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

I’ve tested TherapyNotes extensively, putting its features to the test using real-world scenarios. It emphasizes a simple, structured experience, making practice management straightforward. While it sacrifices some deep customization seen in other EHRs, its simplicity and ease of use make it a strong choice—starting at $59 monthly with a 30-day free trial.

Detailed Review of TherapyNotes

TherapyNotes earned 4 out of 5 stars

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Detailed Scoring Breakdown

Client Management Features (4.5 out of 5)

Client Forms & Intake Management (5 out of 5)

Scheduling & Calendar (4 out of 5)

Treatment Planning & Notetaking (4 out of 5)

Telehealth Features (4 out of 5)

Insurance Billing (4.5 out of 5)

Client Payment Methods (3.5 out of 5)

Practice Management & Reports (3 out of 5)

Customer Service & Training (4.5 out of 5)

Premium Features or Add-Ons (5 out of 5)

Fit & Finish (4.5 out of 5)

Relative Cost (4 out of 5)

Reliability & Longevity (5 out of 5)

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TherapyNotes is a full-service electronic health records (EHR) system designed for therapists and mental health practitioners. TherapyNotes includes features for many aspects of practice management including documentation, scheduling, and billing. TherapyNotes costs start at $49 monthly and may increase, depending on how many practitioners are in your practice and the features you need.

Client Management

TherapyNotes makes managing client records seamless, with an intuitive interface that keeps everything organized and accessible. A standout feature is the built-in to-do list, which helps ensure nothing slips through the cracks. The system tracks overdue paperwork, pending notes and treatment plans, insurance claim tasks, and even reminders to follow up with a client’s primary care provider when care changes.

Adding a new client is quick and efficient—you can enter details directly from the client list or while scheduling an appointment, a small but valuable time-saver. The system captures comprehensive demographics, including call and text preferences, ensuring compliance with client communication preferences.

Searching for clients is just as smooth. You can look up records by name, date of birth, account number, or phone number. For larger practices, client lists can be exported to Excel, making bulk data management much easier.

TherapyNotes also automates client archiving, moving inactive clients into an archived status. If needed, you can manually archive clients by entering a termination note. Customizable staff permissions allow practice owners to control who can view and edit client records, an essential feature for group practices.

A recent update now allows TherapyNotes staff to assist with batch data imports at no cost, eliminating a previous limitation. This makes transitioning to TherapyNotes much easier for growing practices.

Client Forms & Intake

TherapyNotes makes client documentation highly structured and easy to manage. Every new client chart comes with a built-in to-do list, keeping essential paperwork—like intake notes and treatment plans—front and center. These checklists appear both on the home dashboard and within each client record, ensuring that nothing slips through the cracks.

The intake process uses a psychotherapy intake note, blending drop-down menus with some free-text fields for flexibility. A standout feature is the ability to pull historical client data into new notes, allowing therapists to selectively import relevant details while keeping documentation concise.

TherapyNotes includes a client portal at no extra cost, giving clients a secure way to complete and sign forms online. Pre-made forms cover client history, demographics, consent forms, legal paperwork, and standardized assessments like the GAD-7 and PHQ-9. However, some more specialized forms for minors, couples, or family therapy are notably absent, requiring manual customization. Practice administrators can upload custom PDFs or create fillable digital forms, making the intake process smoother.

While TherapyNotes keeps intake forms well-organized and intuitive, its lack of built-in specialty templates may require some extra setup for practitioners working outside individual therapy.

Calendar & Scheduling

TherapyNotes keeps scheduling straightforward. The calendar view is clean and easy to navigate, letting you filter appointments by location, telehealth, and specific days—super helpful if you’re managing multiple offices or juggling different types of sessions.

Setting up working hours for a clinician opens up the ability to allow clients to request appointments directly through their client porta—a nice touch that helps automate scheduling.

The system supports both individual and group sessions, pulling attendees directly from the client list or allowing new clients to be added directly from the calendar. It also integrates well with external calendars, automatically initializing client names for privacy protection while syncing with the client portal so clients can view upcoming appointments.

While TherapyNotes’ scheduling system is reliable, easy to use, and flexible enough to handle any workflow, it lacks the intuitive drag-and-drop rescheduling interface that I’ve grown accustomed to in almost every other EHR. However, for most solo and group practices, it gets the job done without a steep learning curve.

