Occupational Therapy Practice Management Software for Canadian Clinics
Run a pediatric OT caseload from intake through treatment plans, session notes, home practice and invoices. TherapyCRM keeps those records together for occupational therapy practices in Canada outside Quebec, with scheduling for the rooms, equipment and clinicians each visit needs.
Built for How OT Clinics Run
Sensory gyms, shared equipment and families who need clear home programs.
Room & Equipment Scheduling
Book the treatment room and the equipment together. Conflict rules stop double-booking the swing or the gym across clinicians and branches.
Plans with Equipment Links
Goals in the library carry interventions and linked equipment, so a plan shows what each session needs and the schedule can check for it.
Goal-Based Session Data
Record performance, prompt level and notes against each goal in Session Runner, online or offline. Confirm synchronization before clearing the device; goal charts support clinician review.
Home Programs in the Portal
Assign home-program activities with recurrence and reminders. Guardians log completion, and the clinician sees engagement before the next session.
Clinical Documents & E-Signing
117+ templates across 15 categories, a typed form builder, review and publication workflow, and internal or family e-signing with an audit hash.
Invoices from Completed Sessions
Create invoices from completed sessions with approved documentation and a service code, or prepare a manual invoice. Track approved funding amounts and hours. TherapyCRM does not submit insurance or government claims, including Ontario Autism Program claims.
From Assessment to Invoice
Each step produces the record the next one needs.
| Stage and focus | Workflow |
|---|---|
| Assess & planRecommendations to goals | Assign assessments, record scoring and turn recommendations into draft goals. Plans are versioned, so amendments never lose history. |
| Treat & documentSessions to notes | Session data flows into SOAP-style progress notes with review and publication. Clinical documents can be e-signed in-house or by families with an audit hash. |
| Fund & billFunding and invoices | Record approved hours and dollars, with used and remaining balances. Funder progress reports use goals, session data and plan history. Invoices generated from completed sessions require approved documentation and a service code. Manual invoices skip this documentation check. |
One Record for a Pediatric OT Caseload
Occupational therapy practice management brings the work around a visit together: enquiries, intake, appointments, documentation, family communication and billing.
- In TherapyCRM, the coordinator and clinician work from the same client record with access scoped by practice and branch.
- An OT plan remains distinct when the child also receives speech therapy or ABA.
Treatment Plans and Reviewed Documentation
Versioned treatment plans keep each session tied to the goals in use at the time.
- Record observations and prompts against those goals, then review SOAP-style progress notes alongside the plan history.
- Clinicians choose the measures, interpret the observations and decide whether the plan needs an amendment.
Rooms and Equipment for Recurring Visits
In a fictional clinic, two occupational therapists need the same sensory room and equipment at 3 p.m.
- The coordinator checks availability and changes one visit.
- The same conflict rules apply across branches and recurring dates; check the dates created and any skipped occurrences before relying on a series.
- A guardian’s appointment request enters a reviewed queue and does not reserve the room.
Patient Intake and Home Practice
Track an enquiry, send intake and consent forms and convert the lead into a client record.
- A pediatric OT intake form can ask about the family’s priorities and daily activities; the clinician chooses the questions.
- Invited guardians with clinical access can complete forms in a browser and log the home activities their clinician assigns, with recurrence and reminders.
Review and Share Session Invoices
For occupational therapy billing, prepare a CAD draft invoice from completed sessions with approved documentation, a service code and a positive rate.
- Review it before sending or sharing it.
- A guardian with billing access can view published invoices; online payment is available where the practice offers it.
- A manual invoice is a separate workflow and skips the session documentation check.
TherapyCRM does not submit insurance or government claims, including Ontario Autism Program claims, and has no telehealth or video visits. Check any separate claim-submission workflow your clinic needs.
Funding Records for Ontario Clinics
Ontario Autism Program guidance includes occupational therapy among core clinical services. Staff record approved funding amounts and hours and review usage beside the plan and session record. TherapyCRM does not decide eligibility or submit claims; compare the recorded figures with your source documents.
Test Your OT Workflow in a Demo
Use a fictional child to test intake, a shared-resource conflict, a plan amendment, session observations and a reviewed note.
- Then check the guardian’s home-practice view and generate a draft invoice.
- If your team also offers speech or ABA, repeat the access checks with those clinicians before choosing a plan.
Common questions
Something not covered? Email support@therapycrm.io.
Is TherapyCRM an occupational therapy EMR?
Clinics comparing occupational therapy EMR systems or a pediatric occupational therapy EMR can use TherapyCRM for plans, session data and notes. It is practice management software with a clinical record, not a physician EMR, and it has no EMR certification.
Does TherapyCRM fit a pediatric OT private practice?
It can suit an English-language pediatric OT practice in Canada outside Quebec that needs intake, plans, reviewed notes, room and equipment scheduling, guardian home-practice logs and invoices together. Test those workflows with fictional data. If your practice requires insurer or government claim submission, telehealth or a physician EMR, those requirements are outside TherapyCRM’s current scope.
Can we schedule equipment as well as rooms?
Yes. Rooms and equipment are first-class resources per branch, and appointment conflict rules apply to both.
Do families need an app for home programs?
No. The parent portal runs in a web browser on a phone or computer. Guardians receive reminders by email or SMS and log activities in the portal.
Where is TherapyCRM available, and how does it support privacy?
TherapyCRM is available to practices in Canada outside Quebec. It provides role-based access, MFA, audit logging, short sessions, encryption and retention policies. TherapyCRM data is stored in Canada. Named exceptions: providers for email and text messages, payments, optional AI features, app notifications, bot checks, optional website analytics and video, and calendars a practice connects process limited data outside Canada, and rollback and testing copies are held in the United States and Germany. The subprocessor list names each provider and location. Privacy obligations depend on your practice, province, configuration and contracts. No certification is claimed. Security documentation and vendor terms are available on request.
What service limits should a clinic check?
TherapyCRM serves English-language practices in Canada outside Quebec. It does not submit insurance or government claims, including Ontario Autism Program claims, and has no telehealth or video visits. It keeps a clinical record but is not a physician EMR and holds no EMR certification.
Is there a free trial?
Yes. Every plan starts with a free trial; the exact trial length and terms are shown by the billing provider before you confirm checkout.
Run your next session in TherapyCRM
Start a free trial and explore the workflow with a fictional client before deciding.