Efficient scheduling is crucial for any therapist’s practice. Managing appointments, reducing no-shows, and maintaining a balanced schedule can significantly impact the quality of care you provide. By leveraging the right therapy appointment software, you not only streamline your daily tasks but also create a more organized and professional experience for your clients. According to a recent study, missed appointments cost the healthcare industry about $150 billion annually.
As a therapist, using therapy scheduling software that sends automated reminders and allows clients to book or reschedule appointments online can reduce no-show rates. This makes it clear that integrating the right software is not just about convenience—it’s a vital step toward improving your practice’s efficiency and profitability. By implementing therapy appointment scheduling software tailored for mental health professionals, you can focus more on delivering quality care while minimizing administrative burdens.
What is Therapy Appointment Software?
Therapy appointment software is a digital solution designed to help therapists manage their schedules, appointments, client records, and billing processes more efficiently. It offers a centralized platform to handle administrative tasks, freeing up more time for you to focus on client care. This software typically includes features such as online booking, automated reminders, telehealth integrations, and secure payment processing, making it an essential tool for modern therapy practices.
Key features to look for in scheduling software
- User-friendly interface: The best therapy scheduling software should be intuitive and easy to navigate. You shouldn’t have to spend hours learning the system; instead, it should simplify your day-to-day tasks, allowing you to manage appointments with just a few clicks.
- Telehealth integration: Given the rise of online therapy sessions, seamless telehealth appointment scheduling is a must. This feature allows you to conduct virtual sessions and integrate video conferencing directly within the software, making it convenient for both you and your clients.
- Automated reminders and notifications: Missed appointments can be a significant issue in therapy practices. Using therapy appointment scheduling software with automated reminders (via email, SMS, or voice calls) ensures your clients never forget their appointments and helps you maintain a consistent schedule.
- Secure payment processing: Simplify billing by choosing a therapy billing software that offers secure, HIPAA-compliant payment processing. This feature not only streamlines the payment process but also provides clients with multiple payment options, enhancing their overall experience.
- HIPAA compliance: Protecting your clients’ data is non-negotiable. Ensure the therapy appointment software you select is HIPAA-compliant, safeguarding sensitive information and maintaining confidentiality in line with legal requirements.
Top 18 Scheduling Software for Therapists
Choosing the right therapy appointment software can significantly impact the efficiency and effectiveness of your practice. With so many options available, it’s essential to find software that caters to your specific needs, whether it’s handling telehealth sessions, managing billing, or ensuring seamless client communication. Here’s a comprehensive list of the top 18 scheduling software options for therapists in 2024, each designed to address different aspects of therapy practice management:
Simply.Coach
Simply.Coach is a comprehensive, HIPAA-compliant therapy appointment software designed specifically for therapists, ensuring smooth management of appointments, billing, and client interactions. It offers seamless integration for telehealth sessions, automated reminders, and secure payment processing, allowing you to maintain a professional and efficient practice.
Key features
- Integrated scheduling: Provides an easy-to-use calendar that allows clients to book, reschedule, or cancel appointments, ensuring your schedule remains organized and up-to-date.
- HIPAA compliance: Offers secure data encryption, role-based access, and protection for sensitive client information, ensuring full compliance with privacy regulations.
- Telehealth integration: Conduct secure online therapy sessions using platforms like Zoom, making virtual therapy seamless.
- Automated reminders: Sends SMS and email reminders to reduce client no-shows, keeping your schedule on track.
- Advanced payment processing: Streamlines invoicing with global payment options, making billing effortless.
- Session management: Allows you to create personalized programs with session notes, goal tracking, and progress reports for each client.
Pricing: Simply.Coach offers three pricing plans: the Essential Plan at $9 per month, the Professional Plan at $49 per month, and the Premium Plan at $99 per month. You can visit Simply.Coach pricing page for more details.
Pros
- It’s an all-in-one solution that handles everything from therapy scheduling and billing to client management.
- You can integrate tools like Zoom, Microsoft 365, and Google Calendar seamlessly for your telehealth sessions.
- The customer support is top-notch, and they’re always rolling out new features based on user feedback.
TheraNest
TheraNest is a comprehensive therapy appointment software designed to streamline practice management for therapists, counselors, and psychologists. It offers an all-in-one solution for scheduling, billing, and documentation, ensuring you manage your practice efficiently. With telehealth integration, it allows you to conduct virtual therapy sessions, making it a versatile tool for practices of all sizes.
