Documentation Software Built For SLP, PT, OT, and MFT
PocketChart is a documentation and practice management tool for solo SLP, PT, OT, and MFT clinicians. It's not an EMR — there's no cloud backup, no patient portal, no clearinghouse. PocketChart is for the solo clinician doing private pay with superbill pdf generation. You get the documentation tools you actually use without paying for the 70% you don't.
PocketChart today gives you documentation, scheduling, compliance tracking, and superbills.Electronic claims submission via clearinghouse is coming soon
So if your current system is Google Docs and a Prayer 🙏, PocketChart is the answer.
✅Fast Soap Notes
✅Easy Calendar
✅Intuitive Interface
You're paying $150+/month for an EMR with features you don't use, a patient portal nobody logs into, and prices built for giant clinics. You just want to write solid notes, track goals, and hand your cash-pay clients a superbill.That's it. That's PocketChart.
When you are just starting out as a solo-preneur, you are counting every penny and have no reliable revenue- it HURTS to pay an EMR every month.And it HURTS to try to stay organized, streamlined, and efficient without one... until now.PocketChart streamlines scheduling and documentation without the EMR.
We believe solo clinicians deserve professional tools without the hefty price tag.
Write Notes Fast
SOAP notes with discipline-specific note banks. Click to insert common phrases. Pull from your last note. Done in minutes.
Track Goals
Goal banks. Link goals to notes. See progress at a glance.
Generate Superbills
One click = professional PDF superbill. Bulk generate for monthly statements. Your clients get what they need for insurance reimbursement.
Your Data Stays Yours
Local-first storage. Your notes live on YOUR computer—encrypted and private. No cloud required (but recommended as backup).
One Time Flat Fee, Everything You Need to Run a Compliant Solo PracticeWhat's included:
Client chart management with completeness tracking
SOAP / DAP / BIRP notes with Note Bank
Evaluation templates (PT, OT, SLP, MFT)
Goal tracking (STG/LTG) with Goals Bank
Progress reports & discharge workflow
Claim Preview
Medicare compliance tracking (progress report alerts, visit counting, recert tracking, authorization alerts)
Fix-it sign validation (fix missing fields right in the sign dialog)
Superbill generation
Document management
Calendar & scheduling
PDF chart export (single + bulk)
Local-first storage — your data never leaves your computer
PIN security with audit trail
Windows app (Mac TBD)
Coming soon:
Electronic claims submission via Claim.md integration
Recurring Yearly Subscription, Everything You Need to Run a Business EfficientlyWhat's included:
Everything in Basic, plus:
Quick Chips — auto-generated skilled documentation from structured data
Contractor module (manage agencies, entity fee schedules, batch invoicing)
Client billing with Stripe (invoices, payment links, payment tracking)
Professional credential vault (license/cert tracking, expiration alerts, credentialing packets)
Caseload dashboard (today's schedule, alerts, outstanding items)
Communication log
Mileage tracking
Year-end tax summary
Is PocketChart an EMR?
No, we are a downloadable software that helps you document and stay organized without having to access multiple tools across different platforms. Think of us like a word processing software, except it helps you create client charts, notes, and invoices. We don't access your client data, it only stays where you place it on your computer.
Can I submit claims to insurance through PocketChart?
Not yet — but it's actively in development. Right now, PocketChart generates professional CMS-1500 superbills that you can submit to payers manually or give to clients for reimbursement. Electronic claims submission via clearinghouse integration is coming in a future update.
Is My Data Secure?
PocketChart is a tool for documentation and your data stays locally on your computer. Your PHI never touches our servers. You control your data completely, which means you are responsible for securing your computer and data.
Can I Try It First?
We offer a 30-day free trial. Test it with real notes before you pay a cent.
Is PocketChart HIPAA-compliant and HITECH/ONC Certified?
PocketChart is HIPAA-compliant with pin lock and auto timeout and audit logging. We're not ONC-certified, which means it can't be used for MIPS Promoting Interoperability reporting. If you need that, you're probably in a practice size where SimplePractice or Raintree is the right fit — and that's okay.Local storage means no BAA required with us—your compliance is handled at the device level, just like any files on your computer. We recommend full-disk encryption (BitLocker on Windows). If you store your data in a cloud based service like Google or Dropbox, you are responsible for getting a BAA with them.
