, awaiting client response
  • Client has 30 days to accept
  • You can resend invitation if needed

Active:

  • Client accepted invitation
  • You can see shared client data
  • You can create clinical documentation
  • Client can share journal entries with you

Rejected:

  • Client declined invitation
  • Connection cannot be reactivated automatically
  • You can send new invitation if client changes mind

Step 6: Explore PrepFlow

PrepFlow is your intelligent session preparation tool. It reduces prep time from 15+ minutes to under 4.

Access PrepFlow

  1. Navigate to /provider/clients
  2. Click on any active client
  3. Select the "Prep" tab

PrepFlow Three-Tab Workflow

Tab 1: Weekly Summary

  • Client's emotional landscape this week
  • Key journal entries and themes
  • Mood patterns and intensity levels
  • Goal progress updates
  • Purpose: Quick context. What happened since your last session?

Tab 2: Care Plan Strategy

  • Current treatment goals and progress
  • Intervention effectiveness analysis
  • Recommendations for adjustments
  • Links to evidence-based resources
  • Purpose: Clinical strategy. What's working? What needs adjustment?

Tab 3: Pre-Session Intelligence

  • AI-generated session preparation notes
  • Specific topics to explore
  • Questions to ask based on patterns
  • Risk indicators (if any)
  • Purpose: Actionable prep. What should you focus on today?

💡 Use PrepFlow 5-10 minutes before each session. You'll walk in grounded in context—not scrambling to remember last week's thread.

PrepFlow Best Practices

Before your first session:

  • Review all three tabs
  • Note specific journal entries to reference
  • Identify questions to ask

Before returning sessions:

  • Focus on Tab 1 (Weekly Summary) for recent context
  • Check Tab 3 (Pre-Session Intelligence) for recommendations
  • Reference Tab 2 (Care Plan Strategy) monthly or when adjusting treatment

After sessions:

  • Update care plans based on session content
  • Note interventions to track effectiveness
  • Review whether PrepFlow's recommendations were accurate

✅ The more your client journals, the better PrepFlow works. Encourage consistent between-session reflection.

Step 7: Create Your First Session Note

Session notes are the core of clinical documentation.

Start a New Note

  1. Navigate to /provider/session-notes
  2. Click "Create New Note"
  3. Select client
  4. Choose session date and time
  5. Click "Start Note"

Complete the Documentation Tab

Required fields:

  • Session date and time
  • Session duration (in minutes)
  • Focus areas - What did you work on?
  • Keystones - Key points or breakthroughs

Optional but recommended:

  • Session modality (in-person, telehealth, phone)
  • Attendees (if group or family session)
  • Crisis indicators (if applicable)

💡 Use voice transcription. Click the microphone icon and speak your notes. AI transcribes in real-time.

Complete the Clinical Tab

Required fields:

  • Assessment - Clinical observations and client presentation
  • Risk evaluation - Safety assessment (required if risk language detected)
  • Mental Status Exam (MSE) - Structured clinical assessment

Optional fields:

  • Interventions used
  • Client response to interventions
  • Homework assigned
  • Next session goals

Use AI Suggestions (Optional)

AI can help draft:

  • Assessment summaries based on client's journal entries
  • Intervention recommendations based on treatment plan
  • Risk language detection and alerts
  • Clinical language improvements

How to use AI suggestions:

  1. Click "Generate AI Draft" for any field
  2. Review the AI-generated content carefully
  3. Edit to match your clinical judgment
  4. Never auto-commit AI suggestions

⚠️ Critical: You must review and edit every AI suggestion. AI drafts. You decide. Always.

Sign Your Note

When your note is complete:

  1. Review all fields for accuracy
  2. Check for typos or missing information
  3. Click "Sign Note"
  4. Confirm your digital signature

Once signed:

  • ✅ Note is locked (cannot be edited)
  • ✅ Timestamp and credentials recorded
  • ✅ Audit trail created
  • ✅ Appears in signed notes list

If you need to make changes after signing:

  • Use the amendment process (adds new content, preserves original)
  • You cannot edit a signed note directly

→ Learn more about session notes

Step 8: Review Your Subscription Plan

Theryo offers tiered plans based on your practice size.

