12 Best EHR Software for Private Practice (Mental Health)

In today's fast and demanding world, private practice therapists must have the best tools at their disposal to effectively manage and maintain their clients' mental health records. That's why an Electronic Health Record (EHR) software is no less than a wonder for them because it revolutionizes client care and streamlines practice management.

By adopting a carefully selected EHR system, therapists can provide a higher standard of care to their clients, improve their practice's efficiency, and stay ahead in the competitive mental health landscape. In this blog, we will talk about all the best ehrs/tools and help you choose the best ehr that fulfills your needs.

Here is a list of the Best EHR and EMR software for mental health professionals.

TheraNest (Best Overall)

TheraNest is the leading EMR software designed specifically for behavioral and mental health counseling private practices. With its comprehensive features, including customizable counseling note templates, an intuitive form builder, and seamless electronic billing with detailed reporting, TheraNest empowers private practices to manage and grow their practice with ease. It helps them stay organized with advanced scheduling capabilities, track attendance for individual and group sessions, and synchronize their calendar effortlessly.

Its HIPAA-compliant platform ensures the utmost security for clients' information. It provides a user-friendly client portal, simplifies billing processes, and allows you to access in-depth reporting for better insights. You can also enjoy the convenience of HIPAA-compliant video conferencing, telehealth session invoicing, and a fully customizable client portal.

TherapyNotes (Best EHR For Mental Health Private Practice)

TherapyNotes is one of the leading EHR systems, highly trusted, and rated as one of the best in the industry. Boasting an exceptional rating of 4.9 out of 5 stars, it has become the go-to solution for mental health professionals seeking reliable and efficient record-keeping and practice management.

With TherapyNotes, the process of scheduling appointments becomes effortless, as it empowers clients to book through a user-friendly client portal. Whether professionals prefer face-to-face sessions or engaging telehealth encounters, TherapyNotes provides seamless connectivity for both in-person and remote meetings, ensuring a reliable and convenient experience.

One of the standout features of TherapyNotes is its intuitive note-taking capabilities. Through the use of user-friendly templates, practitioners can easily document their sessions. By starting session notes directly from the to-do list, the workflow becomes streamlined and efficient. Additionally, TherapyNotes simplifies the complex process of insurance claim submissions, requiring just a few clicks to complete, allowing professionals to focus on their work and receive prompt payment.

TherapyNotes goes beyond being a simple EHR system, as it encompasses a comprehensive practice management system. It consolidates patient records, appointment scheduling, note documentation, and billing all in one place, ensuring practitioners have everything they need at their fingertips. The system offers secure access to encrypted records and automated backups, guaranteeing the safety and integrity of the data.

By reducing paperwork and integrating all aspects of a practice, TherapyNotes allows mental health professionals to focus on what truly matters: their clients. The system enhances patient care by providing person-centered documentation, searchable diagnoses, and increased in-session time for personalized treatment. It eliminates the need for juggling between different programs or dealing with physical records, as TherapyNotes is a streamlined, cloud-based EMR software that caters to both solo practitioners and group practices.

TherapyNotes is designed to meet the needs of behavioral health professionals, including psychologists, therapists, psychiatrists, social workers, and more. Its comprehensive features, user-friendly interface, and seamless integration make it the ideal EHR solution for any mental health team, enabling practitioners to provide top-quality care while simplifying administrative tasks.

SimplePractice

SimplePractice is a cloud-based EHR system designed for health and wellness professionals. With its integrated billing, scheduling, telehealth, paperless intakes, and more, SimplePractice helps streamline your business, making your private practice easier to manage. This simple-to-use and HIPAA-compliant software includes key features such as appointment reminders, insurance claim management, online appointment requests, and a client portal to simplify communication.

Using SimplePractice, you can easily send paperless intake forms, schedule appointments, and reduce no-shows by sending unlimited voice, text, and email reminders to your clients. The telehealth platform allows you to see clients from anywhere, and the robust note-taking system reduces paperwork and saves you time in sessions. Online payments are simplified with AutoPay and secure credit card processing.

It also includes the Professional Website tool, which allows you to build a beautiful website in minutes with professionally curated themes, colors, and photos. Plus, it seamlessly integrates with your account, saving you time and effort. While some users have complained about cost increases and the onboarding process taking a few days, overall, SimplePractice is an excellent tool for practice management.

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Behaviorsoft by CentralReach (Best for Small Practices and ABA Therapy Practices)

Behaviorsoft by CentralReach is a digital EMR platform that helps small practices and startups with their daily tasks. It's easy to learn and helps practices automate their work while following industry rules. Behaviorsoft has a good track record of helping private practices succeed and grow. If practice becomes too big for Behaviorsoft, they can easily switch to CentralReach's larger platform.

