Private practice management

Admin that disappears.
Clinical work that doesn't.

Therapy AI handles your intake packets, session notes, billing reminders, and cancellations so you can spend your limited energy where it actually matters -- with your clients.

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2.8 hrs saved per week, avg

94% less intake friction

HIPAA compliant by design

Therapist in a calm, organized private practice office

"Finally, the paperwork handles itself." -- Dr. Ellen Park, LPC, Portland OR

The real cost of admin

You spent years training for this work.
Why are you drowning in paperwork?

Most therapists lose 8 to 12 hours every month to intake coordination, end-of-day note writing, and chasing late payments. That is time taken directly from clinical hours, supervision, and rest.

40%

Of your working hours go to non-clinical tasks

Intake forms, insurance verification, scheduling back-and-forth, progress notes, billing follow-ups. Every hour here is an hour not with a client and not recovering from client work. Most clinicians do not realize how large this number is until they add it up.

3.2x

Higher burnout risk with heavy documentation loads

A 2024 therapist workforce study found documentation burden is the most-cited driver of early career exits. It is not the clinical work that breaks people. It is the paperwork that follows it, compounding across years of practice.

$310

Lost per cancelled slot that goes unfilled

When a client cancels with 24 hours notice and your waitlist is not managed automatically, that slot disappears. At $155 per session, two unmanaged cancellations per week is over $2,400 gone from your practice every quarter.

What Therapy AI does

Every repetitive task in your practice, handled.

Six purpose-built tools for licensed therapists and counselors. Not generic practice management software repurposed for mental health. Built specifically for the work you do.

Automated Intake Packets

Send HIPAA-compliant intake forms the moment a client books. Consent forms, history questionnaires, and insurance information are collected and organized before the first session starts. No printing, no scanning, no chasing people down.

Session Note Generation

Dictate a 60-second voice memo after each session or type a few bullet points. Therapy AI formats your input into a structured SOAP or DAP note, ready to review and sign. Most clinicians finish notes in under 5 minutes. Nothing is filed without your explicit approval.

Billing and Payment Reminders

Automated invoices go out after each session. Unpaid balances receive polite, scheduled reminders at 3, 7, and 14 days. A client portal lets clients view invoices and pay without calling you. Awkward collections conversations drop to near zero.

Smart Waitlist and Cancellations

When a client cancels, Therapy AI immediately texts the next person on your waitlist. If they accept within 2 hours, the slot is filled without you touching anything. Cancellation revenue recovery runs in the background, automatically.

Progress and Treatment Summaries

Generate quarterly progress summaries from your existing session notes in a single click. Useful for insurance audits, referral letters, supervision sessions, and client milestone conversations. What used to take two hours takes under three minutes.

HIPAA-Secure Client Messaging

Clients communicate through an encrypted portal, not your personal cell number. Messages are stored, searchable, and linked to the client record. Business-hours auto-replies set clear expectations without you having to respond at 10 PM.

Getting started

Up in a single afternoon.

No IT setup. No data migration headache. No training sessions. Most therapists are fully onboarded in under one business day.

Step 01

Connect your calendar

Link Google Calendar, iCloud, or any iCal-compatible scheduling tool. Therapy AI reads your existing appointments and maps your available slots. Nothing moves, nothing changes. The integration is read-only until you say otherwise -- your existing schedule is never touched.

Step 02

Set your templates and rules

Choose from pre-built intake packet and note templates, or import the forms you already use. Set your billing rates, cancellation policy window, and messaging preferences. Most clinicians spend less than 90 minutes on this step before their first client interaction goes through.

Step 03

Let it run

From the moment a client books, Therapy AI takes over the coordination. Intake goes out automatically. Reminders fire on schedule. Notes are prompted after each session ends. You check in when something needs your clinical judgment -- not when paperwork needs processing.

From therapists in practice

What clinicians actually say.

We are in beta with 80 private practice therapists and group practice owners. Here is what came back.

"I was writing notes at 10 PM every night because I had six clients a day and could not keep up. Now I spend 4 minutes after each session and I am done. I genuinely did not think that was possible before I tried this."

Sarah M., LCSW

Solo practice, Portland OR

"The intake automation alone was worth it. I used to spend 20 minutes on the phone walking new clients through the paperwork. Now they do it on their phone before they even meet me. My first sessions actually start on time now."

Rodrigo V., LPC

Group practice, Austin TX

"I filled 11 cancelled slots in the first month just from the waitlist automation. That is over $1,700 I would have lost to no-shows. I had been eating those cancellations for three years thinking it was just part of running a practice."

Diana K., PhD, LMFT

Solo practice, Chicago IL

Pricing

Straightforward. No per-client fees.

A flat monthly rate that does not grow as your caseload fills. We do not penalize you for running a full practice.

Solo Practice

$49/mo

For individual clinicians with up to 40 active clients. All core features included. No hidden limits.

Automated intake packets
Session note generation (SOAP and DAP)
Billing reminders and client payment portal
Cancellation and waitlist management
HIPAA-secure client messaging
Email support within 24 hours

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Questions we hear from clinicians.

Answers to what most therapists ask before they start the trial.

Is Therapy AI HIPAA compliant?

Yes. All client data is stored on HIPAA-compliant infrastructure with a signed Business Associate Agreement on file. Session notes, messages, and intake forms are encrypted at rest and in transit. We do not use client data to train models, and we will sign a BAA with your practice before you go live.

Does it replace my EHR?

Not exactly. Therapy AI is a practice automation layer, not a clinical record system. Notes generated here export as PDF or plain text and paste cleanly into SimplePractice, TherapyNotes, or any other platform you use. Direct API integrations with SimplePractice and Jane App are on the roadmap for Q3 2026.

How does session note generation actually work?

After each session ends, you receive a prompt to submit your input. You can dictate a voice memo, type bullet points, or fill a short form. The AI structures your content into a SOAP or DAP note. You review, edit, and sign. Nothing is submitted or filed without your explicit approval. You are always the clinician of record.

What happens to my data if I cancel?

Your data is yours. When you cancel, you receive a full export of all client records, session notes, intake forms, and billing history as PDF and CSV files. Data is retained for 90 days after cancellation so you can download at any time. After 90 days it is permanently deleted. We do not hold records as leverage for retention.

Can clients use it without downloading an app?

Yes. Everything client-facing works through a web browser on any device. No app download is required. Intake packets, the payment portal, and the secure messaging interface are all browser-based. This is by design -- clients should not need to install something just to work with you.

I already have a cancellation policy. Will this override it?

Therapy AI enforces whatever policy you set -- it does not impose one. You define the notice window, the late-cancel fee if you charge one, and how quickly the waitlist is contacted. Your practice rules remain yours. The tool just makes sure those rules are applied consistently without requiring your personal attention each time.

Admin that disappears.Clinical work that doesn't.

You spent years training for this work.Why are you drowning in paperwork?