Group Therapy Software & EHR for Behavioral Health Practices

ICANotes combines recurring group therapy scheduling, roster and attendance management, and clinical documentation in one behavioral health EHR. Schedule group sessions, document shared interventions, and create individualized progress notes for each participant without duplicating work. Integrated billing workflows connect attendance and documentation to the appropriate group therapy services, including CPT 90853 when applicable.

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Group therapy session with therapist documenting participant engagement and group progress

Running a group program means doing two jobs every week: keeping the schedule, roster, and attendance straight, and documenting care for every person in the room. ICANotes puts both on one platform, so your front desk, facilitators, and billing staff work from the same group record instead of reconciling separate systems.

Whether you lead

  • Psychoeducational groups
  • DBT or CBT skills groups
  • IOP and PHP programming
  • Substance use groups
  • Support groups
  • Mixed-diagnosis process groups

ICANotes lets you set up the group once and run it session after session.

From Schedule to Claim: How Group Therapy Works in ICANotes

Every recurring group follows the same five-step workflow inside ICANotes:

  1. Step 1

    Schedule

    Set the series once (weekly, daily, or a custom cadence) and assign facilitators and co-facilitators.

  2. Step 2

    Roster

    Enroll clients, then add or remove participants with one click as people join or step down.

  3. Step 3

    Attendance

    Mark each client Present, Late, No-Show, or Excused for that session.

  4. Step 4

    Notes

    Enter group-level content once, then complete an individualized note for each participant.

  5. Step 5

    Billing

    Attendance and documentation link to the group CPT code (90853) and generate a billable encounter for each client who attended.

Because each step feeds the next, the schedule, the clinical record, and the claim stay aligned without double entry.

Learn more about ICANotes scheduling.

Key Features of ICANotes Group Therapy EHR & EMR

Recurring Group Scheduling

Groups run on a rhythm, and your EHR should keep that rhythm for you. In ICANotes you can:

  • Schedule recurring or one-time group sessions
  • Set weekly, daily, or custom recurrence for each group series
  • Run multi-track schedules and concurrent groups for IOP and PHP programs
  • Carry facilitators and the enrolled roster forward to every session in the series
  • Track cancellations alongside the rest of your calendar

For practices managing multiple therapy groups, recurring scheduling helps reduce administrative work and keeps sessions organized as participants join, leave, or transition between programs. By connecting group scheduling with attendance and clinical documentation, ICANotes helps administrators and clinicians coordinate care without maintaining separate scheduling and documentation workflows.

Group Session Setup & Rosters

Create therapy groups in minutes:

  • Name the group and choose its type and template
  • Assign facilitators and co-facilitators
  • Add or remove participants with one click
  • Keep each participant linked to their own clinical record
  • Link the session to the correct group CPT code

Set it up once and the group is ready for every recurring session.

Group Therapy Templates for Fast, Consistent Documentation

Document group sessions in a fraction of the time with structured group notes templates, including:

  • Psychoeducational group templates
  • Skills training templates (DBT, CBT, relapse prevention, and more)
  • Support group templates
  • Process group templates
  • IOP / PHP group templates

Each template includes clinically meaningful, menu-driven content that keeps documentation clear, consistent, and payer-ready.

Group Therapy Charting: Individualized Notes for Each Client

Document the shared elements of a group therapy session once while maintaining individualized progress notes for each participant. ICANotes helps clinicians capture the interventions delivered to the group along with each client's unique participation, response to treatment, and progress toward clinical goals.

This approach reduces repetitive documentation while preserving the individualized clinical information needed for continuity of care, treatment planning, and billing support.

Group-level documentation (entered once, shared across all participant notes)

  • Topic or theme of the session
  • Interventions delivered
  • Materials or skills taught
  • Group goals and objectives
  • Overall group dynamics
  • Safety considerations

Individual-level documentation (completed for each participant)

  • Client participation level
  • Engagement and affect
  • Insight shown during session
  • Skills practiced or completed
  • Risk factors or concerns
  • Progress toward treatment goals

Group Therapy Notes That Support Billing and Compliance

Payers expect group documentation that:

  • Supports medical necessity
  • Distinguishes group interventions from individual interventions
  • Shows each client's active participation
  • Tracks progress over time

The ICANotes group notes template makes sure:

  • Required elements are always captured
  • Notes remain audit-ready
  • Time and attendance support billing
  • Documentation is consistent across facilitators

You stop rewriting the same paragraphs for every client in the group.

