Therapy Practice Management Software For Therapists To Organize Their Practice

Mental health providers take on many responsibilities when starting a practice business, including billing, insurance claims, office rentals, and the organization of client records. Organizing these responsibilities independently can be challenging, which is where therapy practice management software offers a potential solution.

Below are six practice management software options for therapists often utilized within the industry.

What Is Practice Management Software? 

Many software programs offer subscription plans or a one-time cost to download a platform to your computer or personal device to use when managing your client's information.

These programs offer tools, easy-to-use templates, and other features, including those that target the following areas:

• Billing, invoicing, and insurance claims 
• Financial reports, late fees, and cancellation fees
• Templates for client notes, bills, receipts, and intake paperwork
• Calendar management, including scheduling and notifications
• Medical record storage for client files
• ICD-10, DSM-5, and CPT codes 
• Treatment plan templates
• Telehealth software, such as a video chatting room 
• Reports on monthly earnings, claim status, and missed appointments
• Online forms and applications for clients to fill out
• Worksheets and other resources for clients

Not every software company may offer the same tools, but many offer variations of the above features. Some therapists may seek a platform that offers primarily insurance billing features, while others might use software to take notes and save client progress records.

Six Practice Management Software Options For Therapists

Below are six well known practice management software programs for therapists. When choosing a platform, consider how it can help you save time, money, and openings for clients. You can also read reviews from other providers who have used these platforms to find the best option for you. 

TherapyNotes

TherapyNotes provides mental health workers a location to track electronic health records (EHR), schedule clients, and bill clients. It is a note-taking software with various templates dedicated to client notes in the psychotherapy and behavioral health fields. 

Other significant features include: 

• To-do lists
• Payment processing for credit, debit, HAS, and FSA cards
• A client portal
• A telehealth video portal where you can also share your screen
• 24/7 customer support

TherapyNotes pricing includes the following plans.

• $49 a month for one provider
• $59 per month for the first clinician of a group practice
  • +$30 a month for each additional clinician
  • +$20 a month per intern, and unlimited non-clinical billing or administrative staff

You can also select the enterprise plan if you have 30+ clinicians working at your practice, which includes a free account manager. 

TherapyNotes offers a 30-day free trial. 

TheraNest

TheraNest offers tailored plans for various types of practices including individual, group practices, or even non-profits.

Their services include:

• Telehealth platform options
• Credit card processing
• Appointment reminders 
• Therapy notes
• A client portal, including the option to send documents to clients
• A modern, easy-to-use calendar
• A file storage option
• Billing templates, such as batch payments, invoices, and statements 
• Messaging
• Superbill templates
• An iPhone and Android app
• A knowledge base with articles, training, and videos

TheraNest charges per the number of clients a provider has. The pricing plans include the following. 

• $39 a month for up to 30 clients
• $50 a month for up to 40 clients
• $60 a month for up to 50 clients
• $91 a month for up to 80 clients

If you have more than 80 clients, you should call TheraNest's sales team for further guidance. Currently, if you opt for any annual plan, you will get one month of service free.

SimplePractice

SimplePractice is a comprehensive platform to organize every aspect of a therapist’s practice. It also serves as a middleman to insurance companies for therapists filing claims, taking the work out of billing to insurance. 

They offer: 

• Scheduling
• Templates
• Documentation sending and saving
• Insurance claim filing
• Billing for clients
• Telehealth
• A client portal 
• Automatic payment options
• Online appointment requests for clients
• Calendar syncing
• Custom templates for notes, treatment plans, and emails
• Mobile payments
• Custom client reminders
• A 24/7 support team
• Analytic reports containing information about cancellations, no shows, outstanding payments, and monthly income.

You can also gain connection to over 1,000 pre-written treatment goals, objectives, and interventions to add to your clients' treatment plans. SimplePractice differs from other platforms because it allows therapists to use an app to check up on their schedules, messages, and reminders. 

You can obtain SimplePractice's services through the following pricing plans.

• Starter: $29 a month, not including telehealth services
• Essential: $69 a month, including telehealth services and ten insurance claims a month
• Plus:$99 a month, including telehealth, treatment planners, and 35 insurance claims

You can also call or email the SimplePractice team to develop a plan unique to your practice.

ClinicSource

ClinicSource is an electronic medical record (EMR) software that allows therapists to organize their clients' notes, files, documents, and identification information. In addition, they offer therapy note templates in SOAP format, billing options, and functionality from any location with a secure internet connection. When you first sign up to use the software, you can also receive a demo with training from a specialist to help you get set up with the features. 

ClinicSource does not offer pricing information on its website, but you can contact the company through its contact form for further information.

Kareo

Kareo is a records and billing software for mental health professionals. It was designed for small practices with less than ten providers.

They offer the following features:

• Note templates, coding resource guides, and an EHR platform
• A modern billing reports screen with live updates
• Billing management services
• Marketing tools
• Office insights
• A telehealth platform

The company advertises itself as flexible and committed to providers' financial success. It does not include pricing information on the website, so counselors must reach out through their online form to receive a quote based on their business specialty, product interest, and personal needs. However, this platform offers many financial management options, allowing providers to step back from billing if they wish.

CounSol.com

CounSol is an online counseling solutions software provider that offers a free trial and allows providers to target various areas, including billing, appointments, records, messaging, and telehealth.

Its features include: 

• Messaging with clients
• Complete practice management, allowing you to organize all aspects of your practice on one website or platform
• Custom forms, questionnaires, and templates
• Records and notes 
• Treatment plan templates
• Progress note templates
• Scheduling and calendar features
• Calendar syncing 
• Telehealth video sessions and live chat, with the option to share a screen
• The option to schedule group sessions through the telehealth platform
• Electronic insurance claim submissions
• A client journal, which can be shared with the provider
• Client birthday messages
• Personal account managers
• Advertisement and marketing through CounselorListing.com

The features can vary depending on the pricing plan selected by a provider. CounSol offers the following plans.

• Standard: $49.95 a month 
• Standard Plus: $59.95 a month 
• Premium: $64.95 a month
• Premium Plus: $69.95 a month, including insurance claiming

You can also add the following features. 

• Wiley Practice Planners for $20 a month
• E-prescribing for psychiatrists for $25 to $60 a month, depending on the types of substances prescribed

What Are The Benefits Of Using Practice Management Software?

Using practice management software allows providers to organize various areas of their practice in one location. Without using these features, therapists may have to file manual claims, keep up-to-date with their calendars, keep manual notes and client files, offer in-person or non-secure telehealth services, and develop their own templates.

Although you may be able to find resources online, having a software platform with all the features in one place can be beneficial and reduce stress, allowing you to take more clients and focus on other areas of your practice. In addition, many software companies allow you to file insurance claims directly through their service, reducing the time it might take to mail or file your claims and limiting the chance of filing errors.