How does ShrinkNotes choose the CPT code for an appointment?

For therapy sessions, ShrinkNotes maps a CPT code from the appointment’s duration: 16–37 minutes → 90832, 38–52 minutes → 90834, and 53 minutes or more → 90837. Appointments under 16 minutes get no code. Telehealth appointments add the -95 modifier. You can always override the code on the appointment.

How is the default appointment length decided?

For a returning client, ShrinkNotes uses the length you typically book for that client. For a brand-new client, it uses your own most common session length, falling back to 50 minutes if there’s no history yet.

What’s different for a new client’s first appointment?

New appointments default to Psychotherapy, the fee/charge section is shown so you can set it, and a “first session” notice appears. Returning clients carry forward settings from their most recent appointment — service type, duration, fee, location, and assigned therapist.

Do non-therapy sessions get a CPT code?

No. CPT mapping only runs for psychotherapy. Life coaching, spiritual direction, and other non-therapeutic sessions never receive a CPT code. See the Non-therapeutic Sessions guide.

Appointment defaults

ShrinkNotes fills in sensible defaults when you schedule, so you only change what’s different. It learns from a client’s history and from how you tend to work.

How is the CPT code chosen?

For therapy appointments, ShrinkNotes maps a CPT code from the session’s duration:

16–37 minutes → CPT 90832
38–52 minutes → CPT 90834
53+ minutes → CPT 90837
Under 16 minutes → no CPT code

Telehealth appointments add the -95 modifier automatically. The appointment shows what it mapped — e.g. “Mapped to CPT 90834 for use in Superbills” — and you can override it from the CPT selector at any time.

Returning clients: ShrinkNotes suggests the CPT code from that client’s most recent billed appointment, so once you’ve set the right code it tends to carry forward. Non-therapy sessions get no CPT — see Non-therapeutic sessions.

How is the appointment length decided?

Returning client: your usual booking length for that specific client (based on their recent appointments).
New client: your own most common session length across your appointments — or 50 minutes if there’s nothing to go on yet.

Because CPT is mapped from duration, setting the right length also lines up the right code.

What else defaults differently for new vs returning clients?

For a returning client, a new appointment carries forward from their most recent one:

Service type (therapy, coaching, etc.)
Duration and fee
Appointment location and telehealth link
Assigned therapist

For a new client’s first appointment:

Service type defaults to Psychotherapy.
The fee/charge section is shown up front so you can set it.
A first-session notice appears (“This is your first session with …”).