In today’s clinical world, Electronic Health Records (EHRs) have become essential for securely storing and organizing client health information. They’re the backbone of practice management – but when it comes to note-taking, many EHRs fall short. Their built-in tools often feel rigid, time-consuming, or limited compared to the flexibility clinicians need for meaningful documentation.
That’s where dedicated note-taking tools come in. Instead of replacing a mental health EHR software, they complement it – working alongside existing systems to provide therapists with a smoother, more intuitive, and clinically useful documentation experience.
In this article, we’ll take a look at 12 commonly used mental health EHR systems to help you choose the best EHR software for private practice. Along the way, we’ll highlight why pairing an EHR with a dedicated note-taking solution can create a much stronger workflow for therapists.
EHR vs EMR for Mental Health Professionals
| Feature/Aspect | EHR (Electronic Health Record) | EMR (Electronic Medical Record) |
| Scope | Comprehensive record that integrates data from multiple providers, clinics, and systems. | Limited to one provider’s practice and not easily shared outside. |
| Use in Mental Health | Ideal for collaboration across therapists, psychiatrists, and primary care doctors. | Suitable for internal documentation within a single therapist’s office. |
| Data Sharing | Facilitates sharing across healthcare networks; promotes continuity of care. | Primarily used within one clinic; minimal interoperability. |
| Features | Includes scheduling, billing, mental health documentation tools, telehealth integration in counseling software, reporting, and population health tracking. | Focuses mainly on clinical notes, diagnoses, and treatment records. |
| Best For | Practices seeking growth, scalability, and integrated care. | Solo practitioners needing a basic digital version of client charts. |
| Compliance | Designed for HIPAA compliance with secure sharing features. | Also HIPAA-compliant but more limited in interoperability. |
| Long-Term Value | Future-proof, scalable, and often cloud-based. | Limited growth potential; may require upgrading to EHR later. |
List of the Best EHR and EMR software for Therapists
Below are some of the most widely used EHR and EMR platforms for therapists, each offering different strengths depending on the size and needs of a practice.
⚠️ Please note: There are many EHR and EMR platforms for therapists and practices, each designed to handle core administrative and compliance tasks. These systems form the backbone of practice management, but they are not equally strong in every area.
This is why choosing the right note-taking tool to work alongside your EHR has become increasingly important. While EHRs focus on scheduling, billing, and compliance, they often fall short when it comes to clinical documentation. Their built-in note-taking features –when available–are usually basic, limited in flexibility, and not designed to match the depth of clinical workflows.
A professional AI-powered documentation tool such as Mentalyc helps fill this gap by generating accurate, secure, and compliant notes. In this setup, the EHR continues to manage administrative tasks, while Mentalyc streamlines documentation, giving therapists more time to focus on client care.
TheraNest – Best EMR Software for Mental Health Counseling Private Practices
TheraNest is an EMR system designed particularly for mental health counseling private practices. It includes features such as counseling note templates, an electronic form builder, and integrated electronic billing with detailed reporting tools. The platform also provides scheduling functions that support both individual and group sessions, as well as calendar synchronization and attendance tracking.
As one of the top EMR systems for therapists TheraNest is HIPAA-compliant, offering security for client information. The system includes a client portal where patients can access documents, invoices, and appointments. Additional functions include telehealth video conferencing, session invoicing, and reporting dashboards to track financial and clinical data. The platform is commonly used by therapists, counselors, and small to mid-sized practices to document sessions, manage scheduling, and handle billing and compliance needs.
TherapyNotes – Top-Rated EHR for Mental Health Professionals
TherapyNotes is an EHR system – the go-to solution for mental health professionals seeking reliable and efficient record-keeping and practice management.
TherapyNotes includes scheduling tools that allow clients to request or book appointments through a secure portal. The system supports both in-person visits and telehealth sessions, providing connectivity for face-to-face and remote meetings within the same platform.
TherapyNotes provides structured note-taking templates for documenting intake sessions, progress notes, and other clinical encounters. Clinicians can begin notes directly from their task list, which helps maintain consistent workflows. The system also includes tools for insurance claim submission, allowing users to generate and file claims electronically.
TherapyNotes is often considered among the best EHR for mental health professionals because it combines electronic health records with broader practice management functions. The platform integrates patient records, appointment scheduling, clinical documentation, and billing into a single system. It provides secure access to encrypted data and includes automated backups to maintain record integrity.
The therapy practice management software includes features for structured, person-centered documentation and searchable diagnoses to support treatment planning and record-keeping. As a cloud-based EMR software, it is used by both solo practitioners and group practices to manage clinical and administrative tasks within one platform.
