As a mental health provider, you're probably looking for software that makes both clinical and administrative tasks easier. You are concerned about data protection and want to simplify patient records, automate appointments, process payments, and exchange documents.
Whether you're based in the US or searching for mental health software UK providers can rely on, there are dozens of offerings on the practice management software market that vary in price, modules, geographic footprint, and onboarding complexity. We have selected popular solutions that provide the features you need to keep your clinic running smoothly. Finding the right behavioral health EHR is crucial for long-term success. What are the differences? Read on to find out more.
Learn how to simplify your practice workflow and free up more time for patients with Medesk.
Open the detailed description >>#1. Medesk
This cloud-based practice management software helps you build trust with your patients all the way from the first visit to your private practice or clinic to the moment they improve their mental health.
Key features
The medical CRM module allows you to set up email and SMS appointment reminders for patients in the time period before the appointment that you choose. Wish your clients a happy birthday, make newsletters with hot offers and your promotions, conduct surveys, and study satisfaction with your services.
Electronic health records in Medesk store your entire medical history, don't take up unnecessary space on your desk, and will never get lost thanks to the platform's robust data security. Right from a created appointment in your calendar, you can create consultation notes and fill them in while talking to your client without losing the quality of the session. Especially for mental health professionals, the platform has prepared a database of questionnaires. Each template can be customised:
- PHQ-9 for depression
- GAD-7 for anxiety
- SADQ for alcohol dependence
- ACE-IQ for adverse childhood experiences
- DAST for substance abuse screening
- ASRS for ADHD assessment
- CIWA-Ar for alcohol withdrawal assessment
- AUDIT for alcohol use disorders and much more.
The online booking modules and the patient portal save you another headache: no longer do you need to book clients, they can do it themselves online. Telemedicine on Medesk is available without leaving the platform and on a separate Medesk Meet app. Patients do not need to create a profile or come up with a password.
The medical billing module integrates with Xero to automate claim collection, reducing claim denials through automated checks, and produces ready-to-use financial reports.
Medesk helps automate scheduling and record-keeping, allowing you to recreate an individual approach to each patient, providing them with maximum attention.
Learn more >>Pricing
The platform offers three pricing plans: mini, pro, and premium. Prices start at $20 per month and depend on the number of appointments and modules you need. You can appreciate the merits of the platform with a free trial of the pro plan.
#2. TherapyNotes
TherapyNotes is a HIPAA-compliant practice management software specifically designed for mental health professionals, including therapists, counsellors, psychologists, and psychiatrists.
Key features
The software includes pre-built templates for progress notes, treatment plans, and assessments, all customisable to suit your practice. Automated system reminders flag when treatment plans need updating or when patient contacts should be made following diagnosis changes. Billing supports individual and group sessions, invoicing, payment processing, and balance tracking. However, TherapyNotes lacks reporting and marketing modules, which can make it harder to improve workflow and attract new clients. It also has fewer third-party integrations compared to some competitors.
#3. SimplePractice
SimplePractice is probably one of the best known American web-based EHR systems, offering a standard set of modules for both large clinics and solo practitioners.
Key features
The telemedicine function supports both individual and group sessions. A library of treatment notes and sticky notes for admin reminders are linked to appointments. SimplePractice also offers extensive insurance billing tools, including auto-running client payments and free credentialing with payers when you sign up. Analytics reports cover income, billing, clients, and appointments. However, SimplePractice lacks graphical report visualisation and marketing-side reporting.
Pricing
SimplePractice has tiered rates for solo and group practitioners, as well as a 30-day free trial. Add $0.25 for insurance claim filling per claim to the cost of any plan.
#4. TheraNest
Our next "client" is PMS TheraNest, which positions itself as software for therapists, psychologists, social workers, and counsellors.
Main features
PMS is suitable for practices of all sizes, from solo practitioners to group practices, NPOs, and educational institutions. With TheraNest, you can create both individual and group treatment notes, maintain progress notes, and compare the initial patient assessment with progress during treatment with one click. Theranest also supports DSM 5 and ICD 10 coding.
All financial transactions in your practice are also under control. The software makes it easy to submit electronic claims and ERA files, accept payments, and create invoices.
Pricing
The TheraNest team offers several plans, depending on the number of clients. You can evaluate all the features of the platform with a 21-day free trial.
Please note that the cost of SMS reminders and calls is not included in the tariffs and is charged separately at $0.10 per text or call. You will also have to pay separately for telehealth in the amount of $12 per month per therapist for individual calls and $25 per month for group sessions (up to 20 participants). Electronic Claims Filing will cost an additional $0.17–$0.23 per claim.
Discover more about the essential features of Medesk and claim your free access today!
