The Ultimate Guide to Online Tools for Therapists

As therapists, how can we ensure ongoing success in a constantly evolving field? Lifelong learning is key, but adopting the right online tools is equally vital. This guide delves into the transformative power of these tools, empowering therapists to stay ahead in modern mental health practice.

The digital revolution has transformed our lives. It has changed how we connect, work, and communicate with each other. In fact, how we treat and heal has not been immune to this process[1]. Mental health care is digitizing at an unstoppable pace. With the use of the right technology and online tools, you can also be a part of this large-scale movement towards care and well-being. 

Online therapy has opened doors to a new era. This has not only increased accessibility but is also scaling every day to address the worldwide mental health crisis[2]. Therapeutic interactions can now reach each and every corner, compared to in-person therapy. It has bridged a massive gap of cultural and geographical barriers for both the therapist and the client.

However, the delivery of a powerful intervention comes with its own challenges. The rise in the need for mental health care can put you under pressure. The solution? Online specialized tools that are tailored to you and your clients’ needs. These online tools facilitate the process of a seamless virtual interaction and allow you to reap the benefits. 

To help you make use of the best online tools for your practice, we are going to cover everything you need to know about online tools for therapists in this article. Finding the right online tools for remote therapy can be difficult, but an online tool like Quenza is a one-stop shop that can make it easy for you!

To try it out, sign up for a one-month full-access trial of the Quenza app for only $1.  

Chapter 1

The Growth of Remote Therapy

Looking back at history, therapy is a face-to-face collaborative experience. It is a safe and non-judgmental space, where clients are helped to reach their goals. Most importantly, it is an objective environment where clients feel seen and heard. The close physical interaction became a therapeutic tool for helping clients unlock newer levels of well-being.

With advancements in technology, remote therapy gained popularity. The COVID pandemic accelerated the growth of digital mental health solutions[3]. This journey has not been linear and was also met with doubts about its effectiveness in comparison to in-person therapy. It also raised concerns about privacy and ethical considerations, the world was left divided[4].

However, as more clients approached therapy platforms, their capabilities evolved. Online interactions have been made secure, reliable, and private as much as possible. Many could see the effectiveness of online therapy even if not all the apps have successfully caught up with the stringent controls required for security. 

How did digital change the mental health landscape? Individuals who had mobility issues found quick access. Individuals who felt more comfortable at home found solace in online therapy. Finally, individuals received help across the globe. 

Chapter 2

Online Tools for Remote Therapists

Online tools for therapists become the arsenal for the war against the mental health crisis. Therapy tools are not only important but an indispensable component of your practice. When using tools, you must keep the distinction between synchronous and asynchronous tools in mind. 

When used judiciously, they can do wonders for your private practice. Remember that as an online therapist, you will have to use the best tools in the market to make the experience as enriching as a traditional setting and perhaps even more so.

Synchronous tools

  • Real-time interactions.
  • Live video chats: Mental health chat apps allow you to have face-to-face conversations in the virtual world.
  • Instant messaging: Additional mode of communication that allows clients to make use of note-taking features[5]. You can chat with your clients via instant message using Quenza Chat.

Quenza offers an instant chat feature, to stay in touch with your clients. 

Asynchronous tools

  • Not bound by time constraints.
  • Secure messaging platforms: Allows continuity of care outside the scheduled sessions.
  • Task assignment or journal entry tools: Engagement in therapeutic activities linked to healing.
Quenza’s pre-made Expansion Library Activities and Pathways includes pre-made quizzes, assessments, science-based scales, exercises, and lessons.

Chapter 3

Categories of Online Tools

Whether you are starting out a practice, or have been in the field for some time, there are numerous online tools for therapists, such as yourself, to add to your toolbox. Moreover, there is so much that goes on in the background of your therapeutic work for which you can now get automated support. With the right tools, you can build your business with greater ease. 

To give you an idea of the vast number of tools you can choose from, here is a comprehensive guide that touches upon the myriad of tools available for therapists in the digital age. This list is not exhaustive, but can be a starting point for your practice.

A. Communication Platforms

While we have not listed these tools in a particular order, you essentially need a communication platform to begin with. 

It is crucial to use HIPAA-compliant video conferencing tools and to maintain the confidentiality of your clients. For reference, the Health Insurance Portability and Accountability Act (HIPAA) sets standards for safeguarding sensitive patient information[6].

Some popular and secure video conferencing tools are:

  • Zoom for Healthcare: A secure, web–based platform for providing clinical treatment (video, audio, chat). 
  • An HIPAA-compliant and secure platform that provides video conferencing, and virtual waiting room features. It can work in-browser on most devices with no downloads required.
  • VSee: A HIPAA-compliant telehealth platform that offers video conferencing, screen sharing, and document sharing for secure online therapy sessions.
  • TheraNest: HIPAA-compliant and full of treatment planning and telehealth functions for blended care practitioners. These include video-conferencing tech, secure note storage, and tools such as templates, autofill ICD-10, DSM5 codes, and a private client portal.