Behaviorsoft has many useful features. It has a billing system that creates reports and can even handle billing for therapy practices. The calendar feature helps schedule appointments without conflicts and keeps track of authorized time for clients. The platform also makes it easy to manage payroll by providing clear reports on earnings and expenses. Data collection forms are simple to use and allow easy sharing of information between staff members. The human resources feature helps with managing employees, their qualifications, rates, and important documents. Behaviorsoft uses secure technology to store and share documents while following privacy rules. It also sends reminders for certifications and training that are about to expire. Finally, caregivers can track their progress and the progress of their patients through a user-friendly interface controlled by the practice.

CounSol (Best EHR for Psychiatry)

Managing a counseling practice can be challenging, but with CounSol's EHR software, you can simplify your workflow and provide enhanced care for your clients. Designed specifically for mental health professionals, this comprehensive solution offers a range of powerful features tailored to meet your unique needs.

One of the standout features of CounSol's EHR software is its ability to centralize your practice management tasks. From client notes and records to appointments and billing, you can effortlessly handle everything from a single, convenient location.

With CounSol's software, you can also create a personalized client site that seamlessly integrates with your existing website. This customization option enables you to maintain your brand identity by selecting fonts and colors and adding text and images. Your clients will appreciate the secure client portal, where they can access features such as viewing secure emails, scheduling appointments, paying bills, and engaging in secure online video and chat sessions.

It also makes communication with your clients easy and secure through the built-in messaging feature. You can exchange confidential information while ensuring privacy and compliance.

Efficient appointment management is crucial for any counseling practice, and CounSol's software offers flexible scheduling options to meet your specific needs. Customize your calendar, sync it with your device, and set automatic appointment reminders to reduce no-shows and enhance professionalism.

Another notable feature of CounSol's EHR software is the ability to create custom forms and questionnaires to gather essential client information. All data is securely stored for your records, ensuring that you have access to the information you need when you need it.

InSync Healthcare Solutions (With Mobile EHR)

InSync Healthcare Solutions is a cloud-based, fully integrated EHR system that offers medical billing, practice management, and interoperability. Unlike other one-size-fits-all EHR systems, InSync customizes healthcare solutions for providers' specialties and workflows. With InSync, healthcare providers can access a truly mobile EHR from any device with an internet connection.

Its rapid-release cycle routinely adds new features and functionalities while improving its core capabilities. With more than 80 assessments available on your go-live date, providers can efficiently provide care with less time spent entering data. InSync's single system with a full range of practice management, scheduling, and electronic health records enhances profitability, and the cloud-based system offers more uptime without the need for maintaining a local server.

InSync has fully integrated e-prescription software that enhances medication history reviews, prevents doctor shopping, and communicates securely with patients' pharmacies. Providers can also easily schedule and host telehealth sessions for rural or immobile patients. For inpatient residential facilities, the Electronic Medication Administration Records (EMAR) ensures providers do not overlook important elements of medication management, all within the context of the patient record.

KASA

In the realm of Mental Health EHRs, KASA stands out as a web-based application that prioritizes your security and success. With regular security updates and HIPAA compliance, KASA ensures that your system is always up-to-date and your data remains confidential.

Its standout feature is its flexible appointment system. With color-coded calendars and support for multi-view, managing appointments becomes effortless, especially for busy group practices. Privacy settings allow you to display only initials or partial names, respecting confidentiality.

Kasa's simplified progress notes streamline documentation. You have the freedom to add or remove sections according to your preferences, and management users can review notes before billing to prevent errors.

It also simplifies payment processing by enabling credit card transactions within the portal, with immediate charge display and online payment options.

Secure internal messaging ensures smooth communication with your team, while automated messages keep you updated on appointments and tasks.

Additionally, KASA offers an intuitive patient portal, and theraportal, providing clients with easy access to payment options, appointment scheduling, and statement viewing.

With unlimited storage, integrated billing, management tools, and free training, KASA delivers the features that truly make a difference in your mental health practice.

Praxis EMR (Most Advanced and AI-Based)

If you want to experience the future of electronic medical record (EMR) systems, then Praxis EMR is what you need to see. Designed on the belief that medicine is an art, Praxis embraces the uniqueness of every healthcare provider's practice. Its innovative concept processing technology, powered by AI, learns from you and adapts to your individual style of charting. Say goodbye to rigid templates that hinder your quality of care. With Praxis, you have the freedom to chart in your own words, unleashing your creativity and enhancing patient interactions.

Praxis features a range of intelligent features to optimize your clinical practice. Smart Praxis Agents work on your behalf, automating reminders, events, and patient engagement. Practice Guidelines & Queries simplify reporting, allowing you to achieve high scores in attestations effortlessly. Intelligent Practice Advisories provide timely decision support, enabling you to deliver the highest quality medicine. With Datum+, reporting becomes natural and streamlined, ensuring compliance with various initiatives. The Knowledge Exchanger allows you to tap into the collective knowledge of your colleagues, while Scanaway facilitates a smooth transition to a paperless office.

