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Best Therapy Notes Software for your Practice!


When running a mental health clinic, one should take into account a whole lot more than just the treatment of their patients.

While yes, the treatment of patients is of utmost importance, other key areas need attention in order for the care provided to be the best care possible.

As one may know, there are many blended care solutions available that provide some support as a form of practice management.

A few of which include therapy tech, mobile health applications, electronic health records (or EHR), video coaching, and many more.

But, to tell you frankly, these methods are just the tip of the iceberg.

therapy session software

If you are looking for ways to improve your patients experience, administrative processes, and work-flows – all while growing your practice, you should streamline the way you interact with your clients with software designed specifically for your occupation.

One way of doing so is through understanding the exponentially expanding psychotherapy software that provides a series of answers and assistance to whatever you need. 

There are several questions that may run through your mind when trying to find the best therapy notes software like:

  • “What is the best therapy notes software out there?”
  • “Where do I look for them?”
  • “What features can a therapist, mental health specialist, or professional counselor, benefit from this said psychotherapy software?” 

If you’re seeking answers to these questions, you have come to the right place!

This article will explore these answers for you and will allow you to understand and take a closer glimpse at some examples of platforms that can cater from larger enterprises to small start-ups, and to all of the practice types and sizes. 

But, before you start to scroll through the details and information, it would be beneficial for you to know that most of these software (as well as others that we don’t get to mention here) offer a trial period that is either free or at a very low price.

And even while in the trial period, you can have all of its features for one month or more!

Not only that, these professional psychotherapy notes will provide you access to all of the professional tools that you need in order to share, design, and customize your own mental health interventions and activities with your clients.

Hopefully this article will help you choose the best one for you and will allow you to take your practice into the virtual society and the online world today.

What is Psychotherapy Software?

Psychotherapy software is also known as teletherapy software.

This refers to any psychotherapy application that has the common goal of improving and assessing how practitioners can deliver and provide care to their clients.

These virtual care software and application systems utilize a variety of methods and tools which can cater to anything from insurance and clinical documentation to scheduling dates and sessions.

Psychotherapy software also refers to virtual care applications that can enhance billing processes and management.

These software systems consist of a wide range of different processes that would allow professionals to improve and grow their practice.


Type of Teletherapy Platforms

There are quite a lot of various virtual care software that professionals and practitioners can use to streamline and integrate their blended care services.

In some instances, those that offer psychotherapy software will only sell one application as a single solution, just like psychotherapy storage solutions and psychotherapy note templates. 

On the other hand, some forms of psychotherapy applications use a combination of systems and processes in order to provide a number of fully integrated programs.

One of these includes combining directory listings, mobile therapy, and file-sharing capabilities with EHR suites which then offer a huge platform for therapists and other practitioners. 

The single-form teletherapy applications are usually less expensive than those psychotherapy applications and software that have more integrated systems.

Some of the most popular and robust virtual care apps allow therapists to conduct telehealth sessions all within the compliant and secure software.

Not only that, but teletherapy applications also allow professional practitioners to run their practice remotely, and be on the go all the time.

How cool is that?

Psychotherapy Software for Therapists

There are several factors that therapists need to take into account when looking for psychotherapy software.

One of the factors includes the budget and the size of their practice. 

How Large is your Practice?

Before a therapist signs up for teletherapy apps, there are quite a few factors that influence the breadth and scope of a particular psychotherapy software.

Some of these factors include:

  • Solo practice – this is ideal for sole traders and small providers
  • Education centers
  • Outpatient facilities
  • Group practices
  • Social service organizations
  • Multi-clinic organizations- this option is the largest one among the others. These organizations are often designed for improving and enhancing collaboration between location, time, and independent practitioners.

These larger organizations will usually need a more dependable and strong psychotherapy management application and billing system since these practices will employ a huge range of specialties, practitioners, and professionals.

Solo practices or smaller practices may benefit from standalone applications because these practices tend to outsource their electronic medical record (EMR) storage and their medical billing as well.


This standalone mental health software allows practitioners to venture out and grow their practice in an affordable way.

This could also be one of the cheaper options to fill in the gaps with regard to health information technology in a certain practice. 

One example of this case would be if a particular therapist has an aim to digitize the psychotherapy progress notes of their clients or patients.

A standalone application that only provides and handles psychotherapy session notes might be a more affordable and practical option other than trying to invest in a more integrated EHR software or model.

