Scheduling Software For Therapists

If you’re looking for the best scheduling software for your therapy practice, then you’ve come to the right place! We want to make sure we find the perfect fit for you and your practice. It’s important that you find something that will work well with your needs and help make your life easier without costing too much money. After all, there are many different options available today when it comes down choosing an appointment booking tool – but only one can be number one!

In this post, we review the aspects of Scheduling Software For Therapists, therapist client management software, counselling booking system, and How can I schedule my clients for free?

Scheduling Software For Therapists

If you’re a therapist, you know how important scheduling software is. It’s integral to your business and it can make or break your practice if it’s not set up correctly. You need the best schedule management software for therapy practices so that you can quickly and easily see who needs appointments, what their availability is like, and where they are in their treatment plan.

You need to learn a few things before you start shopping for scheduling software.

You need to know what your goals are before you start searching for a scheduling software solution. It’s important that you’re clear on what your objectives are, so don’t be afraid to do a bit of planning ahead of time.

You should think about the following:

  • What problem are you trying to solve?
  • What outcomes do you want?
  • How much money do I want to make with this business (how much will it cost me)?

It’s also important not to focus on other people’s goals or their businesses. That could lead you down some bad paths and distract from what really matters in your business: making sure it works well for YOU!

There are lots of options out there, so you need to think about what would be the perfect fit for your practice.

With so many options out there, it’s important to be selective and make sure you’re finding the right system for your practice. While it’s tempting to choose a piece of software that has a lot of bells and whistles, remember that more options means more time spent learning how to use them. Also consider how much money you’re willing to spend on the software—and if it will be worth the investment in both time and money.

It’s important to know how much time and money you’re willing to spend.

You can find a variety of options, depending on what you’re looking for. If you’re just starting out and want to try something new, some companies offer free or low-cost options for therapists to use their scheduling software for a limited time (with no commitment). Other companies offer one-time fees that range from $50-$150 per user account.

Some companies also offer monthly rates based on the number of patients each therapist sees in a day. For example, if you see 10 patients per week as an independent contractor and would like to keep track of them all with electronic calendar appointments and reminders, this option might be right for you!

You don’t want to get overwhelmed with basic software. You should look into specialty software that is designed for therapists schedules and processes.

If you’re looking for software designed specifically for therapists, there are several options available.

  • Therapy appointments are not just another type of appointment that can be added to your calendar; they’re a critical part of what you do. If you’re using a scheduling system that doesn’t allow you to track therapy booking data separately from other appointments, then it’s time to look elsewhere. The best therapy scheduling software will allow clients to book their own appointments online and provide details about their insurance coverage or other financial arrangements so that the therapist can prepare before meeting them.
  • Once a client books an appointment through your website or mobile app, the information will come directly into your scheduling software so that all necessary details are readily accessible when it comes time for the actual session itself (such as location information). This also allows clients not only see what slots are available but also book themselves in at times which work best for them — making sure nobody gets left out because of poor organization on behalf of either party involved!

Knowing which features you need and don’t need will help you find the right software quickly and easily.

One of the best ways to find out what features are important to other therapists is by asking them. One way you can do this is by joining a private Facebook group for therapists using scheduling software, or checking out the reviews on these sites:

  • [TherapistLocator](
  • [PatientPop](
  • [Schedulicity](

There are other things you can do besides research the internet. Talk to your colleagues, ask questions of customer support reps from different companies, try it out yourself if the company offers demos or trials.

  • Talk to your colleagues. It’s important to know what they think of the software before you make any decisions. If they’re not using it, ask why; if they are, learn from them and see how scheduling has been different for them since switching over.
  • Ask customer support reps from different companies what their favorite features are and why they like working with their respective programs.
  • Try out demos or trials when possible (some companies offer free trials). If a company offers this option, take advantage of it! It doesn’t cost anything except time and energy (and maybe some frustration if things go wrong).

Do your research before choosing scheduling software for your therapy practice

Before you begin looking at software options, it’s important to do your research. You should know what you need and want from a scheduling system before getting started.

