18 Care Management Software Solutions for Practitioners

Care Management Program

You almost certainly didn’t go into a helping profession because you wanted to write emails, schedule appointments, and meticulously craft invoices. You became a helping professional to help people. That’s why many people in the helping field work for corporations or health systems, where much of the paperwork and processing happens in other departments.

However, when you strike out on your own as a counselor or coach, you no longer have a Human Resources department to take care of the administrative stuff for you. If you’re flying solo, you need to figure out the nuts and bolts of client care as an independent practice.

In other words, you need a care management program.

Before you read on, we recommend signing up for our 30-day, $1 care management software trial. Quenza is a complete care management program for practitioners and therapists, and will give you all the specialized tools needed to deliver professional, client-centered e-treatments to those you help.

What is a Care Management Program?

The Center for Health Care Strategies (CHCS) defines a care management program as a program that applies:[1]

Systems, science, incentives, and information to improve medical practice and assist consumers and their support system.

The ultimate goal is to engage clients in a collaborative process that is designed to more effectively manage their medical, social, and/or mental health conditions.

In simple terms, a care management program offers a framework and functionality to help manage the health of the program’s patients or clients. This can include education and knowledge-sharing with the clients, the provision of tools with which clients can take an active role in understanding and improving their own health, and a system of processes that work towards better health outcomes for clients.

A Closer Look at Care Management

According to CHCS, there are four major components of care management.

We’ve summarized each in the table below:

Care Management Component

Details

Identification, Stratification, and Prioritization

This refers to understanding your clients and the challenges they face so you are better able to identify areas and opportunities for improvement.

Intervention

These are the evidence-based practices, tools, and techniques that you use to help your clients.

Evaluation

This component is about monitoring, measuring, and evaluating client progress and identifying areas for program improvement.

Payment/Financing

This refers to the billing/invoicing and payment processing required in the provision of services to your clients.[1]

Each of these four components is a vital piece of the care management framework. To create a system that works for you and your clients, you must address each component; you will need to have:

  • A method of determining what your clients need help with.
  • A system of administering treatment to your clients to help them with their identified challenges.
  • A way of measuring progress in your clients’ treatment.
  • A solution for billing and accepting payments from your clients.

It’s possible to design your own care management program from scratch, but most of us are not program development experts, entrepreneurs, and coding professionals all rolled into one.

Fortunately, there are many care management program solutions already available that cover each of these bases.

The hard part isn’t finding one of these many solutions; it’s choosing which solution is right for your practice.

8 Best Software Options & Solutions

The right care management software solution will depend on your practice and your unique needs. However, there are a few options that provide features and functionality to cover all four of your care management component needs.

These 8 solutions are some of the best available options:

Solution

Details

Coaching Loft Care Management ProgramCoaching Loft’s tools and features include:

  • A central dashboard
  • Goals and objective setting and tracking
  • Synchronized appointment scheduling with other calendars
  • Automated and editable session logging
  • Library of over 500 coaching questions
  • Coachee notepad and session notepad
  • Secure internal messaging system
  • Coach, session, and program rating and feedback system
  • Invoicing and billing
NameCoaching Loft
PriceFree – $95+ monthly
Good ForCoaching Management, Executive Coaching, Wellness Coaching, Mental Health Coaching
Websitehttps://www.coachingloft.com/

Solution

Details

Simple Practice Care Management ProgramSimple Practice provides:

  • HIPAA compliant video appointments, including screen-sharing
  • Secure client portal for communication
  • Scheduling and customizable appointment reminders
  • Intake and documentation functionality
  • Billing, credit card processing, and autopay
  • Insurance claim filing features
  • Complementary mobile app
NameSimple Practice
Price$39+ monthly
Good ForPractice Management, Digital Health, Telehealth, Telepsychology, E-Mental Health
Websitehttps://simplepractice.com/

Solution

Details

TherapyNotes Care Management ProgramTherapy Notes gives you:

  • Interactive calendars and integration with other calendars
  • Appointment scheduling and automated reminders
  • Billing, invoicing, and payment processing
  • Customizable client portal
  • Custom client notes
  • Telehealth solutions, including secure video chats and messaging
NameTherapy Notes
Price$49+ monthly
Good ForPractice Management, Digital Health, Telehealth, Telepsychology, E-Mental Health
Websitehttps://therapynotes.com/

Solution

Details

TheraNest Care Management ProgramTheraNest specializes in:

