Therapy Notes: How Does It Work and Is It Effective?


August 8, 2022 | Reading Time: 6 Minutes

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Mental health practitioners should consider a lot more than just the treatment of their patients when running a mental health clinic. The treatment of patients is essential, but other important aspects also require attention for the care provided to be the best. Therapy notes software such as therapy tech, mobile health applications, electronic health records (or EHR), video coaching, and many others are available to help with practice management.


Common Queries About Therapy Notes

If healthcare practitioners like to improve their patient’s experiences, administrative processes, and workflows while expanding their practice, they can use therapy notes to facilitate their interaction with patients. The ever-expanding therapy notes software provides a slew of answers and guidance to their practice. When looking for the best therapy notes software, there are a few queries that may cross a practitioner’s mind:

  • “What is the best software for keeping track of therapy notes?”
  • “How do I locate them?”
  • “What features might be valuable to a therapist, mental health specialist, or professional counselor?”

What is Psychotherapy Software and How Does It Work?

Psychotherapy software is also known as teletherapy software. This term refers to any psychotherapy application that aims to improve and assess how practitioners deliver and care for their clients. These virtual care software and application systems employ different methods and tools to handle everything from insurance and clinical documentation to scheduling dates and sessions. Psychotherapy software can improve billing processes and management and allow practitioners to improve and expand their practice. See TBHI’s previous article “Psychotherapy Notes” Can Be Excluded from “Open Notes Rule” for related information.

Types of Therapy Notes

There is a plethora of therapy notes software available for professionals and practitioners to streamline and integrate their blended care services.

Standalone Vs. Integrated Therapy Software

Some psychotherapy software, such as psychotherapy storage solutions and psychotherapy note templates, only sell one application as a single solution. On the other hand, some psychotherapy software employs several systems and processes to deliver integrated programs. Psychotherapy software with a single form is significantly less expensive than psychotherapy applications and software with more integrated systems.

Factors to Consider When Selecting Therapy Notes Software

When therapists look for therapy notes software, they should consider several factors.

Funding And Scale of the Practice

Several factors influence the comprehensiveness and scope of specific therapy notes software before a mental health practitioner signs up for it. Some of these factors are:

  • Solo practice is the best option for solo practitioners and small providers.
  • Centers for education
  • Facilities for outpatient care
  • Practices in groups
  • Organizations that provide social services
  • Multi-clinic organizations are the most common option among the others. These organizations are designed to improve and enhance collaboration among practitioners from various locations, times, and backgrounds.

Standalone Psychotherapy Software

Solo practices may receive support from standalone applications because they seem to outsource their electronic medical record (EMR) storage and medical billing. The standalone psychotherapy software enables practitioners to flourish and expand their practice on a budget. A standalone application that provides and manages psychotherapy session notes may be a more cost-effective and practical alternative to a more integrated EHR software or models.

Advantages of Standalone Psychotherapy Software

Larger organizations usually require more reliable and robust psychotherapy management software and billing systems because these practices will employ a wide range of specialties, practitioners, and professionals. It would be such a waste if practitioners overspent on software to handle a few tasks and not fully utilize all of its features and capabilities. Therefore, standalone software may suffice if the therapeutic goal is small such as conducting experience sampling data.

Features and Components of Therapy Notes

There are multiple kinds of Therapy notes for practitioners available in the market. However, the most searched therapy notes software, integrated and standalone, will include the following features and components.

Documentation of clinical trials

Practitioners will use this software to store patient records, create and review psychotherapy notes, and track progress. The software is HIPAA-compliant. It includes numerous encryptions and a wide range of security measures to ensure and maintain sensitive data’s safety and confidentiality.

Scheduling Appointments

The software would enable users to set and make single or recurring appointments and track any no-show sessions or cancellations within the built-in digital calendar. Furthermore, practitioners can send automatic appointment reminders to their patients through a call, text, or email.

Digital Claim Submission

Users can file a digital claim in the system when using psychotherapy software. The digital healthcare software would also enable practitioners to monitor the status of claims that have been authorized, submitted, or approved.

Psychotherapy Billing Software

The psychotherapy billing software provides practitioners convenient options for a wide range of billing functions, such as the ability to generate a patient superbill, invoice, or statement.