Praxis also serves as a powerful research tool through its DataMiner feature, enabling instant queries and facilitating population health studies. The integrated Patient-Provider Portal automates workflows and improves patient engagement, while the PraxCoder ensures optimized coding and maximum reimbursements, all while protecting against illegal up-coding.

Praxis EMR goes beyond industry standards, offering cloud-based accessibility and compatibility with wireless and mobile devices. With e-prescribing, refill requests and new prescriptions are seamlessly handled, eliminating traditional paperwork. Praxis also integrates with labs, making lab orders and result management efficient and hassle-free.

RXNT (Best Budget EHR)

RXNT is another EHR system that has a wide array of innovative tools, all offered at an affordable price point. With its iOS and Android applications, you can experience the convenience of mobile connectivity, allowing you to manage and grow your practice from anywhere. It also helps you stay updated with real-time patient information and lab orders through its cloud-based platform, ensuring accurate decision-making at the point of care.

RXNT has made seamless care coordination among patients and clinicians possible. Its EHR system facilitates the effortless sharing of clinical data in real time, enhancing collaboration and continuity of care. Additionally, RXNT has made conducting virtual telehealth appointments easier, as it is equipped with telehealth-friendly capabilities that seamlessly integrate with your practice workflow. And its secure and HIPAA-compliant cloud-based infrastructure guarantees convenient data access from any device.

No matter the size or specialty of your practice, RXNT's ONC-certified EHR will cater to your unique needs. You can streamline your workflow and save valuable time with features like secure data sharing and single sign-on (SSO). Meeting MIPS requirements and achieving merit-based financial incentives becomes effortless, while effectively managing population health and value-based care initiatives.

But the benefits don't stop there! RXNT also offers the MyRXNT mobile app, empowering patients and caregivers to actively engage in their health journey. From managing medical information to scheduling appointments and paying bills, its patient technology ensures a flawless experience.

BreezyNotes (Best EHR for Solo Practice)

BreezyNotes EHR is the ultimate solution for therapy practices seeking simplicity and efficiency. Designed by a therapist, this EHR empowers both group and solo practices to effortlessly manage scheduling, documentation, billing, and more.

The note-taking process becomes a breeze with BreezyNotes EHR's three-step approach. A video demonstration on their websites highlights the straightforward nature of the system, ensuring that technology enhances the practice without introducing a steep learning curve or distractions.

BreezyNotes keeps data security as its top priority, with HIPAA-compliant, SSAE16-audited servers safeguarding and backing up information. Users can access their data confidently, knowing that it is protected at all times.

In addition to the EHR system, BreezyNotes offers BreezyBilling, a seamless billing service tailored specifically for mental health practices. Their expertise in mental health billing ensures efficient revenue cycle management, immediate claim submission, and prompt payouts. The company also provides direct reporting and effective solutions when challenges arise.

BreezyNotes makes scheduling simple with its user-friendly calendar. Practitioners can easily access client profiles, update appointments, and open the progress notes with just a click. The calendar provides a comprehensive overview of the day, week, or month, complete with color-coded indicators for appointments, billing status, and therapist availability.

TherapyAppointment

TherapyAppointment is a practice management solution designed exclusively for therapists. Developed by therapists for therapists, this EMR system takes care of the tedious tasks so you can focus on what you do best: "providing therapy".

Its HIPAA-compliant software totally streamlines the practice by automating billing, facilitating charting, managing insurance claims, allowing self-scheduling, sending appointment reminders, and maintaining patient accounts. Accessible from any device, including computers, smartphones, and tablets, TherapyAppointment ensures flexibility and convenience.

With transparent pricing and a commitment to continuous improvement based on feedback from their community and compliance experts, their solution evolves alongside industry regulations. As a socially conscious company, they donate a portion of their profits to charities that offer mental health and chemical dependency services to those in need.

Whether you're a solo practitioner or part of a group practice, TherapyAppointment caters to practices of all sizes. They provide personalized guidance for transitioning between solo and group settings, ensuring a smooth experience.

eClinicalWorks

eClinicalWorks is a healthcare IT solution designed for value-based care. Its cloud-based EHR and Revenue Cycle Management platform offer a comprehensive range of tools for easy documentation, interoperability, and anytime, anywhere access to patient data, as well as patient engagement, population health analysis, and patient safety. With the help of its PRISMA health information search engine, providers can access data from all participating EHRs in the Carequality and CommonWell Health Alliance networks, insurance payers, and patients' wearable devices.

eClinicalWorks also features AI speech-to-text technology with Scribe, allowing providers to complete documentation and tasks with accuracy, ease, and cost savings. And with the industry's first virtual assistant, Eva, clinicians can easily recall patient histories, view educational videos, and book appointments without losing context or interrupting workflows.

