Time Tracking for Therapists
Therapists and mental health professionals in private practice bill by the session, submit for insurance reimbursement, and document time for compliance - but when hours go unlogged across back-to-back sessions, progress notes, and care coordination, billing is incomplete and audit records are thin. Sandtime.io lets you log time per client and session type from any device, separates billable session time from documentation and admin, and gives you accurate records whenever insurance, EAP providers, or practice compliance requires them.
Therapists & Mental Health Professionals: why they choose Sandtime.io
Track sessions by client and type
Give each client their own project and name the entry for the session type - individual therapy, couples sessions, group work, supervision, or care coordination - as each appointment ends. Know exactly what each client is generating before the invoice or reimbursement claim goes out.
Separate billable from notes time
Log session time separately from progress notes, treatment plans, phone consultations, and admin work. Know your real billable ratio and demonstrate time use for insurance audits without rebuilding your schedule from a calendar.
Insurance and compliance records
Keep accurate session records for insurance reimbursement, EAP billing, Medicaid documentation, and compliance requirements. Export time logs by client, date, or session type whenever a payer or auditor requests documentation.
Know your revenue across payer types
See how many hours you spend per client and know your effective rate across different payers - private pay, insurance, EAP, and sliding scale. Use real data to manage your caseload and protect your income.
Common use cases
- Log session time per client as each appointment ends
- Track progress notes and documentation hours separately from billable sessions
- Pull session records for insurance reimbursement and EAP billing
- Monitor hours across private pay, insurance, EAP, and sliding-scale clients
- Separate supervision and CPD time from direct client work
- Export time data by project and date range for practice reporting
Key features
One-click timers
Start timing when a session begins and stop it when it ends. One click logs to the right client without interrupting your clinical focus.
Retroactive time entry
Add session time, phone consultations, or documentation hours after the fact. Nothing is lost because you were in back-to-back sessions or focused on a client.
Multiple clients in one day
Track multiple clients through the same day without mixing hours. Each client and session type records independently from the first appointment to the last.
Export and report
Pull time reports by project or date range. Export to CSV for billing, insurance submission, or practice performance reviews.
Keep exploring
Continue with the most relevant Sandtime.io pages for this topic.
Create a project for reported time
Create projects that people can report against, mark them billable or non-billable, and keep reporting tidy.
Open pageAccess Control
The system of permissions controlling who can view, edit, or manage resources. Defines what each role can do.
Open pageCreate a new organization
Create a separate workspace from your account menu, then name and configure the new organization. It keeps its own projects, members, and data.
Open pageAdministrator
A user with full organization control: settings, members, every project, and all cost and revenue rates.
Open pageCreate and switch organizations
Create separate workspaces, switch between organizations, and find focused help when data appears missing.
Open pageAssignment
The relationship between a team member and a project. Assignments control who can log time and at what rates.
Open pageTrack your first hour today
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