Running a mental health practice requires a combination of clinical expertise and administrative skills, which are two areas that can be difficult to balance. For mental health professionals, patients’ needs come first, which may mean that administrative and organizational tasks take a back seat.
At Titan Web Agency, we work with mental health practices all the time, and we understand the difference the right mental health practice management software can make. With that in mind, we’ve created this guide to help you choose the right mental health practice management software, providing information about features, pricing, and more for your EHR/EMR.
Mental Health Marketing Overview
The demand for mental health services is high in the United States, and marketing these services poses some unique challenges.
According to the National Alliance on Mental Illness (NAMI), more than 60 million adults in the United States who require treatment for mental health issues are not currently in treatment. That means there’s a huge, untapped audience for any mental health provider to pursue.
Mental Illness Stigma
Despite the best efforts of providers in the mental health community, there is still a stigma around mental illness and seeking help for it. While it’s less common than it used to be for people to feel ashamed of mental illness, it’s still an issue for some and mental health marketing needs to address the stigma while attempting to overcome it.
Mental Health Coverage
Insurance often does not cover mental health coverage at the same level as other treatments. The passage of the Paul Wellstone and Pete Domenici Mental Health Parity and Addiction Equity Act of 2008 largely prohibited group health plans from limiting treatments for mental illness. Unfortunately, despite this act, many Americans still have individual plans or high deductible plans that can make the cost of mental health care prohibitive.
Patient Privacy
Mental health marketing must consider patients' privacy, adhering to HIPAA regulations. Mental health providers must ensure that their patients’ identities are kept confidential, and that can make it difficult to use some standard marketing techniques, particularly obtaining reviews and testimonials.
11 Best Mental Health Practice Management Software
Now, let’s review the 11 best options for mental health practice management software. We have focused on price, features, HIPAA compliance, and customer support when choosing the software for our list.
1. TheraNest
4.4/5 (922) (Ratings as of: 10/10/2023)
Overview: TheraNest is a robust mental health practice management software that can be used on a desktop or in the cloud. It’s compatible with PCs and Apple devices, including its user-friendly mobile app. With affordable pricing and a wide array of features, it’s suitable for practices large and small.
Service model: Cloud/Desktop
Hardware/operating system requirements: Windows/Linux/Mac/Android/iOS, latest versions recommended
Price: TheraNest has a tiered system based on the number of active clients, as follows:
- Up to 30 active clients: $39/month
- Up to 40 active clients: $50/month
- Up to 50 active clients: $60/month
- Up to 80 active clients: $91/ month
- Up to 100 active clients: contact for a personalized quote
Free demo: Yes, plus a free 21-day trial.
HIPAA compliant: Yes
Support: Email/helpdesk, phone support, live chat, FAQ, knowledge base, forum.
Training: Live online training is available. There are also other online resources, including video resources, webinars, and documentation.
Key features:
- Client portal with self-scheduling
- Automated email, text, and phone reminders
- Customizable intake forms
- Integrated ERA/EOB
- Credit card processing
- Live phone and online support
- Comprehensive knowledge base
- Electronic claims filing
- Intuitive client and insurance billing
- HIPAA-compliant secure messaging and secure in-practice chat
- Robust reporting with 25+ reports available
- Unlimited document storage
- iOS/Android app
We like TheraNest because it’s affordable and offers an impressive list of features, including everything from patient onboarding to claims billing. We particularly like that they include HIPAA-compliant messaging plus a secure practice chat to facilitate operations.
2. SimplePractice
4.6/5 (2623) (Ratings as of: 10/10/2023)
Overview: SimplePractice offers most features that mental health providers value, including insurance management and HIPAA-compliant messaging. The prices are reasonable, and the company has an impressive online knowledge base to help users.
Service model: Cloud/SaaS
Hardware/operating system requirements: Mac OS 10.15 and higher; Windows 10 or higher (Windows 11 is recommended); iOS 13 or higher; Android 7.0 or higher; Chrome/Firefox/Safari/Edge. 2.5GHz processor and at least 4GB RAM.
Price: There are three tiers. The Starter Plan is $29/month and includes basic features. The Essential Plan is $69/month and includes a custom website and other features. The most robust option is the Plus Plan, which starts at $99/month and includes all features.
Free demo: Yes, plus a free 30-day trial.
HIPAA compliant: Yes
Support: Live online chat, FAQ, knowledge base.
Training: Live online classes, online knowledge base, user forum.
Key features:
- Appointment scheduling
- Appointment reminders
- Billing
- Compliance
- Patient Portal
- Digital intake forms
- Documentation, including EHR templates
- Workflow management
- Insurance management
- HIPAA-compliant chat
- E-prescriptions
- Secure clinical communication
- Secure PHI storage
SimplePractice has a solid list of features. While the company markets a basic plan, it has few features that providers will need. We recommend taking advantage of the free trial and opting for the Essential Plan, which includes appointment reminders and many other useful features.