Moreover, eClinicalWorks offers integrated telehealth, allowing primary and specialty providers to deliver in-office quality remotely with healow TeleVisits. Plus, its Revenue Cycle Management solution, with a remarkable 98.7% first-pass acceptance rate, can boost your practice's efficiency. Experience the comprehensive electronic health records and unparalleled data analytics of eClinicalWorks, and streamline your healthcare IT for value-based care.

What is an EHR system in mental health?

An EHR system in mental health is a digital platform that allows healthcare professionals, such as clinicians and therapists, to manage and organize patient data, including medical histories, lab results, medication lists, treatment plans, and other pertinent information that supports diagnosing and treating patients. The system provides clinicians with information in real time, which helps them quickly identify trends, patterns, and relevant insights that may affect diagnoses or treatment programs. Moreover, it minimizes the risk of human error, increases collaboration and communication between healthcare providers, and promotes continuity of care. Additionally, the system enhances data security by ensuring compliance with HIPAA regulations. When implemented correctly, an EHR plays a vital role in improving the quality of care provided to patients, improving efficiency, and reducing administrative costs. The EHR software system is a useful tool for those in mental health, as it facilitates accurate and organized patient data management and the ability to use predictive analytics and population health management to track high-risk patients to improve their mental health outcomes.

Some Important FAQs Related To EHRs and EMRs.

Who uses electronic health records?

Electronic Health Records (EHRs) are used by healthcare providers such as therapists, doctors, nurses, and physician assistants. They are also used by hospitals, clinics, and other healthcare facilities to store and manage patient health data. EHRs give healthcare providers access to up-to-date medical information about their patients, including their medical history, medications, test results, and any medical procedures they have undergone. This enables healthcare providers to make informed decisions about patient care and to provide better, more efficient medical treatment. In addition, patients can also access their own medical records through an online patient portal, allowing them to take a more active role in their own healthcare. The use of EHRs has grown rapidly in recent years and continues to expand as more healthcare providers recognize their benefits in improving patient care and outcomes.

How long does it take to implement an EHR system?

The time it takes to implement an EHR system varies depending on several factors. The size and complexity of the organization, the level of customization required, and the readiness of the staff all play a role in the duration of the process. Generally, smaller healthcare facilities may take anywhere from 2 to 6 months, while larger hospitals with multiple facilities could take a year or longer. Another important factor to consider is the level of support offered by the EHR vendor. Some vendors have a more comprehensive implementation process that includes training, data mapping, and ongoing assistance, while others take a more hands-off approach. Ultimately, the goal of EHR implementation is to improve patient care and organizational efficiency, and although it can be a lengthy and complex process, the benefits are well worth the effort.

EHR vs. EMR: What's the Difference?

Electronic health records (EHRs) and electronic medical records (EMRs) are often used interchangeably, but they are not the same thing. EMRs are digital versions of a patient’s medical chart and include notes from healthcare providers, diagnoses, treatment plans, and medications. On the other hand, EHRs are comprehensive records that aggregate information from all healthcare providers involved in a patient’s care, including hospitals, clinics, pharmacies, and specialists. EHRs also allow for easier sharing of information with other healthcare providers, reducing the risk of errors and miscommunications. While EMRs are limited to the scope of a specific healthcare provider’s practice, EHRs provide a holistic view of a patient’s health information and medical history. The distinction between the two is important when choosing healthcare technology and a provider who will invest in the tools necessary to provide the best, most informed care possible.

The Bottom Line:

The choice of the best EMR and EHR platform for practices and therapists ultimately comes down to specific needs and preferences. However, there are certain features that are deemed necessary for optimal functionality, such as scheduling, billing, and compliance with HIPAA regulations. Some of the most popular EHR and EMR systems are SimplePractice, TheraNest, and TherapyNotes. Ultimately, it is important to consider your requirements, the size of the practice, affordability, reliability, ease of use, security, and compatibility with other applications and devices before making a decision. It is advisable to trial different ehrs before committing to a particular one to fully understand the features offered and ensure they meet your requirements.

When choosing an EHR for your practice, look for one that’s compatible with add-ons designed to streamline documentation and enhance overall efficiency. Platforms like Mentalyc integrate well with many EHRs, helping therapists manage notes with ease while maintaining HIPAA compliance.

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About the author

Maria Szandrach

Maria is an experienced entrepreneur with over 10 years of experience and an MSc degree from London Business School. She co-founded Mentalyc as her third startup (the previous ones were solving problems in the Mental Health and Insurance industries). As a teenager, Maria went to therapy for an eating disorder. She switched therapists 5 times before she eventually recovered. She devoted her career to making therapy more effective and efficient.

Learn More About Maria