What would you do if a video call is not feasible? You use platforms for instant messaging. These allow continuity of care, without disruptions in flow. Many platforms now offer self-disappearing messages, screen security, and encryption.

A few noteworthy platforms are:

  • Signal: Serves as a tool for real private conversation with end-to-end encryption technology.
  • Telegram (private chats): Offers heavily encrypted and self-destruct messaging features.
  • Wire: End-to-end-encrypted messaging, conferencing, file exchange, and more.

B. Assessment and Documentation Tools

Has your documentation been piling up? You are not the only one. As you start seeing more clients, it can become difficult to manage and secure important documents. Tracking and maintaining patient records is an important component of your clients’ therapeutic journeys. Most of these digital tools provide templates for therapy notes. 

For instance, Quenza includes both free templates (‘Expansion library’) and a custom form creator that allows users to include standard sections and elements. With the Quenza app, you’ll have the ability to save and share HIPAA-compliant electronic notes. 

You can also create custom therapy notes templates, which can drastically reduce the time you spend on documentation.

Quenza allows you to seamlessly keep track of client notes.

A few of the most popular platforms include:

  • TherapyNotes: A dedicated electronic health record (EHR) and practice management system, which includes features like note templates, appointment scheduling, and billing. 
  • SimplePractice: offers customizable note templates designed specifically for therapists, ensuring accurate and organized record-keeping.
  • Evernote: A versatile note-taking app that therapists can customize for their practice needs. It allows for the organization of session notes, resources, and other relevant information.

As you conduct your sessions, you must also track patient progress and formulate treatment plans as you go. The right digital tool gives you the visibility you need to easily adapt and modify your treatment process according to the client’s needs.

Some of the best tools for doing so are: 

  • Quenza: At the top of the pile of the best apps for therapists, is Quenza. Designed with the unique needs of coaches and therapists in mind, the innovative suite of features in Quenza includes all the basics for running a therapy practice. Just some examples are scheduling and communication tools, HIPAA-compliant electronic notes features, and a secure client portal. 
Quenza’s platform includes tools for therapy notes, client engagement, treatment planning, and HIPAA-compliant chat to help therapists manage their practice.
  • Penzu: A 100% online customizable journal that allows you to make notes from any device. Protects your information with military-grade 256-bit AES encryption.
  • BreezyNotes EHR: Made by a therapist, it is a powerful, easily understood tool that helps group and solo therapy practices. From scheduling to billings and payment, everything gets covered.

C. Appointment and Billing Platforms

There are also online scheduling apps that can help you manage your administrative workload. This allows you to focus more on your sessions, and provides a seamless experience for your clients.

  • Acuity Scheduling: Offers calendar integration and syncing for the ease of scheduling. You can also automate reminders and notifications.
  • Calendly: A scheduling automation platform that has advanced security features, seamlessly converts time zones, and allows team scheduling.
  • 10to8: 10 to 8 is a light practice manager software that allows you to integrate your email marketing, manage appointments, and digitize several other practice management tasks.

Timely payments are key to running a successful business. The following billing software platforms will help you streamline your finances:

  • Therabill: You can manage patient schedules, submit billing and insurance claims, and also access the system remotely through the cloud.
  • Brighter Vision: Includes a range of features including, design, hosting, email services, and ongoing support. At a higher subscription level, you also receive SEO and marketing support.
  • TherapyPartner: A practice management software that has a host of billing features including collecting credit card information, collecting for late cancels or no-shows, and generating CMS 1500 forms for insurance submission.

D. Resources and Content Platforms

As a therapist, you are constantly learning because of the ever-changing concerns of your clients. Moreover, the industry is continuously evolving and building on the knowledge we have of what makes up the mind and the human condition. Some digital tools give you access to these resources, ranging from worksheets to client handouts and more. These will be easily accessible in your personalized account. As a result, you can create an even more enriching experience for your clients by using the following platforms:

  • Quenza: Offers a range of customizable worksheets. Quenza can be your playground for finding the right worksheets. Whether it is group worksheets or the ones that you can use with couples, there are numerous options to choose from.
Send group therapy worksheets easily by assigning them as steps in Quenza’s Pathway Builder.
  • PsychCentral: Offers free quizzes and self-assessments for your clients that can help them determine if they will benefit from professional consultation.
  • Therapist Aid: Dedicated to helping mental health professionals by providing free evidence-based education and therapy tools. With a subscription, you get access to customizable worksheets, audio relaxation exercises, interactive tools, and ad-free browsing.
  • PESI: One of the earliest platforms dedicated to providing continued education to therapists like you! It brings the latest Psychotherapy events, videos, articles, and CPD administration services

Naturally, therapeutic work also happens outside the sessions. You can share resources, homework, or relevant content with clients securely with the following platforms:

  • Google Drive (with encrypted folders): Allows you to store client information, share information with your clients, and manage your files.
  • Tresorit: You can store, share, and sync important and confidential files in a cloud. You are in control of what you share.
  • SendSafely: This lets you exchange encrypted files and information with anyone on any device. Helps you manage the headache of secure file exchange.