Next, consider trying out demos or trials of different systems to see if they work for your practice.

You can also talk to colleagues in the mental health field who may have experience with different scheduling tools and see what they think about them.

Another great resource is customer service reps—they’re often happy to give their two cents on which solutions are better suited for therapists like you!

therapist client management software

What Is Practice Management Software?

Practice management software (PMS) describes digital solutions specifically designed to help medical providers with their everyday tasks.

PMS can be used by organizations such as hospitals, e-clinics, private practices, and other healthcare organizations, and typically perform a combination of administrative, care management, and client relationship management functions.

In general and mental health sectors, practice management software often includes specially developed tools to help practitioners deliver blended or virtual care services.

We’ll take a look at these telehealth functions, which might include videoconferencing technology, client portals, and more, in the next few sections.

In general and mental health sectors, practice management software includes tools to help practitioners deliver blended or virtual care services.

Applications and Features of Practice Management Software

The various features of PMS systems fall into two broad categories, each covering a scope of applications.

Practice Management

Through different practice management tools and features, PMS software can be used by therapists, e-health specialists, and coaches to organize administrative processes and core functions.

These processes might include:

Practice management software can help deliver e-mental health services online while supporting practitioners such as telepsychiatrists and online therapists with back-end tasks.

Telehealth and Telemental health

Practice management software can also deliver e-mental health services online while supporting practitioners such as telepsychiatrists and online therapists with back-end tasks.

These features might cover:

A great example of PMS features for private practices is shown below in this overview from Power Diary, an online provider of clinical management solutions.

5 Best Practice Management Softwares For Therapists

Clearly, Practice Management Software varies in its capabilities and, thus, its value. Fortunately, many systems can be customized to suit the clinical and administrative needs of different providers.

For example, this way, a psychotherapist and telecounselor might both opt-in for HIPAA-compliant video calls – while the smaller practice might choose not to pay extra for a certain billing function.

Here, we’ve consolidated our insights on the most useful apps and tools available to therapists today.

Are There Free Options?

PMS systems typically offer HIPAA-compliant data storage, essential functionality, and systems maintenance in helping professions, all as standard. To host these services, coupled with customer support and feature updates, they tend to charge fees.

However, some free apps are designed to take over isolated elements of your mental health practice by making therapeutic exercises available online for clients or collecting patient data for treatment plans.

Here are some free apps that can perform some mental health tasks for your therapy.

A Look At 3 Useful Apps and Tools

For many providers, a full software suite can offer too many bells and whistles to be cost-effective. As an e-counselor, psychologist, or mental health coach, it’s often where standalone therapy tools and apps come in useful.

They might perform one or two more basic functions but go a long way for solo practitioners or smaller businesses.

With this in mind, these apps and tools don’t quite qualify as management systems, but they may still play a valuable role in your mental health practice.

counselling booking system

Build stronger patient relationships with HIPAA-compliant online appointment scheduling software for counselors.

Increase patient intake with therapy scheduling software.

Focus on providing a personalized service for every patient, while Setmore updates and syncs your calendar across multiple devices.

Open your practice 24/7

Create a custom Booking Page to display your availability online. Minimize back-and-forth calls and allow patients to self-book appointments at any time.

Reduce costly no-shows

Set up automatic email or SMS notifications to remind your patients of upcoming sessions. Focus on client experience, not appointment admin.

Add staff logins

Empower your team to book their own clients and update their own schedules. Track individual work hours, time off, and more.

Get instant notifications

Access your calendar Anywhere with the free Setmore app for iOS or Android devices. Receive real-time booking updates while you’re on-the-go.

Set up recurring appointments

Ensure your regular patients have a spot on your calendar. Book multiple sessions in advance to help keep your patients’ treatments on-track.

Accept secure online payments

Connect Setmore with Square or Stripe to take payments from your Booking Page. Reduce invoicing for initial consultations or recurring sessions.

Counselors ❤️ Setmore

4.75/5 rating based on 749 reviews on Capterra.

4.6/5 rating based on 233 reviews on Facebook.

