Testing Tracker
Case management for psychological, forensic and school evaluations.
An evaluation is not an appointment. It is a sequence — intake, authorization, administration, scoring, interpretation, report, feedback — stretched across weeks, running for a dozen clients at once, with an authorization quietly expiring in the middle of it. Testing Tracker holds that sequence, on your own computer, in a file only you can open.
The board
01
Every client, every stage, one screen
Testing Tracker opens on a board. Each column is a stage of the evaluation; each client is a card you move from one column to the next as the case progresses — by dragging it, by pressing Next, or from a dropdown in the client's own panel.
Every card shows how long that client has been sitting in their current stage. A case that has quietly stalled becomes visible instead of forgotten.
Waitlist
Client A
Intake
Client B
Preauth received
Client C
Testing in progress
Client D
Client E
Report writing
Client F
Placeholder names. Ten columns ship in the psychological testing template; the tab strip holds one board per kind of work.
Boards
02
Different work, different boards, one file
A forensic evaluation does not move through the same stages as a psychoeducational one, and neither matches a clinical testing case. Testing Tracker gives each kind of work its own board, with its own columns and its own fields, all in the same encrypted file.
Three templates ship with it:
- 01Psychological Testing — ten columns, from waitlist through authorization, administration, interpretation, report and feedback.
- 02Forensic Evaluation — nine columns following the sequence of the Specialty Guidelines: referral clarification, records review, orientation of the examinee, clinical and forensic interview, testing, collateral interviews, integration and report, testimony.
- 03School Psychology — eight columns for evaluation work on an education timeline.
None of it is locked. Rename any column, reorder them, switch one off — clients relocate rather than disappear — or add a stage your process needs, and your own fields to any stage. Renaming is safe: information already entered stays attached to the client whatever you call the field afterwards.
Authorizations
03
Authorizations that don't expire on you
An authorization approved at intake has to still be valid when the last subtest is administered. Testing Tracker carries the expiry with the client through every column, not only the authorization stage, and counts down in plain sight — with a red edge on the card once it is close.
If a client is cash-pay or otherwise needs no authorization, one checkbox removes the whole apparatus for that client: the countdown, the unit tracking, and the authorization columns themselves.
Above thirty days · inside thirty · inside fourteen · past due.
CPT & units
04
Requested, approved, used
Testing codes and their units are tracked as tables on four columns — requested, approved, units used on administration codes, and units used on evaluation codes. Each row carries the code, its plain-English label, and a units box, with a running total underneath.
Codes that may only be billed once prefill to one unit and warn if raised. The two "used" tables compare themselves against what was approved: four of six used, two left — and, past the authorization, nine of six used, three over.
Carrying figures forward is a button, never automatic. Approved rarely matches requested, and silently prefilling a billing number would be the wrong default.
Units used — administration
| 96136 first 30 min | 1 unit |
| 96137 each add'l 30 min | 3 units |
| 4 of 6 approved | 2 left |
The code list lives in your data file, not in the software, because codes change annually and every payer differs.
Not billing advice
Testing Tracker records the codes and units you enter. It does not validate claims, check payer rules, or verify code combinations, and nothing in it constitutes billing, coding, legal or clinical advice. Verify requirements with your payers.
Testing plans
05
Build the battery. Print two versions.
Each client gets a testing plan: the measures you intend to administer, where each one happens — your office or the client's home — the time each takes, and its purpose. Totals update as you build, split between in-office and at-home time, so you know what you are asking of the client and of your calendar before the first appointment.
Batteries you use repeatedly are saved once and dropped into a plan whole. Take-home instructions are written in your own words, each marked at-home or not, which is what drives the split in the totals.
Plans print two ways, and the separation is enforced by the software rather than left to you to remember.
Client copy
Your practice name
Testing plan · Client A · 4 September 2026
| Clinical interview — office | 60 min |
| Cognitive measure — office | 90 min |
| Achievement measure — office | 75 min |
| Self-report inventory — home | 45 min |
| Total | 270 min |
No codes. No units. No insurance. No referral question.
Chart copy
| Date of birth | — |
| Referral question | — |
| Insurance | — |
| Authorization no. | — |
| CPT — requested | table |
| CPT — approved | table |
| CPT — used | table |
| Authorization expires | — |
Everything on the client copy, plus the billing record.
Test library
06
Your instruments, your categories, your times
The library ships with more than 250 instruments, filed under categories a psychologist actually uses — attention, memory, language, achievement, mood and anxiety, trauma and dissociation, validity and effort, child and developmental, structured interviews, forensic and competence, and the rest. Entries carry both the abbreviation and the full name, so either spelling finds them; search falls back to initials when an entry has no abbreviation of its own.
