CounSol.com

Here’s a detailed overview of the typical implementation process for CounSol.com software, including setup time and support:

Implementation Process for CounSol.com

1. Sign-Up and Account Creation

• Users begin by signing up for a 14-day free trial, no credit card required.

• During sign-up, users select a pricing plan and are assigned a dedicated account manager who assists throughout the setup.

2. License Verification

• For licensed professionals, license verification is typically completed within the same business day (Monday–Friday, 9 AM–5 PM EST).

3. Initial Setup

• Users configure their client portal, customize forms, upload practice policies, and set up scheduling preferences.

• The platform allows for custom branding, including fonts, colors, and logos to match the user’s existing website.

4. Billing and Insurance Setup

• Users can integrate with a third-party payment processor (e.g., CardPointe) for credit card payments.

• Insurance billing setup involves entering clearinghouse credentials and configuring claim forms (CMS-1500). This step may require assistance from the account manager.

5. Telehealth Configuration

• Telehealth features (video and chat) are available in Premium plans. The setup includes enabling secure video sessions and configuring client access.

6. Training and Support

• CounSol.com provides onboarding support via email and phone.

• Users receive help documents, and account managers offer hands-on assistance for form creation, billing setup, and portal customization.

7. Go-Live Timeline

• Most solo practitioners report being fully operational within 1–3 days, depending on the complexity of their setup and familiarity with EHR systems.
• More complex setups (e.g., insurance billing, custom forms) may take up to a week, especially for first-time users.

CounSol.com is highly customizable, making it suitable for a wide range of mental health practices. Here are the key customization capabilities:

1. Custom Client Portal

• You can create a client-facing portal that matches your existing website’s branding fonts, colors, logos, and layout.

• Clients can use this portal to schedule appointments, pay bills, send secure messages, and access telehealth sessions.

2. Custom Forms and Questionnaires

• Practitioners can build optional or required forms tailored to their intake process, therapy style, or specialty.

• Forms support various question types and answer formats, allowing for detailed client data collection.

3. Custom Templates

• Templates for treatment plans, progress notes, and assessments can be edited or created from scratch to match clinical workflows.

4. Workflow Flexibility

• The platform allows users to customize scheduling, billing, and documentation workflows to suit different specialties (e.g., therapy, coaching, psychiatry).

5. Add-On Features

• Optional modules like Wiley Treatment Planners and ePrescribing can be added based on practice needs.

6. Tiered Plans

• Users can choose from four pricing tiers depending on whether they need telehealth, insurance billing, or both, ensuring they only pay for what they use.

CounSol.com is known for its transparent and affordable pricing, with minimal hidden costs. Here’s a breakdown:

1. Setup Fees

• No setup fees are charged for any plan.

2. Monthly Subscription Plans

• Standard: $49.95/month (no insurance billing or telehealth).
• Standard Plus: $59.95/month (includes insurance billing).
• Premium: $64.95/month (includes telehealth).

• Premium Plus: $69.95/month (includes both telehealth and insurance billing).

3. Additional Counselor Fees

• Each additional provider costs:
  • $35/month (Standard)
  • $40/month (Standard Plus)

  • $45/month (Premium and Premium Plus).

4. Add-On Features

• Wiley Treatment Planners: $20/month per counselor.
• ePrescribing (Controlled Substances): $70/month per user.
• ePrescribing (Non-Controlled Substances): $60/month per user.

• ePrescribing Agent: $35/month per user.

5. Credit Card Processing

• Integrated via third-party processors (e.g., CardPointe).

• Typical fees: ~2.95% + $0.35 per transaction (varies by provider).

6. Support Charges

• No extra charges for support—each user gets a personal account manager included in the subscription.

7. Maintenance

• All updates, backups, and security features are included in the monthly fee.
• No separate maintenance charges.

CounSol.com provides a comprehensive onboarding and support system designed to help new users get started quickly and confidently:

Dedicated Account Manager

• Every user is assigned a personal account manager who assists with onboarding, setup, and ongoing support.

• This “white-glove” service is included in all pricing tiers at no extra cost.

Guided Setup

• A step-by-step setup checklist helps users configure their portal, forms, billing, and telehealth settings.

• The platform is designed for quick implementation, often within 1–3 days for solo practitioners.

Self-Guided Resources

• CounSol offers a detailed online user guide and in-app tooltips to explain features and settings.

