Create a patient record before scheduling or billing their first visit.
Start Create > Add patient
Open the form
Click Create at the top, then Add patient.
Enter their name
First Name and Last Name are required. Add their date of birth and contact information when you have them.
Check the email address
Use an address the patient can access for invitations and invoices. If it is already in use, check for a typo and search Patient List. If the record is not visible or belongs to someone else, contact support.
Add any other details
Phone, address, emergency contact, and other optional details can be completed now or later.
Save
Click Add Patient.
Example patient details. Only first and last name are required.
You can also use Schedule on the patient's row in Patient List.
Start Create > Schedule appointment
Before you begin
Have a patient record ready. Confirm the intended date, time zone, appointment type, and delivery mode.
Choose the patient
Search for their name and select the matching result. Check that the correct person is selected.
Set the visit
Choose the date, start time, duration, and Appointment Type. Check the time zone used by your practice.
Review the charge
Check the Fee. The appointment type may supply a default; change it if needed. Add additional charges only when appropriate.
Choose Delivery Mode
Select In person, Telehealth - video, or Telehealth - audio. Choose video for a video session.
Review optional settings
Choose reminder times. For recurring visits, turn on Repeat this appointment and check the recurrence. Forms can be attached here only for a new, non-repeating visit booked for yourself.
Save the appointment
Click Schedule Appointment.
Example of a 45-minute appointment with Telehealth - video selected.
Check whether the appointment was created before repeating the booking.
Start Schedule Appointment
Scheduling Conflict
Review the existing visit and choose another time. If Appointment not created reports a time conflict, correct the time in the open form and try again.
Forms unavailable
Attaching forms here is unavailable when editing, repeating, or booking for another clinician. Assign them from Forms & Documents in the patient chart.
Appointment saved, forms failed
Keep the saved appointment. Open the patient chart and assign the missing forms there; do not book the visit again.
Confirm the result
Find the visit on Calendar and check its date, time, patient, and delivery mode. Check form assignments separately.
A Scheduling Conflict identifies the existing visit. Choose another time before retrying.
Open the visit to check the patient, date, time, and current status before changing it.
Start Calendar > select an appointment
Reschedule an upcoming visit
Click Edit, change the date or time, and click Update Appointment. Check the new position on the Calendar.
Cancel a visit
Use the cancellation action in the appointment details. Select the reason or outcome that actually happened and read any confirmation before continuing.
Record a no-show or late cancellation
Choose the outcome that occurred. Your practice policy may create a fee draft for billing review. This does not automatically collect payment.
Complete a visit that took place
When available, click Mark complete. Then check Billing > To invoice for the resulting draft or billing work.
Check the result
Reopen the appointment and confirm its updated status. Review billing separately; completion does not mean the invoice has been paid.
Share these steps with a patient who has received a visit link. The no-login screen shown here is shown when that link is available for their appointment.
Start Patient instructions
Open the visit link
Use the visit link supplied for this appointment, such as the link in the appointment reminder. If directed to the patient portal, follow its sign-in and visit instructions.
Enter your name
On the screen shown here, type your name and click Join your visit.
Wait for your clinician
Keep the tab open while your clinician starts the visit and lets you in.
Allow your devices
Allow microphone and camera access when the browser asks. For an audio-only appointment, allow microphone access.
If you cannot join
Check that you opened the current appointment link at the correct time. Contact your care team if the link has expired or the visit is unavailable.
Example of the patient's no-login appointment entry screen.
The current group option is Group webinar: a public, non-clinical room. It is not a private group therapy workflow. Anyone with its link can join; there is no group waiting room or admission step.
Start Teletherapy > Start instant visit > One-time link
Choose the group option
Open One-time link and select Group webinar.
Name the webinar
Optionally enter a public title. Do not put patient names or private health details in it.
Create the group link
Click Create link below the title. Use this route to create the selected group webinar.
Share and start
Use Copy to share the generated link with your intended audience. Check its expiry. Click Start & join to enter.
Finish
Use End meeting when you are finished. Revoke disables future joins through the link; it does not remove people who are already connected.
Select Group webinar, then Create link. The guest screen explicitly describes a public webinar.Participants enter their name to join the public webinar.
Use Billing to move a visit from unbilled work to an invoice, then track the money received.
Start Billing
To invoice
The tab Billing opens on. It lists sessions waiting to be invoiced and, above them, any session never given an outcome. Review & send opens an existing draft.
Invoices
Find a particular invoice, check its balance, send it, record an external payment, or download it.
Balances
What each client owes, how old the oldest charge is, and what of theirs is still unbilled.
Superbills
Create reimbursement documents for a patient's services over a selected period.
Invoice status and balance help you see what still needs attention.
