Therapist Client Lifecycle Bundle, Inquiry to Closure: Inquiry, Intake, Good Faith Estimate & Re-engagement Trackers, Notion + Google Sheets

Four TherapistOps trackers that follow the client lifecycle from inquiry to closure, inquiry → intake → estimate → closure, in one download: the Inquiry Pipeline + Waitlist Matcher, the Practice Tracker (client intake, session log and billing), the Good Faith Estimate Tracker and the Client Re-engagement & Closure Tracker. They share the same client IDs: the Inquiry Hub's handoff step shows what to copy into the Practice Tracker, and the Re-engagement Tracker picks up when a client goes quiet, through closure and the retention log. You save $24 (about 36%) compared with buying them separately ($17 + $19 + $15 + $15 = $66 → $42).

Each tracker comes in two versions (both included), so you can use Notion, Google Sheets, or both.

1. Inquiry Pipeline + Waitlist Matcher (TH-INQUIRY-v1), $17 on its own

From "they reached out" to "they're on the schedule": reply-time flags, stages and next steps, conversion by referral source, and a waitlist matcher for open slots.

- Notion template: one-click Inquiry Hub with 3 linked databases (Inquiries, Referral Sources, Waitlist) and views (Needs Reply, Pipeline board, Ready to Hand Off, Conversion by Source, Slot Finder).

- Google Sheet: Dashboard, Inquiries, Waitlist, Waitlist Matcher, Referral Sources, Handoff to TH-INTAKE and Lists tabs. The reply target (24 h), nudge (4 h) and check-in interval (30 days) are settings you can change.

2. Practice Tracker (TH-INTAKE-v1.3.1), $19 on its own

Client intake paperwork, session log and simple billing in one place.

- Notion template: one-click Practice Hub with 4 linked databases (Clients, Intake, Sessions, Billing), plus relations, rollups, formulas and views (Active Caseload, Balances Owed, Intake Pipeline, Notes To Finish).

- Google Sheet: Dashboard, Clients, Intake, Sessions, Billing and Lists tabs, with session counts, days since last session, balances owed and paperwork progress.

3. Good Faith Estimate Tracker (TH-GFE-v1.2), $15 on its own

Issue date, delivery, expiry and reissue log for the Good Faith Estimates you issue.

- Notion template: one-click GFE Hub with 3 linked databases (Clients, Estimates, Reissue History) and views (Needs Reissue, Current Estimates, Expiry Calendar, Reissue Log).

- Google Sheet: Dashboard, Clients, Estimates, Reissue History and Lists tabs, with automatic expiry dates, days left, and fee-change and reissue flags. The 12-month expiry and 30-day reminder are settings you can change.

4. Client Re-engagement & Closure Tracker (TH-REENGAGE-v1.1), $15 on its own

Quiet clients, a check-in → final notice → closed outreach sequence, editable message templates and a retention-log hand-off, by client ID.

- Notion template: one-click Re-engagement Hub with 4 linked databases (Re-engagement, Session Dates, Message Templates, Retention Log) and views (Outreach Queue, Waiting on Reply, Getting Quiet, Closed, Returned After Closure, Needs Attention).

- Google Sheet: Dashboard, Re-engagement, Session Dates, Message Templates, Retention Log and Lists tabs, with days-since-last-session flags, next steps and a Returned after closure list. The thresholds (21, 30, 14 and 14 days) are settings you can change.

What you get (instant digital download, one ZIP)

- A Start Here PDF (with clickable links to all four Notion templates)

- One folder per tracker, each with: the Google Sheet tracker (.xlsx; open it in Google Sheets), a one-page Setup Guide (PDF + DOCX) with the Notion template link, an illustrated Notion Setup Walkthrough (PDF), and a backup CSV kit for building the Notion version by hand

Fictional sample data is included so you can see how everything works. Delete it when you're ready.

Please note: these are organizational admin trackers only.

- The inquiry tracker records dates, reply times and admin steps only. Log inquiries with initials or a code, never full names, contact details or anything about why someone is reaching out. Its reply target, nudge time and waitlist check-in interval are adjustable settings, not standards.

- The GFE tracker records dates and admin steps only. It does not decide whether, when, or how a Good Faith Estimate is required, or what one must contain. For the requirements, see the official CMS No Surprises Act guidance: https://www.cms.gov/nosurprises/policies-and-resources/provider-requirements-and-resources

- The re-engagement tracker records dates and outreach steps only, by client ID. Its thresholds are adjustable settings, not standards, and whether and when to close a file is always your own call. Check your licensing board and ethics code before you use or adapt any check-in, final notice or closure notice. Retention periods are left blank for you to enter from your own requirements.

Not HIPAA-compliant storage. Not an EHR. Not legal or clinical advice. This is an organizational template only. Keep client data wherever your own compliance obligations require.

The inquiry tracker records dates, reply times and admin steps only. Log inquiries with initials or a code, never full names, contact details or anything about why someone is reaching out. Its reply target, nudge time and waitlist check-in interval are adjustable settings, not standards.

The GFE tracker records dates and admin steps only. It does not decide whether, when, or how a Good Faith Estimate is required, or what one must contain. For the requirements, see the official CMS No Surprises Act guidance: https://www.cms.gov/nosurprises/policies-and-resources/provider-requirements-and-resources

The re-engagement tracker records dates and outreach steps only, by client ID. Its thresholds are adjustable settings, not standards, and whether and when to close a file is always your own call. Check your licensing board and ethics code before you use or adapt any check-in, final notice or closure notice. Retention periods are left blank for you to enter from your own requirements.

All sample data is fictional.