It would only be such a waste if one would overly invest in a superfluous digital system when the goal of the practice for purchasing is for the application to only handle limited tasks and not use all of its features and capabilities to the extreme.

Not only that it doesn’t make sense, but it’s also a waste of money. 

But you may ask, “When does a fully integrated EHR make sense and be worthy of the investment?” 

To answer the question, EHR will only make more sense if a certain practice has multiple users.

Multiple users would also need a high level of coordination for patient care and services.

And this is where fully integrated EHR systems would come in handy. 

With the help of this teletherapy software and applications, therapists are offered a virtual avenue to efficiently track the health outcomes of their patients, as well as the clinic’s budget needs, billing, plans, and goals.

A single application may be sufficient if your therapeutic goal is smaller.

For example, conducting experience sampling data, and the likes.

How Do They Work?

There’s a range of different kinds of applications for psychologists that are available in the market today.

Most of the tools that are provided within the said apps will be different from one piece of software to the next.

But the most sought-out psychotherapy apps, both integrated and standalone, will have the following types of features and components:

Clinical documentation

These apps will allow therapists to store, create, and review psychotherapy notes as well as psychotherapy progress notes.

These certain applications will also allow one to store other patient records which includes progress note examples, past medical history records, treatment plans, and psychotherapy intake notes.

A lot of these apps would also include psychotherapy treatment plan documents and templates for psychotherapy progress notes.

Not only that, these apps are HIPAA-compliant.

This means that it comes with a lot of encryptions and a wide range of security measures to ensure and keep sensitive data safe and confidential.

Appointment Scheduling

These types of applications would allow users to set and make single or recurring appointments easily within the built digital calendar.

A more robust application system creates an avenue for users to track any no-show session or cancellations.

Also, therapists would be allowed to send automatic appointment reminders to their patients via a phone call, a text message, or an email. 

Electronic Claim Filing

With the use of these psychotherapy applications, users have the capabilities to file an electronic claim in the system.

This virtual care app would also allow therapists to track the progress of the claims that have either been approved, submitted, or accepted. 


This psychotherapy billing software offers therapists different ranges or convenient options for a variety of billing functions, for instance, there are a lot of applications that give therapists an avenue to generate a patient superbill, invoice, or statement.

Not only that, but this application can also make billing reports and even make a single or group CMS-1500s.


Teletherapy applications that have coding features will allow users to have access to more accurate, and much faster coding options.

For example, therapists can select the correct ICD-10 or DSM-5 codes from a pre-populated convenient menu. 

When the organization is done with identifying its software needs, the next process is to identify vendors.

And in the process of doing so, it is important to understand two of the significant market trends.

Cloud-Based Technology

One of the most essential choices that an organization will decide with regards to purchasing psychotherapy software is whether that certain software would run as an onsite system or as a cloud-based system.

For a wide range of reasons, cloud-based systems have become the most sought-after system in recent years. 

Cloud-based technology offers many benefits to the organization such as:

  • Provides remote access
  • Less expensive option than on-premise systems
  • The updates to the software are handled by the vendor
  • The vendors are the ones that maintain the system so organizations don’t have to worry about maintaining it themselves.

However, it’s difficult to access cloud-based systems for practices that are located in remote and rural places.

To run a cloud-based system, having broadband is a huge requirement.

Nevertheless, onsite psychotherapy and cloud-based systems both provide therapists the same types of services and abilities.

But, when taking into account the convenience, cloud-based systems are on top of the game as compared to their alternative.

These systems are also less expensive than the onsite option. 

Compliance with Security Laws

To help protect the patients’ sensitive data.

Two strict privacy and security laws are built and are required.

Any violations of the Health Information and Technology for Economic and Clinical Health Act (HITECH) and Health Insurance Portability and Accountability Act (HIPAA) will result in penalties and steep fees. 

When trying to look for a vendor, it is essential for therapists to understand that reputable ones will make sure their clients will be aware of how their software helps them maintain and achieve such complaints with the said acts. 

Luckily, most experienced and reputable vendors such as Quenza, TheraNest, and Simple Practice, will gladly explain the software’s encryption capabilities as well as data protection.

5 Best Psychotherapy Apps for Billing and Software (in no particular order):

If you have reached this far then it’s clearly obvious that you’re ready to take a look at some of these psychotherapy apps.