TherapyNotes is designed for behavioral health professionals such as psychologists, therapists, psychiatrists, and social workers. It is used to manage clinical documentation, scheduling, billing, and telehealth within a single platform, supporting both individual providers and larger mental health practices.
One limitation is that TherapyNotes’ note-taking tool does not provide the same flexibility, automation, or range of documentation formats as platforms designed specifically for AI-assisted documentation, such as Mentalyc. For a more detailed comparison, see the article Mentalyc vs TherapyFuel: Best AI Note-Taking Tool for Therapists.
SimplePractice – Cloud-Based HIPAA-Compliant EHR for Counseling
SimplePractice is a cloud-based EHR system built for health and wellness professionals. It combines common practice needs—scheduling, billing, telehealth, and paperless intakes – in one platform. As a HIPAA-compliant EHR for counseling, it’s designed to help providers handle both client care and day-to-day administration.
With SimplePractice, therapists can send intake forms for clients to complete online, schedule appointments, and set up automatic reminders by text, call, or email to cut down on missed sessions. Clients can log in through a secure portal to request appointments, sign documents, and communicate with their provider.
The platform also includes telehealth for video sessions. Payments can be collected online through secure credit card processing, with options like AutoPay for recurring sessions. For those who want an online presence, there’s a website builder that offers pre-made templates and integrates with the account.
Recently, SimplePractice added limited therapist note-taking software. Compared to dedicated documentation tools, the built-in therapist note-taking apps has fewer features, offers less flexibility, and has raised concerns about data security. For clinicians who need more advanced, professional documentation support, SimplePractice is often used alongside Mentalyc, which provides secure AI-assisted notes and is purpose-built for clinical documentation. You can read a detailed comparison here: “Mentalyc vs Note Taker by Simple Practice”.
Go beyond record-keeping with clinical intelligence.
Mentalyc works alongside your EHR. You get structured documentation and clinical depth your EHR alone can’t provide.
- SOAP, DAP, BIRP, EMDR notes and more
- SMART Treatment Plans
- Alliance insights
- HIPAA, PHIPA & SOC2 compliant
Behaviorsoft by CentralReach – Best EMR for Small Private 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 counseling EHR solutions, 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 psychiatry 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
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 – HIPAA-Compliant Mental Health EHR for Group and Private Practices
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 – AI-Powered EMR Software for Psychologists
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) – Affordable and Mobile-Friendly EHR for Private Practice Therapists
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 – Easy-to-Use EHR for Small Therapy Practices
BreezyNotes EHR is the ultimate solution for therapy practices seeking simplicity and efficiency. Designed by a therapist, this EHR for small therapy practices 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 – Best Therapy Practice Management and EHR Solution
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 – Advanced Cloud-Based EHR for Value-Based Mental Health Care
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 EHR platforms, 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.
The Bottom Line:
The choice of the best EMR and EHR platform for practices and therapists ultimately depends on the specific needs and preferences of each provider. Key features to consider include scheduling, billing, insurance claim management, telehealth options, and compliance with HIPAA regulations. Widely used systems such as SimplePractice, TheraNest, and TherapyNotes offer these core functions, but they vary in cost, ease of use, and the range of tools provided. Before committing, it is recommended to trial different platforms to evaluate their reliability, security, compatibility with your devices, and overall fit for your practice size and workflow.
While EHRs are designed to cover many aspects of practice management, their built-in note-taking tools (if they exist) are often limited. This is where having a professional AI-powered note-taking tool can make a difference. Mentalyc works alongside major EHR systems to provide secure, AI-powered documentation support. By generating intake notes, progress notes, and treatment plans directly from session recordings, Mentalyc reduces administrative workload and ensures consistency with clinical and insurance requirements. Therapists can continue using their preferred EHR for scheduling, billing, and compliance, while relying on Mentalyc for professional-grade notes that save time and improve accuracy. This complementary approach allows practices to maintain efficiency without replacing their existing systems.
Some Important FAQs Related To EHRs and EMRs for Private Practice
Why other mental health professionals love Mentalyc
“It immediately changed my quality of life, personally and professionally. I went from 3–4 hours a week of notes to 1 hour at most … that alone is invaluable personally and professionally.”
Owner/Independently Licensed Marriage & Family Therapist (IMFT)
“For those who have hesitations … It is a lifesaver. It will change your life and you have more time to be present with your patients.”
Licensed Clinical Social Worker
“If I were recommending this software to a colleague, I would tell them that it is the best thing that they could do for their practice.”
Licensed Professional Counselor
“Do yourself a favor, make your life easier. Use the tools that are readily available … I found Mentalyc to be one of the best tools that I’ve ever used.”
Licensed Marriage and Family Therapist
