Everhour supports structured time review for therapy practices that need clear hours across sessions, documentation, and admin work.
Enter your time in and out for each day. Overtime and gross pay are calculated automatically.
| Day | Time In | Break Start | Break End | Break | Time Out | Total |
|---|
The calculator gives you the number — Everhour takes it from there.
One click and you're timing. Start a timer, add an entry, edit the details. This is exactly how it feels in Everhour.
Set a budget, assign rates, and get alerted before you're over.
Measurement
Track your budget through time or costs
Every report you need — configured your way, always up to date.
Tracked hours flow straight into a polished invoice — no copy-paste, no manual math.
You came here to track a therapist's workday without blending every task into one vague total. A useful record separates billable client sessions from documentation, care coordination, referral work, insurance follow-up, client payment follow-up, missed appointments, and internal administration. That split matters for private practices, clinics, outpatient centers, hospitals, schools, and telehealth settings because each setting still needs clear records of where time went.
A practical therapist time record shows the date, worker, work category, client or case reference if appropriate, start and stop time, total time, and notes that avoid unnecessary patient detail. For an employee therapist, the employer also needs daily hours worked and total hours worked each workweek for workers covered by the FLSA minimum wage or overtime provisions. A contractor or practice owner still benefits from the same structure because it supports billing review and workload planning.
A therapist's day often includes a 50-minute client session, progress note work, a coordination call with another provider, and a payment follow-up task. Those entries should not share one label. Direct client care, confidential progress records, coordination or referrals, and administrative payment work answer different questions during billing review, payroll review, and schedule planning.
Use categories that match real decisions. Session time supports appointment and billing review. Documentation time shows the effort needed to maintain confidential client records. Coordination time captures referrals and care communication. Payment follow-up separates insurance and client balance work from clinical care. Missed appointments should be tracked as a scheduling and policy event, especially because CMS says missed-appointment fees must not be billed to Medicare, although a Medicare beneficiary may be charged directly only under an equal policy and amount that also applies to non-Medicare patients.
Psychotherapy time can affect billing documentation. CMS identifies 90832, 90834, and 90837 for psychotherapy without medical evaluation and management, and 90833, 90836, and 90838 as psychotherapy add-on codes used with E/M services. For psychotherapy sessions longer than 90 minutes, CMS states reimbursement is made only when the medical record documents face-to-face time with the patient and the medical necessity for the extended time.
Crisis psychotherapy also has time-based units, with CPT 90839 for the first 60 minutes and CPT 90840 for each additional 30 minutes. E/M and psychotherapy time need separate pools when they are reported on the same date because CMS states E/M activity time is not included in the psychotherapy reporting time. If time entries contain patient-identifiable information, HIPAA privacy and business-associate rules can apply to systems and vendors handling that data.
A one-off weekly total is enough for a solo review of personal workload or a simple recap before invoicing. It works poorly once several therapists submit time, supervisors approve entries, pay periods close, or billing staff need consistent categories. The gap usually appears when someone has to reconstruct why a day included sessions, documentation, coordination, and payment follow-up.
Everhour fits the managed workflow side by giving practices team settings for roles, project assignments, team groups, weekly capacity, personal tracking limits, approval workflow, admin corrections, and locked periods. That structure helps a clinic review therapist time before payroll, billing, or operational reporting without turning every correction into a manual back-and-forth.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
High Performer
G2
Summer 2026
Best Ease Of Use
Capterra
Summer 2026
Rated in the top time trackers across G2, Capterra, and TrustRadius — with consistent praise for ease of use, integrations, and support.
Track client sessions separately from documentation, care coordination, referral work, insurance follow-up, client payment follow-up, missed appointments, and internal administration. The split keeps clinical time, recordkeeping work, and payment work readable during review. It also prevents a full workweek from turning into one total that cannot support billing, staffing, or payroll decisions.
Yes. CMS Medicare billing guidance identifies psychotherapy codes 90832, 90834, and 90837, and separate add-on codes 90833, 90836, and 90838 when psychotherapy is billed with E/M services. Crisis psychotherapy uses CPT 90839 for the first 60 minutes and CPT 90840 for each additional 30 minutes. Sessions over 90 minutes require documentation of face-to-face time and medical necessity for the extended time.
Track missed appointments as scheduling or administrative events, then apply the practice's written policy. CMS says missed-appointment fees must not be billed to Medicare. A Medicare beneficiary may be charged directly only if the missed-appointment policy and amount apply equally to Medicare and non-Medicare patients.
A time entry should include only the detail needed for the workflow using it. If an entry contains patient-identifiable information, HIPAA privacy requirements and business-associate rules can apply to the system or vendor handling that data. Many practices use client or case references and keep clinical detail inside the proper confidential record instead of the time log.
For employees covered by the FLSA minimum wage or overtime provisions, employer records must include hours worked each workday and total hours worked each workweek. Unless exempt, covered employees must receive overtime pay for hours worked over 40 in a fixed 168-hour workweek at not less than 1.5 times the regular rate. State wage and overtime rules can add requirements.
Everhour Team Management lets admins set roles, project assignments, team groups, weekly capacity, personal tracking limits, approval workflow, admin corrections, and locked periods. A clinic can collect therapist time, review submitted entries, correct errors, and protect approved periods before payroll or billing review.
Use Everhour Team Management to assign roles, review submitted time, lock approved periods, and keep therapist capacity visible across the practice.
14-day free trial · No credit card · Cancel anytime
