Practice analytics for mental health therapy groups
The numbers you already track by hand, ready every morning instead.
Caseload Co connects to your practice's SimplePractice account, imports appointment and billing data on a schedule, and turns it into the completed session counts, cancellation and no-show rates, overdue progress notes, and revenue figures a practice owner or clinical director checks every week. Built for group practices that are currently exporting SimplePractice reports by hand or paying for a separate analytics subscription to get these same numbers.
Example dashboard view. Illustrative figures, not live data.
What it measures
Everything below is drawn from data your practice already generates in SimplePractice. Nothing is estimated, and every figure on the dashboard is shown with the timestamp of the data import it came from.
Practice dashboard
- Completed sessions
- Cancellation rate
- No-show rate
- Overdue progress notes
- Active clients
- Retention and churn rates
Clinician metrics
- Completed sessions, per clinician
- Utilization against a weekly goal
- Cancel rate
- Overdue notes
- Caseload
Reports
- Completed sessions
- Cancellations
- Retention
- New client conversion
- Revenue
- Average revenue per session
Data sheets
- Appointment-level tables with filtering
- Client-level tables with filtering
Settings
- Color thresholds per metric
- Retention and churn definitions
- Service and billing code mapping
- Clinician goals
How it works
Setup takes an invitation, not a handover of your login.
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1
Connect
You invite Caseload Co as a billing or admin user inside your own SimplePractice account, the same kind of limited access account you'd give a biller or office manager. We never ask for your SimplePractice username or password, and you can revoke access at any time from your own SimplePractice settings.
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2
Sync
On a regular schedule, Caseload Co imports appointment records, attendance status, billing status, and progress note status from your SimplePractice reports. Nothing is entered by hand and nothing is inferred, it is the same underlying data your practice already produces.
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3
Review
Your dashboard updates with the new figures. Every metric on every page carries the exact time its underlying data was last imported, so no one is ever looking at a number without knowing how current it is.
Security and privacy
This is patient-adjacent operational data for a healthcare business. It is handled accordingly.
Encrypted everywhere
Data is encrypted in transit and at rest.
Isolated per practice
Each practice's data is isolated at the database level, not only by application logic.
Role based access
Revenue figures are only returned to the roles permitted to see them.
Audit logged
Every sign-in, data import, and settings change is recorded in an audit log.
Clients never named
Client names are never displayed or stored in readable form. Clients are identified internally by a one-way hash of their name plus their initials.
Full detail on what we collect, how it's used, and how to reach us about it is in the privacy policy.