So, without further ado, this article has listed below some of the most popular standalone and integrated psychotherapy software that are available on the market today.

1. Therapy Notes

This software is an incredible choice for psychotherapy practice.

The said software does not have an app yet, but in terms of ease-of-use, they are top-notch, TherapyNotes is a cloud-based software that is designed for both behavioral and psychotherapy practices.

This includes electronic health records (EHR), and features such as medical billing and patient scheduling abilities, as well as patient portals. 

TherepyNotes is also suitable for practices with single or multiple users.

This software also provides templates for psychiatry notes, behavioral health notes, and psychotherapy progress notes. 

Hence, this software allows clinicians to easily tailor and create psychotherapy progress notes, psychological evaluation, termination notices, and psychotherapy treatment plans.

With the use of TherapyNotes, more than 60,000 medical professionals can invest more of their time into treating their clients because less time is spent in dealing with billing, paperwork, and others.

2. Simple Practice

Over a third of therapists use the SImple Practice according to a survey conducted on popular psychotherapy systems. 90% of the surveyed therapists found this application easy to navigate and use, helping them run their sessions smoothly.

Simple Practice is one of the most popular psychotherapy software and psychotherapy bills on the list, with high satisfaction ratings.

Below is the list of some of the tasks that professional clinicians can access and complete by using Simple Practice.

The features of this application include:

  • Communicating with the patients and clients securely.
  • Allowing therapists to send psychotherapy intake forms in a paperless manner.
  • Payments options are automatics.
  • Allowing professionals to send appointment reminders for free.
  • Running a therapeutic practice while being on the go.

Not only that, but Simple Practice also features a client portal.

The said portal allows therapists to connect with their clients outside their sessions.

Within the app itself, therapists can conduct therapy sessions remotely, and even file bill insurance companies securely.

Instead of using a number of psychotherapy software, Simple Practice has all of the features you need, making your life easier.

You can operate all of the activities that are related to client billing and management inside this fully integrated application system.

3. TheraBill

If you’re looking for psychotherapy management software that is designed for both speech therapists and mental health professionals, you might want to take a look at TheraBill.

With TheraBill, users can submit insurance and billing claims, access the software system remotely through the cloud, and also manage their patient’s schedules. 

These are some of the additional features that TheraBill offers including:

  • Drag-and-drop interfaces that are convenient
  • Scheduling
  • Invoices
  • Appointment reminders that are automated
  • Electronic claim submissions
  • Built-in reporting

Not only that, through TheraBill, practitioners, and therapists can also document their patient’s session because this app comes with psychotherapy note templates that are customizable. 

4. Quenza

Quenza is software that provides psychotherapists the ultimate flexibility.

This software comes with activity builders that are easy-to-use and are designed for quizzes, assessments, psycho-education resources, homework, and many more.

Everything from well-being questionnaires and science-based scales to mindfulness meditation can be integrated into therapy treatment plans.

With Quenza’s pathway tool, users are allowed to customize and automatedly share digitally with clients. 

To help therapists monitor progress and improvements over time, Quenza has progress measurement tools that can be used to track the client’s activity results and responses, as well as track their achievements.

With only $1+ monthly, Quenza can be easily used for delivering established treatments such as therapist-guided CBT, and for mental health coaching.

Other than that, the software also comes with complete tools for messaging and time-saving options like research-based psychotherapy scales and templates.

Quenza is also a HIPAA-compliant counseling tool for storing and creating psychotherapy notes,

5. Kareo

If you’re seeking a web-based software application that is designed to perfectly benefit not just psychotherapy but also healthcare practices, Kareo is the great one to go.

Thousands of physicians utilize Kareo for both its billing and practice management purposes. 

This software works best for smaller billing companies and practices. There are several functions and tasks that Kareo offers for clinicians, this include:

  • Managing late accounts
  • Scheduling patients
  • Storing patient documents
  • Managing collections process
  • Developing tailored reports
  • Confirming insurance

Kareo has a low monthly fee with a no-contract system.

This makes it an asset for smaller practices most especially.

Podiatrists, mental-health practices, pediatricians, family practitioners, and other clinicians can all benefit from Kareo since it is an affordable and convenient software option. 

About the author

Katie Brownley

Health & IT Journalist covering Cybersecurity News, Data Breaches and Security Industry News. Email is open for DM and News Tips are Welcome

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