TherapyNotes

What Is TherapyNotes? 

TherapyNotes is a complete Electronic Health Record (EHR) and practice management software for behavioral health practices. The platform offers a range of solutions, including scheduling, clinical notes, a client portal, billing, e-prescribing, outcome measures, and telehealth. It enables mental health practitioners to securely access patient records, simplify day-to-day workflows, and bill insurance companies through a unified dashboard. 

What Is TherapyNotes Best For? 

TherapyNotes EHR is best known for its integrated outcome measures functionality that allows providers to gather information about their clients' experiences. Clinicians can monitor client progress using auto-scored outcome measures like the PHQ-9 and GAD-7, along with reporting features available within the platform. This approach supports better client outcomes by facilitating quick issue screening at intake, tracking progress, and promoting insightful discussions to enhance the overall treatment process. 

How Much Does TherapyNotes Cost? 

TherapyNotes pricing starts at $69/month for one user with a free 30-day trial. This basic plan, known as Solo, includes a custom client portal, basic telehealth, unlimited file storage, and more. Further pricing tiers of the software are as follows: 

Disclaimer: The pricing is subject to change. 

In addition to the base subscription costs, organizations should account for the following potential expenses: 

• Premium Telehealth Add-On: $15/clinician/month 
• TherapyFuel Add-On: $40/clinician/month 
• ePrescribe Add-On: $65/prescriber/month 
• Implementation: Priced between $0–$500 (one-time), covering the initial setup needed before the practice can begin using the platform 
• Data Migration: Commonly priced in the range of $200–$2,000 (one-time), based on how many client records, clinical notes, and billing files need to be moved from an existing EHR 
• Training And Onboarding: Falls around $0–$1,500 (one-time), covering training sessions and onboarding support for staff, particularly in larger practices 
• Integrations: Often comes in between $0–$3,000/year, depending on the number and type of third-party services, such as payment processing, e-prescribing, and clearinghouses, that need to be connected 
• Customization And Configuration: Ranges from $0–$1,000 (one-time), covering changes to note templates, practice settings, and other configuration preferences to match existing processes 

User reviews generally describe TherapyNotes' pricing as fair for most behavioral health practices. As per the reviewers, the cost pays off given the clinical and billing tools included; however, solo and smaller practices commonly flag increase in cost as more clinicians or features are added. 

For accurate pricing based on your organization’s needs, it’s recommended to request a custom TherapyNotes price estimate. 

Disclaimer: The pricing is subject to change.

TherapyNotes Integrations 

TherapyNotes software supports integration with various platforms, including: 

• Google Calendar 
• Outlook Calendar 
• CLAIM.MD 
• Appriss Health 

How Does TherapyNotes Work? 

Follow the steps outlined below to get started with the software: 

• Log in to the software using your credentials 
• Build comprehensive client profiles with assessments, treatment plans, and progress notes 
• Document client sessions with easy‑to‑use templates 
• Schedule appointments and track client attendance directly in the calendar 
• Securely exchange messages with your clients through the patient portal 
• Generate invoices and accept online payments from clients to support the billing process 
• Prescribe and manage medications with the integrated e-prescribing tool 
• Conduct remote care sessions with online video appointments 
• Access detailed reports of your clients’ insurance coverage to verify eligibility 

Schedule a free TherapyNotes demo today for a quick visual tour of the software’s functionalities. 

Who Is TherapyNotes For? 

TherapyNotes EMR is suitable for behavioral health facilities of all sizes, from a private practice to a large mental health care clinic. It is typically used by:

• Psychologists
• Therapists
• Psychiatrists
• Social workers 

TherapyNotes Use Cases 

Based on our analysis of user reviews and TherapyNotes’ current capabilities, we have identified key scenarios where this software is a good fit for behavioral health professionals and mental health practices: 

1. Solo Therapists Managing Clinical And Administrative Tasks 

TherapyNotes supports independent providers who need to manage scheduling, documentation, and billing without external staff. Its structured workflow helps solo practitioners stay compliant and organized while maintaining continuity of care. This setup is especially useful for those balancing clinical sessions with administrative responsibilities. 

2. Group Practices Coordinating Across Multiple Providers 

Clinics with several therapists use TherapyNotes to standardize documentation and handle communication between providers. The system helps maintain consistent records across providers while supporting shared scheduling and billing workflows. This helps improve operational efficiency and reduce errors in multi-provider environments. 

3. Clinics Prioritizing Compliance And Audit Readiness

TherapyNotes is suitable for practices that require strict adherence to documentation standards and audit protocols. Its structured note templates and secure record keeping help ensure compliance with HIPAA and licensing board requirements. This is particularly valuable for clinics undergoing regular audits or supervision. 

4. Practices Offering Telehealth Services 

Mental health providers delivering remote care use TherapyNotes to manage virtual sessions alongside in-person visits. The platform supports secure video conferencing and integrated documentation, allowing clinicians to maintain consistent workflows across modalities. This is beneficial for hybrid care models and geographically dispersed clients. 

5. Billing-Focused Teams Seeking Operational Clarity

TherapyNotes is suitable for practices that rely on internal billing teams or third-party billers. Its clear separation of clinical and financial workflows helps reduce claim errors and improve reimbursement timelines. This setup is effective for organizations with dedicated billing roles or outsourced RCM partners. 

