6 Amazing Software Tools for Therapists (2022)

Therapists and mental health professionals don’t have to worry much about their jobs being replaced by technology. In the practice of mental health, the element of human connection is essential.

However, the latest tech tools can definitely make a big difference in mental health offices in other ways. The right kind of software can make office administrative tasks run more smoothly, help attract more patients to a practice, and make patients’ visits more pleasant when they do arrive.

Software tools aren’t just for big practices or institutions. They can be just as helpful for small therapy offices or solo practitioners as bigger operations.

Here are a few software features that can improve the delivery of your mental health services.

Patient Scheduling

Scheduling takes a surprising amount of time. Therapists benefit from outsourcing it to software and using that time for other tasks.

Plus, scheduling is especially important to get right because of its critical role in the client experience.

Scheduling mishaps can result in late cancellations or no-shows, which can have a big impact on cash flow if there’s no strict cancellation policy in place. Perhaps more importantly, scheduling confusion and error can disrupt the sense of ease and trust that many therapists strive to establish around their visits.

All of this can typically be avoided with the use of a simple appointment scheduling app.

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Appointment scheduling apps may allow patients to choose from available appointment times, schedule recurring appointments, and send appointment reminders by text and email automatically at specified intervals before the appointment.

More robust systems may also have reporting features that can help therapists analyze patterns around no-shows, cancellations, and the popularity of appointment days and times.

Appointment scheduling features are often included as part of comprehensive therapy software, but there are also plenty of standalone scheduling apps that can work well for professionals in any industry.

Client Portal

Modern therapy software is also making it easier for therapists to communicate with their clients by giving them access to their account details through web-based client portals.

With a client portal, patients can log in from any internet-connected device and see things like their upcoming schedule and their payment details. Some programs include the ability to send secure messages back and forth, replacing email or chat with a more private option.

Some therapy software even makes these accounts available with a smartphone app, which can make for an even simpler and more streamlined experience.

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Client portals can also be very helpful for streamlining client intake. Therapists can go paperless by directing their patients to the portal to fill out their enrollment and medical history forms. These documents are then securely stored and easy to access, attached to the client’s account.

Every service that comes in contact with your client’s information has to be HIPAA compliant — your email, your online practice forms, and your e-signature solution (a simple solution for this is Adobe Sign, although it comes with a few downsides when it comes to HIPAA compliance).

Patients will appreciate the ease of online forms, and therapists can eliminate paperwork headaches like filing and digitization.


Some therapy software makes it especially easy for therapists to digitally attach notes to patient accounts.

They can digitally create, upload, store, and review things like treatment plans, medical history, and notes on a patient’s progress.

Some programs, such as Therapy Notes, let users choose from a variety of note templates to suit their needs. When therapists create a new note, it automatically pulls details from the current appointment into the note. This eliminates errors and speeds up the task. Because the templates are compatible with speech-to-text software, therapists can even dictate notes instead of using the keyboard, speeding up the process further.

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Such features don’t just eliminate paper-related problems (such as getting lost or damaged), they also allow providers to quickly get a sense of a client’s entire history and relationship at a glance.

Plus, because these note-taking apps were designed for mental health professionals, they may already comply with insurance requirements and handle sensitive information separately from the client’s medical records. They often feature helpful tools such as industry-specific spell-check and diagnostic code suggestions to prevent errors.

Quicker data input and better organization saves hours and hours of administrative work over time. #receptionistapp Click To Tweet

Note-taking features can come bundled in with more comprehensive systems, but some are available as standalone apps.

Billing and Payments

Many therapy software programs come fully equipped with everything you need to collect payments from clients or from insurance companies.

This includes accepting credit card payments directly from clients and making charges on an automatic, recurring basis. It also includes simple ways of submitting claims to insurance companies, and then easily seeing those claims’ status (from submitted to approved).

Therapy software can usually create and send invoices, statements, and superbills. It also often comes with a robust reporting system that allows therapists to easily find the information they need, or run reports on payments and revenue, invoices, etc.

