By Julia W.
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Managing a growing therapy practice is tough without the right tools. From juggling complex schedules to ensuring HIPAA compliance, therapists need software that saves time, reduces no-shows, and simplifies billing. This guide highlights five scheduling platforms designed to meet these needs:
- SimplePractice: An all-in-one solution with flexible pricing, automation tools, and features for solo and group practices.
- CentralReach: Tailored for ABA therapists, with AI scheduling and training tools for teams.
- TheraNest: Ideal for mental health professionals, offering multi-provider calendars and automated billing.
- TherapyNotes: Best for insurance-heavy workflows, with built-in claims management and transparent pricing.
- TherapyPM: A pay-as-you-grow option for multi-disciplinary practices, with free access for admin staff.
Each platform offers HIPAA compliance, automated reminders, and integrations to streamline operations. Below, you’ll find detailed insights to help you choose the best fit for your practice.
SimplePractice Vs TherapyNotes (2026) | Which Practice Management Software Is Better?
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1. SimplePractice
With over 250,000 practitioners relying on it and recognition as the #1 EHR software of 2025 by TechRadar, SimplePractice is designed to grow with you, whether you’re running a solo practice or managing a larger team.
Scalability for Solo to Group Practices
SimplePractice offers flexible pricing to support practices of all sizes. Solo practitioners can start with a plan at $49/month, while the Plus plan, priced at $99/month, is tailored for group practices. Adding clinicians costs $69–$74/month, and practice managers can be included for $39/month to handle administrative duties as your client base expands. The Plus plan also introduces features like roles-based permissions and income allocation reports, making it easier to manage revenue across multiple providers. These pricing tiers provide a practical way to grow your practice while automating key processes.
Automation and Integration Capabilities
Automation is a standout feature of SimplePractice, helping practitioners save time and reduce missed appointments. The platform’s appointment reminders – sent via text, email, or voice – have led to fewer no-shows for 88% of users. Studies show these reminders can reduce no-shows by as much as 38%. For documentation, the AI Note Taker ($35/month per clinician) transforms session summaries into structured SOAP or DAP notes, saving over 15 hours per month. Other tools like AutoPay simplify credit card processing, and insurance claims are generated and submitted directly through the system. The Plus plan even includes 35 free claims per month, with additional claims costing $0.25 each. These features ensure that administrative tasks are handled efficiently, giving you more time to focus on clients.
Support for Multi-Location Scheduling
For practices operating in multiple locations, SimplePractice offers centralized scheduling tools. Calendars can sync with Google Calendar and iCal, making it easy to manage appointments. Practice managers can oversee schedules for multiple clinicians across various locations from a single dashboard. The platform also includes a HIPAA-compliant telehealth system, supporting group sessions and virtual waiting rooms.
Pricing Flexibility for Growing Practices
SimplePractice adapts to the evolving needs of growing practices. A 30-day free trial, requiring no credit card, allows you to explore group practice features before making a commitment. As practice management consultant Marcus Chen puts it:
"SimplePractice is the 800-pound gorilla in therapy practice management. It’s not just scheduling – it’s billing, notes, telehealth, and everything else bundled together".
While some users note that costs can increase as practices scale, the platform’s all-in-one design eliminates the need for multiple software subscriptions. In fact, users report saving over $25,000 annually on documentation tools alone. This makes SimplePractice a comprehensive solution for managing every aspect of your practice.
2. CentralReach
CentralReach is a platform tailored for ABA therapists, supporting a global network of over 185,000 professionals. It has earned a spot on Inc. Magazine‘s 2025 list of Fastest-Growing Private Companies in the Southeast for the fifth time, a testament to its impact in the behavioral health sector. Combining HIPAA-compliant scheduling with electronic medical record (EMR) management, it provides an all-in-one solution that meets the needs of behavioral health practices.
Scalability for Solo to Group Practices
Whether you’re running a small startup or managing a large-scale enterprise, CentralReach adapts to fit your needs. Its subscription-based pricing is designed around the number of providers and the specific features required. This approach ensures practices only pay for what they need as they grow. The platform has received a 3.9/5 rating on Software Finder, with users appreciating its centralized system for managing operations. Rebecca, from the Hospital & Health Care industry, shares her experience:
"Centralized billing and practice management has been a game-changer for me".