What if I need help?
Email support included. We're a small team and we actually respond, but be patient please.
Windows Only?
For now. Mac version possibly coming soon. Get on the waitlist and we'll notify you.
Welcome to PocketChart. By purchasing, downloading, or using PocketChart software, you agree to these Terms of Service.PocketChart is developed and published by Pocket Chart, LLC.Last updated: February 20261. About PocketChartPocketChart is clinical documentation and practice management software for physical therapists, occupational therapists, speech-language pathologists, and marriage and family therapists. PocketChart is a documentation tool — not a medical device — and does not provide clinical advice.2. License GrantUpon purchase, we grant you a limited, non-exclusive, non-transferable license to install and use PocketChart on devices you own or control, for your professional clinical documentation purposes.PocketChart Basic is a one-time purchase granting a perpetual license to use the version purchased and any updates released during the support period.PocketChart Pro is an annual subscription. Your Pro license remains active for the duration of your paid subscription period. If your subscription expires or is cancelled, your account reverts to Basic-tier access. All data you created while on Pro remains on your device and can be exported at any time — you never lose access to your own data.You may install PocketChart on multiple devices you personally own or control, but the software is licensed to you individually and may not be shared with, transferred to, or used by other practitioners.3. Local Data Storage & Your ResponsibilitiesPocketChart interfaces with the data that is stored locally on your device. We do not host, transmit, or have access to your clinical data. You are the sole custodian of your data and are responsible for:• Maintaining regular backups
• Securing your device with encryption and strong passwords
• Ensuring your use complies with HIPAA, state regulations, and professional licensing requirements
• Safeguarding your PIN and recovery credentials
• Ensuring continuity of access to your clinical records, including maintaining current backups in a secure location known to a designated trusted person (spouse, attorney, or practice successor) in case you become unable to access your practice
• Maintaining the integrity of your clinical records and audit trail, including refraining from directly modifying the PocketChart database outside of the application interface4. Purchases and PaymentsPayments are processed securely by Lemon Squeezy, our merchant of record. By making a purchase, you also agree to Lemon Squeezy's terms of service. All prices are in USD unless otherwise stated.Auto-Renewal (Pro subscriptions): PocketChart Pro subscriptions renew automatically at the end of each annual billing period at the then-current subscription price. You will receive an email reminder before each renewal. You may cancel auto-renewal at any time through your Lemon Squeezy customer portal or by contacting [email protected]. Cancellation takes effect at the end of your current billing period — you retain Pro access through the end of the period you've already paid for.5. Refund PolicyPocketChart offers an unlicensed evaluation mode that allows you to explore the software's features before purchasing. Once you purchase a license (Basic or Pro), all sales are final and no refunds will be issued.For Pro subscriptions, you may cancel at any time to prevent future renewals, but no partial refunds are issued for the current billing period. Upon cancellation, you retain Pro access through the end of the period you have already paid for, after which your account reverts to Basic-tier access.6. No WarrantyPocketChart is provided "as-is" without warranties of any kind, express or implied. We do not guarantee uninterrupted or error-free operation. We are not responsible for data loss caused by hardware failure, software issues, or user error.7. Limitation of LiabilityTo the maximum extent permitted by law, Pocket Chart, LLC and its developers shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including loss of data, loss of revenue, or claims by third parties arising from your use of the software.8. Your Clinical ResponsibilityAll clinical decisions, treatment plans, and documentation accuracy are your professional responsibility. PocketChart does not provide clinical guidance or medical advice.9. Regulatory Compliance DisclaimerPocketChart includes features such as compliance tracking thresholds, referral prompts, and state-based direct access rules. These features are provided as informational aids only and do not constitute legal, regulatory, or compliance advice.Medicare, Medicaid, and commercial payer requirements are subject to change. State practice act regulations vary by jurisdiction and may be updated at any time. You are solely responsible for verifying that your documentation practices, referral procedures, and billing comply with all applicable federal and state laws, payer contracts, and professional licensing requirements.PocketChart makes reasonable efforts to provide accurate default settings based on current regulations, but does not