How to document SOAP notes in group therapy settings

Looking for tips on writing SOAP notes in group therapy settings and how to document for multiple clients?

You’re in the right place.

Documenting group therapy sessions can present unique challenges for mental health clinicians.

While the SOAP note format remains a valuable tool for clinical documentation, documenting group therapy sessions requires specific strategies and considerations.

This guide will help you navigate the complexities of writing SOAP notes in group therapy settings and how to document for multiple clients.

Understanding the basics of group SOAP notes

Group therapy SOAP notes must balance individual client progress with overall group dynamics while maintaining the standard SOAP format (Subjective, Objective, Assessment, Plan).

The key is to create efficient documentation that includes shared vs. individual notes—capturing both individual participation and group-level observations.

General documentation structure

When documenting group therapy sessions, you have two main options:

1. 1. Individual SOAP notes: Create separate SOAP notes for each group member.
2. Combined group therapy format: Write one group note with individual sections for each client.

Most practitioners find the combined format more efficient, as it reduces redundancy while still maintaining individual client records.

Essential components of multi-client documentation

Documenting group therapy sessions requires a careful balance of individual and collective observations.

Understanding the essential components of SOAP notes in group therapy settings and how to document for multiple clients helps clinicians maintain accurate, useful records while meeting professional and legal requirements.

Keep reading to learn what to include in each section of a SOAP note, along with sample group therapy notes.

Header information

Every group session note should begin with comprehensive identifying information. This includes the date and time of the session, the specific type or focus of the group (such as DBT skills, substance abuse recovery, or anxiety management), and the number of participants present.

It should also include the duration of the session and names of group facilitators.

Subjective section

The subjective section captures the session’s overall theme and individual client contributions.

Rather than simply listing observations, this section should flow narratively, describing each participant’s self-reported progress and significant statements.

For example:

“Today’s session focused on managing anxiety. John reported increased workplace stress and described implementing new coping strategies learned in previous sessions. Maria shared her ongoing challenges with family conflicts, while Thomas enthusiastically described his success with breathing exercises.”

Objective section

In documenting observable behaviors and interactions, clinicians should paint a clear picture of both individual participation and group dynamics.

This section should detail how members engage with each other, their non-verbal behaviors, and overall attendance patterns.

For instance: 

“The group maintained a supportive atmosphere throughout the session. Sarah demonstrated active participation through consistent eye contact and thoughtful feedback to peers. Michael, though initially reserved, became more engaged as the discussion progressed, particularly when sharing his experiences with anxiety management.”

Assessment section

The assessment portion evaluates both individual progress and group development.

Clinicians should analyze each client’s progress toward their goals while also considering the group’s collective growth.

This might read:

“The group continues to demonstrate increasing cohesion, with members showing greater comfort in sharing vulnerable experiences. Sarah shows marked progress in implementing anxiety management techniques, while Michael continues to work on opening up in the group setting. Rebecca demonstrates exceptional skill application and often serves as a positive model for other group members.”

Plan section

The plan section should outline both group-level interventions and individual recommendations for moving forward.

This can include specific homework assignments, treatment plan updates, and any necessary referrals. The plan should be concrete and actionable for both the facilitator and participants.

Best practices for group SOAP documentation

When writing SOAP notes in group therapy settings and how to document for multiple clients, there are some best practices to keep in mind.

1. Use clear organization

• Create distinct sections for group-level observations and individual client notes
• Use consistent formatting for each client’s information
• Include a numbering or bullet point system for easy reading

2. Focus on relevant information

• Document significant individual contributions
• Note important group dynamics
• Record any safety concerns or risk factors
• Include therapeutic interventions used

3. Maintain efficiency

• Use standardized templates
• Implement shorthand or abbreviations (when appropriate)
• Focus on clinical significance rather than exhaustive detail

4. Ensure confidentiality in group notes

• Maintain HIPAA group therapy compliance
• Use client identifiers consistently
• Protect information about other group members in individual records

Documentation tips for group therapy leaders

Here are some tips that mental health clinicians can consider when documenting group therapy sessions.

1. Take brief notes during session

• Use a simple checklist or shorthand system
• Note key observations about each participant
• Record significant group dynamics

2. Complete notes promptly

• Document immediately after the session when possible
• Use your brief session notes as a guide
• Include both individual and group-level observations

3. Regular review

• Monitor progress patterns
• Track group development
• Identify areas needing attention

Effective SOAP notes in group therapy settings and how to document for multiple clients requires balancing individual client needs with group dynamics while maintaining clinical efficiency.

By following these guidelines and adapting them to your specific setting, you can create comprehensive, professional documentation that serves both clinical and legal requirements while supporting optimal client care.

Sources

• Malhotra A, Mars JA, Baker J. (2024). Group Therapy.
• Podder V, Lew V, Ghassemzadeh S. (2023). SOAP Notes.
• U.S. Department of Health and Human Services. Office for Civil Rights. (2023). HIPAA Privacy Rule and sharing information related to mental health.

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