Teletherapy Tools

Giving therapy over the internet isn’t for everyone. However, many therapists have found that with the right software and a reliable internet connection, teletherapy can be helpful for both therapist and patient.

In fact, teletherapy (sometimes referred to as “telehealth”) can open up a completely new market for some practices. It allows therapists to reach a large group of people who otherwise would have found it difficult or impossible to come to their physical office.

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Patient privacy regulations such as the U.S. Health Insurance Portability and Accountability Act, commonly known as HIPAA, may affect your choice of teletherapy software. Legal requirements of video conferencing tools may include specific encryption and security protocols. Make sure to choose a program that’s compliant with all local laws and regulations.

Because starting therapy for the first time can be anxiety-inducing, you want the tools to work smoothly for patients. Choose an easy-to-use program, especially if patients aren’t particularly tech-savvy. Some programs can run through web-based software without any extra logins, downloads, or apps necessary, relying on secure links to begin each session. Search for a program that handles group conferences easily, especially if you specialize in couples therapy or family therapy.

Session details are integrated directly with the software’s other features, so you can switch back and forth from the patient’s schedule, notes, and documents easily.

Visitor Management Software

Many therapists have found that putting patients at ease leading up to their session is an important part of improving their experience with your clinic.

As we wrote in our post 6 Best Visitor Management Practices for Therapy Clinics, therapists should pay attention to how their office lobby feels and sounds to create an environment where visitors feel safe and at ease. That includes putting a check-in system in place that doesn’t require patients to state their personal information out loud or write it down for other people in the lobby to see. It also means ensuring that visitors are never left waiting alone in a lobby with no way to contact their therapist or admin staff.

6 Amazing Software Tools for Therapists (4)

Two-way communication in the lobby by The Receptionist visitor management software

For these reasons, therapy practices such as Chicago Compass Counseling have invested in visitor management software that allows visitors to sign quietly and privately via tablet. The software sends notifications via SMS or email to the therapist the visitor is scheduled to see.

If the original therapist doesn’t respond, the system can notify backup contacts to ensure that in the case of a mixup or confusion, the visitor still receives prompt attention. Because visitor check-in notifications are sent to therapists’ cell phones, they can get them even when they’re not in the office.

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Plus, admin staff can set up visitor management software to automatically delete visitor records at specified intervals, which is another easy way to protect patient privacy.

If you’d like to try visitor management software for your therapy clinic, we invite you to try The Receptionist. We offer no-obligation, customized demos to show you how it could work for your office, and a free 14-day trial.


What are the 6 methods of counseling? ›

Fortunately, almost all of the many individual theoretical models of counseling fall into one or more of six major theoretical categories: humanistic, cognitive, behavioral, psychoanalytic, constructionist and systemic.

What are the 5 types of therapy? ›

Approaches to psychotherapy fall into five broad categories:
  • Psychoanalysis and psychodynamic therapies. ...
  • Behavior therapy. ...
  • Cognitive therapy. ...
  • Humanistic therapy. ...
  • Integrative or holistic therapy.

What are the techniques used by the therapist? ›

Therapeutic Techniques
  • CBT (Cognitive Behavioral Therapy) The belief of Cognitive Behavioral Therapy is that a person's mood is directly related to the person's thoughts. ...
  • DBT (Dialectical Behavioral Therapy) Skills. ...
  • Play Therapy. ...
  • Sand Tray Therapy. ...
  • EMDR(Eye Movement Desensitization and Reprocessing)

What are the 5 P's in counselling? ›

The 5Ps highlight an approach that incorporates Presenting, Predisposing, Precipitating, Perpetuating, and Protective factors to a consumer's presentation.

What are the 5 pillars of counseling? ›

The five bedrock principles of autonomy, justice, beneficence, nonmaleficence, and fidelity are each vital in and of themselves to a healthy counseling relationship.

