TherapyMate Features

Practice Management Software for Social Workers, Therapists, Counselors, Psychiatrists and Psychologist. Practice Management made simple, smart, scalable, and secure with easy to use Scheduling, Appointment Reminders, Therapy notes, Client Portal, Telehealth Video Conferencing, Billing, Credit Card Processing, Income & Expense Tracking and Other Business Management Tools in a cloud hosted environment

Optimized Workflow

TherapyMate provides a personalized Dashboard, where you will see your calendars, today’s schedule, who’s coming in, what they are coming in for, if they have a balance due, if you have a credit card on file and reminders specific to each client. You can easily create new appointments, automatically send text and email appointment reminders, view future appointments for a client, create new clients, add clients to a waiting list, create therapy notes and take payments.

  • Calendar

    The TherapyMate calendar is a powerful tool for scheduling single or recurring appointments, non-clinical events, and managing staff. Its day view helps you to see who’s coming, what the client is coming in for, client balances, scheduled office locations, reminders, waiting lists and tasks. The week and monthly views provide a high-level view of your scheduled appointments. For multi-clinician practices the staff calendar view is where you can see all of the schedules for each clinician side by side for the entire day and week.

  • Telehealth

    This feature creates richer client experiences by bringing people together through live interactive audio & video sessions. TherapyMate enables you to deliver behavioral health services remotely over the Internet with HIPAA compliant audio and video conferencing. Video is streamed in High Definition (HD) and is encrypted. Supported devices include: Windows PCs, Apple PCs, Chromebooks, Tablets, iPhone & Android smart phones.

  • Mobile

    Manage your practice with our Mobile App! View and make changes to your schedule, mark appointments as missed, delete appointments, add new appointments, add new clients, view your client contact information and process payments, including credit cards. Just the features you need when you are on the go. Available for Apple and Android mobile devices.

  • Client Portal

    The TherapyMate Client Portal enables clients to fill out and electronically sign your custom forms and questionnaires, make payments, schedule appointments and send secure messages on-line. When your clients complete, sign and submit the documents you requested, they will appear in the client’s chart automatically. Add your own forms or use any of the pre-built examples. You can turn on/off any of these features depending on your preferences.


Electronic Health Records

Great records are essential to running a successful practice. Each client has their own chart where you can track demographic information, medical histories, outstanding client and insurance company balances, payments, pre-authorizations and session notes. Our Client Portal enables clients to fill out and electronically sign your customized forms and questionnaires. Once the forms and questionnaires are completed and saved, they will appear in the client’s chart automatically.

  • Therapy Notes

    You can quickly and easily create individual and group notes using our pre-defined templates or you can create your own custom note templates. We provide the following note templates: Intake, Treatment Plan, Progress, Process, Psychological Evaluation, Group, Contact, Termination and Missed Appointment. Treatment Plans can be signed electronically by clients. You can also upload and store other documentation in a client's chart. Speech to text capabilities are also available.

  • Client Information

    When you start seeing a new client you’ll need a place to store all of the information you’ve collected about them. In TherapyMate we make this easy so you can enter and track personal information, primary & secondary insurance information, treatments & medications, individual & family health histories and other demographic information.


Insurance & Client Billing

TherapyMate’s billing and payment features are well integrated with other parts of the program to reduce the amount of time you’ll spend sending statements, tracking claims and recording payments. Total revenue information is summarized and displayed by month, quarter, year and year over year.

  • Billing

    We make it easy to see all of the services you’ve provided to a client. You’ll be able to see client & insurance balances, payment histories and pre-authorizations. You can designate how each client will pay for your services and you can even designate a different billing method when collecting from insurance providers. When it comes time to bill for your services we give you several options: Clearinghouse Batch Files, CMS-1500s, Bill Service Reports, Client Statements and Super Bills. Availity, Claim.MD, Navinet and Office Ally are supported Clearinghouses.

  • Payments

    Collecting client & insurance provider payments is quick and easy. You can record payments, allocate charges and apply adjustments. Accept any form of payment that you desire such as cash, check, or credit card and also take payments in advance. All payment information is captured and displayed in one place so you can see a complete history on each client. Using our integrated credit card processor, you can even keep a client’s credit card on file to save time and minimize the disruption that occurs when processing payments during each visit.


Business Management

TherapyMate goes beyond calendars, scheduling, notes and billing. We provide additional business management tools to help you grow, track income & expenses and store business related documentation in a secure, paperless environment.

  • Growth Potential

    TherapyMate supports single clinician or larger multi-clinician practices with one or more office locations. Each clinician also has comprehensive practice settings where they can tailor TherapyMate to meet their individual requirements such as office hours, locations, reminders, service codes, billing rates and much more. If your practice employs supervisors, schedulers, billers or accountants, you can set permissions for each user so they only see the information that is necessary to get their job done. As you can see, TherapyMate will meet your needs today and into the future.

  • Track Income & Expenses

    At the end of the day you’ll want to know how much money you’ve earned and spent in your practice. TherapyMate automatically tracks your gross income as you enter payments from clients and insurance providers. You can record business expense, upload scanned copies of receipts, manage suppliers and define expense categories. You can establish a budget and track actual spending against that budget. You can view income and expense information by month, quarter, year to date and compare it to last year’s results. You can even export the data in an Excel compatible format for tax purposes.

  • Electronic Filing Cabinet

    You probably already know that documents related to each client can be stored in TherapyMate. What about all of your non-client related information? We have you covered with our cloud- based e-filing cabinet. You can scan business documents such as paneling agreements, government documents, learning aids, insurance policies and client forms and store them in TherapyMate. The virtual filing cabinet drawers and folders are customizable by you. Now you can go paperless, provide a more secure storage environment and eliminate all of those metal filing cabinets from your office.


Compliance & Security

Achieving peace of mind when it comes to audits, compliance and security is something we can help with as a business associate. TherapyMate’s security, compliance and data protection features can be used as part of your overall strategy to achieve H.I.P.A.A. compliance.

  • Audits

    Going through an audit can be a very nerve racking & time consuming experience. TherapyMate helps you stay organized and to make this process much easier. Our industry standard note templates will help you properly document important client information. We even remind you when you haven’t created or completed the particular note. Producing notes electronically keeps them legible, well organized and more secure that paper based methods. We follow best practices when it comes to strong passwords, PCI compliant credit card storage and H.I.P.A.A. requirements.

  • Availability

    TherapyMate is hosted in a state-of-the-art, highly secure, highly redundant and highly available data center. This means you can enjoy 99.99% availability to your TherapyMate subscription and your practice information, anytime, anywhere you have a reliable connection to the Internet.

  • Protection

    We have robust controls and systems in place at TherapyMate to maintain security and data protection. TherapyMate is hosted in an ISO 27001 & SOC 1 (formerly SAS70) Certified Data Center. We also encrypt our databases and application access so your client’s information is kept backed up, safe and H.I.P.A.A. compliant.


Interested in testing out all of these features yourself?