Best Therapy Software Programs For Notes & Documentation

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Blended care platforms, therapy software solutions, and integrated e-therapy systems are expected to significantly change, improving the way modern mental health practitioners deliver virtual care.[1]

At its most basic, therapy software helps mental healthcare practitioners improve efficiency and quality of care by streamlining and automating many repetitive administrative tasks, freeing up time that could be better spent on more complex practice needs or focusing more on patient engagement. At the other end of the spectrum, practitioners can now also benefit from full practice management solutions that integrate collaboration, marketing, and even telemedical services into one convenient digital space.[2]

Overview: Best Therapy Software Programs

Best Overall: Quenza

Best for Therapy Notes: TherapyNotes

Best for Practice Management: TheraNest

Best for Billing: TherapyZen

Best for Appointment Scheduling: Owl Practice

3 Best Therapy Notes Software & Apps

The following therapy systems are some of the most popular and well-received software solutions on the market today. Solo, group, and large outpatient providers can all benefit from these programs.

Quenza logo navy blue squareQuenza is great for designing and developing online therapy solutions to address different clients’ needs. Scalable for solo practitioners, mid-sized practices, and larger healthcare organizations, the software has robust Activity design features, such as custom Activity builders, science-based assessment templates to integrate, and a Pathway tool for structuring complete client treatments. With Quenza, providers can:

  • Manage their therapy resources prep and essential practice documents,
  • Track client Activities and improve patient engagement
  • Create treatment plan templates with validated measures and tools
  • Assign homework and tasks to patients
  • Store results, records, and client information on a HIPAA-compliant platform.

Quenza is compatible with Android and iOS devices, including iPads and iPhones. Patients can view their own To-Dos and notifications and keep track of past homework and course material already covered within the client portal. Through the patient portal, clients can securely submit informed consent forms, contact details, intake forms, and other documents. Another significant benefit to using Quenza is that it can be used to automate care Pathways, so sends relevant material in sequential order while updating the therapist with real-time results as different Activities are worked through or assessments are completed.

Price$1+ monthly
Good ForPractice Management, Treatment Planning, Video Coaching, e-Mental Health, Telecounseling
More infoQuenza
Therapy Notes software logo blue and green smallTherapyNotes is one of the biggest platforms for mental health providers. It’s a cloud-based therapy practice management system with fully integrated EHR software solutions for organizations of all sizes. The interface is intuitive and easy to use for even the least technologically savvy providers. TherapyNotes also comes with reliable customer support services. Included in TherapyNotes are the following features and capabilities:

  • Scheduling options
  • Note templates, retrieval, and storage
  • Billing and coding capabilities
  • Client portal

TherapyNotes is explicitly designed for mental telehealth practices and can help organizations of small, medium, and large sizes optimize and streamline their processes. With TherapyNotes, users can spend less time on administrative tasks and more time in client-facing interactions. The form-based notes included in the program are designed for mental health practices, ensuring legal compliance. Although it is a web-based program, data is securely encrypted and frequently backed up, keeping the organization safe and secure from hackers and environmental issues. New users can try TherapyNotes for free for 30 days.

PriceOn request
Good ForPractice Management, EHR, Billing
More infoTherapyNotes
simple practice logo blue butterflySimple Practice is made for smaller organizations that want to go paperless. The system lets providers use an entirely paperless intake process. It also offers users custom note templates, along with free appointment reminders to reduce the incidences of no-shows and last-minute cancellations.

The system gives users access to a convenient mobile app, client portals, and the ability to conduct secure teletherapy sessions. SimplePractice, designed for mental health practitioners, is also fully HIPAA-compliant.

Price$39+ monthly
Good ForVideo Therapy, Practice Management, Billing, Mobile Therapy
More infoSimple Practice

2 Top Programs for Practice Management

Therapy practice management software gives you a range of tools to automate everyday tasks such as billing, appointment scheduling, and payment processing.

These programs may be less specialty-specific than those we’ve already looked at but often allow for a more efficient workflow if you run a busy or growing mental health practice.

theranest logo blue and greenTheraNest is a therapy scheduling software and practice management system with tools for billing, invoicing, and payment processing. With TheraNest, providers are given access to a calendar that allows users to set group appointments, recurring appointments, and multi-staff appointments. With voice, email, and text appointment reminders, organizations can reduce problems with cash flow related to scheduling mistakes.

There are more than 400 mental health conditions listed in the current DSM-5, and TheraNest gives providers easy access to these through a searchable DSM database. Therapists can also enter notes and documents, and the system allows for unlimited document uploads. CPT codes are included in the system, and users get access via any Android or iOS mobile device. The first 21 days after signing up with TheraNest are free.

Price$39+ monthly
Good ForPractice Management, Billing, Mobile Therapy
More infoTheraNest
blue Owl practice logo white owlOwl Practice is a HIPAA-compliant platform with both practice management and mental health tools. This therapy program is ideal for solo and group therapy practices and contains a wide range of useful features:

  • Practice management reports
  • Billing and payment processing
  • Note-taking and document management
  • Custom mental healthcare forms
  • Appointment scheduling

Owl Practice has several more valuable mental health tools, such as an EHR function, HIPAA-compliant video conferencing, secure instant messaging, and templates for patient forms and mental health assessments.