Explore now >>#5. Exym
Exym is a well-regarded electronic health record software specifically designed for behavioural healthcare providers. It focuses on creating more effective treatment plans and simplifying care while measuring client progress and improving outcomes over time.
Key features
Exym allows for detailed client records, including demographics, treatment history, e-prescribing, and case notes. You can create customised intake forms and gather e-signatures in your client portal. Exym's integrated billing system supports the creation and submission of claims, invoicing, and payment tracking. It integrates with Medi-Cal and Medicare, checking claims before submission to ensure timely reimbursements. This behavioural health EHR platform offers pre-built dashboards and reports. You can build custom operational analytics. Some users report that the initial setup and customisation can be complex for practices with specific workflow requirements.
Pricing
Exym has Core EHR and Custom Set-up plans. The prices start at ~$100-$200 per user/month. To get an accurate pricing quote tailored to your practice's specific needs, it's best to contact Exym directly through their website.
#6. Power Diary
Rounding out our compilation is Power Diary, a practice management system that has been developed for a multitude of specialties, including psychologists, counsellors, psychiatrists, and psychotherapists.
Key features
The platform calendar has a notable feature: you can divide appointments into three groups: client, group, and personal. SMS and email reminders are fully customisable. Each text message costs an additional £0.09 for your practice.
For telemedicine, Power Diary offers standard and plus options. The standard plan does not include group sessions; for this, you must activate the Telehealth+ module. The library of session templates is extensive. You can easily search for templates and upload your own images and body charts.
To keep track of the quality of your work, Power Diary has a module of reports divided into Activity, Clients, Financial, and System categories. However, the platform lacks graphical reports.
Pricing
The platform has four main plans based on the number of users. Power Diary offers a 14-day free trial. Messages are charged separately at £0.09 each.
UK-Specific Mental Health Software Options
If you are searching for mental health software UK practices can trust, it is worth looking beyond the US-centric platforms reviewed above. UK providers face specific regulatory requirements, including GDPR compliance and CQC (Care Quality Commission) standards. Two platforms built with the UK market in mind are worth highlighting.
Konfidens
Konfidens is a practice management platform designed specifically for therapists in the UK. It combines scheduling, secure session notes, video calls, payment collection, and a therapist directory into a single system. The platform is built on a GDPR-compliant infrastructure, with all client data encrypted and stored on EU servers. Plans start at £19 per month, with a free tier available for up to three clients.
WriteUpp
WriteUpp is designed specifically for UK healthcare providers, including mental health practitioners. It covers patient records, scheduling, online booking, video consultations, and payment processing within a GDPR-compliant framework. A standout feature is its dedicated mobile app, which offers secure login and real-time sync. WriteUpp integrates CQC compliance considerations into its data management approach. Pricing starts from around £19 per month, with a free trial available.
Standard Practice Management Features Matrix
Most modern platforms share a core set of administrative and clinical tools. To save you from reading repetitive feature lists, here is a quick summary of the standard modules you will find in almost all the software reviewed above:
| Feature | Typical Implementation in Mental Health Software |
|---|---|
| Client Portal | Secure access for patients to complete intake forms, sign documents, and message their provider directly. |
| Telehealth | HIPAA or GDPR compliant integrated video conferencing. (Note: Some platforms charge extra for group video capabilities). |
| Scheduling | Automated calendar management with customisable SMS and email appointment reminders to reduce no-shows. |
Security and Compliance: More Than Just HIPAA
When evaluating the best mental health practice management software, data security goes far beyond basic privacy. For US providers treating addiction or substance use disorders, standard HIPAA compliance is not enough. Your chosen platform must be explicitly 42 CFR Part 2 compliant. This federal regulation imposes much stricter restrictions on how substance use disorder records are shared and disclosed than standard HIPAA rules.
Additionally, UK and EU providers must ensure their vendor offers GDPR compliant practice management software that encrypts data and stores it on local servers. Always verify these compliance standards directly with the vendor before signing a contract.
The Role of AI in Mental Health Software
Artificial intelligence is rapidly transforming behavioural health practices by drastically reducing administrative burdens. One of the most significant innovations is the rise of the AI therapy notes generator. Competitors in the EHR space are beginning to offer AI medical scribes that listen to telehealth sessions and automatically draft clinical summaries or progress notes. This allows providers to maintain eye contact and presence during therapy sessions rather than frantically typing. When evaluating software, consider whether an AI scribe or AI-assisted note generation is available to help reclaim your evening hours.
