TherapyNotes: Specialized Mental Health Features & Support

Company Overview

TherapyNotes, founded in 2010 and headquartered in Horsham, Pennsylvania, is a provider of cloud-based practice management software designed for mental health professionals. They offer a comprehensive suite of tools that assist therapists, counselors, and psychologists in managing scheduling, billing, documentation, and patient communication. Their platform is tailored to meet the needs of solo practitioners as well as large group practices across the United States, with services primarily offered in English.

The software includes features such as customizable note templates, integrated billing and invoicing, secure patient portals, and HIPAA-compliant documentation. TherapyNotes aims to streamline administrative tasks, enhance clinical workflows, and support compliance with healthcare regulations. Their platform is designed to reduce the time spent on administrative duties, allowing mental health professionals to focus more on patient care.

TherapyNotes holds an A+ rating from the Better Business Bureau (BBB), reflecting their commitment to ethical business practices and customer satisfaction. However, it is essential to note that they are not currently accredited by the BBB. The company has received five complaints in the past three years, with two complaints closed in the last 12 months. Despite not being accredited, their high BBB rating indicates a positive reputation within the industry. 

Features & Services

Practice management and scheduling

• Scheduling and calendar management: TherapyNotes provides a customizable scheduling system that allows users to view appointments by day, week, or month. It includes features like automated reminders and real-time availability updates to prevent double-bookings and reduce no-shows
• Appointment reminders: Automated reminders are sent to clients via text, email, or phone, reducing the likelihood of missed appointments. Users can customize reminder intervals to fit their needs
• Task management: The platform includes a to-do list feature that helps providers keep track of tasks and responsibilities. Tasks are auto-generated based on recent activities, ensuring important items are never overlooked
• Task automation: Routine administrative tasks, such as appointment confirmations and billing updates, are automated to save time and improve operational efficiency
• Client intake management: Providers can create customized intake forms that clients can complete online, streamlining the new patient onboarding process and ensuring accuracy
• Practice analytics and reports: TherapyNotes provides in-depth reporting tools to track key metrics such as patient volume, financial health, and appointment trends, enabling providers to make informed decisions

Clinical documentation and EHR

• Customizable note templates: TherapyNotes allows users to create and modify clinical note templates to suit their documentation needs. These templates streamline data entry and ensure accurate record-keeping
• Electronic health records (EHR): The platform stores all patient information in a secure, HIPAA-compliant system. It includes customizable progress notes, treatment plans, and diagnostic codes for streamlined documentation
• Voice-to-text compatibility: TherapyNotes supports voice-to-text software for hands-free documentation. This feature allows clinicians to dictate notes directly into the platform, improving workflow efficiency
• Secure data storage: Patient records are securely stored in compliance with HIPAA regulations. All data is encrypted, ensuring confidentiality and protecting sensitive patient information

Billing and insurance management

• Integrated billing system: TherapyNotes includes billing features that allow providers to generate invoices, track payments, and manage insurance claims from a single platform. This reduces administrative overhead and simplifies billing processes
• Electronic insurance claims: Users can submit insurance claims electronically, reducing paperwork and speeding up reimbursement processes. TherapyNotes supports both claim submission and follow-up tracking
• Superbills and CMS-1500 forms: The platform enables users to generate superbills and CMS-1500 forms for insurance submissions. These tools are integrated with patient records, ensuring accurate billing
• Payment tracking and reporting: TherapyNotes provides reports that track patient payments, outstanding balances, and financial trends, giving providers a clearer picture of their financial health

Telehealth

• HIPAA-compliant video sessions: TherapyNotes offers secure, HIPAA-compliant video conferencing for remote sessions. Providers can conduct virtual appointments with the same security standards as in-person visits
• Telehealth scheduling integration: Telehealth appointments are integrated with the scheduling system, making it easy to manage both in-person and remote appointments without switching platforms
• Session recording: Providers can record telehealth sessions (with patient consent), allowing them to review sessions or use recordings for documentation purposes

Client communication and portal

• Secure client portal: The patient portal allows clients to complete intake forms, access treatment plans, and communicate securely with providers. It enhances client engagement and simplifies the administrative process
• Client self-scheduling: Clients can schedule, reschedule, or cancel appointments through the portal, giving them greater flexibility and reducing the administrative workload on providers
• Electronic paperwork: Clients can complete intake forms, consent documents, and other required paperwork online through the portal, reducing paper-based administration
• Secure messaging: The portal supports encrypted messaging, allowing providers to send sensitive information to clients in a secure and confidential manner

Compliance and security

• HIPAA compliance: TherapyNotes ensures full compliance with HIPAA regulations, offering features such as encrypted data storage and secure communication to protect patient privacy
• Two-factor authentication (2FA): The platform supports two-factor authentication for added security, ensuring that only authorized users can access sensitive patient information
• Audit trails: TherapyNotes maintains an audit trail that tracks user activity, providing transparency and accountability in managing patient records

