Frequently Asked Questions
For a list of software specific FAQs, please visit our help center.
Our demos help you learn how TherapyAppointment's suite of tools can help you manage the business of your practice with ease.
For private practice practitioners, watch our online solo practice demo to learn about how our features work to grow your practice and boost your bottom line.
For group practices, schedule a call with our Sales Team so that we can learn a little more about you and your practice and provide a live demo of our group practice features.
For over two decades, our goal has been the same: to reduce the stigma associated with mental health issues and make therapy accessible to anyone who wants it, regardless of age, gender identity, sexual orientation, race, cultural background, and physical or mental ability.
TherapyAppointment offers HIPAA-eligible services and will execute a Business Associate Agreement.
TherapyAppointment built for both solo therapists and group practices. Independent practices get a simple, no-fuss setup. Group practices get the tools to manage multiple clinicians without the chaos.
Yes. TherapyAppointment supports group therapy practices with tools that help multiple clinicians, staff, and administrators work from the same system. Group practices can manage scheduling, client information, billing workflows, appointment reminders, forms, and client communication in one place. That makes it easier to coordinate care across a team without relying on separate tools for every part of the practice.
No. Switching platforms takes some setup, but we give you the atools to make the move more manageable. You can import client information using spreadsheet templates, including an option for insurance details. If you’re moving from SimplePractice, our support team can help with the client import process. From there, you’ll set up the workflows your practice uses most, like scheduling, billing, forms, reminders, and the client portal.
Yes. TherapyAppointment offers AI Notes to help therapists save time on documentation. After a session, AI Notes can create a draft progress note and treatment plan for the provider to review, edit, and sign. It is designed to support clinical documentation while keeping the therapist in control of the final note.
Yes. TherapyAppointment was designed to work on Macs, PCs, iPads, and smartphones. Since TherapyAppointment is 100% web-based, you will not have any electronic health record programs to download and install. The system has a “responsive design” feature, meaning that it will know what kind of device you are using and how large the screen is. It then adjusts itself to fit your device.
TherapyAppointment is an all-in-one EMR practice management software created specifically to mental health therapists and their unique needs. For more than 25 years we have been supporting the mental health community with HIPAA-aligned solutions that streamline running a practice and finding a therapist online.
Built by therapists, for therapists, TherapyAppointment is an easy-to-use EMR practice management platform that takes the stress out of running a practice. More than just a mental health EMR solution, we offer a comprehensive suite of tools that helps therapists automate daily tasks, connect with clients, and grow their business - including reminders, claims, secure client portal, automatic payment processing, notes and charting templates, telehealth, and more.
What sets us apart from other electronic medical record programs is that we understand the workflow of a therapy office - our team includes experienced practitioners and insurance professionals. Would you trust an ophthalmology electronic medical record software to help run your mental health practice? We didn't think so. That's why we focus in what we know: creating practical tools for therapists that make appointments.
TA has been serving therapists for more than 25 years. What sets us apart from other practice management EMR software is that we were created by a psychologist in private practice who used his own experiences to develop a truly useful practice management system. So unlike a one size fits all platform, our mental health software was created with your specific needs in mind.
Yes! TA makes it simple to accept client payments without the hassle of a card reader or terminal. You can use an external processor or Finix, our integrated payment solution.
Nothing. TherapyAppointment offers every customer free ERA processing and posting.
Finix's rates are 2.9% plus $.30 per transaction, which includes both card present and card not present transactions. There is no monthly fee, PCI compliance fee, or annual fee.
Absolutely. You can file claims, track their status, and post payments directly from your dashboard, without needing a separate billing software.
Yes! Simply add them to your schedule on the original date.
No. TherapyAppointment does not sync directly with QuickBooks. TherapyAppointment includes its own internal accounting tools for patient accounts and therapist income.
You can create paper billing statements and digital statements in TherapyAppointment. If you use QuickBooks for taxes, you can run an income statement in TherapyAppointment and enter the needed totals into QuickBooks. This helps you keep your practice accounting organized without needing a direct QuickBooks sync.
Our software was designed to streamline billing for both large and small practices. You can quickly connect your own Office Ally account ($0.15 per claim after the discount form is approved).
We encourage our customers to have a “practice will” that contains (among other things) the username and passwords used for accessing the account and a designated therapist to inherit patient records. If this information is in place, there will be no delay in making the records accessible to the new therapist. If passwords are not conveyed, a records custodian can provide notarized documentation asserting their legal rights to the records. We would then provide access.
We keep your data secure using industry-leading tools, processes, and practices.
When there is a request to separate a clinician account from a group, we make contact with both the clinician and the person paying the monthly fee. If the director of the group certifies that the individual clinician is the owner of data stored in our EMR medical records software, they may export and take their records with them to their private practice.
TherapyAppointment pricing tiers do not move down automatically after your practice has moved into a higher tier. If your usage has stayed lower for a while, or you have an extended vacation or sabbatical planned, please contact our Support team. We’ll review your usage with you and help make sure your plan still fits your practice.
