How to Assign and Schedule Assessments for Therapists

Scheduled Therapist Assessments allows organizations to assign therapist completed assessments to a specific named therapist on a recurring schedule, with email reminders to help ensure the assessments are completed on time. Previously, therapist assessments were tied to a single anonymous "Therapist(s)" participant on the patient file. Because that participant was not linked to a specific provider, assessments could not be scheduled to an individual therapist and reminder emails could not be sent to the right person.

With this feature, this helps organizations support therapist-completed assessments that need to happen on a fixed cadence, including workflows tied to compliance, quality improvement, or ongoing measurement-based care. This feature is available for both Adult and Child patients.

When a therapist is assigned to a patient, a named Therapist Participant is automatically created on that patient file. If that therapist is later unassigned, the Therapist Participant will be deleted from the patient's file.

There is no manual Add Therapist Participant flow as it is managed through the therapist assignment workflow. This creates a more accurate and accountable way to deliver therapist-completed assessments because each assessment can now be tied to a specific provider.

Scheduled Therapist Assessments allows users to assign therapist-completed assessments on a recurring cadence. When scheduling the assessment, the user selects which Therapist Participant should receive it, along with the assessment type, start date, and frequency.

Once scheduled, the assigned therapist receives email notifications according to that schedule. The assessment can also appear in therapist workflow surfaces, such as MBC Assistant and Caseload Assistant. This is especially helpful for organizations that need therapist-completed assessments to happen consistently over time rather than being manually assigned each time.

If a patient has more than one assigned therapist, the scheduling workflow requires the user to choose which therapist should complete the assessment. This helps ensure the right provider receives the assessment and that the assignment is clearly reflected in the Manage table and calendar.

Existing anonymous "Therapist(s)" participants remain in the system for historical continuity and to preserve workflows where assessments may need to be assigned or completed before a therapist has been assigned. If a therapist is unassigned from a patient, the Therapist Participant is deleted, but historical assessment responses remain visible on the Results page under discontinued assessments.

No. Therapist Participants are created automatically when a therapist is assigned to a patient, so there is no separate manual flow to add one. You may still need to manually assign or schedule assessments for that therapist, depending on your workflow.

Yes. Therapist-completed assessments can be scheduled with a defined start date and frequency so they are delivered on an ongoing cadence.

If a patient has multiple assigned therapists, you will need to choose which Therapist Participant should receive the scheduled assessment when you are adding new assessments.

If a therapist is unassigned, the Therapist Participant is deleted. Historical assessment responses remain available, and previously completed data is preserved. If the Therapist is later re-assigned, the Participant is un-deleted and their data is restored.

Yes. Therapists can manage their Assessment Delivery notification settings like other participants.

Yes, with some limitations. API users can opt into Therapist Participants through the Participants List endpoint using ?type=provider.

To match in-app behavior, Therapist Participants can be retrieved through the API, but they cannot be created, updated, or deleted directly through that endpoint because their lifecycle is managed through therapist assignment.

For organizations using a supported EHR integration, Greenspace can be configured so therapist assignment information from the EHR maps to Therapist Participants in Greenspace.

If your organization wants to use this workflow through an EHR integration, please contact your Customer Success Manager so we can confirm what is supported for your setup.