Key features
- The software simplifies billing and invoicing, making it easy to manage insurance claims and payments.
- It integrates telehealth services, allowing you to conduct virtual therapy sessions seamlessly.
- You can maintain comprehensive client records through detailed therapy notes.
Pricing: TheraNest starts at $39 per month for up to 30 clients, with scalable options as your client base grows.
Pros
- Managing therapy notes and records is a breeze, making practice management super efficient.
- Telehealth is built right in, so you can handle virtual sessions without any hassle.
- The pricing is affordable, especially for solo practitioners or smaller practices.
Cons
- Some users have noted that customer support can be slow to respond.
- The interface feels a little outdated compared to newer platforms, which can make it less intuitive for users.
- It might not scale as easily for rapidly growing practices.
SimplePractice
SimplePractice is an all-in-one therapy appointment software that offers streamlined appointment booking with integrated telehealth features. Designed to simplify the workflow for therapists, it includes comprehensive practice management tools, enabling you to manage your schedule, billing, and client records with ease. This platform supports both in-person and virtual sessions, making it adaptable to any therapy setting.
Key features
- Offers integrated telehealth for seamless virtual sessions with clients.
- Provides an easy-to-use appointment scheduling system with automated reminders.
- Includes secure payment processing to handle client billing efficiently.
- Allows for detailed therapy notes and progress tracking for effective client management.
Pricing: SimplePractice starts at $29 per month for the Essential plan, with advanced options available up to $99 per month.
Pros:
- You get all the essentials: telehealth, client notes, billing, and more—all in one place.
- The interface is super user-friendly, so you won’t spend forever figuring things out.
- It’s HIPAA-compliant, so you can trust that client data is secure.
Cons:
- It’s on the pricier side, especially if you’re just starting out or have a smaller practice.
- The billing system can be a little tricky to set up, particularly for beginners.
- Customer support is solid, but some users wish it were available 24/7.
Calendly
Calendly is an easy-to-use therapy appointment software that simplifies scheduling and allows clients to book sessions based on your availability. It offers automated reminders and integrates seamlessly with your calendar, reducing the time spent on appointment coordination and minimizing no-shows.
Key features
- Enables customizable scheduling with buffer times between appointments.
- Sends automated reminders to clients, reducing no-shows.
- Integrates with popular calendars like Google Calendar and Outlook.
- Allows for group scheduling, ideal for workshops or group therapy.
Pricing: Calendly offers a free plan with basic features, while paid plans start at $8 per month.
Pros
- It’s incredibly easy to use, and setting your availability is super flexible.
- It automates scheduling by syncing with your calendar (Google, Outlook, etc.), saving you tons of time.
- There are free and affordable plans that work well for solo therapists.
Cons
- Calendly doesn’t have telehealth integration, so it’s not ideal if you need that feature.
- The customization options for therapy-specific needs are pretty basic.
- It’s more of a general scheduling tool, so it lacks more advanced practice management features.
Healthie
Overview: Healthie is a comprehensive therapy appointment software with a focus on nutrition, health coaching, and telehealth integration. It caters to therapists who want an all-in-one platform to manage client appointments, health tracking, and billing, making it ideal for those specializing in wellness and nutrition therapy.
Key features
- Offers telehealth integration with secure video sessions for nutrition and wellness consultations.
- Provides appointment scheduling and client health tracking in one platform.
- Features automated reminders to keep clients engaged.
- Includes billing and payment processing tailored to nutrition and wellness practices.
Pricing: Healthie’s pricing starts at $45 per month, with advanced plans offering more features.
Pros
- Perfect if you’re working in health and wellness—it has features like health tracking and telehealth all rolled into one.
- Billing and invoicing are built in, making payment processing simple and secure.
- Fully HIPAA-compliant, so client privacy is guaranteed.
Cons
- It’s not specifically designed for therapy, so you might find the customization a bit limited.
- The pricing can feel a bit steep for smaller practices.
- The focus is more on wellness and nutrition, which may not cover all therapy-specific needs.
Acuity Scheduling
Acuity Scheduling is a highly customizable therapy appointment software designed for therapists, allowing you to manage appointments, send reminders, and handle client intake forms effortlessly. Its flexibility and ease of use make it ideal for managing one-on-one sessions or group therapy.