• These resources are ideal for users who prefer to learn at their own pace.

Responsive Support

• Support is available via email and phone during business hours (Mon–Fri, 9 AM–5 PM EST).

• Response times are typically within one business day, and users report helpful, knowledgeable assistance.

Ongoing Help

• Account managers assist with form customization, insurance billing setup, and client portal branding.
• There’s also support for data export, ePrescribing setup, and Wiley Treatment Planner integration.

CounSol.com is built with robust, HIPAA-compliant security protocols to protect sensitive health information (PHI):

HIPAA Compliance

• Fully compliant with HIPAA and HITECH regulations for electronic health records.

Data Encryption

• All data is encrypted using 256-bit SSL encryption during transmission.

• Client records, messages, and video sessions are encrypted end-to-end.

Secure Data Centers

• Servers are hosted in Tier-IV data centers with certifications including:
  • SSAE16
  • HITRUST
  • ISO 27001

  • PCI 2.0

Access Controls

• Role-based access ensures only authorized users can view or edit sensitive data.

• Users can configure login timeouts, audit logs, and password policies.

Secure Communication

• No sensitive data is sent via email—only login notifications.

• All client communication (messaging, video, forms) occurs within the secure client portal.

Data Ownership and Export

• Users retain full ownership of their data and can export records at any time.
• If a user cancels their subscription, they can opt for secure data storage at $4.95/month.

The platform emphasizes continuous improvement and responsiveness to member needs.

Update Management:

• Users can track updates by clicking the Support icon in their dashboard and selecting the Feature Updates tab.
• Updates may include new features, enhancements to existing tools, and security improvements.
• The platform does not require manual installation; updates are applied automatically to all accounts.

• Users are notified of major changes via in-app alerts or email notifications.

Examples of Past Updates:

• Improvements to telehealth tools.
• Enhanced form customization options.
• Expanded billing and insurance claim features.
• UI refinements and bug fixes.

CounSol.com has a clear and user-friendly policy regarding data ownership and portability:

Data Ownership:

• The member (covered entity) is the sole owner of all protected health information (PHI) stored on the platform.

• CounSol.com does not access client records only the practitioner and their clients have access.

Data Portability:

• Users can export all client records using the built-in export feature before canceling their account.
• Exported data includes notes, forms, billing records, and client profiles.

• If users choose not to export, CounSol.com offers a secure data storage plan for $4.95/month to retain access to records after cancellation.

Cancellation Process:

• Users must notify CounSol.com once data export is complete to initiate account cancellation.
• The platform ensures that data remains secure and accessible during the transition.

CounSol.com offers flexible, month-to-month pricing that makes scaling up or down easy and cost-effective:

Scaling Up:

• You can add more counselors to your account at any time.
  • Each additional provider costs between $35–$45/month, depending on your plan.
• Add-on features like ePrescribing and Wiley Treatment Planners can be activated per user.

• No need to change plans—just upgrade features or add users as needed.

Scaling Down:

• You can remove counselors or features at any time.
• Downgrading from Premium to Standard or removing insurance billing/telehealth is allowed without penalty.

• Changes take effect in the next billing cycle.

No Contracts:

• All plans are month-to-month, so scaling decisions are not locked into long-term commitments.

CounSol.com has a very user-friendly cancellation and renewal policy:

Contract Terms:

• No long-term contract subscriptions are month-to-month.

• You can cancel anytime without penalties.

Cancellation Process:

• Users must export their data before requesting cancellation.
• After export, notify CounSol.com to cancel the account.

• If you don’t want to export, you can opt for secure data storage at $4.95/month to retain access to records.

Renewal:

• Renewal is automatic each month unless canceled.
• You can switch plans or add/remove features at any time.

CounSol.com is built to meet strict healthcare and data protection standards, including:

HIPAA & HITECH Compliance:

• Fully compliant with HIPAA Privacy and Security Rules.

• Adheres to HITECH Act requirements for electronic health records.

Secure Hosting:

• Servers are housed in Tier-IV data centers with:
  • SSAE16
  • HITRUST
  • ISO 27001

  • PCI 2.0 standards.

Encryption:

• Uses 256-bit SSL encryption for all data transmission.

• End-to-end encryption for telehealth sessions and secure messaging.

Access Controls & Audit Trails:

• Role-based access ensures only authorized users can view PHI.
• Audit logs track user activity for accountability and compliance.