Built around the jobs massage therapists actually do
Know how many visits each referral has left
Completed sessions count against each VA, workers comp or insurance authorization, and no-shows do not. Every referral shows visits remaining and an expiration countdown.
Referral letterVisits remainingRequest more visits on time
A pace check flags referrals that won't fit their remaining visits before they expire, and the status changes to START RFS at visit 8 or 9. Pain scores before and after each session give an improvement figure.
Pain before and afterRFS due flagCatch claims that go unpaid
Each claim line gets a 180-day filing countdown, expected payment with the MPPR reduction, a paid vs expected variance, and follow-up flags at 30 and 45 days.
Claim lines, paymentsShort-pay variancePrice services and track packages
The Service Menu shows margin and effective dollars per hour for each service. Package and gift certificate sessions count down, so you see what is still prepaid.
Price, minutes, suppliesDollars per hourKeep your license and CE current
Track CE hours toward your state requirement, plus license, liability insurance, CAQH and re-credentialing countdowns.
CE hours, renewal datesDays until dueSet aside the right amount for taxes
Expenses map to Schedule C lines, mileage logs at the IRS rate, and the Tax Planner estimates quarterly 1040-ES payments with self-employment tax.
Expenses and milesQuarterly set-aside14 tabs in one file
- Start Here
- Dashboard
- Authorizations
- Session Log
- Claims
- Clients
- Service Menu
- Packages & Gift Certs
- Mileage Log
- CE & Compliance
- Expenses
- Tax Planner
- Cash Flow
- Settings
- Start Here
- Plain-English setup steps.
- Dashboard
- Cash collected, claims outstanding, expiring referrals and tax set-aside.
- Authorizations
- Visits used and left, expiration and renewal status per referral.
- Session Log
- Every session with CPT codes, pain scores and payment type.
- Claims
- Filing deadlines, expected pay, variance and follow-up flags.
- Clients
- VA, insurance, cash and package clients with visit history.
- Service Menu
- Price, time, supply cost and dollars per hour by service.
- Packages & Gift Certs
- Prepaid sessions redeemed and still owed.
- Mileage Log
- Mobile visits and supply runs at the IRS rate.
- CE & Compliance
- CE hours and license, insurance and credentialing dates.
- Expenses
- 16 massage practice categories mapped to Schedule C.
- Tax Planner
- Quarterly estimated tax with self-employment tax.
- Cash Flow
- Twelve months of cash collected vs expenses.
- Settings
- CPT rates, thresholds, a billing reference and dropdown lists.
“Excellent! Very easy to use.”
“Nice Organization for 4H projects”
Before you buy
What if I don't see VA patients?
It still works. Workers comp, auto PIP and private insurance authorizations are tracked the same way, and the session, client, package, expense and tax tabs work for any practice.
Does a no-show use up an authorized visit?
No. Only completed sessions count against an authorization.
Can I set my own rates?
Yes. Enter your contracted CPT rates and no-show fee on Settings, turn the MPPR reduction on or off, and adjust alert thresholds and dropdowns there too.
What do I get?
An Excel file (.xlsx), a filled-in sample to look at, and a quick-start PDF guide with a link that makes your own copy in Google Sheets.
How does delivery work?
You get your download links right after checkout, and Stripe emails your receipt. There is nothing to ship and nothing to wait for.
How do I set it up in Google Sheets?
Open the quick-start PDF and click the Google Sheets link. Google makes a copy in your own Drive that only you can edit. You need a free Google account.
Will it work on a Mac?
Yes. It works in Excel on Mac and Windows, and in Google Sheets in any browser.
I'm not a spreadsheet person. Is that a problem?
No. You only type in the yellow cells. Everything in gray works itself out, and the Start Here tab shows you where to begin.
Can I get a refund?
Templates are digital downloads, so sales are final. If a file won't open, is broken or doesn't match its description, email hello@cleanpixelstudios.com within 30 days and we'll fix it, or refund you if we can't.
What if I get stuck?
Email hello@cleanpixelstudios.com and we'll help you get it working.
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