What are tools in technology do therapists use? ›

Useful Tools & Technologies for Physical Therapists
  • Balance Devices: Beams. ...
  • Perceptual & Sensory Evaluation Products: Digital Inclinometer Range of Motion Measurement Instruments. ...
  • Pivotal Traction Therapy Supplies: ...
  • Reflex Hammers or Mallets: ...
  • Work Tables and Other Accessories: ...
  • Action Games: ...
  • Medical Software:
17 Oct 2017

What tools do mental health counselors use? ›

Examples of mental health assessment tools include:
  • observation (the counselor or doctor watches and listens, and makes notes)
  • interviews (structured and formal, from a script of pre-written questions; semi-structured; or informal question-and-answer type discussion)
  • interviews with a client's family.
  • checklists.

What are examples of mental tools? ›

Examples of mental tools range from simple ones, like a string one ties around a finger to remember something, to complex ones, such as written language.

What type of therapist makes the most money? ›

Psychiatrists prescribe medications for patients with mental illnesses. Psychiatrist positions are by far the highest-paying jobs for psychology majors. The average salary is $217,798, according to PayScale.

What type of therapy is most successful? ›

In summary, because of its clear research support, CBT dominates the international guidelines for psychosocial treatments, making it a first-line treatment for many disorders, as noted by the National Institute for Health and Care Excellence's guidelines2 and American Psychological Association.

Which technique is most widely used by therapists? ›

Psychodynamic Counseling is probably the most well-known counseling approach. Rooted in Freudian theory, this type of counseling involves building strong therapist–client alliances. The goal is to aid clients in developing the psychological tools needed to deal with complicated feelings and situations.

What are the eight methods in counseling? ›

A Summary of Eight Counselling Microskills
  • Attending Behaviour.
  • Questioning.
  • Responding.
  • Noting and Reflecting.
  • Client Observation.
  • Confrontation.
  • Focusing.
  • Influencing.
9 Aug 2012

What are the 4 goals of therapy? ›

Goal Setting in Therapy
  • Changing Behaviors.
  • Establishing and Maintaining Relationships.
  • Enhancing Your Ability to Cope.
  • Facilitating Decision-Making.
  • Development.
21 Dec 2020

What are the 7 competencies of counselor? ›

7 Characteristics of an Effective Counselor
  • Be organized within your practice. ...
  • Practice ethically and professionally. ...
  • Educate yourself. ...
  • Be confident in your position and responsibility. ...
  • Be respectful and non-judgmental. ...
  • Understand the importance of communication. ...
  • Have a flexible attitude.

What are the 4 context of counseling? ›

The context of counselling includes such factors as the physical environment of the counselling room, the emotional climate of the counselling agency, the relationship between the agency and the community it serves, and the cultural beliefs and values which inform both counsellor and client.

What are the four elements of counselling? ›

Phases of counselling:

1)Establishing relationship. 2)Assessment. 3)Setting goals. 4)Intervention.

What are the 9 basic counseling skills? ›

Today we will talk about the 9 most important basic counseling skills.
  • Listening. Think about the people who you feel most heard, and understood by. ...
  • Empathy. ...
  • Genuineness. ...
  • Unconditional Positive Regard. ...
  • Concreteness. ...
  • Open Questions. ...
  • Counselor Self-Disclosure. ...
  • Interpretation.
7 Jun 2022

What is the golden rules in counseling? ›

The Golden Rule. Treat others the way you want to be treated.

What are the 9 goals of counseling? ›

However there are five commonly named goals of counseling.

What are at least three common technologies used within therapeutic services? ›

The “Understanding Technologies section covers basic technologies that are being used in the treatment and prevention of mental and substance use disorders: 1. Telephone/Audio Counseling 2. Video/Web Conferencing 3. Self-Directed, Web-Based, and Computer-Based Therapeutic Tools 4.

What are common technologies used in therapeutic services? ›

Therapeutic Technology
  • TecnoBody® Isofree. The TecnoBody® Isofree system was designed to treat anyone looking to improve balance, stability, and functional mobility. ...
  • Smart Car. ...
  • LiteGait. ...
  • Overhead Body Weight Support System. ...
  • SaeboMAS. ...
  • InMotion. ...
  • EksoGT. ...
  • RehabTracker.