3. Rethink
4.4/5 (43) (Ratings as of: 10/10/2023)
Overview: Rethink is a software developed specifically for use by practices offering ABA therapy. It’s compatible with Macs and PCs, as well as iOS and Android devices, and has a solid list of features that may be particularly useful for ABA therapists.
Service model: Cloud/SaaS
Hardware/OS requirements: Apple OS/Windows/iOS/Android
Price: Pricing is based on practice needs, and you can get more information during your demo.
Free demo: Yes
HIPAA compliant: Yes
Support: Email/chat/phone support/help desk
Training: Live online training is available, plus webinars and online documentation.
Key features:
- Appointment scheduling
- Appointment reminders
- ABA data collection
- Patient Portal
- Online patient intake
- Claims management
- Insurance management
- Compliance tracking
- EMR/HER
- Treatment planning
- Insurance eligibility
- Analytics
Rethink is a solid choice for practices providing ABA therapy because it offers ABA data collection. We wish they were more transparent about their pricing, and we think there are options with more robust features for practices not offering ABA therapy.
4. TherapyNotes
4.7/5 (822) (Ratings as of: 10/10/2023)
Overview: TherapyNotes offers a robust list of features plus affordable pricing, especially for group practices and enterprises. The company has well-reviewed customer support and clients have praised the intuitive interface.
Service model: Cloud/SaaS
Hardware/OS requirements: Chrome (86 or later), Microsoft Edge (86 or later), Mozilla Firefox (81 or later), Apple (14 or later), latest versions of Android and iOS.
Price: Pricing starts at $49/month for solo practitioners. Group practices start at $59/month plus $30/month per clinician and $20/month per intern. An enterprise plan is available at the same prices as the group practice with unlimited clinicians and no charge for support staff.
Free demo: Yes, and there is also a free trial.
HIPAA compliant: Yes
Training: Live online training plus webinars, videos, and online documentation.
Support: Email/help desk/phone support/live chat/FAQ & knowledge base.
Key features:
- Appointment scheduling
- Recurrent appointments
- Online portal
- Online forms
- Appointment reminders
- Faculty & staff management
- Patient charting
- Treatment planning
- Billing & invoicing
- Medical billing
- EMR/HER
- Insurance eligibility confirmation
- Claim tracking
We like TherapyNotes for its robust customer service and intuitive interface. The most noticeable recurring complaint relates to the telehealth feature, which we didn’t list here because it doesn’t appear to be working as well as it could.
5. ICANotes
4.0/5 (96) (Ratings as of: 10/10/2023)
Overview: ICANotes is a practice management software designed for specialists in behavioral health. It includes an array of features that include ONC-ATCB certification as well as both clinical and administrative features to help providers and staff members.
Service model: Cloud/SaaS/Desktop/Mobile
Hardware/OS requirements: Mac OS/Windows 8.1 or higher; Android/PC/iOS for mobile; 1 GHz or faster processor, 500 MB RAM, 500+MB drive space for the desktop version.
Price: ICANotes pricing is divided into tiers for prescribing and non-prescribing clinicians. One full-time prescribing clinician is $155.30/month while a full-time non-prescribing clinician is $75.30/month. Prices are $105.30 and $46.30 for part-time prescribing and non-prescribing clinicians, respectively. Add one non-clinical user for $6.30/month, additional users are $45.30/month.
Free demo: Yes, and there’s also a free trial.
HIPAA compliant: Yes
Support: Email/chat/phone, 24/7 live rep; forum and knowledge base.
Training: Live online training plus access to the knowledge base, with videos, webinars, and documentation.
Key features:
- Appointment management
- Self-service portal
- Claims management
- Patient and insurance billing
- Coding
- E-prescribing
- Patient charting
- Compliant EHR software
- Outcome measurement
- ONC-ATCB certification
ICANotes is one of the most expensive options on our list but it has features that make it ideal for specialists in behavioral health. We particularly like that there are live agents available 24/7 and we’re impressed by the online knowledge base and training.
6. ClinicSource
3.9/5 (64) (Ratings as of: 10/10/2023)
Overview: ClinicSource offers the features that mental health professionals need to manage their practices and provide patients with the best care. Their prices are on the higher side on a per-provider basis and according to their website, there is no enterprise pricing available.
Service model: Cloud/SaaS/Desktop/On-Premises
Hardware/OS requirements: Latest version of Chrome/Edge/Safari/Firefox; Desktop OS Windows/Mac/Linux/Chromebook
Price: First user is $72.95/month plus $36.95/month for each additional user. $12.95/month for each non-clinical user or part-time user.
Free demo: Yes
HIPAA compliant: Yes
Training: Live online training plus online resources including webinars, videos, and documentation.
