Clinician User Guide
Running Pace
in your practice.
A practical walkthrough — enroll patients by text, review them on your own schedule, document your time, and hand a clean billing PDF to your biller.
Want to click around first? Open the demo dashboard — no signup, 35 sample patients.
The loop, in five steps
Set up your account
Sign up, verify your license, and confirm your practice details. You can enroll patients while verification finishes; you'll need it complete before you bill.
Enroll patients by text
Add one patient, or import your whole panel. Each gets a text from your practice with a one-tap link — no app to install.
They check in daily
A 20-second check-in each day, plus a weekly PHQ-9 and GAD-7. Their data builds toward the 16-day billing threshold automatically.
You review on your rhythm
Scan trends on the dashboard, open patients who need attention, and document the review time you spend — on or off the platform.
Close the cycle & bill
At cycle end, attest your minutes and click Close. Pace generates the audit-defensible PDF your biller submits.
Enrolling patients
Pace is text-first.
Patients are invited by SMS from your practice — the text names your office so they know it's from you, not a stranger. They tap the link, sign a one-screen consent, and they're set up in their browser. No app, no password.
Before you enroll anyone, get their verbal OK to text them. Each enrollment asks you to attest you've done that — it's the consent record behind the program.
One patient
Dashboard → + New patient. Enter their name, mobile number, date of birth, state, and primary ICD-10, check the consent box, and submit. Pace texts the invite right away and shows you the link too, in case you'd rather hand it over in person. Email is optional — text is the channel.
Your whole panel
Dashboard → Import panel. Paste or upload a simple list — name, email, date of birth, state, ICD-10, phone (no header row needed; the format is shown right above the box). Check the one consent attestation, import, and Pace texts each patient over the next little while (paced so a new number stays in good standing). Only import patients you've actually consented; you can add a per-row consent column to invite just some.
Each patient row shows an SMS status — queued, sent, or failed — so you can see who's been reached.
Invite links stay valid for a week, so a patient can tap it whenever they get to it. If someone misses or loses theirs, open their patient page and click Resend invite — a fresh link goes out by text (and email, if on file). The button is there until they've onboarded, then disappears on its own.
What your patient experiences
Twenty seconds a day.
- A morning text reminder with a one-tap link to that day's check-in — mood and sleep, with a gentle rotating prompt. One check-in counts per day.
- A photo they uploaded resurfaces with a warm line, and (if they opt in) a small plant or animal they tend and grow as they keep showing up.
- A weekly PHQ-9 and GAD-7. If you've enabled suicide-risk screening and a patient endorses item 9, the C-SSRS screener runs in the same session and the result lands in your review queue. Crisis resources (988) are always one tap away.
- A warm Sunday reflection summarizing their week — never clinical, just human.
Your dashboard
Everything you need, at a glance.
- Active patients and estimated billing this month.
- Needs review and any open risk alerts, surfaced for you to handle on your cadence — never pushed as real-time alarms.
- Ready to close — cycles past their 30-day window, ready for attestation and billing.
Open any patient to see their day-by-day check-ins, PHQ-9/GAD-7 trends, notable changes, their photos and "about me," and the full audit trail for each cycle. The codes are built around two reviews a month — so a roughly 16-day rhythm fits naturally.
Need it in your chart? Copy summary for EHR on any patient gives you clean structured text to paste into SimplePractice, TherapyNotes, Athena, or your note. You can also send a note to the patient (it appears at the top of their next check-in), and your sent notes show on their page as Notes (N).
Documenting & billing
You attest your time. Pace builds the PDF.
The time-based codes accept clinician self-attestation — no stopwatch. At cycle close, you enter your total review minutes for the cycle and sign. That includes off-platform work: phone consults, reading the PDF, messages, care-plan edits — not just time on the screen. Pace keeps a quiet activity log alongside your attestation as audit support.
Click Close on a cycle (one at a time, or bulk-close several from "Ready to close"), and Pace selects the right codes from the day count and your minutes, then generates the billing PDF — provider, NPI, ICD-10, the day-by-day grid, your review log, the codes with rationale, and an attestation line. Hand that to your biller.
How the day count picks the code
- ≥ 16 days of check-in data98978
- 2–15 days (a lighter month)98986
- Your review time98980 / 98981 / 98979
The device-supply code and your review-time codes stack — they're billed together for the same 30-day window. See the reimbursement page for the full math.
Billing requires your license verification to be complete and the patient's consent on file — Pace checks both before letting a cycle close.
Reminders & opt-outs
A gentle, one-way nudge.
Patients get a daily reminder text during their local morning. If they reply STOP, they're opted out automatically and you'll see it reflected on their row — their Pace account stays active either way.
The line is one-way: if a patient texts back anything else, they get an automatic reply pointing them to call or text 988 in a crisis and to contact your office for medical questions — so nothing important lands in an unmonitored inbox. Patients reach you through your normal channels, not the reminder line.
You can pause monitoring for any patient (vacation, hospitalization) from their detail page — reminders stop and the cycle is set aside until you resume.
Common questions
Questions we didn't cover?
Email hello@neuromotive.health — we reply within one business day.