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Therapy Notes - Review

Therapy Notes - Review

Therapy Notes

Ratings:   Features - 3.5   GUI/UX - 4.5   Work Flow – 4.5   Learning Curve - 4.5   Support - 5
Features:   Groups - Y   Scheduling - Y   Notes - Y   E-Filing - Y   Billing - Y   Client Portal - N
Price:   $59.95/mo ($30 for additional clinicians) (Some additional fees for claims filing, and appointment reminders via SMS or Phone


Pros: Attractive User-Friendly Interface, Solid Support, Great Work Flow, Responsive to Feedback
Cons: No Client Portal (planned for future), Fee for Electronic Claim Submission but no ERA integration

It's a Good Choice For Practices That:  Place great importance on a well-designed, friendly interface, solid support and fast development cycle and don't mind the inability to export the data in notes or waiting for features like a client portal and integrated ERAs.

Standout Features: Work Flow, Feature Integration, Support & Development

Most Recent Update:  8/29/2013

Therapy Notes is a solid contender for those willing to wait for a Client Portal and/or Integrated ERAs.  What it does, it does incredibly well and in style.  It has one of the most polished, user-friendly GUI/UX of any of the platforms and provides incredible time savings through it's smart, intuitive, flexible work flow.  Virtually all functions for a session (Notes, Billing, Changes, Claim Filing, etc.) can be accessed directly from the Appointment itself as well as from the Client area.  While it does not currently have a Client Portal, it is rumored to have at least the start of one by the end of 2012.  Considering how quickly features are added to TherapyNotes, I'm not as skeptical of this as I typically am about software development rumors (Update 8/29/2013 - While TherapyNotes has continued to regularly add features, the Client Portal has been regularly pushed back.  It's currently unknown whether this will even happen prior to 2014)  Rumor is that intergrated ERAs, on the other hand, are coming soon.  Add to all of this very responsive support and dedication to implementing desired features.

Unfortunately, there are some considerable drawbacks to TherapyNotes.  Primarily, there is no ability to customize your notes.  While many templates are provided, users are unable to adjust them in any way.  This serves well to create a very clean and efficient process.  It's important, however, that you make sure the notes meet all of your needs since you won't be able to change their format.  Additionally, your note data is somewhat locked into the system.  There is currently no way to export your Notes in any format that would be usable by another system.  Your sole option for backup/migration is to save them as PDFs.  In some ways, this is not a major concern since the likelihood of being able to move notes data between any of these systems is slim; they all use a different proprietary format.  If you do, for some reason, need your notes exported in some format besides PDF, however, you won't have that option with TherapyNotes.  Finally, unlike most of their competitors, TherapyNotes charges a per transaction fee on electronic claims submission.  It's a small fee (19 cents at this writing), but that can add up quickly if your practice files a large number of claims each month.

I had previously expressed concerns about the TOS and BAA of TherapyNotes.  I am removing this concern as I feel it's mitigated by two factors.  First, many of the competitors also have such restrictions.  Second, it's possible those restrictions no longer hold much water due to the HIPAA Ombinus / Final Rule released this year which places much more responsibility on Business Associates to be in compliance and accept consequences if they are not.

Despite these significant concerns, TherapyNotes makes the top category based on their solid, user-friendly implementation, fast development cycle and responsive support.  If they can manage to implement integrated ERAs and a Client Portal in the near future, they will be a tough option to beat for many users.

Full List of Reviews


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Rob Reinhardt, LPCS

Rob is a Licensed Professional Counselor in private practice and
owner of Tame Your Practice, which provides comprehensive
consulting to mental health and wellness professionals.

©2013 Rob Reinhardt, LPC, PA

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Karen Midyet's picture
Submitted by Karen Midyet on Mon, 04/22/2013 - 18:22

I have been using the insurance part of therapynotes and it has been a grueling experience. I only bill insurance for Medicare. They use Emdeon to process their claims. The application process using Emdeon was wrong, causing me weeks of delays. There is no way to get EOB's electronically, so although I get money in the bank, I am clueless about what it is for, so follow up is difficult. They cannot process EOB's and that will not be happening until the summer. Overall, I am going to have to find another program for billing. I want it all together, but this is not working for me. I know that Medicare complicates things, but I told them upfront that is the only insurance I wanted to do. Just submitting electronically is not enough for me, follow up is critical.

Rob Reinhardt's picture
Submitted by Rob Reinhardt on Mon, 04/22/2013 - 21:11

Hi Karen,

Thank you for sharing your experience. TherapyNotes lack of integration of ERAs is one of their primary missing features along with a client portal. This is the first I've heard of anyone having significant long-term issues with claim filing through them. I wonder if it's only related to Medicare. Not that it makes your experience any less frustrating, of course.

Unfortunately, only a couple of these systems have integrated ERAs at this point. That looks to change greatly over the next year or so.

Karen Midyet's picture
Submitted by Karen Midyet on Sun, 04/28/2013 - 08:46

Yes, I think it is related to Medicare. But between Emdeon and TherapyNotes, somebody should know what they are doing. I hope I have educated them but I am looking further.

Rob Reinhardt's picture
Submitted by Rob Reinhardt on Sun, 04/28/2013 - 10:13

Thank you for the clarification, Karen. It's good information for everyone to know what the issue is related to. I agree that the vendors should be on top of this sort of thing.

Monika's picture
Submitted by Monika on Fri, 08/23/2013 - 02:04

I appreciate therapynotes design, and diagnostic codes drop down menu, but the billing component has turned my 50 hour work week into a 70 hour work week. Many clients are divorced, requesting separate invoices, but therapy notes does not have this option, and when working with a third party, such as a government entity, the program becomes very cumbersome. Recently, a basic Excel spreadsheet is in the forefront of my thoughts.

Rob Reinhardt's picture
Submitted by Rob Reinhardt on Fri, 08/23/2013 - 13:03

Hi Monika,

Thank you for sharing your experience! This is another great example at how difficult it is for any one of these programs to meet the needs of every unique practice. I don't know if this directly addresses your need, but I read that the latest update of TherapyNotes includes the ability to assign billing responsibility to someone other than the listed client. It sounds like that would help more for those working with parents rather than someone needing to split a bill, however.


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