NameOwl Practice
Price$69+ monthly
Good ForPractice Management, Billing, EHR
More infoOwl Practice

Choosing A Therapy Program: 6 Features To Look For

For almost anything a virtual care, blended care, or e-therapy practice could need, there’s probably a software solution for it.

When choosing a therapy program for your practice, it’s generally a good idea to clarify your needs and work backward to find the features and tools that suit you. Here are some ideas to help you.

Ultimately, therapy systems and software solutions help therapists and other mental health blended care practitioners deliver better-quality care.

Features of Therapy Software Solutions

Therapy software systems need to have the following features and capabilities to qualify as a solution for mental health practices:

  1. Streamline administrative tasks that are a part of mental health care, such as insurance claims management or patient registration[3]
  2. Support legal and industry requirements for mental health organizations
  3. Simplify the clinical aspects of therapy and psychological care, like charting, psychotherapy notes, treatment plans, assessments, patient communications and engagement, remote sessions, progress tracking, ePrescribing, and EHR or EMR.[4]

The following is a list of features that might be of value to you as a mental healthcare provider:

  •  Billing Features

Software solutions for mental health providers are often designed to make coding, billing, and practice management concerns far more straightforward and easier.[5] For example, many systems offer features like coding assistance, and specialty-specific solutions offer ICD-10 billing and coding. Some systems are built to generate patient statements or handle claims scrubbing too.

  • Therapist Scheduling Software

Scheduling problems are a significant headache for organizations and their patients. Cancellations and no-shows can harm the practice’s bottom line, and difficulties with scheduling will deter some patients from coming to therapy. These therapy practice management solutions make scheduling easier with automation and other functions.

Scheduling software for therapists can send appointment reminders to a patient’s phone or email, allowing the patient to confirm or cancel their appointment ahead of time.

  • Secure Patient Portals

With these capabilities, a patient can access the interface to submit intake forms and other documents. Patients can also view their test results and often talk to therapists and healthcare staff using private, secure messaging systems. This is especially important where clients may have particular concerns about the security and confidentiality of their records – being able to assure your client that you are operating within industry guidelines is important.[6]

  • EHR or EMR

Providers can create, retrieve, and store patient records in a digital format. These specialty-specific therapy software systems are compliant with rules and regulations governing the mental health care field.

Many EHR and EMR systems allow users to create new charts with templates provided by the system. Lab integrations and ePrescribing are also standard capabilities with this feature.

  • Teletherapy

This feature allows therapists and patients to schedule and conduct remote sessions through a secure online application. Teletherapy systems can also open up new markets for providers who usually wouldn’t be able to treat patients in remote areas or who otherwise can’t attend traditional sessions in a brick-and-mortar location.[7]

  • Therapy Practice Management

Practice management features allow therapists to bundle a range of functions and capabilities all into one system. The system can handle all aspects of running an efficient office, including billing and coding, scheduling, telehealth, notes and documentation, and EHRs.

Final Thoughts

To grow your clientele and revenue, you need to focus on the tasks that leverage your skills and deliver your clients the maximum possible value. The more you can automate, from program prep to progress tracking, the better.

If you’re looking for an all-in-one toolkit that will help you engage clients and deliver the highest quality care, start your $1 Quenza trial today. Let us know how you use Quenza in your practice – post a comment below!


  1. ^ Maheu, Marlene M., Pulier, Myron L., McMenamin, Joseph P., & Posen, L. (2012). Future of Telepsychology, Telehealth, and Various Technologies in Research and Practice. Professional Psychology: Research and Practice, 43(6), 613.
  2. ^ APA. (2020). Guidelines for the Practice of Telepsychology. Retrieved from
  3. ^ Boudreaux, E. D., Bedek, K. L., Gilles, D., Baumann, B. M., Hollenberg, S., Lord, S. A., & Grissom, G. (2009). The Dynamic Assessment and Referral System for Substance Abuse (DARSSA): development, functionality, and end-user satisfaction. Drug and Alcohol Dependence, 99(1-3), 37.
  4. ^ Garets, D., & Davis, M. (2006). Electronic medical records vs. electronic health records: yes, there is a difference. Policy white paper. Chicago, HIMSS Analytics, 1.
  5. ^ Castelnuovo, G., Gaggioli, A., Mantovani, F., & Riva, G. (2003). From psychotherapy to e-therapy: the integration of traditional techniques and new communication tools in clinical settings. CyberPsychology & Behavior, 6(4), 375.
  6. ^ Price, M., Williamson, D., McCandless, R., Mueller, M., Gregoski, M., Brunner-Jackson, B., & Treiber, F. (2013). Hispanic migrant farm workers' attitudes toward mobile phone-based telehealth for management of chronic health conditions. Journal of Medical Internet Research, 15(4), e76.
  7. ^ Ashwick, R., Turgoose, D., & Murphy, D. (2019). Exploring the acceptability of delivering Cognitive Processing Therapy (CPT) to UK veterans with PTSD over Skype: a qualitative study. European Journal of Psychotraumatology, 10(1), 1573128.

About the author

Seph Fontane Pennock is a serial entrepreneur in the mental health space and one of the co-founders of Quenza. His mission is to solve the most important problems that practitioners are facing in the changing landscape of therapy and coaching now that the world is turning more and more digital.

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