Mobile app

• Mobile access: The TherapyNotes mobile app allows providers to access patient information, schedule appointments, and complete documentation on the go, providing flexibility for busy clinicians
• App synchronization: The mobile app syncs seamlessly with the web-based platform, ensuring that providers have the most up-to-date information available at all times
• Offline functionality: TherapyNotes’ mobile app allows users to continue working offline. Once an internet connection is re-established, data is synced automatically

Plans & Prices

TherapyNotes offers flexible pricing plans designed for a variety of practice sizes. Their pricing is transparent, with both monthly and yearly subscription options available. The standard monthly subscription is priced at $49 per month, while the yearly plan is available at $490 per year, providing a cost-saving equivalent to two free months when paid upfront. Both plans include core features such as scheduling, billing, clinical documentation, secure messaging, and HIPAA-compliant patient portals. Telehealth sessions are also included as part of the core package, with no additional charges for standard usage.

While these plans cover most needs, TherapyNotes offers several optional add-ons, including additional users or advanced reporting tools, which can increase the overall cost of the subscription. Payment for both monthly and yearly plans can be made through credit cards (Visa, MasterCard, American Express), debit cards, ACH payments, and PayPal, though cryptocurrency is not an accepted payment method.

Users can cancel their subscription at any time without incurring cancellation fees, but they should ensure cancellation occurs before the renewal date to avoid being charged for the next billing cycle. TherapyNotes does not provide refunds for mid-cycle cancellations, and there are no hidden fees associated with the core services. Overall, TherapyNotes offers clear and straightforward pricing with no major hidden costs, making them an affordable choice for practices of all sizes.

Advantages

• Dedicated support for mental health practices: Unlike general medical software providers, TherapyNotes is specifically designed for mental health practices, offering tailored features that address the unique needs of therapists, counselors, and psychologists, such as customizable intake forms and progress note templates specific to mental health
• Streamlined practice management with an intuitive interface: TherapyNotes offers a clean, user-friendly interface that simplifies managing appointments, billing, and clinical documentation, allowing users to quickly adapt to the system and focus more on patient care rather than spending time on administrative tasks
• Customizable client intake forms: TherapyNotes allows users to create and customize their own intake forms, which is especially valuable for practices that want to personalize their patient onboarding process. This feature saves time during the intake process and ensures that the right information is captured from the start
• In-depth reporting and analytics for better decision-making: TherapyNotes includes detailed reporting tools that track key metrics like patient volume and financial health, giving providers valuable insights that help in optimizing their practice, improving decision-making, and identifying areas for growth
• Security features designed for therapy practices: TherapyNotes offers specialized security measures tailored to the needs of mental health providers, including encrypted video sessions for telehealth, secure patient portals, and compliance with all necessary regulations, making them an ideal choice for practices that prioritize patient confidentiality and data security
• Seamless integration with popular mental health tools: TherapyNotes integrates smoothly with other commonly used mental health tools, such as those for psychological assessments and outcome measures. This integration simplifies workflow and ensures that all aspects of a provider's practice can be managed in one platform
• Spanish-language support for diverse practices: TherapyNotes offers dedicated Spanish-language support, ensuring that Spanish-speaking users have full access to the platform and assistance, making it easier for practices to serve a wider range of patients and staff
• Unlimited document storage: TherapyNotes provides unlimited document storage for client records, session notes, treatment plans, and more, at no extra cost. This is a significant benefit for practices that need to maintain extensive patient records and ensures that they will never run out of storage space
• Mobile access for on-the-go productivity: With the TherapyNotes mobile app, users can manage appointments, complete documentation, and communicate with clients from anywhere, providing flexibility for providers who need to stay connected while traveling or working remotely

Disadvantages

• Complex billing features for beginners: While TherapyNotes offers comprehensive billing tools, some users find the billing process complex, especially if they are new to practice management software or handling insurance claims. This can result in a steep learning curve, requiring additional time to familiarize themselves with the system, potentially slowing down a practice's workflow and complicating the reimbursement process
• Limited integration with third-party applications: TherapyNotes provides many built-in features, but their integrations with third-party applications outside of the mental health-specific ecosystem are somewhat limited. For practices that rely on other tools or need seamless data transfer between platforms, this can create inefficiencies, requiring manual entry or exporting/importing data between systems
• Lack of advanced customization for reporting: While TherapyNotes offers useful reporting tools, some users have noted that the customization options for generating reports are limited compared to other practice management platforms. This may make it harder for providers to generate highly specific or tailored reports, which could be a challenge for those who rely heavily on detailed data analysis for practice management or financial decision-making
• No built-in marketing tools: TherapyNotes lacks robust built-in marketing tools, such as email campaigns or patient referral tracking, which are offered by some competing platforms. Practices looking to streamline their marketing efforts directly through the software may need to invest in additional marketing tools, adding another layer of complexity and cost
• Not suitable for large practices: While TherapyNotes serves solo practitioners and small to mid-sized practices well, some larger practices may find the platform lacks certain advanced features, like multi-location management or more complex financial forecasting. This can make scaling difficult for larger practices that need more comprehensive, enterprise-level capabilities