Every customer starts with a 30-day free trial with full access to TherapyAppointment. After the trial, your practice begins with tiered introductory pricing based on your booked sessions. As your practice grows and you book more than 39 sessions in a month, you move into the next pricing tier. Once you move to a higher tier, your rate stays there, even if you book fewer sessions in a future month.
You can also add features when you need them. There are no hidden fees or surprise charges—just clear, affordable pricing that can grow with your practice.
No. Your TherapyAppointment account comes with unlimited free client messaging, unlimited free appointment reminders, and unlimited secure client portal access.
No, we do not currently offer annual billing. Our monthly pricing is designed to grow with your practice.
Pricing starts with:
- First 30 days: Free
- Then $10/month until you book more than 10 sessions
- Then $39/month until you book more than 39 sessions
- Then $59/month once you book 40 or more sessions
TherapyAppointment plans start at $10 per month, after your free 30-day trial. Our pricing is based on your practice size and appointment volume. Every plan includes core features for managing your practice, including scheduling, billing, documentation, client communication, and more. Optional add-ons, such as Integrated Zoom for telehealth, AI Notes, and electronic insurance claims, have separate costs.
No. We know that learning a new EMR platform can be take time. From technical requests to insurance billing questions, our Support team is here to help you get the most out of TherapyAppointment. You can also take advantage of our Help Library filled with training videos and help articles.
No. We are firm believers in honest and transparent pricing - which means no hidden fees. Unlike other practice management platforms, our entire suite of features is included in your monthly plan. You have the option to include (1) integrated virtual therapy services through Zoom for Healthcare for $5.00/month per practitioner; (2) online claims submissions starting at $0.15 per claim; (3) an integrated credit card merchant service. There are no additional fees for faxes, ERA's, document storage, automatic reminders, or e-signatures.
TherapyAppointment leverages industry validated encryption solutions to protect all data transmitted or stored by the system. Where possible, we leverage native AWS encryption, which is built upon strong foundations and has been vetted time and again by industry experts. To ensure security and enforcement of our policies, we retain control over keys that are used by AWS for encryption.
All customer content is covered by at least one layer of 256-bit AES encryption. For some particularly sensitive types of data, secondary encryption occurs within the application before data is stored in our database.
TherapyAppointment enforces encryption of network connections between the user and AWS as well as connections between the different components of the system. The primary encryption protocol for network traffic is TLSv1.2 though we also rely on SSH and other industry standard protocols for administrative purposes. In all cases, we harden the encryption configuration against known weaknesses and vulnerabilities.
Practice owners have the ability and responsibility to configure and enforce security and compliance settings for their staff, including:
- Automatically sign users out after a period of inactivity (up to one hour)
- Require two-factor authentication
- Disable accounts automatically after 90 days of inactivity
TherapyAppointment backs up customer content and other critical data every night to Amazon-managed storage in the same region. Backups are retained for at least 35 days, and for most types of information, our team can perform a point-in-time restore from any moment within the past month.
TherapyAppointment also keeps a secondary copy of customer data in a geographically separate location. This copy is updated in real time to support recovery in the event of a major system failure or natural disaster.
Servers and networks leverage redundant designs to maximize availability. All servers and networks are distributed across at least two AWS availability zones to limit the risk of application downtime. File and database content for our systems is replicated automatically by AWS across three availability zones.
Data shared with TherapyAppointment is stored and processed in North America. TherapyAppointment uses U.S.-based data centers within the Amazon Web Services (AWS) cloud. Core staff are located in the U.S. and Canada, and third-party data processors that integrate with the TherapyAppointment portal are also based in the U.S. or Canada.
TherapyAppointment’s privacy and security standards also apply to the third-party vendors we work with. We review third-party software and computing vendors to make sure they meet compliance requirements and can help protect customer data.
Any third-party vendor that stores, processes, accesses, or manages PHI on TherapyAppointment’s behalf must sign a HIPAA Business Associate Agreement. This helps extend the same privacy and security expectations used in TherapyAppointment to the vendors that support the platform.
Your data is backed up in multiple locations in compliance with HIPAA disaster recovery mandates. Our system also includes comprehensive audit trails so you can quickly detect unauthorized access or misuse of records, 24/7 monitoring, and regular integrity testing, to ensure your practice data secure.
We have no plans to use your clients’ data for AI training.
No, they are not.
Credit card processing services are explicitly excluded from the BAA requirements of HIPAA. However, there are shared responsibility data protection agreements in the Terms of Service that TherapyAppointment has with Finix and that the provider (sub-merchant) has both with TherapyAppointment and with Finix that cover the security and privacy of the data shared with Finix.
No, you do not need to switch if you are happy with your current processor. At TherapyAppointment, we’re dedicated to growing alongside the needs of our customers. By adding Finix as another integrated option, our customers are able to choose the processor that best fits their unique needs.