  • Appointment scheduling and reminders
  • Billing/billing, payment processing, statements
  • Practice management reports and statistics
  • Client portal for scheduling, payments, cancellations, etc.
  • E-prescribing functionality
  • EMR/EHR
  • Custom forms and assessments
  • Secure provider-client messaging
NameTheraNest
Price$39+ monthly
Good ForTelepsychiatry, Online Therapy, E-Counseling, Digital Healthcare
Websitehttps://theranest.com/

Software

Details

Power Diary Care Management ProgramPower Diary‘s capabilities include:

  • Scheduling and appointment management
  • SMS and email reminders
  • Secure, compliant telehealth video calls
  • Online paperwork (intake forms, consent forms, etc.)
  • Client records management
  • Clinical notes
  • Online invoicing and payments
NamePower Diary
Price$5+ weekly
Good ForTeletherapy, Coaching Management, Online Coaching, E-therapy, E-Counseling
Websitehttps://powerdiary.com/

Software

Details

Therabill Care Management ProgramTherabill can help with:

  • Electronic claims submission
  • Appointment scheduling (syncs with other calendars) and reminders
  • Billing, invoicing, and payment processing
  • Customizable documentation templates
  • Secure messaging and faxing
  • Custom and automated reports
NameTherabill
Price$149+monthly
Good ForInsurance Claims, Appointment Scheduling, Client Billing, Note Templates, Reporting
Websitehttps://therabill.com/

Software

Details

Kareo Care Management ProgramKareo offers:

  • Billing and payment processing
  • Insurance collections tracking
  • Billing analytics
  • Online booking and reminders
  • Online patient intake process
  • Collection of resources to improve your practice
NameKareo Billing
Price$80+monthly
Good ForE-Therapy, Telehealth, Private Practice Software, Customer Relationship Management
Websitehttps://www.kareo.com/mental-health/

Software

Details

TherapyAppointment Care Management ProgramTherapyAppointment is useful for:

  • Insurance claims and client billing
  • Charting through EMR (pre-formatted or custom charting templates)
  • Scheduling and automatic reminders via phone, email, or text
  • Patient portal for self-scheduling, bill paying, messaging, and document signing
  • Reporting and metrics
  • HIPAA compliant security
NameTherapy Appointment
Price$10+monthly
Good ForE-Therapy, Telehealth, Psychotherapy Notes
Websitehttps://therapyappointment.com/

Top 7 Digital Tools & Interesting Features

If none of the solutions above meet all of your needs, or if you’d prefer to diversify and use more than one solution, you can mix and match some great options to create a unique system that works for you.

Consider the tools below as substitutes or complements to the “do-it-all” software solutions.

Tool

Details

Quenza Care Management ProgramQuenza is an all-in-one blended care software that offers:

  • Drag-and-drop menu of activities (exercises, psycho-education, intake forms, reflection prompts, etc.)
  • Premade and customizable activities
  • Real-time monitoring and results
  • Assessments, surveys, scales, and other measurement tools
  • Post-session feedback and evaluation
  • Ability to share multimedia resources (e.g., quotes, videos, PDFs)
  • Cross-platform solution with a supplementary client app
NameQuenza
Price$1+ monthly
Good ForTreatment Planning, Care Management Software, E-Psychology, E-Therapy, Online Coaching
Websitehttps://quenza.com/

Tool

Details

Schedulista Care Management Solution
  • Online scheduler that integrates with your website
  • Custom branding
  • Credit card payment processing
  • Free text reminders
  • Customizable communication
  • Ability to link to intake forms, documents, etc.
NameSchedulista
Price$19+ monthly
Good ForAppointment Scheduling, Care Management, Payment Processing
Websitehttps://schedulista.com/

Tool

Details

Acuity Care Management Solution
  • Customizable scheduling page
  • Real-time availability and client self-scheduling
  • Ability to schedule for multiple locations and providers
  • Client management
NameAcuity Scheduling
Price$14+ monthly
Good ForAppointment Scheduling, Care Management, Client Relationship Management
Websitehttps://acuityscheduling.com/

Tool

Details

intakeQ Care Management Solution
  • Intake experience management
  • HIPAA compliant
  • E-signature support
  • Integrates into your website
  • Custom branding
  • Create your own forms and templates
  • Flexible question formats
  • Mobile-friendly
  • Secure messaging portal
  • Online booking
  • Customizable appointment reminders
NameIntakeQ
Price$49+ monthly
Good ForPatient Intake, Care Management, Practice Forms, Appointment Scheduling
Websitehttps://intakeq.com/