guarantee that any built-in thresholds, prompts, or rules reflect the most current requirements at the time of use.10. Compliance Tracking & AlertsPocketChart provides compliance tracking features including progress report reminders, recertification alerts, authorization monitoring, and chart completeness indicators. These features are informational tools designed to support your compliance efforts. They do not guarantee compliance with any regulatory requirement.You remain solely responsible for meeting all documentation deadlines, obtaining required physician signatures, and maintaining compliance with payer and regulatory requirements regardless of whether PocketChart alerts you to a deadline. PocketChart is not liable for missed deadlines, denied claims, or audit findings resulting from your reliance on or disregard of compliance alerts.11. Record Retention & PreservationPocketChart uses soft-delete technology so that records you delete within the application are hidden but not permanently erased, in support of HIPAA record-retention guidelines. Signed clinical documents (notes and evaluations) cannot be deleted through the application interface and are part of the permanent medical record.It is your responsibility to maintain clinical records for the duration required by applicable law (including HIPAA's six-year minimum and any longer state requirements) and to ensure backup copies exist in case of hardware failure.You acknowledge that intentional destruction of clinical records, audit trails, or database files may violate federal and state record retention laws, including HIPAA (45 CFR §164.530(j)) and Medicare Conditions of Participation. Pocket Chart, LLC is not responsible for any legal consequences arising from the intentional destruction of records by the user.12. Data Integrity & Audit TrailPocketChart maintains an audit trail that records clinical document creation, signing, modification, and deletion events. PocketChart also applies content hashing to signed documents to verify that clinical records have not been altered. These protections are a critical component of regulatory compliance and medical record integrity.You agree not to:• Directly modify, delete, or tamper with the PocketChart database file or its contents outside of the PocketChart application interface
• Delete, alter, or attempt to circumvent audit trail records
• Modify the content of signed clinical documents by any means other than PocketChart's built-in amendment process
• Use external tools, scripts, or database editors to alter clinical records, billing data, or compliance tracking information
• Destroy, relocate, or render inaccessible the PocketChart database or audit trail during any period in which you are required by law to retain clinical recordsCircumventing PocketChart's signed document protections may violate HIPAA, Medicare conditions of participation, state practice act regulations, and applicable fraud statutes. Pocket Chart, LLC is not responsible for data integrity failures resulting from direct database modification, use of external tools to alter records, or any action that bypasses the application's built-in safeguards.13. Intellectual PropertyPocketChart, including its source code, user interface, documentation, built-in content libraries (note bank phrases, goal bank templates, evaluation templates, and CPT code references), and all associated materials, is the intellectual property of Pocket Chart, LLC. All rights not expressly granted in these Terms are reserved.You may not:• Reverse-engineer, decompile, or disassemble the software
• Copy, redistribute, sublicense, or resell the software or any of its components
• Extract, republish, or commercially reuse PocketChart's built-in content libraries (note bank phrases, goal templates, or other proprietary content) outside of your normal use of the software
• Remove or alter any proprietary notices, labels, or branding within the software14. UpdatesWe may update PocketChart and these Terms from time to time. Continued use after updates constitutes acceptance of the revised terms.15. TerminationWe reserve the right to terminate your license if you violate these Terms. Upon termination, you must stop using PocketChart, though your local data remains yours.16. Governing LawThese Terms are governed by the laws of the State of California, without regard to conflict of law principles.17. Contact UsQuestions about these Terms? Contact us at:
Pocket Chart, LLC
Email: [email protected]
PocketChart is committed to protecting your privacy. This policy explains what information we collect and how we use it.
The Short Version
Your clinical data stays on your device. PocketChart is local-first software. We never see, access, or store your client records, notes, or clinical documentation. That data lives only on your computer.
Information We Collect
Information You Provide
When you purchase PocketChart or contact us, we may collect:Name
Email address
Payment information (processed securely by Lemon Squeezy—we do not store credit card numbers)Information Collected Automatically
Our website may collect standard analytics data such as:Browser type
Device type
Pages visited
Referring websiteWe do not use tracking cookies for advertising.
