Why We’re Transitioning to a New Practice Management System

I wanted to share an upcoming change in how our practice handles scheduling, documentation, billing, and client communication. After careful consideration, we will be transitioning from SimplePractice to a new system, Sessions Health.

I have used SimplePractice since 2022, when I was a solo dietitian in private practice. A lot has changed since then! What started as a one-person practice has grown into a team of dietitians serving clients across Texas.

With that growth has come a significant increase in the cost of running the practice. My monthly SimplePractice subscription has nearly tripled since I first started, and the addition of per-claim fees has made the overall cost even higher. At the same time, like most healthcare providers, we’ve seen the cost of doing business increase while insurance reimbursement rates have generally not kept pace.

The most recent billing changes with SimplePractice were also a factor in my decision. As a dietitian who works extensively with insurance, billing is a significant part of running our practice. The updated billing system has made that process more cumbersome and time-consuming, particularly for the kinds of claims we submit as dietitians. I want our dietitians spending their time doing what they do best—providing excellent care—not troubleshooting billing systems.

Ultimately, this was a business decision. I needed a system that made sense for where our practice is now and where we hope to go in the future. After researching and comparing several options, I chose Sessions Health because I believe it will give our growing team a more streamlined way to manage scheduling, documentation, insurance billing, payments, and communication with clients.

I’m hopeful that this transition will ultimately make things easier for both our team and our clients. There may be a few growing pains as we learn a new system, and I appreciate your patience as we make the transition. My goal is for this change to be as seamless as possible, with no change to the quality or heart of the care you receive from us.

What do You need to do?

When we are ready for you to transition to the new system, you will receive a welcome email from Sessions Health with instructions to set up your client portal.

There will be some new paperwork to complete. Because we are moving to a new system, we will need new signatures on our practice documents and forms. Our office policies themselves are not changing—you will simply be reviewing and signing them again in the new system.

You will also need to enter your credit card information again. Credit card information is stored securely and cannot be transferred from one system to another. When you receive your Sessions Health welcome email, please enter a credit card into your new client portal.

As a reminder, we require a credit card to be kept securely on file for all clients, even when insurance is expected to pay 100% of your visits. This allows us to honor our 48-hour cancellation policy and also provides a payment method if an insurance claim is denied, a service is determined to be non-covered, your insurance benefits change, or there is an unexpected client balance. We will always communicate with you about billing issues rather than charging your card unexpectedly.

Our 48-hour cancellation policy is not changing.

If you use telehealth, your telehealth meeting links will also be new. You will receive your meeting link in your appointment reminders, just as you do now, so there is nothing you need to save or change.

For most clients, the transition should be fairly straightforward: watch for your welcome email, complete the new paperwork, enter your credit card information, and you're ready to go.

And to all of the clients who have been with me since 2022: thank you. You have been there through the growing pains, the learning curves, the changes, and all the many stages of building this practice. You are a huge part of why I genuinely love my job and feel so grateful to do this work every day.

We will have some new (exciting!) changes coming in the next couple of months, so stay tuned!

Thank you for growing with us. 🤍

Anna Marie