Tool

Details

ICANotes Care Management SolutionCheck out ICANotes for:

  • Appointment scheduling and reminders
  • Electronic document management system
  • Secure patient messaging and internal communications
  • Patient portal
  • HIPAA compliant EMR system
  • Electronic billing and claims submission
NameICANotes
Price$6+ monthly
Good ForGeneral Healthcare, Telepsychiatry, Teletherapy, EMR, Billing and Invoicing, Reporting
Websitehttps://icanotes.com/

Tool

Details

Full Slate Care Management Solution
  • Online scheduling system (with calendar syncing)
  • Email and text message reminders
  • Class or group scheduling and recurring scheduling available
  • Credit card payment processing
  • Customer care management (including appointment history and email correspondence)
  • Client reviews and feedback
  • Fully optimized for cell phones and tablets
NameFull Slate
Price$29.95+ monthly
Good ForCare Management, Customer Relationship Management, Payment Processing, Appointment Scheduling, Custom Forms
Websitehttps://fullslate.com/

Tool

Details

BestNotes Care Management Solution
  • Built-in customer relationship management (including inquiries, referral sources, etc.)
  • EHR (customizable assessments, treatment plans, group notes, and note templates)
  • Outcome measure tracking
  • Patient portal with safe and secure information sharing
  • Patient calendar to track cancellations, no-shows, notes, and billing codes
  • HIPAA compliant telehealth
  • Medication management and e-prescribing
  • Human resources functionality (track employee files, emergency contacts, CEUs, employment applications, etc.)
NameBestNotes
Price$50+ monthly
Good ForTherapy Notes, General Healthcare, Treatment Planning, Psychological Assessments
Websitehttps://bestnotes.com/

3 Apps to Download Today

In addition to the software solutions and tools listed above, there are some great apps available to help you streamline your practice and offer even more value to your clients.

Check out the 3 apps outlined below.

App

Details

InSession Care Management App
  • Secure, HIPAA compliant texting app
  • iOS, Android, and web
  • Unlimited client chats
  • End-to-end message encryption
  • Messages auto-delete
NameInSession Therapist Texting App
Price$199+ yearly
Good ForClient Communication
Websitehttps://insession.io/practice-management-tools/#texting

App

Details

Yellow Schedule Care Management App
  • Appointment scheduling app
  • Customer relationship management and notes
  • HIPAA compliant
  • Secure online payments
  • All major phone and tablet devices supported
NameYellowSchedule
Price$29.95+ monthly
Good ForAppointment Scheduling, Payment Processing, Customer Relationship Management
Websitehttps://yellowschedule.com/

App

Details

DoTimely Care Management App
    • Appointment scheduling (including recurring appointments)
    • Packages and subscriptions (including tracking, reminding, and auto-renewing)
    • Custom client pricing, including discounts
    • Invoicing and payments
    • Staff payroll
    • Integration with other popular tools (like Quickbooks)
    • In-app messaging
NameDoTimely
PriceFree (basics) to $15+ month
Good ForAppointment Scheduling, Payment Processing, Customer Relationship Management
Websitehttps://dotimely.com/

Final Thoughts

When you provide care for your clients, you want to do the best possible job—that’s why you’re in a helping profession, to begin with. It’s possible to “go it alone” and provide care using only email, phone calls, in-person visits, etc., but it’s becoming less and less efficient over time.

With all of the new practice management software available, it’s not only advisable to look into these digital options, it’s practically a requirement. The value you will gain through streamlining your practice and maximizing the ease of use for your clients will far outweigh the cost of any worthwhile care management solution.

Give one (or more) of these options a try, or do some research to identify solutions that will meet your practice’s (and your clients’) needs. You won’t regret it.

We hope our review has helped you clarify your practice needs. Now why not get started right away with your $1 Quenza software trial?

Quenza’s tools and features are uniquely designed for helping professionals, and contain everything you need to optimize the way you run your professional practice – so you can free up valuable time to spend with clients.

References

About the author

Courtney is currently working as a healthcare workforce researcher for the state of California and is a regular contributor to the Quenza blog. She has a passion for taking research findings and translating them into concise, actionable packages of information that anyone can understand and implement.

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