E. Privacy and Security Tools

Finally, you must also be sure that your online practice is legally compliant. Client confidentiality and privacy are essential steps towards building client trust. Here are some tools that can help you do the job:

  • Accountable: An all-in-one compliance management software that can guide you step-by-step through the process of achieving compliance.
  • HIPAA One: This is the app for you if you want to maintain compliance across all the processes.
  • Compliancy Group: A healthcare management solution that offers a toolkit, customization options, and risk analytics. 

Quenza: Quenza has been designed according to the latest Privacy By Design standards in order to secure all data and ensure the privacy of you and your clients.

You may also want to consider these encryption solutions so that your client data is stored very securely:

  • VeraCrypt: A free encryption software that can help you store client data securely.
  • BoxCryptor: This lets you encrypt your files before storing them on the storage of your choice.  

Chapter 4

Mental Health Therapy Tools

With the rise and awareness of mental health concerns, you must also remain updated with specialized solutions for managing these.

A. Cognitive Behavioral Therapy (CBT) Tools

There is a range of current research available that focuses on internet-based Cognitive Behavioral Therapy (CBT). Not only has it been found cost-friendly, but also effective in managing a variety of conditions[7]. The following are the best platforms tailored for digital CBT exercises and worksheets:

  • Moodfit: A simple CBT app that includes 200+ mood-enhancing activities, such as reframing and restructuring exercises.
  • Thrive: A research-based CBT app helping users avoid and manage anxiety, stress, and other mental health symptoms.
  • Quenza: Offers specialty-specific drag-and-drop tools for creating unique assessments, quizzes, and other CBT activities.

B. Biofeedback and Neurofeedback Tools

Biofeedback and neurofeedback are two distinct modalities that help clients monitor and regulate their physiological responses. This increases their awareness of how their body feels under stress and all other states. Here are a few noteworthy tools:

  • BioGraph Infiniti: Designed specifically for clinical work has both biofeedback (   arousal and peripheral temperature) and neurofeedback protocols (EEG biofeedback).
  • NeXus-10: Has an integrated system to measure a range of physiological responses simultaneously.
  • HeartMath Inner Balance: Uses a real-time heart rhythm biofeedback that can help your clients live a stress free life.

C. Virtual Reality (VR) and Augmented Reality (AR) Therapy Tools

Virtual reality has been deployed for CBT in the treatment of several mental health issues. These immersive experiences have proved effective in the treatment of anxiety disorders such as social phobia, Post-Traumatic Stress Disorder (PTSD).[8][9]. These often offer customizable scenarios and feedback mechanisms. Here are some commonly used tools:

  • Amelia: Formerly known as Psious, is a VR platform for mental health professionals. It offers various immersive environments, resources, and support.
  • Limbix: Specialized solution for working with young adults. The digital products are based on the core principles of CBT.
  • Oxford VR: Through VR, your clients can experience immersive environments that aid in managing their concerns and foster well-being.

Chapter 5

Online Psychotherapy Tools

You may be wondering, how do I know what works best for me? The variety of tools can leave you confused, but the good news is that you can determine what works best for you. 

A. Reviews and Comparisons

You can make an informed choice by looking at comprehensive reviews of the online tools available for therapists. Platforms like Capterra, G2, and SoftwareAdvice offer real and in-depth reviews of software, including those tailored for mental health professionals. Various factors can help you make the decision: user experience, reliability, customer support, and value for money.

Apart from general comparisons, you must also look at the features each software has to offer. Direct comparisons can help you determine which tools will work for you. Do you need better security? Or are you looking for better documentation?

Most importantly, do your due diligence and check who or which company is responsible for designing and maintaining the tool. Not all digital tools have been verified scientifically and many over-state their claims. Nevertheless, there are still many to choose from that come from evidence-backed methodologies and are supported by psychologists or clinical experts. 

B. Case Studies

One of the most invaluable ways to assess the effectiveness of the tools is to look at their real-world applications. As a therapist, you can read through journals and publications to see these tools in action. 

Therapists generally work in a community and word of mouth still remains very powerful. By having a strong network and attending workshops, you can learn much about these tools.