Key features
- Provides fully customizable scheduling options tailored to your therapy practice.
- Allows clients to complete intake forms before sessions.
- Offers automated reminders to reduce no-shows.
- Integrates seamlessly with payment gateways for smooth billing.
Pricing: Acuity Scheduling starts at $16 per month for the Emerging plan, with advanced options available.
Pros
- Highly customizable scheduling options that work well for both solo therapists and group therapy settings.
- You can use client intake forms and integrate payments to keep everything organized.
- Automated reminders help cut down on no-shows, which is always a win.
Cons
- It’s mostly focused on scheduling and payments, so if you need advanced practice management tools, it’s limited.
- It’s not specifically tailored for therapists, so some features might feel a little too general.
- Billing capabilities are basic compared to more robust therapy platforms.
ClinicSource
ClinicSource is a therapy-specific practice management software that offers scheduling, billing, and documentation tools tailored for therapists. It’s ideal for those needing an all-in-one solution to manage therapy sessions, client records, and billing in a single platform.
Key features
- Provides therapy-specific scheduling, allowing easy appointment management.
- Offers integrated billing to streamline insurance claims and payments.
- Enables detailed documentation and therapy notes for comprehensive client records.
- Supports telehealth sessions for virtual therapy.
Pricing: ClinicSource offers plans starting at $65 per month per user.
Pros
- It’s designed specifically for therapy practices, offering everything from scheduling and billing to documentation tools.
- Fully HIPAA-compliant, keeping your client data safe and secure.
- Provides integrated billing, which makes insurance claims and payments easier to manage.
Cons
- The pricing is a bit higher than some competitors, which might make it a tougher sell for smaller or solo practices.
- The user interface could use a refresh—it feels a little outdated compared to newer platforms.
- It might take some time to get used to, especially for new users.
TherapyNotes
TherapyNotes is a robust EHR software with integrated scheduling designed specifically for mental health professionals. It combines scheduling, billing, and documentation tools to streamline your practice, making it a complete solution for therapists.
Key features
- Offers an integrated scheduling system with appointment reminders.
- Provides comprehensive EHR features, including therapy notes and treatment plans.
- Simplifies billing and insurance claims processing.
- Supports telehealth sessions for virtual therapy.
Pricing: TherapyNotes starts at $25 per month for solo practitioners, with options to expand as your practice grows.
Pros
- Combines EHR with scheduling and billing—perfect for mental health professionals who want everything in one place.
- Telehealth integration is smooth, and the note-taking system makes documenting sessions a breeze.
- HIPAA-compliant, so you can trust your data is protected.
Cons
- The learning curve is a bit steeper, especially for those who aren’t tech-savvy.
- It’s more expensive than other options, particularly for smaller practices.
- Billing and insurance claims can feel complicated if you’re not familiar with the process.
Schedulista
Schedulista is a user-friendly therapy appointment software designed to make scheduling simple while offering integrated payment options. It’s ideal for therapists looking to provide a seamless booking experience for their clients, allowing easy management of appointments and payments.
Key features
- Offers an intuitive scheduling interface for both therapists and clients.
- Integrates with online payment processing for secure transactions.
- Sends automated email and SMS reminders to clients.
Pricing: Schedulista starts at $19 per month for a single user.
Pros
- It’s super intuitive, making scheduling easy for both therapists and clients.
- You can integrate payment options directly into the system for smooth transactions.
- Automated reminders help cut down on no-shows.
Cons
- Schedulista is great for scheduling, but it doesn’t offer much beyond that—no advanced client management features.
- No built-in telehealth integration, which might be a dealbreaker if you offer virtual therapy.
- Some therapists feel it lacks robust tools for managing billing or detailed session notes.
10to8
10to8 is a HIPAA-compliant therapy scheduling software that offers automated reminders and a robust set of features to keep your practice organized. It ensures data privacy and security, making it a reliable choice for therapists.
Key features
- Provides HIPAA compliance to protect client information.
- Sends automated reminders via email and SMS.
- Integrates with telehealth platforms for virtual sessions.
Pricing: 10to8 offers a free plan, with premium plans starting at $12 per month.
Pros
- It’s HIPAA-compliant, which is a must for keeping client data safe and secure.
- Automated reminders via email and SMS help reduce those frustrating no-shows.
- It integrates easily with telehealth platforms like Zoom, which is perfect for virtual therapy.