How We Use Your Information
We use the information we collect to:Process your purchase and deliver the software
Send important updates about PocketChart (security patches, new versions)
Respond to your support requests
Improve our website and softwareWhat We Don't Collect
PocketChart does not collect, transmit, or have access to:Your clinical documentation
Client/patient information
Treatment notes or evaluations
Any data stored in the PocketChart applicationAll clinical data remains exclusively on your local device.
Third-Party Services
Lemon Squeezy
We use Lemon Squeezy to process payments. When you make a purchase, Lemon Squeezy collects payment information according to their privacy policy. We do not have access to your full credit card number.
Analytics
We may use privacy-focused analytics to understand website traffic. No personal health information is ever transmitted.
Data Security
For information we do collect (email, purchase records), we use industry-standard security measures. However, no method of transmission over the internet is 100% secure.
Your Rights
You may:Request a copy of the personal information we hold about you
Request correction of inaccurate information
Request deletion of your information (subject to legal retention requirements)
Opt out of marketing communications at any timeCalifornia residents have additional rights under the CCPA, including the right to know what personal information is collected and the right to request deletion.
Children's Privacy
PocketChart is not intended for use by individuals under 18. We do not knowingly collect information from children.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the software.
Contact Us
Questions about this Privacy Policy? Contact us at:
Email: [email protected]
Have questions or need help with PocketChart?Email: [email protected]We typically respond within 1-2 business days.
Your data lives on your computer. That's it.PocketChart is software you run locally — like Word or Excel. Your clinical records are files on your machine, not on our servers. We never see them, never store them, never transmit them.That means you're responsible for your data the same way you're responsible for any important files: keep your computer secure, use a strong password, and back up regularly. PocketChart makes this easy with one-click database exports and backup reminders.Your app is protected by a PIN with auto-lock, and every clinical action is logged in an audit trail so your records maintain integrity over time. Signed notes are permanently locked and can't be silently altered or deleted.There's nothing to breach on our end because we don't have your data. If your device is lost or damaged, you restore from your backup — just like any other files on your computer.
| What HIPAA Asks For | How PocketChart Delivers |
|---|---|
| Access Controls | PIN Lock with auto-lock timeout. Only you can open the app |
| Audit Trail | Every action is logged — who did what, when. Notes can't be silently deleted or altered. |
| Data Integrity | Signed notes are permanently locked. No edits, no deletions, no exceptions. The backend enforces this even if someone tried to hack the interface. |
| Backup Capability | One-click database export. Store backups wherever you choose. |
| Record Retention | When you "delete" something, PocketChart hides it but keeps it in your database — because HIPAA says you need to retain records for 6-7 years. |
| Breach Notification | There's nothing to breach on our end. We don't have your data. If your device is compromised, that's handled under your own practice's security plan — the same as if your paper files were stolen. |
PocketChart includes a built-in compliance-assistance engine that tracks progress report deadlines, recertification windows, and authorization expirations — and reminds you before you miss them. This is included at every tier, not locked behind a paywall, because compliance isn't a premium feature. It's the whole point.
| What if my computer dies? | If you've been exporting backups (PocketChart reminds you to), you restore from your backup onto your new computer. Your data goes with you because it's yours. |
| What if PocketChart the company goes away? | Your data is a file on your computer. The software doesn't 'call home' to work. If we disappeared tomorrow, your PocketChart app would still open, your notes would still be there, and your PDFs would still export. You are never locked in and your records are never held hostage. |
| What if I want to switch to a different software? | Export your full client charts as PDFs anytime. Your data is yours. No export fees, no waiting period, no "please contact support to request your records." Click export, get your files, done. |
Getting Started
Practice setup, PIN, first client, first note, sign it
Evaluations & Goals
Goal templates, flagging future goals
Writing Great Notes
SOAP workflow, Note Bank, Quick Chips, signing and the Fix-It dialog
Billing & Invoicing
Fee schedule, creating invoices, Stripe payment links
Staying Compliant
Medicare compliance tracking, progress reports, recertification alerts