Documenting a 10-member DBT group in an EHR designed for one-clinician one-patient encounters, forcing workarounds for every session note?
Group billing being done manually because your practice management system doesn't know how to generate per-member group claims from one session record?
Group Therapy Software Development
Group therapy has fundamentally different documentation and billing requirements from individual therapy. One session, multiple clients, per-member progress notes, group CPT codes, and co-facilitation records -- none of that fits naturally into systems designed around the one-clinician, one-patient encounter model. General EHR and practice management platforms treat group therapy as an edge case, which means your clinical staff are building workarounds for every session.
We build custom group therapy software for behavioural health organisations that run DBT groups, process groups, skills groups, and co-facilitated treatment programmes. Group session scheduling, per-member documentation, group CPT billing, and outcome tracking designed for how group treatment actually works.
Group session scheduling and composition management
Per-member progress notes within a single session record
Group CPT billing with per-member claim generation
Outcome tracking per member across the group's session history
Group therapy software addresses the documentation and billing requirements that general EHR and practice management platforms treat as edge cases. A group session requires a single session record with individual progress notes per member, attendance tracked at the member level, group CPT code application, and per-member claim generation -- none of which works cleanly in systems designed for one-clinician, one-patient encounters. RaftLabs builds custom group therapy software for behavioural health organisations running DBT groups, process groups, skills groups, and co-facilitated treatment programmes, covering group composition management, co-facilitation documentation, outcome tracking per member, and billing that reflects how group sessions are actually coded and reimbursed.
HIPAAAware architecture
·Group + IndividualSession types
·FixedCost delivery
·12-14Week delivery cycles
Group therapy software built for the clinical and operational reality of group treatment
Group therapy is not a scaled-up version of individual therapy. The documentation structure is different: one session produces multiple clinical records, one for each group member, and those records must be linked to a shared session event while remaining individually accessible. The billing logic is different: group CPT codes apply to each member of the session, generating multiple claims from a single encounter. The scheduling logic is different: group composition, open versus closed membership, and co-facilitation all need to be tracked at the group level, not just at the appointment level.
General EHR platforms were not built around these requirements. They were built around the individual encounter model, and group therapy support is added on -- usually as a workaround that forces clinicians to create separate encounters for each group member, losing the shared session record in the process. The result is documentation that takes longer, billing that requires manual intervention, and outcome data that lives in spreadsheets because the system can't aggregate it across a group's membership. A custom group therapy platform is built around the group session as the primary unit, with individual member records derived from it, not the other way around.
What we build
Group composition and scheduling
Group type configuration for open, closed, and semi-open groups with membership rules enforced at the scheduling level. Session series scheduling creates the full group calendar at programme start so individual sessions don't require manual entry each week. Member roster management tracks active membership, member start and end dates within the group, and history of participation. Group capacity is set at the programme level with a waitlist automatically activated when the group is full. Co-facilitation is handled at the group level so both facilitators are associated with every session in the series without requiring separate appointment records.
Per-member session documentation
A single group session record holds individual progress sections for each member present. Attendance is tracked at the member level so a client who misses a session has an accurate absence record without requiring the clinician to create a separate encounter. The therapist writes group-level session notes covering the session theme, interventions used, and group dynamics, then documents individual member responses, risk status, and clinical observations within the same record. Member-level annotations are visible only to the treating clinician and authorised supervisors -- the individual progress section is not accessible to other group members. Previous session notes for the group and for each individual member are accessible from the documentation view before the session starts.
Group outcome tracking
Standardised measures -- DBT diary cards, group cohesion scales, PHQ-9, GAD-7, and any custom instruments your programme uses -- are administered to members on a defined schedule and scored automatically. Trend charts display each member's score history alongside the group session timeline so clinicians can see how individual members are responding over the course of the programme. Group-level aggregate reporting shows the distribution of outcomes across the membership for programme evaluation. Clinically significant changes trigger a flag for review -- PHQ-9 item 9 responses and GAD-7 severity threshold crossings surface in the clinical dashboard without requiring manual checks. Score history is stored in each member's individual record and remains accessible after they leave the group.
Group therapy billing
Group CPT code application -- 90853 for group psychotherapy, 90849 for multi-family group psychotherapy -- is set at the group programme level and applied automatically to each session. Per-member claim generation produces a separate insurance claim for each group member from a single closed session record, so billing staff are not manually duplicating session data for each client. Pre-authorisation session tracking is maintained per member, not per group, so session limits and authorisation expiry dates are flagged at the individual client level. Billing logic distinguishes group sessions from individual sessions in the same client record so reports and payer submissions reflect the correct CPT and modifier codes for each session type.
Co-facilitation and supervision
Dual-facilitator session records associate both clinicians with the group session and allow separate documentation from each facilitator within the shared session record. Co-therapist documentation captures each clinician's observations and interventions without requiring separate encounter records. Supervision notes are linked to group sessions so a supervisor reviewing a trainee's group facilitation has the session record, the trainee's notes, and their own supervision notes in one view. Trainee documentation is flagged for supervisor review before finalisation where the programme requires it. Signature workflows capture co-facilitator and supervisor sign-off with timestamps for audit and accreditation purposes.
Waitlist and group intake
Group-specific intake screening collects presenting concern information, fit criteria for the specific group programme, and any contraindications before a client is placed on the waitlist. Waitlist priority ordering is configurable by fit criteria, clinical urgency, and time on waitlist so group composition decisions are supported by the data. Automated notification to the client and the referrer when a group spot opens reduces the manual coordination required to fill vacancies. Intake assessment collection before the first group session ensures the co-facilitators have baseline data for each new member before they join. Intake data flows into the member's individual record within the group so it is accessible during session documentation.
Frequently asked questions
Individual session documentation creates one encounter record linked to one client and one clinician. Group session documentation creates one shared session record linked to multiple clients, with individual progress sections for each member within that record. The group-level record covers session theme, group interventions, and overall group dynamics. Each member's section covers their attendance, individual response, risk status, and clinical observations for that session. Billing works differently too -- one group session generates a separate insurance claim per member, using group-specific CPT codes rather than the individual therapy codes. General EHR platforms handle individual encounters well; group sessions require a data model built around the group as the primary unit.
Yes. A clinician's schedule can include multiple group programmes running concurrently alongside individual clients. Each group programme has its own composition, session series, and documentation structure. The clinician's view shows all their groups and individual clients in one schedule. Session documentation for each group is accessed from the session record, so a clinician facilitating three groups per week sees each group's documentation separately. Reports and caseload summaries aggregate across all session types -- individual and group -- for supervision and billing purposes.
Per member. A group session with eight members produces eight insurance claims, each using the group CPT code for that session type. The session record is created once, and the billing module generates individual claims for each member from that record. This matches how group therapy is reimbursed by most payers -- the group CPT code is billed per member, not per session. Pre-authorisation tracking is maintained at the member level so session limits and authorisation expiry dates are monitored individually. The system distinguishes group billing from individual billing in client accounts and reporting.
The documentation templates and session record structure are configurable for any group modality -- DBT skills groups, process groups, cognitive behavioural groups, psychoeducation groups, multi-family groups, and co-facilitated treatment programmes. DBT-specific features include diary card delivery and tracking between sessions and group session note templates that capture skills practice, homework review, and behavioural chain analysis sections. The system is not limited to a predefined list of modalities. Note templates, outcome measures, and session structure are configured during implementation to match the programmes your organisation runs.