I don’t need to make reminder phone calls. With Setmore I can focus on my business instead of my phone. My clients love the online scheduling feature. I get to spend more quality time doing the work I love!

of patients use online reviews as the very first step to finding a new doctor.*

Showcase reviews on your Booking Page to assure potential clients that you offer a trusted and safe environment, dedicated to their wellbeing.

Create a stress-free online booking process with your counseling and therapy scheduler.

A straightforward self-scheduling solution.

Managing appointments shouldn’t take over your day. Offer your patients a simple booking process with therapy scheduling software. Using your customizable online Booking Page, patients can view your real-time availability, book a session, and pay in advance.

Create individual service booking links for guided self-help, group therapy sessions, or specific therapy routes. Self-scheduling enables your patients to manage their bookings online, whether sessions are in-office, virtual, or home-based.

Focus on your patients, not paperwork.

Your counseling practice software automates booking confirmations and reminders to reduce distractions during sessions. Ensure your clients have your undivided attention while Setmore confirms your appointments and updates your calendar.

Customer Notes help keep track of patient progress. Centralize and digitally store session details, medical history, and personalized treatment plans for quick access.

Provide online counseling services from Anywhere.

Web-based sessions save everyone time and money. Offer virtual counseling appointments that patients can attend from where they’re comfortable. Connect your scheduling app for therapists with Teleport or Zoom and include a secure video link in booking confirmations. Your clients simply click to join their session and chat face-to-face.

Book and mediate group sessions for your patients online. Your therapy scheduling app enables you to reach clients in rural areas and reduce cancellations due to travel issues.

HIPAA-compliant therapy software.

Promote a trustworthy service by ensuring your patients’ data is protected. Your Setmore account offers security and privacy tools that help your practice meet compliance requirements.

Before keeping PHI in your app, you will need to sign a BAA between your business and Setmore. Learn more about Setmore health>

Choose easy, efficient scheduling software for therapists.

Share your Booking Page

Allot time allowances to different types of sessions and let clients select a slot that works for both of you.

Add a booking button

Connect your counseling software with site builders including Squarespace, WordPress, and Joomla.

Book from Facebook

Open a new avenue to reach clients with your therapist practice software.

Display a ‘Book’ button on your business’ Facebook profile to let patients schedule an appointment without leaving their app.

How can I schedule my clients for free?

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A few years ago, I decided to open up my coaching programmes to the wider world. To achieve this, I would need to shift online and use tools such as Skype and FaceTime. (Zoom was in its infancy back then, and Microsoft Teams was still in development).

One of the first problems I faced was how I was going to schedule my coaching appointments. I live on the east side of the world in North-East Asia, and most of my clients live in North America and Europe. I realized I would be working with up to seventeen hours time difference.

To overcome this difficulty, I began searching for a scheduling service that would automate my calls.

A scheduling service allows you to set the parameters for when a person can schedule an appointment with you. So, all I needed to do was set the times I would be available for a call or meeting, and the person who wanted to schedule a call with me could select a time from the times I made myself available through a link I shared with them. This avoided me having to email back and forth, trying to find a suitable time for both of us.

Scheduling services have come a long way over the last few years, becoming quite a competitive market. One of the advantages of using such a service is that once a person has scheduled a meeting with you, most of these services will add the appointment to your calendar and send out reminders to all parties about the meeting.

With many of us now working from home, the advantage of using a scheduling service is you can set up different time blocks in the day when people can arrange a meeting with you, and you can keep time in the day free of meetings, so you can embark on some quality deep work without worrying about being disturbed.

As long as you share your scheduling link with your colleagues and clients, you can be safe knowing that your carefully planned out day will not be disturbed by people trying to find a mutually convenient time for you to have a meeting.

Below I have listed out my top seven free scheduling services you can use to bring a lot more control to your day.

1. Calendar

Calendar is a tool that combines all of your scheduling and appointment needs in one user-friendly interface. Calendar has a unified dashboard that integrates with all popular calendar services including Google, Microsoft, and Apple.

The Calendar dashboard displays what your day has in store. You can quickly create meetings and edit scheduled events with ease. Its analytic tools offer insight into how you and your team are spending your time, allowing you to adapt and be as time-efficient as possible.