Support: Email and phone support are available from 8 AM to 7 PM Eastern time. There are also FAQs and a user forum.
Key features:
- Appointment scheduling & management
- Appointment reminders
- Medical billing
- Claims management
- Care plans
- Therapy charting
- EMR/EHR
- Invoicing
We like ClinicSource for its well-reviewed features and solid online knowledge base. Our biggest issue is that customer support is not available 24/7, and the only options are email and phone support. They would benefit from adding live chat.
7. CounSol.com
4.7/5 (848) (Ratings as of: 10/10/2023)
Overview: CounSol is a cloud-based practice management option for mental health providers. In addition to the usual features, they provide the option to customize your client portal and intake forms for a cohesive client experience.
Service model: Cloud/SaaS
Hardware/OS requirements: All browsers are supported; the latest version is recommended
Price: There are four pricing tiers. Standard is $49.95/month, Standard Plus is $59.95/month, Premium is $64.95/month, and Premium Plus is $69.95/month. There are additional charges for each additional provider.
Free demo: Yes, plus a free 14-day trial.
HIPAA compliant: Yes
Training: In-person and live online training are available and clients have access to online documentation.
Support: Email/phone/live chat, plus an online FAQ and client forum.
Key features:
- Custom client portal
- Appointment scheduling
- Appointment reminders
- Custom forms and questionnaires
- Client notes
- Treatment plans
- Secure telehealth/online chat
- Client billing & invoicing
- Insurance claim management
- EMR/EHR
- E-prescribing
CounSol receives high marks from users for both its intuitive interface and its excellent customer support. We particularly like that the portal and intake forms are customizable.
8. Psyquel
4.4/5 (73) (Ratings as of: 10/10/2023)
Overview: Psyquel is a cloud-based practice management software for mental health providers. Users praise its intuitive interface. Psyquel is one of the few PMS on our list with the option for an installed desktop version for users who prefer that model.
Service model: Cloud/SaaS; Onsite (Windows only)
Hardware/OS requirements: All browsers are supported, and the latest version is recommended. Windows 10 and above are required for the onsite version.
Price: Pricing is done on a case-by-case basis; contact Psyquel for a quote.
Free demo: Yes
HIPAA compliant: Yes
Training: Live online training is available, and clients can access online documentation.
Support: Email, phone & chat; FAQ and online forum.
Key features:
- Appointment scheduling
- Confirmations & reminders
- Claims management
- Compliance tracking
- EMR/EHR
- Employee management
- Treatment planning
- Insurance billing
- Self-service portal
- Initial assessments
Psyquel offers all the features you’ll need to manage your mental health practice. They also offer an option for behavioral health specialists. We like that they receive the highest ratings for customer service, but we wish they had a mobile app.
9. Power Diary
4.6/5 (159) (Ratings as of: 10/10/2023)
Overview: Power Diary has an extensive list of features plus some of the most affordable pricing, particularly for solo practitioners who are just building a client base. We like that they offer a free trial. They have robust training that includes live training plus a substantial library of documentation, videos, and webinars.
Service model: Cloud/SaaS
Hardware/OS requirements: Windows/Mac; iOS/Android; Chrome, Edge/Safari.
Price: There are five weekly pricing tiers, as follows:
- $5 for solo practitioners
- $8 for 2-3 practitioners
- $13 for 4-9 practitioners
- $21 for 10-20 practitioners
- Custom pricing for 20+ practitioners
Free demo: 14-day free trial
HIPAA compliant: Yes
Training: Live online training plus access to videos, webinars, and documentation.
Support: 24/7 live chat, phone, and email support.
Key features:
- Patient Intake
- Patient Portal
- Online appointments
- SMS/email appointment reminders
- Two-way SMS communication
- EMR/EHR
- Medical billing
- Billing & invoicing
- Claims management
- Treatment tracking
- Insurance management
- Patient charting
- Debit/credit card processing
- Branding
Power Diary is an ideal choice for new practitioners thanks to its low prices and impressive features, including two-way texting. They are responsive to client requests for additional features but could be quicker to implement the requested changes.
10. WeCounsel
4.1/5 (32) (Ratings as of: 10/10/2023)
Overview: WeCounsel is a cloud-based solution that connects mental health providers with mental health organizations to provide telehealth services. While its primary focus is on telehealth, the software includes some of the features that we’d expect to find in traditional practice management software
Service Model: Cloud/SaaS
Hardware/Operating System Requirements: All browsers are supported; the latest version is recommended.
Price: Pricing is on a case-by-case basis; contact WeCounsel for a quote.
Free Demo: Yes
HIPAA Compliant: Yes
Support: Email & phone; clients may also access FAQ, a forum, and an online knowledge base.