Automation and Integration Capabilities
CentralReach takes efficiency to the next level with its automation tools. The platform’s ScheduleAI feature leverages artificial intelligence to optimize scheduling, reducing conflicts and making the most of available office hours. It automatically records appointment details, tracks session durations, and handles billing and insurance claims – all while simplifying data collection. Additionally, its built-in Learning Management System (LMS) offers over 60 training features, enabling practices to create tailored learning experiences for their teams. Kayla, from a Medical Practice, highlights this feature:
"Its learning management system (LMS) is great, letting me create and set up custom learning experiences for my team".
Support for Multi-Location Scheduling
For practices with multiple locations, CentralReach provides tools to streamline scheduling and improve coordination across sites. Its multi-site management capabilities are especially beneficial for enterprise-level and multidisciplinary practices. The platform also integrates with tools like Change Healthcare, Simple Fractal, and offers a custom API, making it easier to connect additional systems. Jaime, from Mental Health Care, reflects on the platform’s impact:
"Since switching to CentralReach, my team’s daily operations have vastly improved. It’s so intuitive and user-friendly, plus it outpaces our old system in speed and efficiency".
Pricing Flexibility for Growing Practices
CentralReach’s pricing model is designed to accommodate growth, offering personalized quotes based on your practice’s specific needs. While it doesn’t provide a free trial, a free demo is available to help you evaluate its AI-powered scheduling and billing features before committing. Some users have noted challenges with the billing system’s complexity, but the platform continues to innovate. Its "ClaimCheckAI" recently earned a 2025 Stevie Award for Technology Breakthrough of the Year, reflecting its commitment to improving the user experience.
3. TheraNest
TheraNest is a platform tailored for mental health professionals, whether you’re a solo practitioner or part of a larger organization. It’s HITRUST certified and fully HIPAA compliant, ensuring the necessary security for behavioral health practices. With a 4.5/5 rating on G2 and 4.4/5 on Capterra, users appreciate its comprehensive approach to practice management.
Scalability for Solo to Group Practices
TheraNest offers tools that work for both individual providers and group practices. Its multi-clinician scheduling dashboard is designed to maximize availability and billable hours. The Dynamic Form Builder helps create standardized intake forms and progress notes, making it easier to scale as your team grows. As Stacey Keslar from Sanderson Psychological explains:
"Managing multiple providers’ schedules and documentation can be challenging. With TheraNest we’ve been able to optimize workflows to make life easier for our staff and it allows us to spend more time with clients".
Automation and Integration Capabilities
TheraNest simplifies operations by automating many time-consuming tasks. For instance, its AI Session Assistant can generate structured SOAP notes from telehealth sessions in just minutes, helping avoid backlogs as caseloads grow. Automated reminders via email, text, or phone reduce no-shows, while the client portal handles appointment requests, intake forms, and payments – minimizing the need for front-desk support.
Billing is another area where TheraNest shines. It automates invoice creation, insurance claim submissions, and ERA posting by allowing you to set payer-specific rules. Only exceptions require manual attention. Ryan Camlin from Alta Pediatrics shares:
"We’ve gotten to a place where we had… tons of open invoices… to now, we’re really getting paid almost every single day as those services are happening".
Pricing Flexibility for Growing Practices
TheraNest offers flexible pricing, starting at $39/month for solo practitioners, with plans that scale as your practice grows. An optional Revenue Cycle Management (RCM) Essentials add-on is available for a flat fee, providing predictable costs even as your revenue increases. Marty Goehring from Formation Counseling Services highlights the platform’s impact:
"TheraNest has brought much-needed harmony to our practice – it quietly handles the administrative work in the background so we can focus fully on care. It’s helped us save time, maintain balance, and ultimately serve more clients without burning out our team".
4. TherapyNotes
TherapyNotes provides dependable solutions designed to grow alongside practices, from solo operations to larger group settings. With a 4.4/5 rating on G2 and 4.6/5 on Capterra, it has established itself as a trusted platform for behavioral health practices. Its strengths lie in managing insurance-heavy workflows, offering efficient claims management and ERA/EOB processing to keep revenue cycles on track.
Scalability for Solo to Group Practices
TherapyNotes acts as a centralized system, helping practices stay organized as they expand beyond solo operations. Take the example of Maureen Werrbach, LCPC, who founded Urban Wellness in Chicago in 2012. By November 2019, her practice had grown to over 20 clinicians across multiple locations. She credits TherapyNotes for maintaining order during this growth. As Maureen Werrbach puts it:
"I use TherapyNotes™ to organize my group practice, and it’s been a lifesaver. As a group practice, nothing brings out disorganization more than not having systems in place."