Writing Codes

Coding features in psychotherapy software will provide users with more convenient and precise coding options.

Latest Trends in Therapy Notes Software

When the organization has determined its software requirements, the next step is to find distributors and, in the process, it’s essential to comprehend two major industry trends.

Cloud-Based Technology

The organization will make an important decision when purchasing psychotherapy software, whether it will administer on-site or in the cloud. In recent years, cloud-based systems have become the most demanded system, offering numerous benefits to the organization such as:

  • Allows for remote availability
  • Less exorbitant than on-premise systems
  • The vendor is responsible for software updates
  • The vendors are in charge of system maintenance, so organizations do not have to worry about it

However, cloud-based systems are hard to access for practices in remote and rural areas. Internet service is an absolute requirement for running a cloud-based system.

Observance of Security Regulations

Two strict privacy and security laws are built and required to protect patients’ sensitive data.

  • Penalties and high fines will be imposed for violating the Health Information and Technology for Economic and Clinical Health Act (HITECH) and the Health Insurance Portability and Accountability Act (HIPAA).
  • When searching for a vendor, therapists must keep in mind that reputable companies will ensure that their clients will be aware of how their software assists them in maintaining and achieving such complaints with the acts.

Most seasoned and prestigious vendors, such as Quenza, TheraNest, and Simple Practice, will explain the software’s encryption and data protection capabilities.

The Top 5 Psychotherapy Software and Apps for Bill Payment

Therapy Notes

TherapyNotes is a cloud-based software solution for behavioral and psychotherapy practices. TherapyNotes does not yet have an app, but they are excellent usability. TherapyNotes includes electronic health records (EHR), features like medical billing and patient scheduling, as well as patient portals. TherapyNotes also offers templates for psychiatry notes, behavioral health notes, psychotherapy progress notes, psychological testing, termination notices, and psychotherapy treatment plans to practitioners.

Simple Practice

Simple Practice is one of the most renowned psychotherapy software and psychotherapy bills on the market, with greater satisfaction. Simple Practice allows practitioners to access and complete the tasks listed below.

  • Allows therapists to send psychotherapy intake forms digitally
  • Automatic payment options are available.
  • Allowing professionals to send out free appointment reminders
  • Ensuring secure communication with patients and clients.
  • Runs a therapeutic practice while traveling.

Simple Practice also includes a client portal, allowing therapists to communicate with their clients outside of sessions. Therapists can conduct therapy sessions remotely and securely bill insurance companies through the app.


TheraBill includes psychotherapy software for both speech therapists and mental health professionals. Users can use TheraBill to submit insurance and billing claims, access the software system remotely via the cloud, and manage their patients’ schedules. Some of the additional features provided by TheraBill are as follows:

  • Convenient drag-and-drop interfaces
  • Scheduling
  • Invoices
  • Automated appointment rescheduling
  • Submission of claims digitally
  • Reporting capabilities integrated into the software

Practitioners and therapists can also use TheraBill to file their patients’ sessions because it includes customized therapy note templates.


Quenza allows psychotherapists possible flexibility. This software includes convenient activity developers for quizzes, assessments, psycho-education resources, homework, etc. Quenza has progress measurement tools to track the activity outcomes feedback and monitor clients’ progress over time. Quenza can be used to deliver established treatments like therapist-guided CBT and mental health coaching for $1per month. Quenza includes comprehensive messaging tools and time-saving features such as research-based psychotherapy scales and templates. In addition, Quenza also serves as a HIPAA-compliant counseling tool for storing and creating psychotherapy notes.


Kareo is a web-based software application designed to improve psychotherapy and healthcare practices. Thousands of practitioners use Kareo for billing and practice management. This software is best suited for smaller billing firms and practices. Kareo charges a low monthly fee and operates on a no-contract basis. Kareo provides several functions and tasks for clinicians, including:

  • Managing Overdue Accounts
  • Patient scheduling
  • Keeping patient records
  • Controlling the collection process
  • Creating customized reports
  • Insurance confirmation

These virtual therapy notes will give practitioners access to all of the professional tools they need to share, design, and customize their mental health interventions and activities with their clients and enable them to expand their practice into today’s virtual society and online world.


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