A group practice has a coordination problem that a solo office doesn't. A dozen clinicians share a waiting room, keep different hours, and see clients back to back. Some are full-time, some are associates in two evenings a week, and a few split their time between locations. Someone has to tell each of them, quietly, that their client is here.
Usually nobody owns that job. There's no receptionist, or there's an office manager who is also doing billing and answering the phone. So arrivals become texts to personal numbers, a doorbell that rings in every office, or clients sitting in the lobby wondering whether anyone knows they've come.
TapIn gives that job to an iPad. Clients tap their therapist's name or photo, and that one therapist gets a push notification on their phone or Apple Watch. Add a kiosk for each waiting room or location, invite each clinician by email, and the whole practice runs from one account.
What gets in the way in a group therapy practice
Every arrival interrupts everyone
A doorbell or chime isn't addressed to anyone. In a suite of ten offices, one ring means ten clinicians wondering whether it's for them, and the ones in session hear it too.
The office manager becomes the switchboard
When someone at the desk relays arrivals, they spend the day texting clinicians and knocking on doors. When they're on a call or out to lunch, nobody is told.
The team keeps changing
New associates start, part-timers come and go, and a second location opens. Any check-in setup has to keep up without someone reprinting a sign or rewiring a bell.
How TapIn helps
Each arrival goes to one clinician
The client taps their therapist on the iPad and only that therapist's phone buzzes. Nobody else in the suite is interrupted, and the client sees a confirmation that their therapist has been told.
One account for every waiting room
Add as many kiosks and locations as you need at no extra cost. Each location's kiosk lists the clinicians assigned there, and clinicians without a location appear on every kiosk.
Adding a clinician takes a minute
Invite them from the web dashboard. They get an email with a short code, sign in to the free TapIn app on iPhone or Android, and appear on the kiosk. You're billed per clinician, so the cost follows your team.
The lobby screen looks like your practice
Put your logo, colors, and welcome text on the kiosk, show clinician photos, and set the order names appear in on each kiosk. Turn off the name field if you'd rather clients not type anything.
A check-in, step by step
- 1
A twelve-clinician practice has a waiting room at each of its two locations, with an iPad kiosk in each.
- 2
At 4:55, three clients arrive for 5:00 sessions with three different therapists.
- 3
Each taps their own therapist's photo and sits down. Three phones buzz silently in three different offices.
- 4
Each therapist finishes their notes and walks out at 5:00 for their own client. Nobody else in the suite heard a thing.
- 5
The practice owner can see the day's check-ins in the web dashboard.
Want the full setup, including locking the iPad into kiosk mode? Read the iPad check-in kiosk setup guide.
From a practice using TapIn
“TapIn gives our clients a simple, professional way to check in while notifying each provider directly. It has been an excellent solution for our shared therapy practice, and the developer has been remarkably responsive to our feedback.”
Village Therapy Collective
Simple per-seat pricing
$5.99/month for the first therapist and $3.99/month for each additional, billed monthly. Unlimited iPads and locations, admin users free. Every plan starts with a 14-day free trial and no credit card. See pricing.
Group Therapy check-in questions
What does TapIn cost for a group practice?
Each clinician who receives check-ins is a seat: $5.99 a month for the first and $3.99 for each additional, billed monthly. Kiosks and locations are unlimited. A 5-clinician practice pays $21.95 a month, 10 clinicians pay $41.90, and 20 pay $81.80.
Does the owner or office manager need a seat?
Only people who receive check-in alerts count as seats. The account owner managing the dashboard isn't billed unless they also see clients and add themselves as a clinician.
We have two locations. Can each kiosk show only that location's clinicians?
Yes. Assign clinicians to a location and that location's kiosk lists them. Someone who works at both can be left without a location, and they'll appear on every kiosk.
Can we choose the order clinicians appear in?
Yes. Drag clinicians into the order you want for each kiosk in the web dashboard, and the iPad updates on its own.
Do clinicians need to install anything?
The free TapIn app on their iPhone or Android phone. Alerts go to the phone they signed in on most recently, and show on an Apple Watch paired with that iPhone.
Does it connect to SimplePractice, TherapyNotes, or our EHR?
No. TapIn runs alongside whatever you use for scheduling and notes. There's nothing to integrate and nothing to migrate.
Also built for
- Mental Health & Counseling patient check-inClients tap your name on an iPad and sit down. You get a silent notification and open your door at the top of the hour, and nobody in the waiting room overhears a thing.
- ABA Therapy patient check-inParents tap their child's BCBA or RBT on an iPad at the door. That staff member gets a silent alert on their phone, and the rest of the clinic keeps working.
Keep reading
- iPad patient check-in kioskTurn any iPad into a patient self check-in kiosk. Patients tap their therapist's name and the therapist gets a silent push notification. Free app, 5-minute setup, from $5.99/month.
- How to set up an iPad check-in kioskStep-by-step guide to turning a spare iPad into a patient check-in kiosk: Guided Access, mounting, Wi-Fi, the TapIn kiosk app, and pairing with a QR code. About 10 minutes.
- Running a practice without a front deskHow solo and small group therapy practices handle arrivals, waiting rooms, and interruptions without a receptionist. Practical options, what each costs, and where an iPad check-in kiosk fits.
- How therapists know a client has arrivedTexts, doorbells, timed pickups, and check-in kiosks: how therapists in practices without a receptionist find out their client is in the waiting room, and how group practices route each arrival to the right clinician.
Give every clinician their own arrival alert
Start a 14-day free trial with no credit card. Pair an iPad, invite your clinicians, and the waiting room is set.