Customer Support

TherapyNotes offers a variety of support options to ensure users have the help they need, whenever they need it. Their Customer Success team provides 24/7 phone support and email assistance, available to help with anything from technical issues to understanding features. Each team member is a TherapyNotes expert, offering personalized support to over 75,000 customers. Whether users need assistance with interpreting claim rejections or navigating complex features, the team is dedicated to helping users succeed.

For those who prefer self-service, TherapyNotes provides 24/7 access to online resources. Their Help Center features over 150 articles, including detailed guides and simple tutorials. Additionally, users can access training and tutorial videos on YouTube, making it easy to learn at their own pace.

TherapyNotes also offers Spanish-language support, ensuring accessibility for non-English speaking users. The company’s commitment to growth is evident in their ongoing efforts to improve the platform, regularly incorporating user feedback and releasing updates with new features.

New users benefit from personalized onboarding and a smooth transition process, including secure importation of eligible records from other systems. TherapyNotes is dedicated to providing high-quality support to ensure that all users have a positive experience with the platform.

Customer Experience

TherapyNotes has garnered strong ratings across multiple review platforms. On Trustpilot, the company holds an impressive 4.9 out of 5 stars from over 2,400 reviews. Similarly, on G2, TherapyNotes maintains a solid 4.4 out of 5 stars, reflecting users' satisfaction. On Capterra and SoftwareAdvice, the company boasts a 4.7 out of 5 score, all indicating a generally positive reception.

Positive feedback

Many users appreciate TherapyNotes for being easy to use, with an intuitive interface that simplifies tasks like scheduling, billing, and managing clinical documentation. It’s often described as user-friendly, even for those who are not tech-savvy. The platform’s telehealth features, along with their customizable note templates, are frequently mentioned as standout features that save time and enhance practice efficiency. Customer support also gets high marks for being responsive, knowledgeable, and helpful. A number of reviewers have shared positive experiences with TherapyNotes' support team, citing their willingness to assist and resolve issues quickly.

Critical feedback

Though the platform is highly rated, there are some complaints. A few users have mentioned that while the billing features are comprehensive, they can be complex, particularly for newcomers or those with more advanced billing needs. Additionally, some feel that certain tools could be better integrated or more intuitive, especially when it comes to managing certain aspects of the software. These criticisms are relatively rare, though, and do not overshadow the overall satisfaction with the product.

Proactive approach

TherapyNotes seems to take customer feedback seriously. They regularly engage with users who have concerns, offering tailored support and solutions to address specific issues. For example, when users struggle with certain features, they respond by offering one-on-one assistance or pointing them to helpful resources, such as tutorials and training materials. This proactive customer service approach helps resolve issues and ensures users feel supported throughout their experience.

Conclusion

TherapyNotes stands out for their tailored approach to mental health practices, offering a wide range of features that cater specifically to therapists, counselors, and psychologists. The platform provides easy-to-use scheduling, customizable note templates, secure patient portals, and integrated telehealth capabilities, all of which contribute to a smooth, efficient practice management experience. Whether you're a solo practitioner or a small to mid-sized practice, TherapyNotes' flexibility and scalability make the software an appealing choice for those looking to streamline administrative tasks and enhance client care.

TherapyNotes offers valuable features for mental health professionals, including HIPAA-compliant video sessions, seamless billing integrations, and customizable note templates, all of which streamline practice management and improve efficiency. Features like electronic insurance claim submissions and built-in outcome measures enhance patient tracking and ensure smoother workflows. The platform’s customer support is also highly regarded for their quick responses and personalized assistance. However, some users find the billing system complex, and new users may experience a learning curve. Additionally, the platform’s third-party integrations are limited, and larger practices may require more advanced features. Despite these drawbacks, TherapyNotes remains a strong option for mental health providers seeking a comprehensive solution.

For practices considering TherapyNotes, it’s advisable to conduct a thorough evaluation of the platform’s features against specific operational needs. Exploring our reviews of other medical software providers can offer an added perspective on where TherapyNotes excels or falls short. You can also use our comparison tool to evaluate them side by side with other EHR and practice management platforms. For more background information and insights into industry trends, visit our medical software blog. Choosing the right solution depends on finding the right balance of functionality, cost, and long-term support for your organization’s goals.