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Therapist Caseload Tracker cover: a laptop showing the Practice Dashboard with sample data, labelled Excel + Google Sheets.

Therapist Caseload & Insurance Authorization Tracker

For Excel and Google Sheets

Insurance authorizations, no-show and late-cancel fees, balance aging and a waitlist in one spreadsheet.

$24Buy — $24

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Delivery: instant digital download after purchase. No physical product is shipped.

Free Try the free Lite version first

Lite holds up to 5 clients, 60 sessions and 3 insurance authorizations in Excel or Google Sheets. The full tracker raises those limits to 200 clients, 1,000 sessions and 200 authorizations.

Get Lite — Free

A spreadsheet for solo therapists and small practices who bill insurance. It tracks each authorization's visits left and warns you before one runs out or expires. It also logs no-show and late-cancel fees, ages unpaid balances, and keeps your waitlist with days since last contact. Clients are entered by ID code only. There is no place for clinical notes.

  • Insurance authorizations: visits used, visits left, and alerts before the end date
  • No-show and late-cancel fees
  • Balance aging, with overdue amounts flagged
  • Waitlist with days since last contact
  • Practice dashboard with monthly revenue

Includes a SAMPLE workbook with fictional data, a BLANK workbook and a Setup Guide & FAQ PDF. No macros or add-ons. Formulas are protected with no password.

Works with: Excel and Google Sheets on Windows, Mac & Linux (on Linux, use Google Sheets or LibreOffice Calc).

Pairs with the Private Practice Money Ledger, which uses the same client IDs and payers.

This is a spreadsheet template. It is not an EHR, and it is not a HIPAA compliance solution. You are responsible for how you store and protect client information.

One license per buyer; for use in your own practice. Digital download. Nothing physical ships.

Authorizations tab with sample data: one row per client ID code showing payer, authorization number, visits authorized, used and remaining, start and end dates, and alerts for low visits or upcoming expiry.
Authorizations tab, shown with sample data
Practice Dashboard tab with sample data: key numbers such as active caseload and total outstanding, a needs-attention list by client ID code, monthly revenue table, and a bar chart of monthly collections.
Dashboard, shown with sample data
Sessions and Fees & Balances tabs with sample data: a session log with CPT code, charged and paid amounts and attendance, and a balance table with aging.
Sessions, fees and balances, shown with sample data
$24Buy — $24

Also on Etsy