What technology is used in mental health? ›

Mental health technologies used by professionals as an adjunct to mainstream clinical practices include email, SMS, virtual reality, computer programs, blogs, social networks, the telephone, video conferencing, computer games, instant messaging and podcasts.

What is the counselor's most important tool? ›

The most important therapeutic tool that Rogers described is both a therapist skill and a facilitated intersubjective experience that he called “accurate empathy.” It is part of a careful dance – respectful warmness, genuineness, not presuming to know another's experience – that is what Rogers described when he spoke ...

What is the most widely used mental health assessment tool? ›

PHQs are the most widely used depression screening tools for adults. You might use the PHQ-2 initially and the PHQ-9 or clinical interview if you identify depression.

What are the three pillars of mental health counseling? ›

Mental health can be achieved through three main practices, which are mental flexibility, mindfulness, and resilience. Each of these “pillars” is equally important when it comes to strengthening your mind.

What are powerful thinking tools? ›

Inversion is one of the most powerful thinking tools. Its origins can be found in the word “invert,” which simply means “turn upside down.” As a thinking tool, it helps us to successfully identify and eliminate obstacles by tackling them from the opposite end of the natural starting point.

What are emotional tools? ›

Emotions such as anger, gratitude, envy, and pride can be thought of as tools: They tend to serve context-specific functions in daily life.

What are the 5 mental processes? ›

Common mental processes include memory, emotion, perception, imagination, thinking and reasoning.

Can therapists make 6 figures? ›

But it turns out that it's more than possible to generate six figures as a private practice therapist. In this article, I'm going to take it a step further and share how I generate six figures a year while working part-time as a private practice therapist. … it can be done!

What state pays therapists the most? ›


What kind of people make good therapists? ›

The Qualities of a Good Counselor
  • Communication skills. Communication skills will play a key role in your relationship with your clients. ...
  • Patience. Patience will become a critical trait as a counselor. ...
  • Confidence. ...
  • Non-judgmental. ...
  • Observant. ...
  • Listening Skills. ...
  • Trust. ...
  • Respectful.
21 Jun 2021

What is the newest type of therapy? ›

And while hypnotherapy has been around for a while, therapists are finding new ways to utilize it in treatment.
  1. Brainspotting. Brainspotting has a lot to do with your brain and your eyes. ...
  2. Neurofeedback Therapy. ...
  3. Transcranial Magnetic Stimulation (TMS) ...
  4. Hypnotherapy. ...
  5. Cognitive Control Training.

What is the deepest form of therapy? ›

Depth therapy requires individuals to engage in abstract thinking. The techniques used call for those in therapy to consider multiple meanings of concepts, explore patterns in their behavior, and consider non-literal meanings.

What percentage of therapists are successful? ›

About 75 percent of people who enter psychotherapy show some benefit from it. Psychotherapy has been shown to improve emotions and behaviors and to be linked with positive changes in the brain and body.

How do you know if a therapist is not working? ›

Some things that suggest that your therapist may be less than helpful are the following: You complain about not being able to make any significant progress and your therapist tells you that you have to process the problem emotionally before you can expect any changes.

How does a therapist build trust? ›

You build trust by connecting with your clients and actively listening to their concerns and challenges. It not only allows you to gather the information that is helpful for therapy, but shows that you genuinely desire to understand your client's views with empathy.

What are 4 common types of treatment strategies? ›

A Guide to Different Types of Therapy
  • Psychodynamic.
  • Behavioral.
  • CBT.
  • Humanistic.
  • Choosing.
1 Mar 2019

What are the current trends in counseling? ›

10 trends for technology in counseling and psychotherapy
  • Driverless cars make room for therapy. ...
  • Virtual and augmented reality erase borders. ...
  • Social networks expose therapists. ...
  • Social media helps reconstruct childhoods. ...
  • Apps analyze patient moods. ...
  • New medication improves performance and takes on alzheimer's.