Attendance Tracking & Automated Note Generation

Attendance is taken in the same workflow you use to document, not in a separate log:

  • Present / Late / No-Show / Excused options
  • Automatic linking of attending participants to the session note
  • Pre-prepped notes for absent clients, where applicable
  • Billing driven by attendance data

Attendance updates flow directly into documentation and billing, which reduces errors and saves significant administrative time.

Group Billing & RCM

ICANotes connects group attendance and documentation to the rest of your billing workflow:

  • Link each group session to its CPT code at setup
  • Generate a billable encounter for each client marked present
  • Submit clean claims
  • Reduce denials with accurate coding and documentation

CPT 90853: Group Psychotherapy Billing

CPT 90853 is commonly used to bill group psychotherapy services for each eligible participant. ICANotes connects group attendance, individualized documentation, and billing information to help practices prepare accurate claims and maintain a clear record of services provided.

Each participant's documentation can capture their engagement, response to interventions, and progress toward individual treatment goals. Coverage, authorization requirements, and billing rules may vary by payer.

Learn more: Explore our guide to CPT 90853 billing and documentation requirements for group psychotherapy.

Telehealth Group Sessions

ICANotes supports secure telehealth for groups through:

  • HIPAA-compliant video sessions
  • Easy sign-in for participants
  • Integrated documentation and attendance
  • One-click access from the client portal

Hybrid programs can run virtual and in-person groups on one platform, with the same scheduling, attendance, and notes workflow.

See the full group workflow in a live demo

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Why Providers Love ICANotes for Group Therapy

Built for Recurring Group Therapy Workflows

One entry of group content generates individualized notes for every participant, each saved to that client's chart.

Coordinate Scheduling and Documentation

Recurring sessions, rosters, and attendance sit in the same workflow as documentation, so nothing is re-entered.

Reduce Repetitive Group Documentation

Shared group content + individualized templates = faster notes with stronger clinical clarity.

Support Consistent, Audit-Ready Records

Attendance, individualized notes, and CPT coding stay linked, creating a clear audit trail for every session.

Coordinate Care Across Multiple Clinicians

Co-facilitators, support staff, admins, and supervisors can collaborate efficiently.

Manage High-Volume IOP, PHP, and SUD Groups

Multi-track scheduling, structured templates, and attendance tools make high-volume programs manageable.

Running groups across a multi-clinician practice? See how ICANotes supports group practices, or explore all clinical charting features.

Group Therapy Documentation & IOP/PHP: Frequently Asked Questions

Can ICANotes build recurring group series with rosters and attendance tracking?
Yes. ICANotes lets you set up recurring group sessions — weekly, daily, or on a custom schedule — with a defined roster of enrolled clients. Attendance is tracked per session with options for present, late, no-show, or excused. Attendance records link automatically to documentation and billing, so the clinical record and the claim are always aligned.
How does ICANotes handle IOP and PHP group documentation?
ICANotes is built to support the documentation volume of IOP and PHP programs. You can set up multi-track schedules, run concurrent groups, and document each session without starting from scratch. Group-level content — session theme, interventions, group dynamics — is entered once and shared across all participant notes. Each client then receives an individualized note with their specific participation, engagement, risk factors, and progress toward treatment goals.
How does group attendance tracking connect to billing in ICANotes?
Attendance data flows directly into the billing workflow. When a client is marked present, ICANotes links that attendance record to the appropriate group CPT code and generates a billable encounter. This reduces manual entry errors, supports accurate claim submission, and creates a clear audit trail showing who attended, when, and what services were rendered.
What does a complete group therapy note include in ICANotes?
ICANotes group therapy notes have two components: a group-level section that captures session theme, interventions, materials, group dynamics, and safety considerations; and an individual-level section for each participant that documents participation level, engagement, affect, skills practiced, progress toward treatment goals, and any risk factors or clinical concerns. Both components are completed through structured, menu-driven templates that eliminate repetitive typing.
Is ICANotes group therapy documentation audit-ready?
Yes. ICANotes group notes are structured to meet payer and regulatory expectations — including medical necessity documentation, individualized notes per client, accurate time and attendance records, and consistent coding. For IOP and PHP programs, the documentation workflow is designed to support both internal compliance reviews and external payer audits.
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Run group therapy notes without the rewrite

Try ICANotes and schedule groups, track attendance, and document every participant from one behavioral health EHR.

  • Recurring group schedules with rosters and attendance
  • Shared group content plus individualized notes per client
  • Attendance-linked billing for cleaner group claims
What happens next
  1. Fill out the form, no credit card needed
  2. Get your login and a guided setup call
  3. Start charting in ICANotes and go live with your practice

See how ICANotes can support your group therapy workflow. Start your free 30-day trial, no credit card required.

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