Finix's rates are 2.9% plus $.30 per transaction, which includes both card present and card not present transactions. There is no monthly fee, PCI compliance fee, or annual fee.
Getting started with Finix is quick and easy. TA users are able to sign up with Finix directly from their TA dashboard. Visit our help article for easy step by step instructions. If you have any questions, reach out to TA's Support team - we're here to help!
There are currently no planned rate increases. If there comes a time that rates will change, you will be notified in advance.
TherapyAppointment chose Finix because they share our focus on providing a secure, seamless, and efficient payment solution for practices. This partnership helps our users manage payments with a provider that supports the privacy, reliability, and ease of use practices need.
PCI Compliance is a quick attestation form that’s already pre-filled for you. You can e-sign and submit your annual PCI attestation from your TA dashboard in less than 10 seconds.
With Finix, deposits are routed to your bank within 2 business days. When a settlement is approved, a Funding Transfer is created to deduct fees from the merchant's back account. When the transfer is complete, the funds will be deducted from the merchant's bank account.
Settlement Approved Before 4 PM PT - Estimate Payout Deposited to Bank Account
Monday → Tuesday
Tuesday → Wednesday
Wednesday → Thursday
Thursday → Friday
Friday → Next Monday
Saturday → Next Tuesday
Sunday → Next Tuesday
Yes. With TherapyAppointment you are able to automatically see when session notes are ready for review.
Yes. Through the TherapyAppointment platform you can easily fax notifications to thank referring doctors and/or share a client's diagnosis and treatment plan.
Neither TherapyAppointment nor its AI uses customer-recorded sessions to train AI models. TherapyAppointment operates in compliance with HIPAA and may process PHI only as necessary to deliver the contracted services. Any AI model improvements are limited to de-identified, non-reidentifiable data, under our BAA and applicable agreements.
Yes. AI Notes is a completely optional paid, add-on feature. It’s disabled by default and only becomes active if your practice explicitly enables it in role permissions. If you choose not to use it, simply do not enable the AI Notes role and no session data will be sent to or processed.
If you had previously enabled AI Notes, you can opt out at any time by removing those role permissions.
No. You must deliberately select for AI Notes to start and end a session recording in TherapyAppointment.
You can record your description of the session and have AI Notes turn it into an offered note format. It won't create a ‘word for word’ dictation, but will give a summary of information that was included in the dictation.
Yes, once an AI draft note generate, you can review it to make changes/edits. You may also rewrite the note in any way you wish. In fact, it’s your responsibility to review the note for accuracy before you sign it.
TherapyAppointment does not retain therapy session audio recordings long-term. They are only used temporarily to generate the clinical transcript and are automatically deleted once transcription is complete. TherapyAppointment operates in compliance with HIPAA and retains PHI only for the minimum time necessary to provide the service and meet applicable legal obligations. All PHI is securely deleted when it is no longer needed. Session recordings are not stored indefinitely and are not used for any unrelated purposes..
Please note that any recordings or information maintained as part of telehealth services or clinical records may be subject to your clinician’s own policies and retention practices.
Yes. AI notes will listen to the session and create a fdraft note. It automatically deletes the recording after the transcription is completed. If you choose to also record the video/audio from an integrated telehealth session, that recording is automatically deleted six months later or sooner if you want.
No. You do not need a separate BAA for TherapyAppointment’s AI Notes. Your BAA with TherapyAppointment already governs how our AI Notes accesses and processes PHI. All AI-related processing operates under TherapyAppointment’s HIPAA obligations, and those requirements are fully covered by our existing BAA.
Yes. You can verbally ask your client for permission and document it or have them sign a consent form and offer the ability to ‘opt out’ of you using AI Notes. We offers a pre-made consent template in iour Online Forms templates.
No. Unlimited appointment reminders are included with your monthly pricing, regardless of what tier you're at.
Yes. TherapyAppointment events shown in your synced calendar are for viewing only. To change a session, you must update it in TherapyAppointment. Likewise, Google Calendar events viewed in TA must be changed in Google Calendar.
Our calendar sync feature is not an editable two-way sync. Appointments can only be changed in the calendar where they were created.
Yes. TherapyAppointment lets you set up multiple reminders for the same appointment. You can send more than one reminder in the same format, such as two text reminders or two email reminders, by using the same phone number or email address and choosing different reminder times.
You can also use different reminder types for the same appointment. For example, you can send an email reminder three days before the appointment and a text reminder one day before the appointment.
Yes. Clients can book, reschedule, fill out intake forms, and pay their balance through their own portal.
No. TherapyAppointment gives you control over whether clients can request or schedule appointments online. If you are not comfortable with online scheduling, you can keep scheduling managed by you or your staff instead.
You can choose the setup that fits your practice, including which appointment options are available to clients and how much scheduling access they have through the client portal. This lets you offer convenience when it makes sense, without giving up control of your calendar.