Administration times ship blank, deliberately. We don't publish a guess at how long an instrument takes in your hands. Set a time on a plan, press Save to library, and it becomes your default from then on. Mark the instruments you reach for as favourites, add the ones we don't carry, and remove the ones you'll never use — the library is yours to shape, and it is shared across all your boards.
Reporting
07
Know your turnaround
Because the app records when each client entered each stage, it can tell you what your evaluations actually cost in time: days per stage, median and average from intake to delivered report, and which cases have stalled. Most clinicians have an impression of their turnaround. This replaces the impression with a figure — useful when a referral source asks, and useful for finding where the weeks are actually going.
Assign clients to a clinician and filter the board to one caseload or view the whole practice. Export any board to CSV for reconciling against billing.
Security
08
Encrypted, offline, and unable to phone home
Testing Tracker is a desktop application, not a web service. There is no account to create, no server to sign in to, and no cloud database holding your records. Your clients live in one file, in a location you choose, on a computer you control — and that file is encrypted.
The application's content security policy permits no remote origin at all. It cannot send your data anywhere, because it cannot reach anywhere.
RECOVERY CODE ABCDE-FGHJK-MNPQR-STVWX-YZ234-56789
Six groups, no look-alike characters, checksummed — a single-character typo is caught before it can lock you out. Print it and keep it somewhere other than beside the data file.
Supervision
09
Supervisor access, on your terms
A supervisee can give a supervisor a look at their caseload without handing over the file. The supervisor creates an identity on their own machine and sends an ID; the clinician grants access and exports a sealed snapshot — the caseload as of a stated date, encrypted so that only that one supervisor can open it, and read-only when they do. Cards cannot be moved, fields cannot be edited, and nothing is written to disk while a snapshot is open.
Access is granted by the person who owns the data, and can be withdrawn.
- ·The software cannot verify that anyone supervises anyone. It records that a clinician chose to grant access.
- ·Withdrawing access stops future snapshots. One already opened cannot be un-seen.
- ·A snapshot, once decrypted, is outside the clinician's control — as with any exported record.
We would rather state those limits plainly than let anyone assume otherwise.
Getting started
10
Install it
A signed installer for Windows or macOS. Nothing else to configure.
Choose where your data lives
On first run the app asks where to keep your file and helps you set a password and record your recovery code.
Pick a board
Choose the template that matches your work. Add more boards later from the tab strip.
Add your first client
A name and a referral question is enough. Everything else fills in as the evaluation moves.
Scope
11
What it doesn't do
Testing Tracker is not an electronic health record, a billing system, a scheduler, or a scoring program, and it does not replace any of them. It holds no test content, no protocols, no norms and no scores — it tracks where each evaluation stands and what it needs next. It is a practice management tool, and nothing in it is clinical, billing or legal advice.
Questions
12
Is Testing Tracker HIPAA compliant?
HIPAA compliance is a property of a practice, not of a piece of software — no application can make you compliant on its own, and any vendor claiming otherwise is overstating it. What Testing Tracker does is remove one of the harder pieces. Because it stores nothing on our servers, transmits nothing to us, and is technically incapable of reaching the internet, Sana Mente Labs never holds or has access to your client data. Your file sits encrypted on hardware you control, where your existing safeguards already apply. Confirm your own obligations with your attorney or professional liability carrier.
What happens if I forget my password?
Your recovery code opens the file and lets you set a new password. If both the password and the recovery code are lost, the data cannot be recovered — not by you, and not by us. That is what real encryption means. Print the recovery code at setup and store it somewhere other than beside your data file.
Do I need an internet connection?
No. Testing Tracker works entirely offline and is built so that it cannot do otherwise.
What happens if my computer fails?
Your data is a single encrypted file. Keep it wherever you keep your other backed-up clinical records, and the app will open it again on a new machine. It also maintains an encrypted backup copy beside the file.
Can several clinicians in a practice use it?
Each clinician installs Testing Tracker on their own computer. Clients can be assigned to a clinician and the board filtered by caseload. If a file is shared, the app detects when it has been changed elsewhere and asks you what to do rather than overwriting someone's work.
Can I use it for forensic or school evaluations?
Yes — those are two of the three templates, and each board carries its own columns and fields. You can also build a board from scratch for work none of the templates fit.
Does it store test data or scores?
No. Testing Tracker holds no test content, no item responses, no protocols and no scores. It tracks the evaluation, not the instrument.
About
13
Built by a psychologist, in a working practice
Testing Tracker started as a whiteboard on the wall of a private practice. It was built by a licensed psychologist who conducts evaluations and needed a better answer than a whiteboard — which is why every column, every field and every countdown exists because a real evaluation needed it, and why the authorization expiry follows the client instead of sitting in the column where it was entered.
It is published by Sana Mente Labs LLC, alongside System Map and Trauma Ledger — a family of clinician-built tools that share one principle: the clinical data stays on the clinician's machine.