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Follow these steps to get an insurance compliant note ready in no time without writing it yourself!

01. Inform your client

Your clients have no way of knowing that you use Mentalyc unless you tell them.

Client consent

To make your life easier we have prepared a client consent template which is available to you directly in the Mentalyc app (under user profile) and on our website. We highly recommend informing clients about recording sessions. Download it here.

Client talking points

When discussing the use of Mentalyc with your client it is important to let them know about all the mentioned points. We have also prepared a separate page talking about security and client benefits in detail. Feel free to share it with your clients.

In case your client does not give consent to record your session, you can use the Mentalyc dictation feature. Click here to learn more.

02. Record your session

Mentalyc works in any session: online, in-person, or hybrid, there are no limits! Recording is free and HIPAA compliant.

Female therapist doing exercise

In-person sessions

We recommend recording in-person sessions on your phone or tablet. Here you can find instructions for iOS and Android devices.

Dollar Sign

Online sessions

We recommend recording online sessions on your computer (MacBook or Windows). Here you can find recording instructions for MacBook and Windows.

Happy Clinicians

Phone call sessions

We have created recording instructions for sessions you may have over the phone if you use an Android or iPhone. Here you can find the instructions for Android and iPhone.

Happy Clinicians

Dictation & Typing

Forgot to record a session? No problem! You can describe what happened in the session via voice or text and Mentalyc will write perfectly structured intake, progress or service notes matching the templates you select. Learn more here.

03. Upload your recordings

You can upload your recordings directly from any device.

Uploading on desktop

If you record your online sessions directly on your computer (check recording instructions for MacBook and Windows). You will find it easiest to upload them directly from Mentalyc's web app on your computer. There you drag and drop your files onto the upload fields on the home screen (See our uploading guide). Also, see the note examples here.

Uploading on mobile devices

For in-person or phone call sessions you will most likely use your phone (or tablet) to do the recording. For this case, we have enabled uploads directly from mobile devices (and tablets). Reviewing and signing notes is only possible from the desktop at this time. Checkout the different note examples here.

When you dont have a session recording

Tailoring our platform to your preferences, we offer you the flexibility to create session notes through either recorded summaries or text-based entries. Whether you prefer to verbally capture the essence of the session and have it transcribed into text, or directly type out your observations and insights, the choice is yours. This adaptable approach caters to different communication styles and ensures that you can seamlessly integrate the note-taking process into your existing workflow. Learn more here.

04. Configure your note

Location, Duration, Type of Therapy

Ensure insurance compliance with notes that automatically track session details. While our system handles the timing and type — be it individual, child, couple, or family — it's crucial to review and approve each note for accuracy.

Note Types

Our system provides the versatility to generate intake, progress, and service notes for clients of all types, while also allowing customization to accommodate various note types. This ensures accurate and tailored record-keeping that aligns with individual client needs and specific information requirements. Keep an eye out, treatment plans and case management are coming soon.


Discover the convenience of choosing from our collection of eight (8) meticulously designed note templates to suit your documentation needs. Mentalyc offers a varied templates like Basic, Extended, Universal Therapy, Couple Therapy*, Dictated SOAP*, Dictated DAP*, Service note*, and EMDR note, ensuring you have the perfect format at your fingertips for effective and efficient note-taking.

*only available with the Pro Plan & Super Plan

05. Keeping records in Mentalyc vs other EHRs

You can keep your records in Mentalyc or elsewhere. Mentalyc makes it easy to export your notes and provides flexibility.

In Mentalyc app

Mentalyc saves all your notes under the "records" page in the app. You can find all your past notes, transcripts, and stats there. They are anonymized, encrypted, and HIPAA compliant.

Other EHRs

Exporting notes from Mentalyc was never easier. It takes 1 click to copy or download the notes to be ready for your EHR, store them on your device, or print them. You can keep the notes in Mentalyc and in an EHR or delete them from Mentalyc. It's up to you!

Good to know

There is no safer place for your data than Mentalyc

HIPAA compliance is just the beginning of our data protection efforts.

No recordings stored

When you upload your session recording onto Mentalyc, it will be immediately transcribed and the recording will be deleted forever. This whole process happens in a secure HIPAA-compliant environment. Learn more about what happens to recordings on Mentalyc.

Notes are anonymized

Upon uploading, your session is instantly transcribed with client identifiers (names, places, etc.) removed. You have the option to use full names, nicknames, or initials when adding a client, depending on your preference for the treatment of Mentalyc notes as client medical records.

Delete anytime

You can delete the anonymized notes from Mentalyc at any time. You can delete either just the transcript or anything associated with a session (transcript, notes, and session stats). This is unnecessary, however, as Mentalyc is both HIPAA-compliant and anonymous. See our guide on how to delete notes from Mentalyc.

Quick Access from any device

Mobile App

In order to use the Mentalyc app on your phone you need to save it as a bookmark on your phone. The app cannot be found on the app or Google Store. You will need to follow the instructions for Safari and Chrome in order to set it up. If you plan on uploading from your phone this will be very handy.

Desktop App

To make accessing Mentalyc on your desktop more convenient, you can install the web app version of Mentalyc from your Chrome browser. Alternatively, you can create a shortcut on your desktop from Chrome. By doing so, you can quickly access Mentalyc without having to open your browser and type in the URL every time. This will allow for a more seamless and efficient user experience.

Extra Session insights

Mentalyc offers valuable session insights to therapists by providing detailed statistics on recorded audio sessions. These insights include the duration of the session, the amount of time the client and therapist spent speaking, and the amount of time that was silent. This information helps therapists to analyze and improve their sessions for better outcomes.

Well-Structured Progress Notes

Structured progress notes are essential for several reasons.

Efficient Communication

Notes streamline communication among healthcare professionals by organizing essential information.

Secure Note

Progress Tracking

Notes help therapists track and assess treatment progress, enabling them to adjust therapeutical interventions as needed.


Notes demonstrate medical necessity, provide justification for treatment, and ensure compliance with payer requirements.

Shape your experience on Mentalyc exactly how you want it

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Using Mentalyc

How do I add a new client?

You can add a new client and attach the client to a session upload by clicking on the “Configure & Upload” button after uploading the audio session. Click here for a more detailed guide.

Using Mentalyc

How do I Purchase a Plan for Team Members on Mentalyc?

You can purchase and invite as many team members as you wish with Mentalyc. Here is a step-by-step guide to adding members.

Privacy & Security

Is Mentalyc PIPEDA, PHIPA and CRPO (Canadian regulations for customer data protection in Ontario) compliant for use in Canada?

Mentalyc is compliant with PIPEDA, PHIPA, and CRPO and can almost all the states in Canada, with the exception of British Columbia and Nova Scotia. Mentalyc is also compliant in Ontario where PHIPA and CRPO legislations apply. Mentalyc takes the confidentiality and privacy of our clients very seriously and we strive to maintain the highest standards of data protection. For more information on CRPO, click here. For further information on PIPEDA, click here.