What are 4 types of intervention options? ›

To ensure your intervention has the potential to be successful, it's important to work with a professional interventionist.
4 Common Types of Intervention Techniques
  • Simple Intervention. ...
  • Classic Intervention. ...
  • Family System Intervention. ...
  • Crisis Intervention.
26 May 2021

What are the 6 principles of counseling? ›

This chapter describes the six core ethical principles underlying ethical analysis in the profession of counseling. These principles are autonomy, nonmaleficence, beneficence, justice, fidelity and veracity.

What are the 6 method of counseling? ›

Psychoanalytic Approach; Behavioral Approach - Cognitive Behavioral Therapy (CBT), Rational Emotive Behavioral Therapy (REBT), Transactional Analysis (TA); Humanistic Approach - Person Centered Therapy, Gestalt Therapy, Existential Therapy; Other Contemporary Therapy - Adlerian Therapy/ Individual Psychology, Reality ...

What are the 6 approaches to psychotherapy? ›

Fortunately, almost all of the many individual theoretical models of counseling fall into one or more of six major theoretical categories: humanistic, cognitive, behavioral, psychoanalytic, constructionist and systemic.

What are the 5 smart goals examples? ›

5. SMART goal example for increasing sales
  • Specific: I will learn new sales techniques to increase sales at work.
  • Measurable: My goal is to double my sales in four months.
  • Attainable: I've been a sales associate for two years now. ...
  • Relevant: I want to feel more confident at my job and learn new skills.
5 Aug 2022

What are the 7 principles of counseling? ›

This chapter explains the "ethical principles" that guide the helping professions: autonomy, nonmaleficence, beneficence, justice, fidelity, and veracity.

What are the seven types of counseling? ›

Here are some of the most common types of counselors:
  • Marriage and family counseling.
  • Guidance and career counseling.
  • Rehabilitation counseling.
  • Mental health counseling.
  • Substance abuse counseling.
  • Educational Counseling.

What is the golden rule in counseling? ›

Research suggests that for emotional well-being, you should treat yourself the way you'd want others to treat you.

What are the 3 core conditions in counselling? ›

3 Core Conditions for Therapeutic Change
  • CONGRUENCE (GENUINENESS) Congruence refers to the therapist being real, authentic, and genuine with their clients. ...
20 Feb 2016

What is the 10 ethical behaviors of counselors? ›

These principles are autonomy, beneficence, non-maleficence, fidelity, justice, veracity, and self-respect (American Counseling Association, 2014; British Association for Counselling and Psychotherapy, 2018). They are largely consistent across frameworks aside from some minor variations.

What is the best counselling technique? ›

Effective Techniques Used by Counselors
  • Reflecting thoughts. Begin by showing the client that they have been heard and understood.
  • Helping clients challenge themselves. ...
  • Challenges should not be put-downs. ...
  • Avoiding strong challenges. ...
  • Avoiding threats. ...
  • Leaving the client responsible. ...
  • Neither overdoing nor avoiding challenges.
17 Sept 2021

What is the most intense therapy? ›

Psychodynamic therapy

Psychoanalysis is a more intense type of psychodynamic therapy. According to the American Psychiatric Association, therapy sessions generally take place three or more times a week.

What are the three counseling techniques? ›

Counseling Theories
  • Psychoanalytic Theory: This theory was originally developed by Sigmund Freud. ...
  • Person-Centered Therapy: This theory is a form of psychotherapy originally developed by Carl Rogers. ...
  • Cognitive Behavioral Therapy (CBT): CBT is a shorter term approach open_in_new to the therapeutic process.

How can I improve as a therapist? ›

How to Improve Yourself as a Therapist
  1. Continue learning. Even if you've already gotten your formal education to become a therapist, learning shouldn't stop there. ...
  2. Accept feedback. ...
  3. Take care of yourself. ...
  4. Practice communication. ...
  5. Know where to draw lines. ...
  6. Improve business skills.
27 Apr 2020


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