Creating, issuing, sending, and collecting are separate actions. Check the saved status before taking the next step.
Start Billing > Invoices > invoice status
Invoice status at a glance
Status
What it means
Next step
Form still open
Not yet saved
Finish and create
Draft
Saved, not issued
Review and issue
Outstanding / Partial / Overdue
Issued; balance remains
Send, collect, or prepare superbill
Paid
Balance settled
Review or prepare superbill
Cancelled
Excluded from superbills
Review the billing record
Refunded / Partially refunded / Chargeback lost
Review the payment history
Ask your billing administrator
Check how it was created
Manual entry saves a Draft. Selecting sessions issues immediately. Completing an appointment can leave work in To invoice.
Review, issue, then continue
For a Draft, check charges and use Issue invoice or Issue & send. Recheck status and final due date. Then send, collect, or prepare a superbill as appropriate.
The superbill action is disabled while the invoice is a draft.
Use the session picker to bill work already recorded in CoralEHR. Only sessions marked complete appear here, so clear To invoice first, and check it for an existing draft so you do not duplicate one.
Start Billing > Invoices > New invoice
Choose the patient
Click New invoice and select the correct patient.
Review the sessions
Eligible unbilled sessions and drafts appear in the list. Sessions are selected by default; untick anything you do not want on this invoice.
Check the details
Verify service dates, codes, charges, and Total Amount. Add an optional Due Date and Patient memo.
Keep internal details private
Use Internal Notes for billing notes that should not be shown to the patient.
Create the invoice
Click Create Invoice. The button may show the selected session count. This route issues immediately. If the dialog says existing drafts will be combined, check that each selected service is intended.
Send or collect next
Open the resulting invoice and follow the sending or payment steps. Creating it does not itself mean an email was sent or a card charged.
Review the selected service, total, due date, and patient memo before creating.
Use a manual line item when you need to bill a charge that is not being selected from the session list.
Start Billing > Invoices > New invoice > choose patient
Before you begin
Select the correct patient. A description, a positive charge, and a valid clinician selection are needed for manual creation.
Open manual entry
Click Add a line item. Any selected sessions are unticked.
Check the clinician
If Bill on behalf of appears, select the clinician whose work is being billed.
Enter the charge
Choose a Service Code from the fee schedule if appropriate. Check the Description, Unit Price, and Qty. Use Add Line Item for another charge.
Check the total and notes
Review Total Amount. Add a Due Date or Patient memo if needed. Internal Notes stay internal.
Save the draft
Click Create Invoice. A manually created invoice starts as a draft.
Issue when ready
Open the saved draft in Invoices. Review it, then use Issue invoice or Issue & send. Issue & send also emails the patient. Recheck the final due date after issuing; billing payment terms are applied at issue time.
Manual entry creates a draft; it does not collect a payment.
Save the invoice form before leaving. Until it is saved and issued, you cannot use it to create a superbill.
Start New invoice > manual line items
Check the line item
Enter a Description, Unit Price greater than $0.00, and a valid Qty. A gray example price is a placeholder, not an entered charge.
Check the clinician
If Bill on behalf of appears, select the correct clinician. If nobody can be selected, ask the practice administrator to finish that clinician’s chart setup.
Choose one way to bill
Select sessions or enter manual line items. These routes cannot be combined in this dialog.
Save before leaving
Click Create Invoice once enabled. If Discard unsaved changes? appears, choose Keep Editing to return. Discard Changes abandons the form.
A missing price leaves Create Invoice disabled. Scroll within the form to review its total.Keep Editing returns to the form. Discard Changes removes the unsaved work.
Check the patient's email, invoice amount, due date, and patient memo before sending. In the current interface, sending with an online payment link requires Stripe to be ready.
Start Billing > Invoices > open the invoice
Before you begin
Use the correct patient email, an issued invoice with a balance, and an active Stripe setup for online sending.
For a draft
Review the draft. Use Issue & send when offered; this issues the invoice and sends it. If you only see Issue invoice, issue it first and then review the available sending options.
For an issued invoice
Click Send invoice in its Payment section.
Review the confirmation
Check the invoice number, amount, and due date in the Send Invoice dialog.
Send
Click Confirm Send. CoralEHR creates and includes a secure payment link automatically; you do not need to make one first.
Check the outcome
Look for a success or error message and the invoice's sending information. If the email fails, retry sending the same invoice after fixing the problem.
Confirm Send sends the email and includes a secure payment link.A draft must be issued before a payment link or invoice email can be sent.
The patient completes the card payment. Sending an invoice or creating a link alone does not charge their card.
Start Send invoice > patient opens the secure payment link
Before you begin
Stripe must be ready; the invoice must be issued, payable, and have a positive balance.
