Your practice documents

At a Glance

Practice Documents is where your own paperwork lives: your clinical will, client agreement, insurance, certificates and policies, stored securely with reminders for the ones that need renewing.

What lives here

This is the home for documents about you and your practice, organised by category: your clinical will, your client agreement or contract, insurance, professional membership and qualification certificates, CPD records, your supervision contract, and practice policies.

It is also where the TherapyLock templates live, ready to download in PDF or Word: a client information and consent form with practitioner guidance, and the clinical will pack, with a template and guidance for setting one up.

The templates sit in their own panel, opened and closed with Show templates. Expand it in your early days, while you are gathering your paperwork together; leave it folded once you have taken what you need, and it no longer stands between you and your own documents.

Kept apart on purpose

Nothing stored here ever appears in a client's file, a client export, or anywhere a client's records go. Retention deletion never touches it either; when a client's record reaches the end of its retention period, your own paperwork stands entirely outside that process. The separation works in both directions, which is why the upload form reminds you never to store anything here that could identify a client.

Adding a document

Choose Add document and the form opens.

Working through it:

1. Choose the file. Whatever you hold: a scan, a PDF, a photograph of a certificate
2. Give it a category, so it files itself with its kind. The categories cover the paperwork of a practice: your clinical will, client agreement or contract, insurance, membership and qualification certificates, CPD records, your supervision contract, and practice policies. Each explains itself as you choose it, and suggests a review date where one makes sense
3. Describe it briefly, so future you knows which insurance year or which version of the agreement this is
4. Review or expiry date, for anything that renews. TherapyLock starts reminding you as the date approaches, and marks anything that has lapsed
5. Where the original is kept. Your future self, or whoever winds your practice down one day, will be glad of it

The form carries one reminder worth repeating here: nothing that could identify a client belongs in this part of the vault.

Choose Store document, and it appears under its category, with its review date shown and, where you noted it, where the original is kept.

Keeping your own supervision records

Your supervision paperwork belongs here, under the Supervision category: a written summary of a session, a signed supervision log, your supervisor's contract.

It sits under the same protection as everything else in your vault, it is private to your account, and it is included in your practice export, so your supervision evidence travels with the rest of your accreditation paperwork rather than living in a separate notebook.

Review reminders

When a document's review date is coming close, your practice insurance needing renewal for example, a Due for Review alert appears here and the document is badged. Anything past its date shows as expired. It is a quiet system: nothing emails you or nags, so a glance at this page when you are in the app is the habit that keeps your paperwork current. The dashboard's Practice Documents card is the doorway that makes that glance easy.

What you will not find here

• Client documents. A signed agreement from a client, correspondence, anything belonging to a person you work with: those live in that client's record, inside their Documents section
• Your plan and account details. Billing, security and exports live in My Account

Related articles

• Your dashboard

• The client record

Still Need Help?

If you have any other questions about TherapyLock, our support team is here to help.

Email us at support@counsellingtutor.com and we will be happy to assist.