TherapyNotes Review, Pricing & Features: Practice Management Software with Most Powerful Forms

TherapyNotes Review, Pricing & Features: Practice Management Software with Most Powerful Forms

Web-based practice management software for mental health with strong note and billing functionality. TherapyNotes is ideal for small to medium practices that value simplicity and ease-of-use.


  • Powerful forms with time-saving auto-suggest functionality
  • Robust billing package that offers real-time client insurance eligibility reports for over 900 payers
  • Known for excellent customer service


  • Appointments and forms are not customizable
  • Limited patient portal compared to alternatives
  • Telehealth does not support advanced features such as group appointments and screen sharing
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TherapyNotes Pricing & Cost

TherapyNotes pricing starts at $59 per month for groups. Additional costs include:

  • Additional Clinicians: $30 per month
  • Credit Card Processing: $13.50 per month + 2.6% per transaction
  • Real Time Eligibility Requests: $0.14 each
  • Electronic Claims: $0.14 each
  • Remittance Advice (ERAs): $0.14 per claim
  • Mailed Paper Claims: $0.49 each
  • SMS (Text Message) Reminders: $0.14 each
  • Automated Phone Reminders: $0.14 each

Cancellation: You can cancel at any time.

Table of Contents

Full Review: TherapyNotes EHR Software for Behavioral Health

Launched in 2010 by Debra and Brad Pilner, TherapyNotes is a web-based practice management software for behavioral health that is utilized by more than 60,000 health professionals. It is designed for providers who are interested in a comprehensive system that is not overly complicated or hard to use. Its simplicity and reliability means you will save time across your practice. According to the company, about half of its 30 person team are software engineers, which demonstrates a company priority of building quality technology.

True to its name, TherapyNotes has powerful plans and notes created specifically for mental health that come with time-saving auto-suggest functionality. However, relative to alternatives, they are less flexible and not able to handle custom fields or data. As a benefit of having standardized forms, the system is well integrated and data flows cleanly throughout. TherapyNotes also offers a solid billing solution. It has partnered with the clearinghouse Change Healthcare to offer real time insurance eligibility, electronic insurance claims, and electronic remittance advice. This means that you can save time determining client insurance coverage, making claims and reducing your reliance on paper EOBs. Finally, TherapyNotes is known for having great customer service, including a telephone line you can call Monday through Friday 8AM–9PM ET and Saturday 8AM–4PM ET.

When evaluating TherapyNotes, there are a few things to keep in mind. It is a popular tool with a large base of very satisfied customers. Its notes are user-friendly and its customer service is strong. However, the benefit of simplicity means that there is less ability to customize appointments, treatment plans, and notes. Finally, if you are looking for a cutting-edge solution with all the bells and whistles, such as mobile applications and HIPAA-compliant telehealth, you might have to consider alternatives.

Overall, TherapyNotes is a reasonably priced, full-feature solution that is ideal for small to medium practices that value simplicity and ease-of-use.

Key Features

Below, we'll discuss some of the key features of TherapyNotes, and how they benefit your mental health practice.

Client Intake

TherapyNotes intake form is located in the patients tab. The patient intake form is very clean and captures the required demographic information, as shown below. Once the patient has been entered into the system, it is easy to add patient-specific notes, appointments, documents, billing information and to assign a clinician. Conveniently, you can submit and EDI claim, create a CMS-1500, and create a superbill directly inside this patient view. One nice perk for new customers is that TherapyNotes is willing to import your list of clients and their demographics free of charge if you send them the information in an Excel spreadsheet.

TherapyNotes client intake


TherapyNotes allows you to easily schedule different types of events – intake, sessions, consultations, group sessions, and vacations – on a one-time or weekly recurring basis. Each appointment pulls in the event type, patient name or ID, clinician, service code, and date. While it gains from simplicity, this tool is not as customizable as others on the market. You can see an example of the appointment creation tool below.