Send a payable invoice
Make sure Stripe is ready and the invoice is issued with a remaining balance. Follow Send an invoice, linked in this guide.
Or share a payment link
In the invoice, open More invoice actions > Create payment link. When a link exists, use Copy payment link and share it with the intended patient.
The patient checks the amount
The secure page shows a limited payment summary. The patient enters a new card and clicks Pay followed by the amount shown.
If the payment needs attention
Complete any card verification. If the page says Payment submitted, use Refresh Payment Status. Follow the related recovery task for a decline, expired link, or unclear result.
Confirm in CoralEHR
Reopen or refresh the invoice. A settled invoice shows Paid with no remaining balance. Partial means an amount is still due.
Example patient confirmation after the invoice balance has been settled.
Read the payment page message before retrying. An expired link, a declined card, and an uncertain payment need different next steps.
Start Patient payment page
Expired or revoked link
Check the original invoice and remaining balance, then create or replace its payment link. Share the current link with the intended patient.
Card explicitly declined
Ask the patient to check their card details or use another card. Follow any correction instructions on the page.
Payment submitted or result unclear
Use Refresh Payment Status or Refresh Link Before Trying Again, whichever appears. Check the invoice before attempting another payment.
Already paid
A Paid invoice with zero balance does not need another payment. Do not record the same Stripe checkout payment manually.
The expired-link page asks the patient to request a new link.Payment submitted is still waiting for processing. Refresh Payment Status before trying another payment.
A superbill summarizes services for a patient to submit to their insurer. Creating one does not submit an insurance claim or guarantee reimbursement.
Start Billing > Superbills
Before you begin
Create and issue the source invoice first. It must contain service dates in the selected period. Draft and cancelled invoices do not qualify.
Choose the service period
Select the month or another preset. For specific dates, choose Custom range and set From and To.
Find the patient
Review the listed sessions, service dates, and charges. Click Create superbill next to the correct patient. If the list is empty, check the source invoice status and service dates before retrying.
Review the document
Check Covers and the reimbursement details. The date range is based on services, not the invoice's creation or due date.
Fix missing information
Complete the missing details shown in the panel. Use the related task, Check a superbill before sharing, to review the document.
Generate and download
When the information is correct, click Generate superbill, then Download PDF. Review the downloaded file before sharing it with the patient.
Choose the service period, then Create superbill for the patient.
The Superbills list uses issued invoices and their service dates. Complete and issue the invoice for each appointment first.
Start Billing > Superbills
Find the source invoice
Check To invoice and Invoices. If no invoice was saved, complete creation. If it is Draft, review and issue it first.
Check its status
The period list accepts issued, partial, overdue, and settled invoices. Draft, cancelled, refunded, partially refunded, and chargeback-lost invoices are excluded.
Check the service period
Choose a month or Custom range containing the actual service dates. Invoice creation and due dates do not determine eligibility.
Check the service dates
An invoice without service dates will not appear in this list. For recorded visits, use Create an invoice from sessions and check the dates.
Check for a loading error
No billable sessions means no eligible invoices were found for that period. If you see Couldn’t load this period, click Try again.
A session appears in this list after its invoice is issued.
CoralEHR asks for confirmation if you try to generate a superbill with missing reimbursement details.
Start Superbill review > Generate superbill
Read the missing-details panel
Check patient details, provider details, codes, and service information against the actual records.
Choose Go back
If this confirmation appears, Go back returns to the review. Fill the offered fields and Save, or correct the underlying record.
Fix details before generating
Generate anyway saves a document with the omissions. Choose Go back and complete the missing fields before generating.
If you already generated it
Download and inspect the saved PDF. Chart corrections do not update it. Contact support@coralehr.com if it needs correction, and review each document when several clinicians are involved.
The confirmation offers Go back or Generate anyway when required reimbursement details are missing.
Most notes belong to a session. Open the session and its note comes with it, already attached, so there is nothing to link by hand.
Start Calendar > the appointment > Open note
Open the session
In Calendar, click the appointment. The details panel shows the client, the session type and length, the date and time, and whether the visit was in person or telehealth.
Open its note
Click Open note. The button reads the same whether a note exists yet or not. It opens the one that is there, or starts one.
Check what it is attached to
The note opens against that session and takes its date of service from it. You do not link anything yourself.
Write it
Complete the fields for the format you are using. Your work saves as you type. The editor stays quiet while that is working and tells you only if a save runs into a problem.
Sign it
Click Sign Note, review the linked session, and enter your Electronic Signature. AI treatment-plan suggestions are off unless you turn them on.
Confirm
Check that the note reads Signed. In the notes list a signed note shows who signed it and when, and its action becomes Add addendum.