Cons
- Reporting features are pretty basic, so if you’re looking for deep analytics, this may fall short.
- Some users mention that the interface isn’t the most intuitive, so it might take some time to get used to.
- The reminder customization options aren’t as flexible as some other platforms.
Vcita
vcita is more than just a therapy appointment software; it’s your all-in-one tool for client management and marketing. If you’re looking to not just schedule sessions but also keep track of your clients, manage communications, and even send out marketing campaigns, vcita has got you covered. It’s perfect for therapists who want to stay organized and build stronger relationships with their clients.
Key features
- Manage your calendar, client details, and appointment bookings seamlessly.
- Use vcita’s marketing tools to send personalized emails and promotions.
- Simplify your billing process with online payment options and invoicing.
Pricing: vcita starts at $19 per month for the Essentials plan, offering scalable options as your practice grows.
Pros
- It’s an all-in-one client management platform with scheduling, billing, and even marketing tools—great if you like everything in one place.
- Offers customizable appointment booking and reminders, making client interactions smoother.
- Payment processing is integrated, so you can handle invoices and transactions with ease.
Cons
- While it’s good for client management, it doesn’t offer therapy-specific features like detailed client notes.
- Costs can add up quickly as you expand features and add users.
- Telehealth functionalities aren’t as robust compared to more specialized software.
JaneApp
JaneApp is the go-to therapy scheduling software if you work with a multi-disciplinary approach or need more flexibility in managing various therapy sessions. It’s built to handle everything from booking to billing, making it easier for you to focus on your clients rather than administrative work.
Key features
- Create different appointment types, whether you offer one-on-one sessions, group therapy, or workshops.
- Enjoy seamless telehealth integration, enabling virtual therapy sessions with ease.
- Handle billing, charting, and client records, all in one place.
Pricing: JaneApp’s pricing starts at $74 per month per practitioner, making it an excellent choice for growing practices.
Pros
- Perfect for multi-disciplinary practices or therapists who offer a variety of session types (e.g., individual, group).
- Built-in telehealth features make virtual therapy sessions smooth and secure.
- Handles scheduling, billing, and client records in one place, saving you time.
Cons
- Pricing starts at $74 per month, which can be a bit steep for solo therapists just starting out.
- The setup process can be a bit complex, especially if you’re only offering one type of therapy service.
- Some users report occasional connectivity issues during telehealth sessions.
My Clients Plus
My Clients Plus is a customizable therapy appointment software specifically designed for solo therapists who want to manage their practice more efficiently. It offers a variety of features such as scheduling, billing, and client documentation, making it easy to tailor the software according to your needs.
Key features
- Provides customizable templates for session notes and documentation.
- Offers integrated billing and insurance claims processing.
- Allows easy appointment scheduling and client tracking.
Pricing: My Clients Plus starts at $24.95 per month, making it affordable for solo practitioners.
Pros
- You get customizable templates for session notes and documentation, making it easier to track client progress.
- Integrated billing and insurance claims processing help streamline the admin side of things.
- Pricing is affordable, especially if you’re a solo practitioner.
Cons
- Customer support can be limited in terms of availability, which can be frustrating if issues arise.
- Communication features like reminders and client updates feel a bit underdeveloped.
- The interface could use a modern facelift—it feels a little dated.
CounSol.com
CounSol.com offers a secure client portal and appointment scheduling system, ensuring privacy and convenience for both therapists and clients. It’s designed to simplify client communication, appointment management, and billing, all while maintaining the highest level of data security.
Key features:
- Provides a secure client portal for booking and managing appointments.
- Offers customizable intake forms and therapy notes.
- Enables secure online payments and invoicing.
Pricing: CounSol.com’s plans start at $49.95 per month, with options to add more features as your practice grows.
Pros
- Provides a secure client portal for booking and managing appointments—great for privacy and convenience.
- Offers customizable intake forms and therapy notes, so you can tailor the experience to your practice.
- Includes secure online payments and invoicing, ensuring a smooth billing process.
Cons
- Pricing can get a bit high compared to simpler scheduling tools.
- Limited integration options, especially if you’re using external tools like a CRM or other management systems.
- Some users mention the interface feels a bit outdated.
Power Diary
Power Diary is an extensive therapy appointment software offering a wide range of features tailored for therapy practices, including appointment scheduling, client management, and billing. One standout feature is the SMS reminders, ensuring clients never miss an appointment, which helps reduce no-shows and keeps your schedule organized.