How to Choose the Best Mental Health Practice Management Software
With so many options available, narrowing down the right platform comes down to a clear understanding of your practice's specific requirements. Here are the key criteria to evaluate:
Practice size and structure. Solo practitioners have very different needs compared to large group practices or enterprise clinics. Determine if you need multi-provider scheduling, role-based access control, or collaborative treatment planning tools. Specific billing needs. If you deal heavily with insurance, prioritise platforms that offer features to reduce claim denials, verify patient eligibility automatically, and auto-run credit card payments for patient balances. Budget constraints. Always look at the total cost of ownership. What looks affordable at first glance can become expensive once you factor in required add-ons like telehealth, SMS appointment reminders, or electronic claims filing fees. Compliance and data security. Ensure the platform meets your regional regulations (HIPAA, GDPR). If you treat substance use disorders, the software must be 42 CFR Part 2 compliant. Clinical templates and EHR capabilities. The best platforms include pre-built templates for progress notes, treatment plans, and validated outcome measures such as PHQ-9 and GAD-7. Telehealth integration. Built-in video consultation tools remove the need for third-party apps. Confirm whether group sessions are supported and whether patients need to download anything to join. AI therapy notes. An increasing number of platforms offer AI-assisted note generation. If reducing documentation time is a priority, this is a feature worth asking about during any product demo.
Mental Health Software Comparison Summary
Use the table below to compare the key platforms covered in this article at a glance.
| Platform | Starting Price | Telehealth | HIPAA/GDPR Compliant | Free Trial | Best For |
|---|---|---|---|---|---|
| Medesk | From $20/month | Built-in | GDPR compliant | Yes (pro plan) | UK/EU and international clinics |
| TherapyNotes | On request | Built-in | HIPAA | Yes | US therapists and group practices |
| SimplePractice | On request | Built-in | HIPAA | 30 days | US solo and group practitioners |
| TheraNest | Tiered by client count | Add-on ($12+/month) | HIPAA | 21 days | US therapists, NPOs, schools |
| Exym | From ~$100/user/month | Built-in | HIPAA | On request | Behavioural health organisations |
| Power Diary | Varies by users | Add-on (Telehealth+) | GDPR compliant | 14 days | UK/AU multi-specialty practices |
| Konfidens | From £19/month | Built-in | GDPR compliant | Free (3 clients) | UK solo therapists |
| WriteUpp | From ~£19/month | Built-in | GDPR + CQC aware | Yes | UK multi-location practices |
How to Choose
Choosing the right behavioral health EHR can be overwhelming, but with so many great options available, there's a perfect fit for every mental health clinician. Consider your specific needs, such as solo practice versus group practice, budget, and desired features. Take advantage of the free trials offered by most platforms.
Still in doubt? Check out our blog to see how PMS modules can make life easier and free up time for experts in different medical fields.
Frequently Asked Questions
What is the best mental health practice management software for UK providers?
For UK-based mental health providers, platforms built with GDPR compliance and CQC requirements in mind are the strongest choice. Konfidens and WriteUpp are both designed specifically for the UK market, while Medesk and Power Diary also offer GDPR-compliant options. The right fit will depend on your practice size, budget, and whether you need multi-location support.
Is there mental health software that is both HIPAA and GDPR compliant?
Some platforms support compliance in both jurisdictions, but you should verify this with the vendor directly rather than assuming coverage. HIPAA applies to US-based providers handling protected health information, while GDPR applies to providers operating in the UK or EU. Medesk supports GDPR compliance and is used by clinics across multiple regions. Always request a Data Processing Agreement before committing to any platform.
What are the best SimplePractice alternatives?
While SimplePractice is highly popular, great alternatives include TherapyNotes for its robust clinical templates, TheraNest for non-profits and group practices, and Medesk for clinics needing advanced CRM and medical billing features. The best alternative depends on whether you need lower pricing, international server hosting, or different telehealth capabilities.
Do I need separate software for telehealth, or is it built in?
Most modern mental health practice management platforms include built-in telehealth to avoid the need for third-party tools. TherapyNotes, SimplePractice, Medesk, Konfidens, and WriteUpp all offer integrated video consultations. Check whether group sessions are included in your plan or priced separately, as some platforms charge an additional fee for this functionality.
What features should I look for in mental health EHR software?
At a minimum, look for HIPAA or GDPR compliance, customisable clinical note templates, validated outcome measures, telehealth, online booking, and billing tools. If you treat substance use disorders, ensure the platform is 42 CFR Part 2 compliant. Practices planning for growth should also prioritise platforms with reporting dashboards and AI therapy notes features.
How much does mental health practice management software typically cost?
Pricing varies widely depending on practice size and the modules required. Entry-level plans start from around $20 per month (Medesk) or £19 per month (Konfidens, WriteUpp), while more specialised platforms such as Exym can cost $100 or more per user per month. Watch out for add-on charges for SMS reminders, telehealth, and claims filing, as these can significantly increase the total monthly cost.