Training: In-person and live online training; access to webinars and documentation
Key features:
- Appointment scheduling
- Client notes
- Integrated client and insurance billing
- Compliance tracking
- Treatment planning
WeCounsel is a viable choice for any practice that needs minimal practice management tools and wants to increase revenue by offering secure telehealth. It is important to note that this is specialized software and not ideal for a practice in search of the most robust practice management tools.
11. Therapy Partner
4.2/5 (33) (Ratings as of: 10/10/2023)
Overview: Therapy Partner is a straightforward practice management option for mental health providers. As a newer player in the market, the company is still in the process of fine-tuning its features but has received strong marks for customer support and functionality.
Service model: Cloud/SaaS
Hardware/OS requirements: All browsers supported; latest version recommended
Price: Starting at $37/month for the lowest tier, but pricing is on a case-by-case basis; contact Therapy Partner for a quote
Free demo: Yes
HIPAA compliant: Yes
Training: In-person/Live online plus access to webinars, videos, and documentation
Support: Email/Phone/Chat plus access to FAQ and online forum
Key features:
- Client Portal
- Appointment scheduling
- Therapy notes
- Payment processing, billing & statements
- Coding
- EMR/EHR
- Employee management
- Initial assessments
We like Therapy Partner for its intuitive interface and easy billing. We wish they would lower their credit card processing fees, which are high compared to the industry average. We expect to see additional features as the company fine-tunes its offerings.
Is There Free Practice Management Software for Mental Health Professionals?
There are some free options for mental health practice management, but you should be aware that these often come with fewer features and less robust support than paid options.
Remember, many of the software options on our list offer a free trial period to help you evaluate the software and decide whether it’s right for your practice.
FAQ About Mental Health Practice Management Software
Let’s look at some of the most important and frequently asked questions about mental health practice management software.
What is Mental Health Practice Management Software?
Mental health practice management software is software that automates administrative tasks to make the task of managing a mental health practice easy. Some things that may be automated include patient appointment scheduling, appointment reminders, billing, compliance tracking, claims management, and the storage and maintenance of patient records. Some software also includes features for marketing your services and tracking results.
What Are the Benefits of Using Mental Health Therapy Software?
There are several significant benefits to using mental health therapy software. Here are some of the most important to consider.
- It’s easy for patients to book an appointment with you with online scheduling.
- You’ll have fewer cancellations and no-shows with automatic patient reminders.
- You can reduce wait times with online patient intake forms.
- You’ll spend less time following up on overdue bills and get paid faster with automated reminders.
- You can take digital therapy notes and easily maintain them.
- HIPAA compliance is built in and using software removes the guesswork from storing patient data.
- You can speed up the process of filing claims.
- You can increase your revenue by providing secure telehealth.
As you can see, the benefits of using therapy practice management software for your mental health or therapy practice are considerable.
How Much Does Mental Health Practice Management Software Cost?
One of the questions we often hear from mental health care providers and therapists is the cost of mental health PMS. Every business owner is concerned with overhead and it’s important to have a clear idea of what to expect before you start comparing your software options.
As a rule, you can expect the cost of mental health practice management software to range from $25 to $150 a month, depending on which option you choose and how many providers you have.
Key Features of Mental Health Practice Management Software
Now, let’s look at some of the most important features to look for when you’re shopping for mental health practice management software.
- Online appointment scheduling
- Automated appointment reminders
- Online patient intake forms
- Self-service patient portal
- Claims management
- Compliance tracking
- EMR/EHR
- E-Prescribing
- Medical billing
- Single provider practice management
- Multi-provider practice management
- Treatment planning
- Employee management
- Referral management
- Healthcare marketing
Some practices may not need every feature listed here, but these are some of the most widely used and requested features for mental health practice management software.
Final Thoughts on Mental Health Practice Management Software
Using mental health practice management software can take many challenges of running a mental health practice off your plate. Mental health providers who use practice management software have more time to spend with their patients and a better work/life balance.
Are you looking for assistance growing and marketing your mental health practice? Titan Web Agency has the experience and expertise to help! Click here to schedule a free consultation today!
About the Author
Tyson Downs is the founder of Titan Web Agency, a company specializing in marketing for dental professionals. With an impressive track record of working with over 100 dental practices, Tyson has a deep understanding of the unique marketing needs within the dental industry. His expertise has helped numerous dental practices flourish by meeting and surpassing their revenue goals and established him as a thought leader in healthcare marketing. His insights and strategies have been featured in esteemed dental publications, including the American Dental Association and the American Academy of Implant Dentistry. Before dedicating his career to helping dental professionals thrive through effective marketing, Tyson honed his skills in SEO and web design as a freelancer, while also gaining valuable experience in the corporate sector. As an alumnus of Brigham Young University, he brings a strong educational background to his entrepreneurial endeavors. Outside of his professional life, Tyson is a devoted father of five, who cherishes time spent with his family, especially when they're all enjoying America's pastime on the baseball field.
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