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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
Cons: No Client Portal (planned for future), Fee for Electronic Claim Submission and 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  waiting for features like a client portal and integrated ERAs.

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

Most Recent Update:  11/18/2014

Therapy Notes is a solid contender for those willing to wait for a Client Portal and/or Integrated ERAs.  And it seems they may need to wait an indetermined amount of time. Each year, TherapyNotes has indicated they intend to launch a Client Portal, yet, as we near the end of another year, there's no hint of one yet.  TherapyNotes did relase their "beta" version of integrated ERAs earlier this year which basically amounts ot the ERAs being displayed within the program, leaving users to manually apply them to client accounts.  Months later, they haven't taken that next crucial step.  To be clear, TherapyNotes hasn't been sitting idle.  Just about every month they release improvements and updates.  However, with a client portal and integrated ERAs being two of the most requested features, I'm left wondering what the delay is.

What TherapyNotes 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.  It's integrated treatment plan and progress notes are a dream come true for those who want to be able to quickly complete their notes.  Making copious use of time-saving drop downs and check boxes, notes are a breeze.  This comes at the expense of not being able to customize the notes.  However, if a modified SOAP style note works for a practice, TherapyNotes will likely fit the bill.  Among the features added to TherapyNotes over the past year are integrated credit cards and the initial stages of ERA integration.

Unfortunately, there are some considerable drawbacks to TherapyNotes.  As mentioned, there is no ability to customize progress note templates.  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. Oddly, despite their attention to detail, there are some minor features that continue to be ignored by TherapyNotes.  For example, while it allows for tracking insurance authorizations, users must check usage manually.  There are no alerts or reports associated with authorizations so that you can readily attend to clients who require more authorizations. Similarly, there are no alerts associated with claims being rejected by the clearinghouse.  Seeing this requires a regular visit to the claims page.  These are oversights that can be overcome with planning and habit, however, the program would shine so much more if it automatically alerted clinicians to situations like these.  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.

Group practices that want their clinicians to enter some billing information (like co-pays) may have concerns with TherapyNotes' permission structure.  Currently, when a person is given billing permissions, they have access to all of the billing/financial data.  While it may be efficient to have clinicians entering payments made by clients, many practices will not want them to also be able to see the billing status of other clients or the practice as a whole.

Despite these significant concerns, TherapyNotes is a top contender for many practices 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, as well as clean up some of the finer details, 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.

©2014 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.

Brad Pliner's picture
Submitted by Brad Pliner on Fri, 11/21/2014 - 12:05

Hi Rob, The patient portal continues to be our top priority. It is simply a large project and we want to get it right. We are getting very close. Our internal version now allows patients to view practice appointment availability and request appointments, and we are now working on the portion to allow the practices to confirm these appointments.

We also have a pending feature that will allow clinicians to enter copays and do basic billing tasks for their own patients. This is actually done and in testing, and will be released soon.

Just about all of your other concerns will be addressed over time. As you noted, we release major new features regularly and we are only speeding up this process as we continue to hire more developers.

Rob Reinhardt's picture
Submitted by Rob Reinhardt on Fri, 11/21/2014 - 13:35

Brad, thank you for stopping by and offering feedback on TherapyNotes. Our readers welcome the opportunity to hear directly from vendors and it sounds like you have some interesting additions coming along!


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