As an independent helping professional, it can be tough to manage all your clients—especially when your practice starts expanding. Suddenly, a quick email becomes a multi-layered task of searching for the right client email, reviewing their appointment history, consulting your notes…the list goes on. When these sub-tasks are stored or hosted on different apps, what should be quick and simple becomes a jumbled mess.
This is why client management tools (or customer relationship management (CRM)) are so valuable; they can transform your administrative process into something simple, easy, and much faster. They can also help you be more effective as well as more efficient, by decreasing the risks of an embarrassing incident, like mixing up clients or forgetting an appointment. Let’s see how.
Before reading on, you’ll love our 30-day, $1 trial of Quenza, the client management toolkit for practitioners.
Quenza’s simple-to-use customer management features will help you create beautiful, personalized mental health and e-coaching solutions, and give you everything you need to make a bigger positive impact on the lives of others.
Effective Client Management Solutions: Top 7 Software & Systems
There are tons of client management solutions available for you to choose from. The hardest part is not finding good options, but deciding on which solution is the best fit for you. There are a host of CRM software features that may be provided, from scheduling to documentation to invoicing and billing, and even some that offer tools for secure videoconferencing and resource sharing.
An important note. While all of these benefits alone make these tools worth the cost, perhaps the most important function of a good client management tool is their security.
Any reliable client management software solution will provide comprehensive and continuously updated protection for your clients’ data.
When your clients entrust their care to you, one of the promises you make is to keep their personal information private and secure, and a good CRM tool will help you do just that.
When your clients entrust their care to you, one of the promises you make is to keep their personal information private and secure, and a good CRM tool will help you do just that.
The list below is not comprehensive, but it provides a good starting point to get familiar with the client management software and systems available.
| Solution | Details |
|---|---|
 | Simple Practice provides:
|
| Name | Simple Practice |
| Price | $39/month and up |
| Good For | Coaching Management, Practice Management, Digital Health, Telehealth, Telepsychology, E-Mental Health |
| More info | Simple Practice |
| Solution | Details |
|---|---|
 | 10 to 8 offers features including:
|
| Name | 10 to 8 |
| Price | Free and up |
| Good For | Coaching Management, Practice Management, Physical Therapists, Occupational Therapists, Speech Therapists, Mental Health Coaches, Wellness Coaches, Business Coaches, Counselors |
| More info | 10 to 8 |
| Solution | Details |
|---|---|
 | VCita includes features like:
|
| Name | vCita |
| Price | $12/month and up |
| Good For | Coaching Management, Practice Management, Physical Therapists, Occupational Therapists, Speech Therapists, Mental Health Coaches, Wellness Coaches, Business Coaches, Counselors |
| More info | VCita |
| Solution | Details |
|---|---|
 | Power Diary’s functionality includes:
|
| Name | Power Diary |
| Price | $5/week and up |
| Good For | Coaching Management, Practice Management, Physical Therapists, Occupational Therapists, Speech Therapists, Mental Health Coaches, Wellness Coaches, Executive Coaches, Counselors, Teletherapists, E-counselors, Online Coaches |
| More info | Power Diary |
| Solution | Details |
|---|---|
 | Therapy Notes’ features include:
|
| Name | Therapy Notes |
| Price | $49/month and up |
| Good For | Coaching Management, Practice Management, Digital Health, Telehealth, Telepsychology, E-Mental Health, Mental Health Coaches, Wellness Coaches, Business Coaches, Counselors, Teletherapists, E-counselors, Online Coaches |
| More info | Therapy Notes |
| Solution | Details |
|---|---|
 | ICANotes offers features like:
|
| Name | ICANotes |
| Price | $6/month and up |
| Good For | General Healthcare, Telepsychiatry, Teletherapy, EMR, Billing and Invoicing, Reporting, Behavioral Health Specialists |
| More info | ICANotes |
| Solution | Details |
|---|---|
 | BestNotes’ functionality includes:
|
| Name | BestNotes |
| Price | $50/month and up |
| Good For | Therapy Notes, General Healthcare, Treatment Planning, Psychological Assessments, Telepsychiatry, Teletherapy, EMR, Reporting, Remote Coaching |
| More info | BestNotes |
3 Digital Tools for Billing & Documentation
If you’re looking for tools that focus on billing and documentation rather than tools that “do it all”, the solutions above might be overwhelming or simply more than you need.
If that sounds like you, you may want to choose a more focused tool. Consider the options below.
| Tool | Details |
|---|---|
 | Kareo’s features include:
|
| Name | Kareo |
| Price | $80/month and up |
| Good For | E-Therapy, Telehealth, Private Practice Software, Customer Relationship Management |
| More info | Kareo |
| Tool | Details |
|---|---|
 | Wave functions include:
|
| Name | Wave |
| Price | Free – but with fees on payments accepted |
| Good For | Insurance Claims, Payment Processing, Billing and Invoicing, Reporting, Customer Relationship Management |
| More info | Wave |
| Tool | Details |
|---|---|
 | QuickBooks can help you with:
|
| Name | QuickBooks |
| Price | $12.50/month and up |
| Good For | Insurance Claims, Payment Processing, Billing and Invoicing, Reporting |
| More info | QuickBooks |
3 Best Client Management Apps
If you’re looking for a solution with a mobile app so you can manage clients on the go, check out the list below.
These client management solutions have handy apps that you (and your clients) will find helpful.
| App | Details |
|---|---|
 | Quenza’s functions include:
|
| Name | Quenza |
| Price | $1/month and up |
| Good For | Treatment Planning, Care Management Software, E-Psychology, E-Therapy, Online Coaching, Blended Therapy |
| More info | Quenza |
| App | Details |
|---|---|
 | DoTimely’s functionality includes:
|
| Name | DoTimely |
| Price | Free to $15/month and up |
| Good For | Treatment Planning, Care Management Software, Appointment Scheduling, Payment Processing, Customer Relationship Management, Online Coaching |
| More info | DoTimely |
| App | Details |
|---|---|
 | YellowSchedule features include:
|
| Name | YellowSchedule |
| Price | $29.95/month and up |
| Good For | Appointment Scheduling, Payment Processing, Customer Relationship Management |
| More info | YellowSchedule |
Final Thoughts
If you want to expand and improve upon your current practice, sooner or later you’ll need to use a client management solution. It simply becomes too cumbersome to manage the many separate apps and tools you need to find, communicate with, invoice, and track progress with your clients.
Instead of trying to juggle a dozen different apps and systems, take some time to research your options and find the CRM system that suits your needs. Hopefully, this piece gives you a good head start on finding the best tool for you and your practice.
We hope you enjoyed reading our review. If your goal is to maximize client satisfaction and streamline your own practice, don’t forget to start your $1 Quenza trial for 30 days of full access to all its client management tools.
Quenza has all you need to deliver more personal blended care solutions while running your business more efficiently, so you can better help others achieve their unique wellbeing goals.