Quenza offers a unique opportunity for you to connect with like-minded professionals and share best practices.

C. Costs and Budget Considerations

Perhaps one of the biggest factors in determining a purchase is cost vs utility. There are many tools that can be used for free for an initial trial period. Quenza is a unique app that gives full access to all of its features for the first month. To try it out, sign up for a one-month full-access trial of the Quenza app for only $1. However, paid tools often come with a suite of features, support, and other updates. 

Chapter 6

Choosing the Right Tools

When thinking of making a purchase, look also at the size of your practice and growth trajectory. If you are starting solo, you may benefit from additional scaffolding  these tools provide. 

You must also keep in mind that your practice is likely to grow and this would require your tools to accommodate this growth! Tools that come with training options are generally beneficial to your practice. On top of all this, they remove admin obstacles while accelerating you towards growth.

Tools should come with robust support and training options. This ensures that you can troubleshoot issues, understand new features, and maximize the tool’s potential.


You have now entered a digital age as a therapist. This will not only allow you to expand your reach, but also enhance your efficiency. As we continue to work for our clients, we must stay abreast with the latest technological solutions. Doing so has become essential for anyone practicing in this day and age. 

As we navigate through this digital space, try to use this guide as a starting point for your ever-growing practice. Quenza offers customizable online tools for therapists that will help you deliver unique, personalized e-mental health treatments. 

With a subscription to Quenza, you’ll get full access to a library of 250+ ready-to-use therapy tools, worksheets, and activities. These can be electronically assigned to patients with the click of a button, through our iOS, Android, and web apps. You can build your digital practice today with a single click!

To try it out, sign up for a one-month full-access trial of the Quenza app for only $1

Frequently Asked Questions

One of the best things about most of the therapy tools is that they are adaptable. Depending on your practice and expertise, you can use therapy tools for various forms of therapy. This popularly includes CBT, DBT, ACT, Positive Psychology and many more.  You can also incorporate art-based techniques, mindfulness, and many more.

Therapy tools are often made with contributions from multiple mental health professionals and researchers. The best ones will undergo a rigorous testing process to ensure that they have real-life application. While every tool may not have solid evidence backing it, it is best to check for comprehensive reviews and the professional background of the leaders or founders of the tool itself 

Therapy tools are made to suit the unique needs of individuals. However, they may or may not meet your needs at a particular time. More than the tool, it is about its functionality or utility for you. For instance, digital tools will most probably not be so useful for clients with severe disorders.


  1. ^ Bucci, S., Schwannauer, M., & Berry, N. (2019). The digital revolution and its impact on mental health care. Psychology and Psychotherapy: Theory, Research and Practice, 92(2), 277-297.
  3. ^ Hantrais, L., Allin, P., Kritikos, M., Sogomonjan, M., Anand, P. B., Livingstone, S., & Innes, M. (2021). Covid-19 and the digital revolution. Contemporary Social Science, 16(2), 256-270.
  4. ^ Stoll, J., Müller, J. A., & Trachsel, M. (2020). Ethical issues in online psychotherapy: A narrative review. Frontiers in psychiatry, 10, 993.
  5. ^ Dhesi, M., Sefi, A., Donati, M., Hayes, J., & Cooper, M. (2022). Helpful and unhelpful elements of synchronous text‐based therapy: A thematic analysis. Counselling and Psychotherapy Research, 22(1), 157-165.
  6. ^ Nosowsky, R., & Giordano, T. J. (2006). The Health Insurance Portability and Accountability Act of 1996 (HIPAA) privacy rule: implications for clinical research. Annu. Rev. Med., 57, 575-590.
  7. ^ Kumar, V., Sattar, Y., Bseiso, A., Khan, S., & Rutkofsky, I. H. (2017). The effectiveness of internet-based cognitive behavioral therapy in treatment of psychiatric disorders. Cureus, 9(8).
  8. ^ Scozzari, S., & Gamberini, L. (2011). Virtual reality as a tool for cognitive behavioral therapy: a review. Advanced computational intelligence paradigms in healthcare 6. Virtual reality in psychotherapy, rehabilitation, and assessment, 63-108.
  9. ^ van Loenen, I., Scholten, W., Muntingh, A., Smit, J., & Batelaan, N. (2022). The effectiveness of virtual reality exposure–based cognitive behavioral therapy for severe anxiety disorders, obsessive-compulsive disorder, and posttraumatic stress disorder: Meta-analysis. Journal of medical Internet research, 24(2), e26736.

About the author

Janvi is a therapist, writer, and editor with three years of experience fact-checking and reviewing research-based content. She has specialized in Clinical Psychology and has helped write and review a plethora of academic and feature articles.

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