TherapyAppointment Review 2025: Pros & Cons, Cost, & Who It’s Right For

Client Management

Client management in TherapyAppointment is efficient and user-friendly, making it easy to keep track of client information, appointments, and documentation. The system organizes client data in a meaningful way, allowing users to filter by therapist, office location, date of birth, and insurance details—helpful for managing large caseloads.

I particularly liked the new photo ID scanning tool, which can automatically create a client chart based on the information from an uploaded ID. I’ve not seen this feature implemented in any other EHR, and it has the potential to cut back on quite a bit of manual data entry. TherapyAppointment also supports batch imports using a spreadsheet template, allowing practices to quickly migrate client information such as demographics and insurance details.

To ensure privacy and security, different permission levels can be assigned to staff members based on their roles, including schedulers, billers, and records custodians. Another unique feature is built-in faxing, which allows practitioners to send client records directly from the system—eliminating the need for third-party fax services and making coordination with outside agencies seamless.

With these thoughtful automation tools and streamlined workflows, TherapyAppointment makes managing clients simple and efficient. It continues to earn 5 out of 5 stars in our Client Management category.

Client Forms & Intake

TherapyAppointment makes onboarding new clients seamless with its automated intake process and customizable forms. A unique tool, the Intake Wizard, ensures all necessary documentation is in place, tracks whether clients have logged into the portal, assists with scheduling their next appointment, and helps manage required forms and signatures. This extra layer of organization helps prevent new clients from slipping through the cracks.

When it comes to form customization, TherapyAppointment offers more than 70 pre-built templates covering essential documents like adult and child intake assessments, privacy notices, informed consent, and clinical measures such as the ACE, ASRS, and PCL. Users can edit these templates or build their own from scratch using a drag-and-drop form builder with a variety of input fields and elements. Forms can be automatically assigned during onboarding or sent manually as needed. Additionally, practices can upload and attach scanned paper forms directly to a client’s chart for recordkeeping.

The provided client portal makes the process even more convenient, allowing clients to complete forms digitally, review documents, and update demographic information. With these tools in place, TherapyAppointment ensures practices stay organized while minimizing administrative workload. Because of its efficiency and flexibility, we’ve awarded 5 out of 5 stars in the “Client Forms & Intake” category of our scoring criteria.

Calendar & Scheduling

TherapyAppointment makes scheduling effortless with its intuitive drag-and-drop calendar and multiple ways to book appointments. Sessions can be scheduled directly from a client’s chart, the Intake Wizard, or through the client portal, where clients can request appointments based on a provider’s availability. The system automatically factors in pre-set office hours and scheduling rules, and providers can enable or disable client self-scheduling as needed.

One major standout feature is TherapyAppointment’s free appointment reminders, which can be sent via text message or email. Unlike competitors such as TherapyNotes and SimplePractice, which charge extra for reminders, TherapyAppointment includes them at no additional cost. The system clearly indicates the time zone in reminders, but clients should still double-check to avoid mix-ups.

The calendar syncs seamlessly with Google Calendar and includes useful features like quick check-ins, printing work or school excuses, and writing administrative notes directly from the appointment view. With its combination of flexibility, automation, and ease of use, TherapyAppointment’s scheduling tools make managing a busy practice simple. Because of its well-designed system, we’ve awarded TherapyAppointment 5 out of 5 stars in the “Calendar & Scheduling” category.

Treatment Planning & Notes

TherapyAppointment’s treatment planning and progress note system is fully functional but lacks some of the depth and automation found in some of the best therapist EHRs we’ve tested. For progress notes, the platform includes three prebuilt templates that can be customized using the same builder as the other forms. While this allows for some personalization, the system lacks features like Wiley integration, structured charting, or AI-assisted documentation, making it a more manual process than options like ICANotes or My Best Practice.

Treatment planning is particularly basic, consisting of a simple text box with a date field. There are no built-in frameworks for setting measurable goals or tracking progress over time. While this setup might work for some solo practitioners, those who prefer a more structured or customizable treatment planning process may find it lacking compared to some other platforms.

Overall, TherapyAppointment’s note-taking and treatment planning features get the job done but aren’t particularly innovative or time-saving. Given its simplicity and lack of automation, we’ve retained TherapyAppointment’s 3 out of 5 stars in the “Treatment Planning & Notetaking” category in this round of testing.

Telehealth

TherapyAppointment’s integrated telehealth platform provides a seamless experience for both therapists and clients. Sessions can be launched directly from the calendar, and clients can easily join via the client portal without any additional downloads or setup. The platform supports screen sharing, a collaborative whiteboard, and flexible permissions for adjusting client views—making it a well-rounded telehealth solution.

TherapyAppointment’s telehealth interface takes clear inspiration from Zoom, which was previously its default video platform. While TherapyAppointment now runs its own built-in telehealth system, users who prefer Zoom Health can still integrate their existing accounts for an additional $5 per month. TherapyAppointment also now offers a dedicated mobile app on both iOS and Android devices for accessing the telehealth platform.

