Therabyte typical implementation process:
Account Creation: Users begin by signing up for a free trial or selected subscription plan; this takes just a few minutes with no credit card required.
Workspace Setup: Practitioners configure their personalized landing page, client portal, and core practice details through an intuitive dashboard, typically completed the same day.
Data Import: Existing client lists, intake forms, and historical documentation can be manually entered or migrated from compatible systems; process completion depends on practice size but is supported by Therabyte’s team.
Workflow Customization: Users create or personalize intake forms, scheduling preferences, progress note templates, and goal tracking workflows; most practitioners can complete setup in hours to a few days.
User Training & Onboarding: Teams or solo users can access in-app tutorials, knowledge base, instructional videos, and email/chat support for guidance; onboarding is self-paced but prompt, with direct support available for questions.
Therabyte can be customized across forms, notes, goals, scheduling, programs, and reporting to match specific practice workflows.
Forms and intake: Drag‑and‑drop Form Builder lets clinics create custom intake and consent forms, publish them on the landing page, and tailor fields to data requirements.
Templates: Practitioners can build unique documentation templates for progress notes, evaluations, and invoices; a template library supports rapid reuse and standardization.
Notes customization: Charting supports embedded attachments/photos, custom templates, goal annotations, PDF/email export, and organized file management, enabling discipline‑specific documentation styles.
Goal tracking: Smart Trees provides configurable Trees/Branches/Leaves, reusable goal templates, adjustable statuses, goal banks, and automated summaries for tailored outcome tracking and reporting.
Scheduling workflow: The three‑step scheduler allows configurable reminders, session planning with goals, automatic note creation, goal progress tracking, and invoice automation for end‑to‑end customized flows.
Client portal: Practices can personalize the client portal experience, share homework, and align portal content with clinic processes and branding via landing page + forms configuration.
Programs (group therapy): Clinics can configure group registration, criteria‑based acceptance, and monthly invoice processing to match program rules and billing cycles.
Billing flexibility: One‑click invoicing, split billing, partial payments, prepaid packages, and budget/contract management support custom financial policies and payer arrangements.
Reporting: Automated reports and Smart Trees summary PDFs can be tuned by status rules and goal structures, improving clinical and administrative reporting relevance.
Scale and permissions: Timesheets (beta) support large‑batch invoicing for contractors and scalable month‑end processes; multi‑seat team plans enable role‑aligned workflows across staff.
Implementation: Customization can be completed in hours to days using in‑app guidance, tutorials, and support channels, adapting the system to solo or team‑based needs.
Therabyte does not charge any additional setup fees, maintenance, or hidden support charges beyond its subscription plans. All pricing plans include access to core features, 24/7 in-app support via knowledge base and AI bot, as well as daytime email support at no extra cost. Users can start with a 30-day free trial with no credit card required, enabling them to evaluate the platform without any upfront fees. Any extra costs are primarily related to optional add-ons that practices may select based on specific needs, which are detailed on their pricing page. Overall, Therabyte offers transparent pricing with no surprise setup or ongoing maintenance fees, making it affordable and predictable for solo practitioners or growing teams.
Therabyte provides a layered training and support program that combines self-serve resources, live help, and guided onboarding to get new users productive quickly. New customers receive personalized onboarding with guided email checklists that walk through clinic setup, complemented by optional data migration support such as batch importing client lists from spreadsheets to accelerate go‑live. A 24/7 self-service knowledge base hosted on the support portal covers Getting Started, FAQs, onboarding articles, and workflow guides, alongside archived customer webinars for deeper feature walkthroughs. Users can open tickets, track status, and access structured sections for telehealth, client portal, scheduling, billing, and programs, including step‑by‑step tutorials like “Getting Started with TB Meet” and client-facing how‑tos for joining video sessions. Daytime technical support is available via in‑app chat, email, or phone for real-time assistance during setup and ongoing use, ensuring quick issue resolution and best‑practice guidance.
Therabyte secures PHI with compliance-grade controls, encrypted infrastructure, strict access management, and region-specific hosting aligned to HIPAA, PIPEDA, and PHIPA requirements.
Regulatory compliance: HIPAA for US users with BAAs, and Canadian compliance covering FOIPPA, PIPEDA, PHIPA, and PIPA across provinces.
Data residency: Country-specific hosting; US accounts on HIPAA-compliant US servers, Canadian and international accounts on Canadian servers adhering to PIPEDA/PHIPA.
Encryption: Full two‑way encryption using TLS 1.2 with AES‑256 for data in transit and at rest, plus end‑to‑end encryption for most telehealth communications per terms.
Backups and resilience: Multiple daily backups with built‑in redundancy to support recovery and protect against local device loss, damage, or disasters.
Authentication and access: Per‑user password protection, optional two‑factor authentication (2FA), role‑based access controls, and owner‑visible activity logs with user names and timestamps.
Telehealth security: Portal‑to‑portal authenticated video sessions that avoid open links and can operate peer‑to‑peer with encrypted connections; integrated reminders and secure client portal access.
Personnel safeguards: Annual employee privacy/security training and ongoing threat awareness; background checks and least‑privilege role policies to minimize risk.
Data stewardship and retention: Clients’ data is stored in-country for the duration of the subscription; upon account termination or abandonment, client information is deleted in line with privacy laws.