Key features
- Offers customizable appointment scheduling with automated SMS reminders.
- Integrates with telehealth, allowing seamless online sessions.
- Provides detailed client management and therapy notes for comprehensive record-keeping.
Pricing: Power Diary starts at $10 per week for one user, with pricing scaling based on the number of users.
Pros
- You can customize appointment scheduling and use automated SMS reminders, which help reduce no-shows.
- Telehealth integration allows for seamless online therapy sessions.
- Offers detailed client management and note-taking, so everything is in one place.
Cons
- It can take some time to get used to, especially if you’re new to the platform.
- The pricing goes up as your practice grows, which might not be ideal for everyone.
- Reporting features are a bit limited, which could be a downside if you like tracking practice performance.
TherapyAppointment
TherapyAppointment is a complete practice management software designed specifically for mental health professionals. It combines appointment scheduling, billing, and documentation features, making it easier to manage your practice while ensuring all client information is secure and accessible.
Key features
- Offers simple appointment scheduling with built-in reminders.
- Provides robust therapy notes and treatment planning tools.
- Features integrated billing with insurance claims processing.
Pricing: TherapyAppointment starts at $10 per month for solo practitioners, making it ideal for those starting their practice.
Pros
- Simple appointment scheduling with built-in reminders—ideal for keeping your schedule organized.
- Great therapy notes and treatment planning tools make it easy to keep track of client progress.
- Integrated billing with insurance claims processing helps streamline the financial side of your practice.
Cons
- The interface isn’t the most user-friendly for those who aren’t tech-savvy.
- Can get pricey as your practice scales.
- Telehealth features have occasional connectivity issues, which can be a problem during sessions.
Bookafy
Bookafy is an unlimited therapy appointment software that supports video call integration, making it ideal for therapists conducting online sessions. It offers an intuitive booking system, allowing clients to schedule appointments at their convenience, and integrates seamlessly with your existing calendar.
Key features
- Allows unlimited scheduling with video call integration for virtual therapy.
- Sends automated appointment reminders via email and SMS.
- Offers client management tools to track session history and notes.
Pricing: Bookafy offers a free plan with basic features, and premium plans start at $7 per month.
Pros
- Offers unlimited scheduling with video call integration, making it great for virtual therapy.
- Sends automated reminders via email and SMS, helping clients stay on top of their appointments.
- Includes basic client management tools for tracking session history and notes.
Cons
- It’s more of a general scheduling tool, so it doesn’t offer advanced features like therapy-specific client notes.
- No HIPAA compliance, which could be a privacy concern.
- The free plan is pretty limited—you’ll need to upgrade for important features like payment processing and telehealth.
Setmore
If you’re looking for another great option, Setmore is a fantastic therapy appointment software that’s super easy to use. It lets you manage your schedule, send client reminders, and even conduct virtual therapy sessions. It’s designed to make your life easier, so you can focus more on helping your clients.
Key features
- Lets your clients book appointments online based on your real-time availability.
- Offers seamless telehealth integration with Zoom, perfect for virtual sessions.
- Sends automated email and SMS reminders to keep your clients on track.
- Works with popular payment gateways, making billing hassle-free.
Pricing: Setmore offers a free plan to get you started, and if you need more features, their premium plan starts at $12 per month.
Pros
- It’s super easy to use, with real-time appointment booking based on your availability.
- Includes telehealth integration with Zoom, which is great for virtual therapy sessions.
- Automated email and SMS reminders keep your clients on track.
Cons
- Doesn’t offer therapy-specific features like detailed client notes or session records.
- The free version is pretty basic, so you’ll likely need to upgrade to access all the features you need.
- Customization options for reminders and client communication are a bit limited.
Conclusion
In today’s fast-paced world, having the right therapy appointment software is essential for running an efficient and successful practice. It not only helps in managing your schedule, billing, and client interactions but also ensures that your sessions are organized and your clients receive the best possible care. With features like telehealth integration, automated reminders, and secure payment processing, scheduling software can significantly enhance the way you manage your therapy sessions.
Ready to take your practice to the next level? Schedule a demo with Simply.Coach to streamline your therapy sessions today! Experience the difference that an all-in-one scheduling solution can make in providing a seamless experience for you and your clients.