Add-On Service: Appointment Reminders – $0.14 each

TherapyNotes makes it easy to cut down on no-shows with automated appointment reminders. Email reminders are free, but if you prefer SMS or phone call reminders, they’re available for $0.14 each.

Treatment Planning & Notes

TherapyNotes offers a structured, no-fuss approach to treatment planning and documentation, making it a strong choice for practices that prioritize efficiency and compliance over deep customization. Treatment plans include standardized fields for diagnoses, goals, and interventions, with the ability to customize intervention lists—but the templates themselves cannot be modified.

For progress notes, TherapyNotes employs a structured SOAP format, with dropdown menus and checkboxes to streamline data entry while still allowing free-text input. The system makes it easy to pull historical data into new notes, which reduces redundant typing and ensures continuity of care. While this approach is great for efficiency, practices that require specialty documentation (e.g., couples therapy, child therapy, group therapy) may find the system somewhat rigid.

Collaboration is seamless, allowing multiple clinicians to work with the same client, share notes, and maintain continuity of care. Supervisors can co-sign notes and review intern documentation easily, making TherapyNotes a strong option for group practices. A built-in activity log tracks all changes for compliance and audits, ensuring transparency and security.

While TherapyNotes excels at structure and ease of use, practices needing more deeply customizable note templates, automated documentation tools, Wiley Treatment Planner integration, or specialized forms may find My Best Practice better suited to their needs.

Add-On Service: Electronic Prescriptions – $65 monthly

For an additional $65 per month, TherapyNotes offers electronic prescribing, allowing clinicians to send prescriptions directly to pharmacies within the platform. This feature enhances medication management and streamlines workflow, making TherapyNotes a strong option for psychiatric practices and prescribers who need integrated e-prescription capabilities alongside their documentation and billing tools.

Telehealth

TherapyNotes includes a built-in, HIPAA-compliant telehealth platform for conducting virtual sessions. The platform is simple and intuitive, not unlike popular video conferencing tools like Zoom. However, it’s important to note that TherapyNotes offers two tiers of telehealth service, with key differences in features and video quality.

All TherapyNotes users get access to the free telehealth plan, which includes:

• Up to 2 participants
• Standard-definition video
• Guest access and a virtual waiting room
• A session timer to help manage appointments

For providers who need more advanced features, Premium Telehealth is available for an additional $15 monththly per clinician, unlocking:

• Up to 16 participants (ideal for group therapy or multi-provider sessions)
• Full HD video for a sharper, more professional experience
• Customizable backgrounds for all participants
• Screen sharing with sound (a feature I can’t live without)
• Built-in noise cancellation to improve audio clarity

Regardless of which plan you choose, clients can access sessions easily through the client portal, where appointments sync automatically. If login issues arise, a password reset can be sent instantly. The free version is perfect for solo practitioners or small practices that don’t use telehealth much, while the premium version is a better fit for those running frequent remote sessions or looking for a more polished telehealth experience.

Insurance Billing

TherapyNotes includes tools to manage insurance claims efficiently. The system supports both electronic and paper claims, automatically generating CMS-1500 forms for submissions. Claims can be sent electronically for $0.14 per claim, while paper claims cost $0.49 each. For added convenience, TherapyNotes allows batch claim submissions, making it easier for group practices to process multiple claims at once.

A real-time eligibility verification tool lets practices confirm a client’s insurance status before an appointment, reducing claim rejections. Once submitted, claims can be tracked directly within the platform, with automatic notifications automatically popping up in the practice to-do list if any issues arise. TherapyNotes also provides an easy way to manage write-offs and adjustments when payers reimburse at different rates.

Setting up insurance payers is simple, whether a practice is billing in-network or out-of-network. TherapyNotes includes pre-configured lists of common insurance companies, and practitioners can enter custom fee schedules for different payers. Once a client’s insurance is linked, the system can automatically apply payments to their account when claims are processed, reducing manual work.

For practices handling a high volume of insurance claims, TherapyNotes streamlines the process by automating key workflows. Recurring sessions can be set up to auto-generate claims, and unpaid or denied claims are flagged for follow-up. While the system is efficient, it lacks some of the deeper automation features found in platforms like SimplePractice, which offers fully managed insurance billing services.