The platform automates repetitive tasks, allowing practice owners to focus on strategic growth. Its tools are particularly helpful for managing the complexities of scaling up.
Automation and Integration Capabilities
TherapyNotes combines scheduling, notes, and billing into a single streamlined workflow, removing the hassle of managing multiple systems. For example, calendar entries automatically generate billable events, simplifying the revenue cycle. The platform also utilizes AI to summarize Client History Forms within intake notes, pulling out key details for quick reference. Through a partnership with Keragon, TherapyNotes connects with over 300 tools, including Salesforce and Microsoft Outlook, making it easier to integrate with existing systems. Its client portal further simplifies tasks like appointment scheduling, payments, and intake, while automated reminders help reduce no-shows.
Pricing Flexibility for Growing Practices
TherapyNotes offers transparent pricing that adapts to the needs of growing practices. As of late 2025, group practices pay $79 per month for the first clinician and $50 per month for each additional provider. Electronic claims are billed at $0.14 each, or practices can opt for unlimited submissions at $65 per month. This pricing model is well-suited for practices with up to 20 clinicians, though larger organizations may find its administrative tools somewhat limited.
Marcus Chen, a practice management consultant, highlights the platform’s reliability:
"If reliability matters more than aesthetics, TherapyNotes is worth considering."
TherapyNotes also provides a 30-day free trial, giving practices the chance to explore features like the Robust Work Schedules tool, which helps manage provider hours across multiple locations.
5. TherapyPM
Wrapping up the list, TherapyPM offers a pay-as-you-grow solution tailored for expanding practices. With over 7,000 therapists and 500+ clinics across the US and Canada relying on it, this platform boasts an impressive 99.98% uptime, manages more than 1 million patient records, and holds a 4.8/5 rating for its intuitive interface and responsive customer support.
Scalability for Solo to Group Practices
TherapyPM provides a secure, centralized hub for managing schedules and patient records. It supports a variety of specialties – such as ABA, Speech, OT, PT, and Mental Health – making it easier for practices to transition into interdisciplinary care. Features like customizable role access and audit trails help ensure HIPAA compliance, even as practices grow.
Keith B., owner of Lassen ABA, a multi-location ABA practice, shares:
"We are able to use TherapyPM practice management software to manage multiple sites in various counties. The most impactful features are scheduling and the ability to conduct payroll from the scheduling."
TherapyPM also simplifies provider credentialing, payer enrollment, and multi-state configurations. This makes it easier for solo practitioners to expand their team and integrate new clinicians into insurance networks. Plus, expert-led onboarding and training help practices hit the ground running. With its infrastructure, TherapyPM ensures smooth scheduling and cohesive workflows as practices scale up.
Automation and Integration Capabilities
TherapyPM reduces administrative headaches by automating tasks like sending customizable email and text reminders. Clients can confirm appointments, book new sessions, or make changes 24/7 via a secure client portal or a booking widget embedded on the practice’s website. The system also includes error detection to cross-check claims before submission, cutting down on denials.
Integration is another strong point. TherapyPM connects with data collection tools like Motivity and Hi-Rasmus, clearinghouses such as Inovalon and Etactics, and payroll systems like QuickBooks. An AI Summarizer helps ease the burden of clinical documentation, a common challenge when growing from a solo to a group practice. Additionally, its mobile app allows providers to manage schedules and documentation on the go, whether at the clinic or during home visits.
Pricing Flexibility for Growing Practices
TherapyPM’s pricing adapts to the needs of growing practices. The platform charges a $99 monthly base fee plus $8 per active client. There are no long-term contracts or lock-in periods. Practices can also designate front-desk or administrative staff as free scheduler users, enabling them to manage calendars without additional licensing costs. Optional add-ons include SMS reminders at $0.05 per message and fax services at $10/month plus $0.10 per fax. A 30-day free trial – with no credit card required – gives practices the chance to explore its 150+ features, including billing and telehealth.