It’s important to note that telehealth is not included in the base subscription and costs $15 per month per practitioner. However, the platform remains stable, feature-rich, and easy to use, making it a strong option for virtual sessions. Because of its flexibility and smooth integration, TherapyAppointment continues to earn 5 out of 5 stars in the “Telehealth” category of our scoring criteria.

Insurance Billing

TherapyAppointment does a good job of improving insurance billing workflows, with a focus on automation and ease of use. Users can enable an automated claims feature, allowing the system to generate and send claims or invoices as soon as session documentation is complete. This hands-off approach helps minimize administrative work while ensuring timely claim submissions.

The practice dashboard provides a clear overview of any outstanding claims, flagged insurance issues, and pre-certification problems. TherapyAppointment partners with OfficeAlly as its default clearinghouse, but practices that already work with a different clearinghouse can integrate their existing setup for free.

Insurance claims are priced at $0.15 per claim, which is notably lower than SimplePractice’s $0.25 per claim after a limited number of free submissions. Eligibility checks remain $0.07 per lookup. These very reasonable rates, combined with TherapyAppointment’s strong automation and tracking tools, make it a solid choice for practices that bill insurance often.

Because of its ease of use, automation options, and great affordability, TherapyAppointment continues to earn 4.5 out of 5 stars in the “Insurance Billing” category of our scoring criteria.

Client Payment Methods, Collection, & Processing

TherapyAppointment offers a well-integrated method for practices to manage payment collection and processing. Clients can pay for therapy via credit card, debit card, FSA, or HSA, with payments processed securely through TherapyAppointment’s integrated system.

The platform has recently partnered with Finix for payment processing, offering a flat rate of 2.9% + $0.30 per transaction. Practices can also opt to use their own third-party payment processor and manually record payments in the system, just for accounting purposes.

For in-person transactions, TherapyAppointment provides a physical payment terminal at no extra cost when using their integrated payment system, something we’ve not seen with many other EHRs. This makes it easy for practices with brick-and-mortar locations to accept card payments without additional equipment expenses.

Beyond payment processing, TherapyAppointment allows clients to pay invoices directly through the client portal, ensuring a smooth and convenient experience. For practices handling cash or check payments, transactions can be recorded in the system just as easily. Since its payment processing system is simple, easy to use, and handles all the tasks you’d expect of it, we continue to rate TherapyAppointment 5 out of 5 stars in this category.

Practice Management & Reports

TherapyAppointment provides a solid suite of practice management and reporting tools designed to improve administrative workflows and enhance efficiency. The system includes an internal messaging feature, allowing staff to communicate securely with each other and clients, including the ability to attach documents directly to client charts for easy recordkeeping.

For access control, TherapyAppointment enables practices to assign different user roles and permissions, ensuring that staff members have the appropriate level of access to sensitive client information. Available roles include therapists, managers, schedulers, billers, and records custodians, making it easy to delegate responsibilities while maintaining compliance with privacy regulations.

The included data analytics dashboard provides valuable insights into key business metrics, such as client demographics, cash flow, insurance reimbursements, and accounts receivable. Unlike some competitors that charge extra for analytics features, TherapyAppointment includes reporting features at no additional cost although reports might not be as deep or customizable as some alternatives. Users can also monitor insurance claim activity, track eligibility checks, and audit client charts to ensure compliance and identify any missing documentation.

While TherapyAppointment’s reporting tools aren’t the most advanced compared to competitors with deeper analytics, they do cover the essentials well, offering an intuitive way to track business health and performance. For its well-rounded practice management features and easy-to-use reporting tools, TherapyAppointment earns 4.5 out of 5 stars in the “Practice Management & Reports” category of our scoring criteria.

Customer Service & Training

Throughout my time working with TherapyAppointment, I didn’t run across many issues that required the assistance of the support help guides, and intervention from customer service was never necessary. Nonetheless, TherapyAppointment offers a nice FAQ and help center that can help users solve any problems they encounter on their own.

Additionally, TherapyAppointment offers a wide range of onboarding and tutorial videos, and written guides for getting your practice set up. Unlike some other options, it doesn’t seem like TherapyAppointment offers any live webinars or onboarding calls. TherapyAppointment has earned 4 out of 5 stars in the “Customer Service & Training” category of our scoring criteria.

Cost & Pricing

TherapyAppointment pricing ranges from $10 – $59 monthly, depending on the number of monthly sessions being conducted for individual practitioners. This allows smaller practices and solo practitioners just starting out to get EHR access at a much lower cost than you’d find with TherapyAppointment’s competitors.

Details of TherapyAppointment’s pricing includes:

Add-Ons & Other Fees

For an additional fee, TherapyAppointment offers these premium features:

• Integrated Telehealth Platform – $15 monthly, per practitioner
• Zoom Account Integration – $5 monthly, per practitioner
• Credit card processing – 2.9% plus $0.30 per transaction
• Insurance claims – $0.15 per claim

User Reviews

After checking in with user reviews available online, it seems that users generally find TherapyAppointment to be a cost-effective, feature-rich EHR that delivers strong value for the price. There were very few negative-leaning reviews and almost all of those were focused on isolated issues. We will continue to monitor for changes and report here with the most up-to-date insights from other therapists.