Current Plans (February 2026)

Starter Plan - $19/month:

  • Up to 10 active clients
  • Session notes with AI
  • Basic care plans
  • Client analytics
  • Email support

Professional Plan - $49/month:

  • Unlimited clients
  • Full PrepFlow access (90-day history)
  • Advanced care plans with research links
  • Clinical Assistant
  • Priority support

Enterprise Plan - Custom:

  • Group practices
  • Custom integrations
  • Dedicated support
  • Training sessions
  • Custom BAAs

Free 14-day trial on all plans. No credit card required.

Upgrade or Downgrade

  1. Navigate to /provider/subscription
  2. View current plan
  3. Click "Change Plan"
  4. Select new tier
  5. Confirm change

Billing:

  • Monthly or annual options (annual saves 17%)
  • Changes take effect immediately
  • Prorated billing for upgrades
  • Downgrade at next billing cycle

Subscription & Billing

Understanding Client Limits

"Active clients" means clients with active connections.

Not counted toward limit:

  • Inactive clients (in grace period)
  • Disconnected clients
  • Pending invitations (not yet accepted)

When you hit your limit:

  • You'll see upgrade prompt
  • Cannot add new clients until you upgrade
  • Existing clients unaffected

💡 Plan ahead. Upgrade before you hit your limit to avoid interruptions.

What's Next?

Week 1: Core Documentation

Focus on:

  • ✅ Creating session notes after each session
  • ✅ Exploring AI suggestions (review carefully)
  • ✅ Signing notes within 24-48 hours
  • ✅ Inviting 2-3 clients

→ Session Notes: Complete Guide

Week 2: Client Engagement

Focus on:

  • ✅ Reviewing client journal entries (if shared)
  • ✅ Using PrepFlow before sessions
  • ✅ Creating your first care plan
  • ✅ Exploring client analytics

→ PrepFlow Guide (Coming Soon) → Care Plans Guide (Coming Soon)

Week 3: Advanced Features

Focus on:

  • ✅ Using Clinical Assistant for research
  • ✅ Generating Clinical Decision Support summaries
  • ✅ Exporting clinical documents
  • ✅ Adjusting your workflow for efficiency

→ Clinical Assistant Guide (Coming Soon)

Quick Tips for Success

Documentation Workflow:

  • Create notes immediately after sessions (while fresh)
  • Use voice transcription for speed
  • Review AI suggestions, don't auto-commit
  • Sign notes same day

Client Management:

  • Use PrepFlow before every session
  • Encourage client journaling between sessions
  • Review analytics weekly
  • Update care plans monthly or when adjusting treatment

Platform Efficiency:

  • Customize dashboard view for your workflow
  • Use keyboard shortcuts (where available)
  • Set up notification preferences
  • Export data regularly for backup

Getting Help

Support Resources:

Response times:

  • Critical issues: Within 2 hours
  • Urgent issues: Within 24 hours
  • General inquiries: Within 48 hours

BAA requests: Email support@theryo.ai with "BAA Request" in subject line.

Common Questions

Q: Do I need special software or equipment? A: No. Theryo runs in any modern web browser. No downloads or installations required.

Q: How long does license verification take? A: Typically 24-48 hours. We'll email you when approved.

Q: Can I use Theryo for free? A: Yes! 14-day free trial on all plans. No credit card required to start.

Q: Is Theryo HIPAA compliant? A: Yes. Fully HIPAA compliant. BAAs available immediately. Zero breaches. Ever.

Q: What if my client doesn't want to use the app? A: That's okay. You can still use Theryo for your session notes, care plans, and clinical documentation. The client app is optional.

Q: Can I import existing client records? A: Not currently. We're building import tools. Contact support@theryo.ai for migration assistance.

Q: What happens to my data if I cancel? A: You can export all clinical documents before canceling. We retain data per HIPAA requirements (7 years for audit compliance).

Last updated: February 12, 2026 Was this helpful? Yes | No

Related Articles

← Back to Documentation Home

Back to all documentation