This app can answer all of your scheduling needs by creating smart links that automatically assess your availability across all of the different calendars you have synced to the dashboard. This feature ensures that you never get double-booked. It allows your meeting participants to select and click a link and book a time that works for both parties.

Calendar also has scheduling tools for creating the different types of links you might want, including group meetings, one-on-one discussions, or training sessions that require multiple attendees to sign up for the same time.

2. Square

Square is one of the most popular free services. Square is not just a scheduling service. You can run a business through this service, too as it allows you to take payments and keep track of your clients.

If you are a personal trainer, a coach, teacher, hairdresser or any other business that requires your customers and clients to schedule appointments with you, then Square is a great option to go with.

Square integrates with Google Calendar and has a mobile app for both iOS and Android to manage your appointments wherever you are.

3. Calendly

Possibly, the most popular scheduling service, Calendly integrates with almost all types of calendar; whether you are using Google Calendar, Outlook or Apple, Calendly will integrate with it. You can also embed Calendly right into your website.

More importantly, today, you can also integrate Zoom and Microsoft Teams with Calendly, so all you need do is click on the start meeting right from Zoom or Teams.

As with Square, this app is perfect for teachers, beauticians, personal trainers and any solopreneur as it allows you to set up your schedule, and your students and clients can pick a time and date that suits them.

You can also set scheduling limits so you don’t get any surprises. For instance, you can set it up so that people cannot book an appointment with you less than a few hours before the time.

4. Bookafy

Bookafy is another free service that has a lot of power under the hood. You can schedule unlimited appointments and types. Appointment types could be the length of the appointment (30 mins, 60 mins etc.) or, if you are a beautician, the type of service being booked.

Bookafy’s website is beautiful, which is an important consideration for your own business branding. It is intuitive for your clients and makes the whole scheduling experience a joy.

You can make sure your customer or colleagues receive all the meeting login details when they schedule the call, and you can also accept payments from your clients through the Bookafy interface.

5. SimplyBook Me

SimplyBook Me is a free service where you can customise the add-ons you require. Most of the add-ons are paid services, but if you are searching for a simple, free appointment scheduling service, then SimplyBook me is certainly worth looking at.

There is a mobile app for managing your appointments. You can also integrate SimplyBook Me with your Facebook page or Instagram account so your customers and clients can schedule appointments through it.

Reminders are customisable, so you can set a reminder of an appointment for the time you want your clients to be reminded. Most services only offer a 24-hour reminder; with SimplyBook Me, you can set your reminder schedule.

6. 10 TO 8

10 To 8 is a great scheduling service that guarantees that their free service will be free forever. You are limited to 100 appointments per month, but for a small business looking for a better way to manage meetings and appointments, then 10 TO 8 will do the job for you.

Like, Picktime, you can use 10 TO 8 to schedule classes, and you can set up recurring appointments if, for example, you run the same class each day or week at the same time.

Another benefit of using 10 TO 8 is you can set up your Stripe or PayPal accounts, so you can take payments when a customer schedules an appointment with you saving you the hassle of chasing payments.

7. Google Calendar

Finally, a little known feature in Google Calendar is the ability to set up a calendar where your clients can schedule appointments. It is rather less automated than the services above, but it does work.

I used this service many years ago when I taught English. All I needed to do was set up the time blocks I was available and send the calendar link to my students. They then could pick and choose the times that would work for them.

There are no automated reminders; it would depend on whether your client or colleague has reminders set up on their calendars, but it works, and if you are looking for a service that will always be free and keeps you in control of your times, then Google Calendar will do the trick for you.

Bottom Line

You have a lot of choice with scheduling services today. Many are free and can be integrated into your website to retain control over your branding.

Scheduling services can take the pain out of scheduling appointments, and it also allows you to stay in control of your calendar. This is one of the best features of this service for me. I can get on with my work, safe knowing I will not be getting unexpected meeting invites or phone calls. I can refer people to my scheduling service and let that do all the hard work for me.

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