Therabyte regularly releases updates to its platform, focusing on new features, workflow improvements, and compliance enhancements to ensure a robust user experience. Updates are managed through an agile development process, with enhancements announced via the official website, support portal, and user communications channels. Customers benefit from ongoing software improvements automatically, as Therabyte is a cloud-based solution. This ensures all users have immediate access to the latest tools, security patches, and compliance updates as they are deployed—there is no need for manual client-side installations or IT intervention. Significant new features and upgrades are communicated through release notes, knowledge base articles, product tutorials, and direct notifications to help practices make the most of new capabilities. The platform’s team also solicits user feedback regularly, which drives the prioritization of future update cycles and feature expansions.
Therabyte’s policy is that customers own their data and can export it, with the vendor retaining only the limited rights necessary to operate the service.
Data ownership: All data uploaded from a practice into Therabyte is owned by the account holder; Therabyte does not claim ownership over customer content.
Limited license to operate: The Terms specify customers retain full ownership, granting Therabyte only the minimal permissions required to host, process, and display data to deliver requested features (e.g., previews, storage, sharing at user direction).
Data portability/export: Therabyte allows data downloads via built‑in export tools so clinics can save information and documents to their own drives, supporting switching providers or backups.
Access, update, deletion: Users can update or delete information by logging into their account; support can also be contacted for account-level data requests when discontinuing services.
Retention: Personal data is retained only as long as necessary for service delivery and legal/regulatory obligations, after which it is deleted per policy.
Compliance alignment: Data handling and residency are operated under applicable privacy laws (e.g., HIPAA in the U.S.; PIPEDA/PHIPA in Canada), reinforcing user rights and structured export practices.
Therabyte supports flexible scaling via plan changes and add/remove seats, with immediate proration on upgrades and straightforward team seat adjustments.
Plans and tiers: Three tiers support different sizes—Solo (up to 20 sessions/month), Solo+ (unlimited sessions), and Team (starts with 2 practitioner seats plus 2 free admin seats)—letting clinics move up or down tiers as needs change.
Adding practitioners: On Team, additional seats are priced a la carte—full‑time at $25 and part‑time at $10 per practitioner—so organizations can expand incrementally without jumping tiers.
Enterprise option: Clinics with 20+ practitioners can request a custom, enterprise quote for larger-scale deployments and tailored terms.
Upgrade proration: When upgrading plans mid‑cycle, the account is pro‑rata credited for the unused portion of the current plan and immediately moved to the higher limits; charges run at the new rate until the next billing date, with credits applied to future payments.
Downgrades: Downgrading or canceling may reduce access or features; there are no refunds for unused time, so plan reductions are safest at renewal to avoid loss or forfeited value.
Auto‑renewal: Subscriptions auto‑renew unless cancelled before the renewal date; subscription fees are non‑refundable once charged, including when changing needs mid‑term.
Billing cadence and taxes: Monthly fees are paid in advance; prices exclude applicable taxes (e.g., GST), which are added per jurisdiction.
Admin seats: Team plans include two free admin seats, allowing scaling of operational staff without extra license cost, while practitioner expansion is pay‑as‑you‑go.
Add‑ons: Optional add‑ons can be attached per plan to extend functionality as operations grow, enabling modular scaling beyond base features.
Therabyte subscriptions are cloud-based, auto-renewing plans with clear termination rights, non‑refundability of subscription fees, and vendor discretion to suspend for violations or risk. Below are the key, citable terms for renewal and cancellation.
Auto‑renewal: All subscriptions are set to auto‑renew at the end of each billing term unless cancelled by the customer before renewal, and subscription fees are non‑refundable once charged.
Term of service: The Terms apply from signup and continue until termination under the Terms; continued access implies acceptance of any future revisions once effective.
Customer cancellation: Users can stop using the services at any time by notifying Therabyte; fees already incurred remain payable through the effective termination date, and refunds are not issued for partial terms.
Vendor suspension/termination: Therabyte may suspend or end services at any time, with or without cause or notice, particularly for Terms violations, legal risk, or disruptive behavior; the company will attempt to notify in advance and provide instructions to retrieve data when feasible.
Data retrieval on termination: When access is suspended or ended, Therabyte indicates attempts to support data retrieval with instructions, implying a grace period to export records before final closure.
Changes to terms: Therabyte may revise its Terms at any time, posting the current version on its site; material changes may be communicated via email, and continued use after changes take effect constitutes acceptance.
Governing law and venue: The agreement is governed by Alberta law, with exclusive venue in the provincial courts of Alberta; unenforceable clauses do not void the rest of the agreement.
No refunds policy detail: The Terms specify that subscriptions are non‑refundable; operational articles in the support portal describe how to process payment refunds within the app for TB Pay card transactions at the clinic level (billing corrections), but this is separate from subscription fee refunds to the vendor.
Program billing nuance: For Programs billing, configuration notes state no refunds for unused sessions within a billing cycle, clarifying clinic‑to‑client refund settings rather than vendor subscription refunds.
Therabyte meets HIPAA in the United States and complies with Canadian privacy laws, including PIPEDA, PHIPA (Ontario), and PIPA (British Columbia, Alberta), with FOIPPA considerations clarified for public-sector contexts in Canada. For U.S. customers, Therabyte provides HIPAA-compliant hosting and signs Business Associate Agreements (BAAs) with paid subscribers, aligning administrative, technical, and physical safeguards to protect ePHI. For Canadian and international customers, data is hosted on Canadian servers that adhere to PIPEDA and PHIPA requirements, supporting professional college standards and regional data residency expectations. The platform’s security page and FAQs reiterate compliance posture and outline controls such as TLS 1.2/AES‑256 encryption, backups, and access management tied to these regulations.
Therabyte
By Therabyte Inc
