help center

How to do everything but the session.

Step-by-step guides, written by the people who use Better every day. This is the launch seed — the full illustrated guide ports over as we grow. Can't find it? hello@betterehr.com reaches the people who built it.

Getting started

Set up your practice and find your way around.

Getting around: the global layout
  1. Better is organized around your day: Today (dashboard + tasks), CARE (clients, calendar, notes, messages), RCM (billing, payers, services & rates), and OPERATIONS (team, payroll, analytics).
  2. Everything is editable where you see it — actions open in a side drawer so you never lose your place.
  3. Settings lives pinned at the bottom of the navigation.
Set roles and permissions for your team
  1. Open Settings → Roles & Permissions.
  2. Assign each person a role — provider, trainee provider, admin, biller, scheduler. Staff seats are free.
  3. Trainee providers automatically route their notes to their supervisor for co-sign.
Migrate from SimplePractice
  1. From your SimplePractice account, run the structured export plus the reports listed in our click-path guide (we send it when you apply).
  2. Upload the export in Better — clients, appointment history, documentation, services, rates, and payer contracts come in.
  3. Want help? The engineers who built the importer are on standby, and we include client-communication scripts for announcing the switch.

Calendar & scheduling

Appointments, availability, and time off.

Book, reschedule, or override an appointment
  1. From the Calendar, click any open slot to book — choose client, service, and provider.
  2. Drag to reschedule, including outside a provider's stated availability when you need to (you'll see a confirmation).
  3. Open the appointment detail to adjust the service, billing, or a one-off provider fee override.
Block time off (Out of Office)
  1. From the Calendar, choose Block time off and set the range.
  2. OOO blocks appear on the schedule and prevent booking; open the OOO detail to edit or remove.

Clients & the portal

Records, consents, and client onboarding.

Add a client and get them portal-ready
  1. Use Quick Add to create the client with name and contact.
  2. The portal invite lets clients set their own password — no lockout tickets.
  3. Before the first session, the Pre-Appointment Gateway walks them through consents, measures, and any copay.
Handle consents (including paper copies)
  1. Consents are sent and signed through the portal automatically.
  2. Signed on paper? Open the client's Consents, choose Mark as Signed, and upload the copy — the record stays complete.
Configure the Pre-Appointment Gateway & the Green Room
  1. In the client-readiness settings, choose which requirements gate the session link: consent, eligibility, copay, measures.
  2. Every requirement supports overrides and exceptions — a client in crisis is never locked out; that's your call, not ours.
  3. Clients enter through the Green Room 15 minutes early via a portal-gated link on a real calendar invite (never a raw meeting URL).

Clinical notes

The Notes Pipeline — write, track, co-sign.

Write and complete a progress note
  1. The notes worklist shows every note by stage, so nothing slips.
  2. Start a note from the worklist, a client record, or straight from the appointment — it opens beside what you're viewing.
  3. Trainee notes route to the supervisor for co-sign automatically.

Telehealth

Sessions, the split screen, and invitations.

Run a telehealth session
  1. The client's calendar invite opens the Green Room 15 minutes early; you see live readiness before joining.
  2. In session, your notes, client info, and measures sit in a responsive split screen beside the video — no window-juggling.
  3. Session links are portal-gated for privacy; clients never receive a raw meeting URL.

Billing, claims & payments

Insurance flow and card processing — no meters.

Submit claims and track ERAs
  1. Claims generate from insurance appointments — review and submit from Billing & Claims.
  2. ERAs and claim-status updates post back automatically; work only the exceptions.
  3. There is no per-claim fee — file as many as your caseload needs.
Verify eligibility
  1. Eligibility is verified automatically at intake and again at the turn of the year.
  2. Run an on-demand check from the client's insurance record anytime — also included.
Take card payments
  1. Cards are saved and charged through Stripe (2.9% + $0.30).
  2. Copays collect in the Green Room before the session; refunds process from the payment record.

Payers, team & payroll

The back office: contracts, rates, people, pay.

When a provider joins (or leaves)
  1. Add them under Team — profile, role, availability, and pay structure live on one record.
  2. Follow the trigger checklist: contracts to attach, credentialing to submit, services to enable.
  3. When someone leaves, the same checklist runs in reverse so nothing is orphaned.
Track contracts, credentialing & rates
  1. Payers shows every contract, credential, and enrollment in one payer-centric view — who's billable with whom, and why not.
  2. Rate Radar benchmarks your contracted rates against Medicare and payer-transparency data (California today) and nudges you before money is left on the table.
Run payroll calculation
  1. Set each provider's pay structure on their Team record — revenue split, fee-for-service, or salary.
  2. Payroll calculates straight from completed, billed work; export the report for your payroll processor. (Better calculates and reports; it doesn't move money or file taxes.)
Book a demoMore on this page is coming together — talk to us in the meantime.