Client Payment Methods, Collection, & Processing

TherapyNotes includes integrated credit card processing, allowing clients to pay for sessions using debit, credit, or HSA/FSA cards. Payments can be entered manually or processed via a USB card swiper, and stored securely for future use. Each transaction incurs a standard fee of 2.9% + $0.30 per payment.

Invoices and superbills can be generated directly within the system, helping clients who need to submit claims for out-of-network reimbursement. TherapyNotes also allows practitioners to customize invoices by adding their practice’s logo and specific payment instructions. If a client has an outstanding balance, the system can generate and send payment reminders via the client portal.

For tracking financials, TherapyNotes provides a basic but effective bookkeeping system. Payments are automatically recorded in a client’s account history, and practices can export transaction data for reconciliation or tax purposes.

Overall, TherapyNotes provides a streamlined approach to client payments, ensuring that practices can accept and manage transactions efficiently. While its billing tools cover the basics well, those needing advanced payment automation or more robust financial reporting may need to supplement with external accounting software.

Practice Management & Reports

TherapyNotes offers strong practice management tools, particularly for organizing staff roles and managing access permissions. Practice owners and administrators can assign different levels of access for schedulers, billers, supervisors, and clinicians, ensuring that team members only see the data relevant to their roles. The platform also supports supervision workflows, allowing supervisors to co-sign notes or review documentation before it’s finalized—an essential feature for training interns and new clinicians.

For solo practitioners, TherapyNotes remains a straightforward and efficient solution, making it easy to manage client records, scheduling, and billing from a single account. The system’s built-in to-do list helps practitioners stay on top of administrative tasks by tracking overdue documentation, pending insurance claims, and required follow-ups with clients.

Where TherapyNotes falls short of some of its peers is in reporting and analytics. While it includes essential reports such as real-time insurance eligibility checks and prior authorization results, it lacks advanced business insights. There are no detailed financial reports, staff productivity tracking, or performance analytics—features that other EHRs, like SimplePractice, provide for practice growth and financial planning.

For practices that don’t require deep reporting, TherapyNotes’ management features are well-organized and easy to use. However, those who need in-depth analytics and business intelligence tools may find its reporting options too limited.

Recently, TherapyNotes introduced TherapySearch, a therapist directory included with all subscriptions at no additional cost. While this is a promising addition, TherapySearch is still in beta and currently receives very little traffic compared to more established directories like GoodTherapy or even small directories such as Open Path Collective. While it may help some therapists gain visibility over time, it’s not yet a major value-add for attracting clients.

Customer Service & Training

TherapyNotes offers a smooth onboarding experience, with most features being intuitive enough that customer support isn’t frequently needed. The platform includes a well-stocked help center, featuring detailed guides, FAQs, and troubleshooting articles, as well as a YouTube channel with step-by-step tutorials on using the software and managing a practice effectively.

For direct support, TherapyNotes provides unlimited email and phone assistance during business hours. The support team is knowledgeable and responsive, making it easy to get help when needed. During my trial, I received onboarding emails with tutorials and webinar invitations, which were helpful for learning the system quickly.

While TherapyNotes doesn’t offer live chat support, its webinars and self-help resources make up for it. If you prefer a more guided setup with one-on-one support, alternatives like TheraNest provide dedicated onboarding for new users.

Cost & Pricing Plans

TherapyNotes starts at $59 per month for solo practitioners and $69 per month for the first clinician in a group practice, with an additional $40 per month for each additional clinician. A 30-day free trial is available, with no credit card required.

The standard TherapyNotes subscription includes:

• Telehealth platform (basic plan with up to 2 participants)
• Client portal for secure document sharing and scheduling
• Unlimited active and archived clients
• Documentation tools, including progress notes and treatment plans
• Pre-generated forms (e.g., GAD-7, PHQ-9, consents, etc.)
• Additional administrative staff (billers, schedulers) at no extra cost

Some features come with extra costs:

• Premium telehealth – $15/month per clinician (adds HD video, screen sharing, and up to 16 participants)
• Credit card processing – 2.9% + $0.30 per transaction
• Electronic insurance claims – $0.14 per claim ($0.49 for paper claims)
• Real-time eligibility checks – $0.14 each
• Appointment reminders (SMS/phone) – $0.14 each
• Electronic prescriptions – $65/month
• MIPS Reporting – $359 annually per practitioner