Platform Comparison
Therapy Scheduling Platform Comparison: Pricing, Features & Best Use Cases
Picking the right scheduling platform depends on your practice’s size, specialty, and future goals. Here’s a breakdown of how the top platforms compare in pricing, features, and scalability:
| Platform | Monthly Pricing | Best For | Key Scalability Features | User Ratings |
|---|---|---|---|---|
| SimplePractice | $29–$99/month | Solo to small group practices | Monarch directory for client discovery, fixed $99/month group plan, integrated EHR and telehealth | 4.1/5 (G2), 4.6/5 (Capterra) |
| TheraNest | Starting at $29/month | Group therapy and mental health groups | Multi-provider calendars, group scheduling, integrated billing and notes | 4.5/5 (G2), 4.4/5 (Capterra) |
| TherapyNotes | $49/month + $30 per clinician | Insurance-heavy practices | CMS-1500 form generation, ERA/EOB processing, predictable per-user scaling | 4.4/5 (G2), 4.6/5 (Capterra) |
| TherapyPM | $99 base + $8 per active client | Multi-disciplinary practices (ABA, PT, OT, Speech) | Free access for front-desk staff, no long-term contracts, 30-day free trial | Not specified |
SimplePractice is a great choice if you’re looking for an all-in-one system with predictable costs. Its Plus plan, priced at $99/month, supports unlimited clinicians, making it ideal for small but growing teams. On the other hand, TherapyNotes offers a per-clinician pricing model, which works well for practices that rely heavily on insurance billing and claims management. Meanwhile, TherapyPM stands out by offering free access for front-desk staff, helping to keep overhead costs low as your practice expands.
Across the board, these platforms offer essential features like automated reminders and self-service booking, saving therapists time and improving efficiency. Additionally, all platforms ensure HIPAA compliance through tools like BAAs and data encryption, safeguarding sensitive client information.
Before handling protected health information, confirm that the platform provides a signed BAA. This step is crucial for compliance and ensures your practice can scale smoothly while maintaining data security. Take the time to align your choice with your practice’s unique needs and growth plans.
Conclusion
Picking the right scheduling platform means finding one that fits both your current needs and your plans for growth. For example, if your practice handles a lot of insurance claims, TherapyNotes offers a per-clinician pricing model and built-in claims management, which can help cut down on administrative tasks. On the other hand, smaller teams might appreciate SimplePractice’s group plan at $99/month for its predictable costs. If you’re running a multi-disciplinary practice with front-desk staff, TherapyPM’s free access for non-clinical team members can help keep expenses manageable as your practice grows.
It’s also crucial to ensure the platform is BAA-compliant to protect patient data as your practice expands. Beyond compliance, automation features are a game-changer. Tools like automated reminders can cut no-show rates by up to 38%, and recurring session scheduling eliminates the hassle of manually rebooking regular appointments. These features can simplify your day-to-day operations significantly.
Don’t forget to test the booking process from a client’s perspective on both mobile and desktop. If the process feels awkward or confusing for you, it’s likely your clients will feel the same. With the therapy management software market expected to hit $20.19 billion by 2026, new options will keep popping up. However, the key factors to focus on – automation, compliance, and scalability – will remain essential.
Opt for a platform that grows with you, whether you’re adding your second clinician or planning to expand to multiple locations.
FAQs
How do I choose the best scheduling platform for my practice size?
When choosing a scheduling platform, think about your practice size and specific needs. If you’re a solo practitioner, you might focus on keeping costs low while ensuring critical features like HIPAA compliance and self-scheduling are included. For larger practices, features such as multi-user access, billing integration, and more advanced tools could be essential. Look for a platform that can grow with your practice, offers important features like telehealth and appointment reminders, and adheres to HIPAA regulations. It’s all about finding the right balance between your budget and the tools needed to support your practice effectively.
What should I verify to ensure HIPAA compliance and a signed BAA?
To meet HIPAA requirements and secure a signed Business Associate Agreement (BAA), make sure the platform provides end-to-end encryption and includes features designed for HIPAA compliance. Additionally, verify that the provider explicitly includes a BAA in their service agreement.
Which features actually reduce no-shows and admin time the most?
Automated appointment reminders sent through email and SMS are among the best tools for cutting down no-shows and saving time on administrative tasks. These reminders often include the option for clients to confirm their appointments directly, which keeps things running smoothly.
Another game-changer is client self-scheduling. By using tools like intake forms and clearly defined cancellation policies, the entire scheduling process becomes more efficient. These features not only simplify communication but also help avoid scheduling conflicts and keep clients more engaged. The result? Fewer missed appointments and less manual work for your team.