Clinic Onboarding Kit
Everything your team needs to launch.
Onboarding scripts for your first call, patient intake email templates, and an RTM billing quick-start guide. Copy, customize, and go.
1. Onboarding Call Script (15 minutes)
Opening (2 min)
"Thanks for setting up The Mirror with your practice. By the end of this call, your team will know how to invite patients, review SOAP drafts, and track RTM codes — all without any new software logins."
Clinic Code Setup (3 min)
Walk them through the provider dashboard:
- Log in at trythemirror.com/provider-login.php
- Copy their unique Clinic Code from the top of the dashboard
- This code is what patients will enter to link their account
"Your clinic code is like a room key — patients enter it once, and from that point on, their shared reflections flow into your dashboard automatically or on a per-entry basis, depending on the consent level they choose."
Patient Invitation (3 min)
Show them how to send intake emails (or use the template below):
- Patients download The Mirror from the App Store
- They create a free account and go to Settings → Link Clinic
- They enter the clinic code — that's it
"Patients own their reflections. They can share everything automatically, or choose entry-by-entry. They can unlink at any time. This consent-first approach builds trust and keeps your practice HIPAA-safe."
Weekly Workflow (4 min)
What happens every Monday:
- AI generates SOAP drafts from the week's shared reflections
- Clinicians receive a digest email with patient summaries
- Pre-session briefs arrive each morning with recent activity
- Clinicians review, edit, sign, and copy notes to their EHR
"Your clinicians don't need to learn a new system. They open their email Monday morning, click through to the dashboard, review the AI-drafted SOAP notes, make any edits, and copy them into SimplePractice or TherapyNotes. Five minutes per patient."
RTM Billing (3 min)
Walk through the RTM panel in the dashboard:
- Day counter tracks monitoring days automatically
- Clinicians log management minutes after each review
- Eligibility badges show which CPT code each patient qualifies for
- Export CSV for your billing team at end of month
"The system does the counting. Your billing team downloads the CSV, matches it to their claims, and submits. No spreadsheets, no guesswork."
2. Patient Intake Email Template
Copy this template and customize with your clinic name and code
Subject: Start Your Reflection Journey with [Clinic Name]
Hi [Patient Name],
[Clinician Name] at [Clinic Name] has invited you to use The Mirror as part of your care.
The Mirror is a private journaling companion that helps you reflect between sessions. Your reflections are yours — you decide what to share with your care team.
Getting started takes 2 minutes:
1. Download The Mirror from the App Store
2. Create your free account
3. Go to Settings → Link Clinic and enter this code: [CLINIC CODE]
Once linked, you control exactly what your care team sees. Nothing is shared without your permission.
Questions? Reply to this email or ask at your next session.
Warm regards,
[Clinic Name]
3. RTM Billing Starter Pack
Quick Reference: CPT Codes & Requirements
| CPT Code | What It Covers | Requirement | ~2026 Rate |
|---|---|---|---|
| 98975 | Initial setup & patient education | One-time per patient | $21.71 |
| 98985 | Device supply (2–15 monitoring days) | Patient data 2–15 days/month | $40.08 |
| 98977 | Device supply (16–30 monitoring days) | Patient data 16+ days/month | $40.08 |
| 98979 | Management time (10–19 min) | Clinician logs 10–19 min + patient contact | $26.39 |
| 98980 | Management time (20–39 min) | Clinician logs 20–39 min + patient contact | $54.11 |
Monthly Billing Workflow
- Week 1–4: Patients journal in The Mirror. Day counter tracks automatically.
- Each review: Clinician clicks "Log minutes" in the RTM panel after reviewing SOAP notes or contacting patient.
- End of month: Go to RTM Billing Readiness → Download CSV.
- Submit: Hand CSV to your billing team. Eligibility badges tell them exactly which codes to submit per patient.
Who Can Bill RTM?
- Physicians, NPs, PAs: Yes — can bill and supervise.
- PTs, OTs, SLPs: Yes — can bill under their own NPI.
- Licensed therapists (LCSWs, LPCs): Yes, when a supervising licensed provider reviews and modifies the care plan.
- Coaches: Can facilitate the workflow but cannot bill independently. A supervising provider must attest.
Audit Checklist
- Each SOAP note has a full version history (AI draft → clinician edits → signature).
- Management minutes are logged with date, duration, interaction mode, and notes.
- Patient consent is tracked with timestamps (granted, revoked, re-granted).
- All data access is logged in the HIPAA audit trail.
- Export PDF reports per patient for payer documentation.