Clicking an appointment opens its details, with Open note alongside Chart and Edit.
New Note opens the template list. The format you pick sets the sections you write into. It does not change who can see the note.
Start Patient chart > Notes > New Note
Open the list
In the chart’s Notes tab, click New Note.
Pick a session format
SOAP is Subjective, Objective, Assessment, Plan. DAP is Data, Assessment, Plan. BIRP is Behavior, Intervention, Response, Plan.
Or one built for a specific job
Intake Note is a biopsychosocial assessment in 13 sections. Crisis Note covers SI/HI risk assessment and safety planning. Couples/Family Note is for a multi-person session. CBIT and EMDR Session Notes carry the fields those modalities need.
Or keep it brief
Contact Note records a phone call, an email, or a short contact. Blank Note starts with nothing.
Writing up an earlier visit
Document a session sits at the top of the list. Use it when the session has already happened.
New Note lists the session formats, the specialised notes, and Document a session.
Send the forms and documents a client needs to complete. You can send a single form or a saved packet, and to more than one client at once.
Start Forms & documents > Browse templates > Assign Packet
Open the assign dialog
In the left navigation, open Forms & documents, go to Browse templates, and click Assign Packet.
Confirm who it goes to
Check the selected clients. You can send the same paperwork to several people in one go.
Pick from the catalog
Use the segment pills to move between All, Documents, and your forms. Each pill shows how many items it holds. Inside Documents you can narrow further by category, such as Consent.
Review the packet
Click Review packet and check the forms and their order before anything goes out.
Send
Click Send form to send it.
Follow up
Use Assigned to see what is still outstanding, and Completed to read finished responses.
The assign dialog: choose the clients, name the packet, then pick from the catalog segments.
Browse templates holds the ready-made consent, intake, financial, and clinical documents. Start from one, adapt the wording, then preview it before you send it.
In the left navigation, open Forms & documents, then click Browse templates.
Choose Documents
Set Library content to Documents. Use Document category to narrow to Consent, Intake, Financial, or Clinical.
Read before you take it
Click Preview to read the full template. Descriptions tell you what each one covers.
Make it yours
Click Use template to copy it into My library, where you can edit the wording.
Fill in your practice details
If a banner says your practice profile is incomplete, finish it in Account Settings. Templates substitute your practice name, phone, and licence details into the text.
Browse templates lists the document catalog with a category filter, Preview, and Use template.
Psychotherapy notes are your own analysis of a session. They sit beside the clinical record in the same Notes surface, under their own scope, and only you can see them. They are kept out of the portal, exports, superbills, and reports, and they are not signed.
Start Patient chart > Notes > Psychotherapy
Open the scope
In the patient's chart, open Notes, then click Psychotherapy.
Write your observations
Record your private thinking about the session.
Link a session if you want one
Use Link this note to a session to attach it to a specific visit, or leave it on No session.
Save
Click Save note.
The Psychotherapy scope keeps private observations beside the clinical record.
The Scratchpad is private working memory for one client. Jot thoughts during or after a session; nothing reaches the chart until you draft it into a note.
Start Patient chart > Scratchpad
Open the Scratchpad
Open the patient's chart and click Scratchpad.
Capture the thought
Add short observations as they come. They are grouped by day.
Turn them into a note
When you are ready to document, click Open in Notes and build the note from what you captured.
The Scratchpad keeps private working notes until you draft them into a note.
Start with the item you are working on and check its current status before retrying.
Start Quick troubleshooting
The patient cannot find an invitation
Confirm their email in Edit demographics, ask them to check spam/junk, then use the portal invite resend or retry action.
Join is missing or the call will not open
Check the appointment's delivery mode and time. Allow pop-ups and browser camera/microphone access. Close other apps using the device if necessary.
Stripe setup is incomplete
Open Revenue, review the account status, and use Complete Onboarding or View Dashboard for the outstanding requirements.
An invoice cannot be sent
Check the email address, invoice status, remaining balance, Stripe readiness, and any on-screen explanation. Fix the existing invoice rather than duplicating it.
The patient paid, but the invoice still looks unpaid
Refresh the invoice and review payment status. Do not submit another payment or manually record the same payment while its outcome is uncertain.
A patient is absent from Superbills
Open their source invoice. Save and issue it if still unfinished or Draft, then select a period containing its service dates. Cancelled invoices are excluded. A loading error needs Try again; it does not mean there are no services.
The superbill has missing details
Use the readiness panel to correct the underlying information, then review the PDF. Check the service dates and that source invoices are finalized.
You need more help
Contact support@coralehr.com or use Book a call in CoralEHR. Include the action, time, and error message. Keep card details and unnecessary patient information out of your support message.
