7 Best Note-taking Tools for Therapists [That Are Also HIPAA-compliant] 

best note taking tools
October 6, 2023
Table of Contents

Exploring the Best Software for Therapists’ Notes in the Digital Age

In the evolving landscape of mental health services, therapists are increasingly turning to digital solutions to manage their caseloads efficiently while ensuring client confidentiality. Among these solutions, psychotherapy notes software stands out for its ability to streamline the documentation process, providing you with the tools you need to focus on what matters most: your clients. Therapy notes, a critical component of patient care, have seen a significant transformation with the advent of the best therapy notes software, designed with both usability and compliance in mind.

HIPAA compliant note-taking apps have become indispensable in the therapist’s toolkit, offering a secure way to keep patient information confidential and protected. Additionally, psychotherapy documentation software has evolved to include features such as customizable templates and easy retrieval of past notes, making session documentation more efficient than ever.

Recognizing the paramount importance of compliance, HIPAA compliant software for therapists has been rigorously designed to meet the strict standards set forth by healthcare regulations, ensuring that patient confidentiality is never compromised.

In this digital era, therapy note software and counseling notes software have emerged as key components in the delivery of mental health services, offering a blend of efficiency, security, and compliance. Whether for individual therapy sessions or group counseling, these tools empower you to maintain high-quality notes, fostering better patient outcomes and enhancing the overall therapeutic experience.

Before we jump into our technology recommendations, let’s address one key aspect… 

What therapists should look for in a note-taking tool 

  • Ease of use 
    As a therapist, you need an intuitive and user-friendly interface that allows you to efficiently record session notes, treatment plans, and progress assessments. Simplicity in navigation is essential to minimize distractions during sessions. 
  • Customization 
    It’s important to have flexibility to create and customize note templates to match your specific practice, treatment methods, and documentation preferences. This ensures that notes accurately reflect your unique approach. 
  • Efficiency 
    Time is a valuable resource for therapists. The tool should streamline the note-taking process, enabling you to quickly record information, review past sessions, and access patient history with ease. 
  • Integration  
    Seamless integration with other practice management tools, such as appointment scheduling and billing, simplifies administrative tasks and ensures a cohesive workflow. 
  • HIPAA compliance 
    Above all, a note-taking tool must be fully HIPAA-compliant. It should have robust security measures in place to safeguard sensitive patient information, ensuring confidentiality and privacy. 
  • Security 
    Apart from HIPAA compliance, robust encryption, authentication, and data backup features are vital to prevent data breaches and ensure data integrity. 
  • Accessibility 
    The tool should be accessible across devices and platforms, allowing you to access notes and patient information whether you are in the office or working remotely. 
  • Collaboration 
    If you work in a team or need to share information with other healthcare providers, collaboration features like secure messaging or document sharing can be valuable. 

Now that you know why you need to be meticulous in the tool you choose, let’s get down to a few tools that will do the job well – some better than others. We recommend shortlisting 2-3 from the list, conducting independent research on their features and comparing them, and then considering factors such as cost and customer service to make the final decision. 

The 7 best note-taking tools for therapists 

1. Simply.Coach 

Simply.Coach is a specialized tool tailored to the needs of coaching and therapy professionals, making it a valuable resource for note-taking, client management, and maintaining HIPAA compliance. 


  • Designed specifically for coaching and therapy professionals 
  • HIPAA-compliant, GDPR-compliant, SOC2-compliant security measures, ensuring the protection of patient data 
  • User-friendly interface with customizable note templates for different therapy approaches 
  • Notes can be directly converted into action points for the client 
  • Supports note-taking for clients as well, via the client portal 
  • Integration capabilities with other practice management tools 
  • Supports secure video sessions, appointment scheduling, and billing among other features, making it a comprehensive platform for therapy needs 


  • Pricing and plan options may vary, so review the cost structure to ensure it fits your budget 
  • As with any software, there may be a learning curve for therapists who are new to the platform 

2. TheraNest 

TheraNest is a comprehensive practice management software designed specifically for mental health professionals. It offers secure and customizable note-taking features, appointment scheduling, billing, and client management. TheraNest is HIPAA-compliant, ensuring the confidentiality of patient records. 


  • Comprehensive practice management features 
  • HIPAA-compliant security measures 
  • Customizable note-taking 
  • Appointment scheduling and billing integration 


  • Pricing may be relatively higher for solo practitioners 
  • Learning curve for all its features 

3. SimplePractice 

SimplePractice is another all-in-one practice management solution for therapists. It includes note-taking, billing, telehealth capabilities, and a client portal. It adheres to HIPAA regulations, safeguarding patient data. 


  • All-in-one practice management solution 
  • HIPAA-compliant and secure 
  • User-friendly interface 
  • Telehealth capabilities 


  • Pricing may be a bit steep for some therapists 
  • Limited customization options for note templates 

4. Zoho Notebook 

Zoho Notebook is a user-friendly note-taking app that therapists can use for keeping track of patient sessions and treatment plans. It offers encryption and password protection for added security. 


  • User-friendly and intuitive 
  • Offers encryption and password protection 
  • Can be used on multiple devices 
  • Free and paid versions available 


  • May lack some advanced features of dedicated EHR systems 
  • Limited integration options 

5. Evernote Health 

Evernote Health is a secure version of the popular Evernote app designed for healthcare professionals. It features note-taking, document storage, and the ability to collaborate with colleagues while maintaining HIPAA compliance. 


  • Part of the popular Evernote ecosystem 
  • Note-taking and document storage 
  • Collaboration features for teams 
  • HIPAA-compliant version available 


  • Free version has limited storage 
  • Some users may find it less specialized than EHR systems 

6. TherapyNotes 

TherapyNotes is a practice management and EHR (Electronic Health Record) system built specifically for behavioral health professionals. It includes note-taking, appointment scheduling, billing, and secure messaging and adheres to HIPAA regulations. 


  • EHR system designed for behavioral health professionals 
  • HIPAA-compliant with strong security 
  • Comprehensive practice management 
  • Easy-to-use interface 


  • Pricing may be on the higher side 
  • Learning curve for full utilization 

7. Doxy.me 

Doxy.me is a HIPAA-compliant telehealth platform that also offers note-taking features. Therapists can take session notes directly within the platform, ensuring that patient records remain secure and private. 


  • HIPAA-compliant telehealth platform 
  • Includes note-taking features 
  • Easy-to-use for both therapists and clients 
  • No downloads or installations required 


  • Limited note-taking customization 
  • May require integration with a dedicated EHR system 


Remember that the choice of a note-taking tool should align with your specific needs and preferences, as well as the requirements of your practice. HIPAA compliance is critical, but other factors like usability, pricing, and integration capabilities should also be considered when making a decision. 

About the author
Content Marketing Consultant @ Simply.coach

Vaidehi is a content marketing consultant with a decade’s experience handling over 80 brands and multiple award-winning campaigns under her belt. When not working, you’ll find Vaidehi spending time with family, binge watching Netflix shows, and baking.

About Simply.Coach

Simply.Coach is an enterprise-grade coaching software designed to be used by individual coaches and coaching businesses. Trusted by ICF-accredited and EMCC-credentialed coaches worldwide, Simply.Coach is on a mission to elevate the experience and process of coaching with technology-led tools and solutions.  

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