Therap

The typical implementation timeline for Therap varies by organizational size and complexity but generally ranges between 4 to 12 weeks. Small programs may complete the process in under a month, while larger or multi-state providers may require several months for phased rollouts.

• Initial Consultation and Planning: Begins with a discovery call to understand the organization’s structure, care model, and documentation needs.

• Needs Assessment and Configuration: A tailored assessment of modules required, followed by initial configuration based on client workflows.

• Data Migration: Secure migration of existing data from paper or legacy systems (if applicable).

• Training Sessions: Role-based training for administrators, providers, and other users—delivered online or onsite.

• Pilot Testing: A trial phase to validate the setup, workflows, and system usage before full deployment.

• Full System Rollout: Organization-wide go-live with support on-hand for user issues and technical adjustments.

• Post-Go-Live Support: Dedicated support and account management for continued system optimization.

Yes, Therap is highly customizable to meet the unique needs of different agencies and service providers. Its flexibility in workflows, forms, modules, and integrations makes it well-suited for both small and large organizations across various sectors in developmental disability services and behavioral health.

• Modular Design: Therap offers a modular system where users can select and configure only the tools they need (e.g., Electronic Visit Verification, ISP Data, Health Tracking).

• Custom Forms: Clients can create and customize data collection forms, reports, and templates using built-in form tools.

• Role-Based Access: User permissions and dashboards can be tailored based on job functions or service types.

• API Integrations: Offers API support and can integrate with third-party systems such as billing, payroll, or case management software.

• Language and Accessibility Options: Multilingual interface options and accessibility features can be adjusted.

• Workflow Customization: Notification settings, workflow approvals, and alerts can be adapted to fit operational structures.

Therap’s cost structure includes both predictable subscription fees and optional costs based on complexity and service level. Organizations should budget for potential one-time setup and training fees, especially if they require advanced customization or onboarding assistance.

• Initial Setup Fees: There may be onboarding or setup charges based on the size and number of modules required. This could be a flat fee or tiered based on service complexity.

• Monthly/Annual Subscription Fees: Pricing is typically subscription-based, calculated per user, per module, or per consumer served.

• Training Costs: Basic training is often included, but custom, advanced, or in-person training may incur additional charges.

• Data Migration Fees: Data import or transfer from legacy systems may involve a one-time professional service fee.

• Customization or Development: While many customizations are included, advanced configuration or third-party integrations may have associated costs.

• Maintenance & Updates: Software updates and security patches are included in the subscription cost—no separate maintenance fee.

• Support Services: Standard support is included, but premium support plans (like 24/7 assistance or dedicated success managers) may be charged separately.

Therap provides a comprehensive and layered training experience for new users, ensuring smooth adoption and system confidence. From live webinars to dedicated trainers, users receive tailored support at every step, reinforcing long-term success and system utilization.

• Onboarding Programs: Therap offers structured onboarding programs that include setup assistance, user orientation, and step-by-step walkthroughs tailored to the organization's specific modules and workflows.

• Live Webinars: New users can attend scheduled live webinars that cover system navigation, data entry, reporting, and module-specific use cases.

• Recorded Training Videos: A library of on-demand video tutorials is available to allow users to learn at their own pace and revisit topics as needed.

• In-Person and Remote Training: Depending on client size and preferences, Therap may provide onsite training or personalized remote sessions with certified trainers.

• Role-Based Learning Paths: Training content is organized by user role (e.g., DSPs, case managers, supervisors) to ensure relevance and effectiveness.

• Help Desk Support: Therap offers responsive customer support through email, phone, and an online ticketing system, with priority escalation available for urgent issues.

• Client Support Portal: A centralized platform where users can access knowledge base articles, community forums, guides, release notes, and system updates.

• Account Managers and Trainers: Larger organizations are typically assigned a dedicated account manager and training specialist to guide implementation and long-term usage.

• Ongoing Education: Therap hosts periodic user conferences, regional workshops, and advanced training events for continuing education and networking.

Therap employs a multi-layered, compliance-driven approach to data security. From encryption and access controls to secure data hosting and audits, every measure is designed to protect sensitive information and maintain trust with clients across healthcare and human services sectors.

• HIPAA-Compliant Infrastructure: Therap adheres to strict HIPAA regulations, ensuring the protection of Protected Health Information (PHI) through technical, physical, and administrative safeguards.

• Data Encryption: All data is encrypted both in transit (via HTTPS/SSL) and at rest using industry-standard encryption protocols.

• Role-Based Access Control (RBAC): Users are granted access based on their role and authorization level, preventing unauthorized data viewing or editing.

• Two-Factor Authentication (2FA): Therap supports 2FA to add an additional layer of security during user login.

• Audit Logs and Monitoring: Detailed audit trails record all user activity, helping organizations track data access and identify potential misuse or breaches.

• Regular Penetration Testing: Therap performs vulnerability assessments and penetration testing to identify and fix potential security risks.

• Secure Data Centers: Therap hosts data in SSAE 18 SOC 1/SOC 2 and ISO 27001-certified data centers, which provide physical security, power redundancy, and disaster recovery.

• Automatic Backups: Data is backed up routinely and stored in secure locations, ensuring recovery in the event of data loss or system failure.

• User Session Timeouts: Automatic logout after periods of inactivity helps prevent unauthorized access from unattended sessions.

• Compliance with Additional Standards: Therap also aligns with FERPA, HITECH, and state Medicaid security mandates, enhancing its credibility across sectors.

Therap follows a structured and transparent approach to software updates, delivering new features and improvements on a consistent basis throughout the year. The update process is carefully managed to ensure user continuity, with strong communication and support resources in place to help clients adapt smoothly to changes.