TherapyNotes Appointments

All appointments are visible on a single calendar that has a day, week, and month view. This calendar can by synced with your Apple or Google calendar. However, this is only a 1-way sync, which means you'll have to log in to TherapyNotes to change your schedule. A convenient feature is the ability to enter clinician work schedules to ensure that appointments are only scheduled during available hours. Finally, TherapyNotes offers appointment reminders – email reminders are free, while SMS and voice are $0.14 each.

Online Patient Portal

It takes only a few minutes to set up your TherapyNotes patient portal. A unique, personalized touch is the ability to customize the welcome message that your clients see on the first page of the portal, along with the portal's color and logo. You can also decide whether or not you would like to be able to securely share documents with clients through the portal. This portal was added to TherapyNotes' offering in 2015. It allows patients to request appointments and view upcoming appointments. As you can see in the image below, the portal is clean, although not quite as robust as other offerings on the market.

TherapyNotes patient portal

Plans and Notes

The form-based templates TherapyNotes provides for treatment plans, progress notes, and psychological evaluations are well-structured and very efficient to use. For example, the forms auto-suggest many fields, saving you the time of typing and spell-checking every word. In its forms, TherapyNotes auto-suggests DSM-5 and ICD-10 diagnoses. Once you begin typing a specific code, the system will suggest matches that are easy to select. It also offers auto-suggest for medications, dosage frequencies and the symptoms being treated. However, it is important to remember that while simple and easy to use, these forms are not customizable. Below is an example of treatment plan form from TherapyNotes along with their autofill solution in the medication field.

TherapyNotes plans and notes

Billing and Invoicing

Although there are additional fees for the features, one area where TherapyNotes offers unique strengths is billing. Through a partnership with clearinghouse Change Healthcare, it offers real-time client insurance eligibility reports for over 900 payers. This is particularly valuable for first-time patients. TherapyNotes automatically leverages the data in the system to create and submit electronic insurance claims. If you prefer paper claims, it can also generate CMS-1500 forms. With TherapyNotes, you have the option to enroll in ERAs at no charge.

If you are interested in giving your patients more ways to pay, TherapyNotes accepts credit card payments and stores credit card information to streamline future charges. This PCI-compliant feature costs $13.50 per month plus 2.6% per transaction.


In 2020, TherapyNotes added telehealth functionality to its platform. This allows clinicians to conduct one-on-one, HIPAA-compliant video sessions for any scheduled appointment. TherapyNotes' telehealth solution works well, however it does lack advanced features such as group appointments and screen sharing.

To start a telehealth session, clinicians can view any appointment in their calendar and click on the 'Start Telehealth Session' button. Clients will need to visit their portal to join the telehealth session using the 'Join Session' button pictured below.

TherapyNotes client portal telehealth


The standard reports available in TherapyNotes can be found in the billing section of the product. The standard reports are:

  • Billing Transactions
  • Patient Aging Report
  • Insurance Aging Report
  • Revenue Report
  • Write-Off and Adjustments Report
  • Note Count Report
  • EDI Claim History

Here is a view of TherapyNotes revenue report:

TherapyNotes Revenue Report

TherapyNotes Alternatives & Competitors

TherapyNotes' primary competitors are:

We've also detailed the differences between TherapyNotes vs. SimplePractice.

Is TherapyNotes right for you?

TherapyNotes is a modern, web-based system that works well for practices that benefit from its powerful plans and notes. While these are not customizable, they are created specifically for the behavioral health market and come with auto-suggest functionality that will save your team time and improve data accuracy. Additionally, the billing features that TherapyNotes offers are strong. On the other hand, TherapyNotes provides less ability to customize appointments, treatment plans, and notes than alternatives, and if you are looking for a cutting-edge solution with all the bells and whistles, such as mobile applications and HIPAA-compliant telehealth, you might have to consider other solutions. TherapyNotes offers a free one month trial that comes with full access to the system – if you're interested, you can get started here.

Bruce Hogan

Bruce Hogan is Co-founder & CEO of SoftwarePundit. He leads the team's research and publishes content about software products and trends. Bruce has experience investing at multi-billion dollar private equity firms, leading teams at venture-backed technology companies, and launching new businesses. You can connect with Bruce on LinkedIn.

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