TherapyNotes Features 

Here are a few key features of the software:

Appointment Scheduling 

TherapyNotes offers a fully-integrated scheduling system that allows clinicians to book one-time or recurring appointments directly from their calendar. Each appointment links to the patient’s records, notes, and billing information, so clinicians can access all relevant details without switching systems. With automated appointment reminders, the system helps reduce no-shows, while calendar views can be customized by clinician, client, or location, supporting efficient management of multiple providers and therapy rooms. The system also coordinates telehealth sessions and waitlists, ensuring smooth workflows and reducing administrative tasks, so practices can focus more on patient care. 

Notes

The software provides a flexible and customizable notes system that allows clinicians to document sessions. Healthcare professionals can use structured templates tailored to their specialty needs and workflow requirements. These electronic notes are securely stored in one centralized location, making it easy to access historical records, track patient progress, and maintain compliance. The tool also helps maintain a complete patient record, such as demographics, visit details, and relevant treatment plan information, reducing manual entry and ensuring accuracy. 

Medical Billing 

TherapyNotes' billing features allow practices to submit insurance claims electronically through a built-in clearinghouse, eliminating the need for external billing systems. It handles both in-network and out-of-network claims for insurance and self-pay patients. Payments and patient invoices are managed in a central location, making it easy to track outstanding balances and payment history. Furthermore, the TherapyNotes billing solution provides automated workflows to simplify insurance verification, claim submission, payment posting, and accounts receivable tracking. 

Patient Portal

This feature provides an online space for patients where they can request, reschedule, or cancel appointments, view upcoming visits, and join telehealth sessions. Practices can share intake forms, documents, and treatment-related paperwork. This allows patients to complete and submit them online, speeding up onboarding and keeping records organized. The portal also supports secure online payments, simplifying billing for both patients and staff. In addition, it can be customized with the practice’s branding, allowing therapists to create a cohesive, professional, and patient-friendly online experience. 

Telehealth

TherapyNotes Telehealth allows practitioners to conduct secure, HIPAA-compliant video sessions directly within the platform. Sessions are fully integrated with patient records, so clinicians can document notes, update treatment plans, and manage billing in real time, just as they would for in-person visits. Moreover, telehealth expands accessibility for patients, enabling them to receive care from any location, and provides practices with flexible scheduling options, helping maintain continuity of care while supporting efficient daily operations. 

TherapyFuel 

TherapyNotes provides TherapyFuel, an AI-powered documentation suite that handles note writing, billing setup, and record-keeping. Clinicians can automatically generate structured progress notes (SOAP) from a session summary or a full transcript, which saves hours of manual documentation. It can also create contact notes from secure messages, generate client history summaries, and quickly extract and populate insurance-policy details by simply uploading a photo of the patient’s card. The system lets you customize writing style and tone, and all data remains HIPAA-protected within the TherapyNotes environment. 

Customer Support And Service

The software offers live support, including the option for the support team to remotely connect to a user’s device to troubleshoot issues and provide hands‐on assistance. This helps address technical problems more efficiently, ensuring that practices can continue operations smoothly with minimal downtime. If connectivity or system issues arise (for example, the app doesn’t load), TherapyNotes provides clear troubleshooting guidance, a help center, and unlimited live support from in-house Customer Success team. This helps maintain data integrity and ensures continued access to features like charts, billing, and scheduling.

Integrated Payment Processing

The integrated payment‑processing feature lets practices securely charge and store patients’ credit, debit, or HSA cards, whether entered manually or by card swipe using a compatible reader. Once a card is on file, you can collect copays, missed‑appointment fees, or other charges without needing to manually handle cash or checks. Payment funds are deposited directly into your bank account. For patient convenience, the system supports charging stored cards for future visits or balances, which helps improve cash flow management for the practices. 

Supplementary Features 

Secure Messaging 

Clients and staff can message each other through a centralized inbox built into TherapyNotes. Conversations get organized by topic, with access permissions and practice groups controlling who sees what. 

Electronic Prescribing 

Clinicians manage prescriptions directly from patient charts using TherapyNotes' e-prescribing tools. Medication history, allergies, and drug interactions are visible before a prescription gets sent through Surescripts. 

TherapySearch 

TherapyNotes provides a clinician directory called TherapySearch that lets users search for therapists and behavioral health professionals based on service type, location, and the types of care offered. 

Is TherapyNotes Right For You?

If you are a behavioral or mental health practitioner looking for an easy-to-use EHR system, TherapyNotes may be a good fit. Its flexible, customizable solution allows practitioners to configure notes, billing, and scheduling workflows to meet their specific needs. Therapists, counselors, and other mental health professionals can rely on this all-in-one platform to manage administrative tasks and clinical workflows. 

TherapyNotes software is also HITRUST certified and employs rigorous safeguards such as data encryption, TLS encryption for secure browser connections, powerful firewalls, and a dedicated IT team to ensure that the EHR complies with all relevant HIPAA regulations and keeps sensitive client information private and secure. The software also logs account activity with audit trails, so admins can track what changed and who made the change. 

Curious to learn more? Reach out to us at (315) 215-3447 for personalized guidance on how the software can benefit your practice.