• Regular Release Cycle: Therap typically releases major updates 2 to 4 times per year, with additional minor patches or hotfixes released as needed.

• Planned Maintenance Schedule: Updates are rolled out during scheduled maintenance windows to minimize disruption, often during off-peak hours.

• Advance Notifications: Clients receive prior notice via email, system messages, or their client portal about upcoming releases and maintenance times.

• Release Notes and Documentation: Each update is accompanied by detailed release notes outlining new features, enhancements, bug fixes, and potential impact.

• User Testing and Feedback: Before major releases, selected client organizations may participate in beta testing to provide feedback and ensure stability.

• Automatic Deployment: Updates are deployed automatically via the cloud-based platform, eliminating the need for manual installations or local IT intervention.

• Training and Support Resources: Therap provides updated training materials, recorded webinars, and live support to guide users through changes in the system.

• Backward Compatibility: Updates are designed to be non-disruptive, preserving existing data, workflows, and configurations unless explicitly changed.

• Emergency Fixes: Security patches or critical fixes may be released outside of the regular cycle if urgent issues are identified.

Therap provides a strong commitment to data ownership and portability. Clients retain full rights to their data and can export or migrate it with ease. The system is designed with transparency and compliance in mind, ensuring organizations maintain control over their information at all times.

• Client Data Ownership: All data entered into the Therap system by the organization remains the sole property of the client. Therap does not claim ownership of customer data.

• Access to Data: Authorized users can access, view, and manage data at any time through role-based access controls.

• Export Functionality: Therap offers built-in tools to export data in multiple formats (CSV, PDF, XML) for reporting or backup purposes.

• Data Portability: Clients can request a full export of their data in a structured format if they choose to terminate the contract or migrate to another platform.

• Data Retention: Therap retains data based on the agreement and relevant regulatory requirements. Clients can request long-term retention or secure deletion as needed.

• Security and Compliance: All data management practices comply with HIPAA, FERPA, and other regional data protection regulations to ensure confidentiality and integrity.

• No Unauthorized Use: Therap does not sell, share, or use client data for any purpose beyond supporting the software’s functionality.

Therap supports dynamic scalability, enabling organizations to grow or downsize operations without unnecessary financial or administrative burdens. This ensures that the software continues to align with evolving organizational needs, whether expanding programs or consolidating services.

• Flexible Licensing Model: Therap operates on a per-user or per-service model, allowing clients to increase or decrease licenses based on actual usage.

• Modular System: Clients can add or remove modules (e.g., EVV, Billing, Case Notes) depending on changing service offerings or funding structures.

• No Long-Term Volume Lock-in: Most contracts are flexible and allow adjustments to user numbers or service levels with advance notice, typically monthly or quarterly.

• Account Manager Support: Dedicated account managers assist in planning and executing scaling decisions to ensure smooth transitions.

• Cost Adjustments: Monthly or annual fees are adjusted based on usage levels—higher usage may qualify for volume discounts, while reductions reflect in lower fees.

• Onboarding for New Services: Scaling up includes support for training, configuration, and workflow adjustments for newly added programs or facilities.

• Data Continuity: Scaling down does not affect existing data. Archived records remain accessible in compliance with documentation requirements.

Therap provides clear terms around renewal and cancellation, offering flexibility for organizations to discontinue services with proper notice. Automatic renewal clauses help ensure continuity but can be managed with timely communication. Data return processes and contract exit steps are designed to minimize disruption during transition.

• Initial Contract Period: Clients typically enter into an annual or multi-year agreement depending on the size and scope of services.

• Automatic Renewal: Contracts may include automatic renewal clauses unless cancellation is initiated within a specified notice period (e.g., 30–60 days before the renewal date).

• Notice of Termination: Clients must provide written notice of cancellation within the notice window stated in the agreement to avoid automatic renewal.

• Termination for Convenience: Most contracts allow cancellation by either party with appropriate notice, although early termination may incur pro-rated or administrative fees.

• Termination for Cause: Immediate termination is permitted by either party in case of material breach, such as non-payment or security violations.

• Data Return Upon Termination: Clients can request full data export at the end of a contract period to facilitate smooth migration.

• No Refund Policy: Once services are billed for a committed period, refunds are typically not issued unless stated otherwise in the service agreement.

Therap is a highly compliant solution built to meet a wide range of federal and state regulatory standards. Its adherence to HIPAA, FERPA, EVV mandates, and industry security frameworks ensures the platform is safe and trustworthy for healthcare, behavioral, and educational service providers.

• HIPAA (Health Insurance Portability and Accountability Act): Therap complies fully with HIPAA to ensure the confidentiality, integrity, and security of health information.

• FERPA (Family Educational Rights and Privacy Act): For clients in educational settings, Therap supports FERPA compliance regarding student records.

• 21 CFR Part 11: Features and processes are in alignment with electronic record-keeping standards for agencies that require FDA compliance.

• HITECH Act: Supports secure handling of electronic health records, enhancing HIPAA safeguards.

• CMS EVV Mandate Compliance: Therap meets the Centers for Medicare & Medicaid Services (CMS) requirements for Electronic Visit Verification (EVV) in applicable states.

• State-Specific Medicaid Standards: The software is configurable to align with state-level Medicaid reporting and documentation requirements.

• Disaster Recovery and Business Continuity: Therap maintains robust policies for disaster recovery, regular backups, and secure data centers in line with best-practice compliance standards.

• Security Certifications: Data centers used by Therap meet industry standards for physical and digital security, including SSAE 18 (SOC 1/SOC 2) and ISO 27001 frameworks.