Grow your therapy practice with seamless client engagement tools

Psychotherapy practice management software is a comprehensive platform designed specifically for mental health professionals including psychologists, licensed therapists (LMFT, LCSW, LPC), psychiatrists, and counselors. Unlike generic healthcare software, psychotherapy software is optimized for the unique needs of mental health practices—HIPAA-compliant secure messaging for client communication, therapy homework and resource delivery (CBT worksheets, DBT skills, mindfulness exercises, journal prompts), session note templates following different therapeutic modalities (CBT, DBT, psychodynamic, humanistic), crisis management protocols with risk assessment and safety planning, teletherapy video conferencing with recording for supervision, insurance verification and superbill generation for mental health services, outcome measurement tools (PHQ-9, GAD-7, PCL-5, treatment goal tracking), and group therapy management. The software streamlines everything from initial intake through termination, helping therapists maintain therapeutic boundaries while staying connected with clients between sessions, reduce no-shows, improve treatment outcomes, and spend less time on administrative tasks. Modern psychotherapy software replaces fragmented tools (paper worksheets, unsecure texting, separate EHR and billing systems) with one unified, secure platform.

Psychotherapy practice software automates the entire client journey from intake to discharge. Key functions include: (1) Online appointment scheduling with self-scheduling for initial consultations and ongoing sessions, (2) Automated appointment reminders via text, email, and app notifications reducing no-shows by 60-70%, (3) HIPAA-compliant secure messaging for brief client check-ins, appointment scheduling, and crisis communication without using unsecure SMS or personal phones, (4) Therapy homework delivery with worksheets, exercises, journal prompts, and skill-building resources (CBT thought records, DBT diary cards, exposure hierarchies, mindfulness audio) accessible on client smartphones, (5) Homework completion tracking with client submissions (journal entries, thought records, mood logs) viewable by therapist, (6) Session note templates for different modalities (SOAP notes, DAP notes, treatment plans, progress notes) with auto-population from session data, (7) Teletherapy video conferencing with HIPAA compliance, recording capability, and screen sharing for virtual sessions, (8) Crisis management protocols with risk assessment questionnaires, safety planning, and automated escalation to on-call providers, (9) Insurance verification and superbill generation with CPT codes (90791, 90834, 90837, 90847) and diagnosis codes, (10) Outcome tracking with standardized measures (PHQ-9 for depression, GAD-7 for anxiety) and treatment goal progress monitoring.

Your psychotherapy practice needs software if you're experiencing any of these challenges: (1) Poor therapy homework completion—clients forget assignments, lose worksheets, or don't understand exercises leading to slower progress, (2) Boundary violations with clients texting your personal phone or expecting immediate responses to non-crisis messages, (3) High no-show rates (25-35% is common for therapy practices) costing you thousands in lost revenue monthly, (4) Crisis management concerns about liability when clients reach out after hours with urgent needs, (5) Excessive time spent on session notes—writing SOAP notes manually for every client takes 15-30 minutes per session, (6) Insurance billing headaches with claim denials, authorization tracking, and superbill generation, (7) No systematic way to track client progress or demonstrate treatment effectiveness for insurance companies, (8) Difficulty managing teletherapy alongside in-person sessions with separate video platforms and scheduling systems, (9) Administrative overwhelm spending 15-20 hours per week on paperwork, billing, and client communication instead of seeing clients, (10) Lost revenue from clients who don't reschedule missed sessions or drop out prematurely. Even solo practitioners benefit from automation. Group practices (3+ therapists) cannot scale without centralized, compliant communication tools.

Yes! Telani integrates with major mental health EHR and practice management systems including SimplePractice, TherapyNotes, TheraNest, ICANotes, Valant, Kareo, Headway, and other platforms popular with psychotherapists. Our integration syncs: (1) Client demographics and contact information automatically, (2) Appointment schedules so clients see real-time therapist availability when booking online, (3) Treatment plans and therapy goals to populate homework assignments and progress tracking, (4) Session notes and progress documentation to eliminate duplicate entry, (5) Diagnosis codes and treatment history for continuity of care, (6) Billing information including insurance coverage, copay amounts, and payment history. Integration setup typically takes 1-2 weeks with our implementation team managing the entire process including API configuration, data mapping, security testing, and staff training. For therapists using standalone billing systems (Office Ally, Claim.MD) or simple spreadsheets, we offer CSV imports and custom workflows to migrate data smoothly. All integrations maintain HIPAA compliance with encrypted data transfer and Business Associate Agreements.

Therapy homework is essential for client progress but notoriously difficult—clients forget assignments, lose paper worksheets, or don't understand instructions. Telani improves completion through: (1) Digital resource libraries with 600+ evidence-based worksheets organized by modality (CBT thought records, DBT emotion regulation skills, ACT values exercises, trauma processing worksheets, couples communication templates), (2) Mobile-friendly delivery where clients receive homework directly on their phones with clear instructions and video demonstrations when applicable, (3) Scheduled reminders sent at optimal times (e.g., 'Time for your daily mood log' or 'Remember to practice your breathing exercise'), (4) Easy submission where clients complete thought records, journal entries, or mood tracking digitally and send to their therapist for review, (5) Progress dashboards showing therapists which clients are engaging with homework and which need additional support or modified assignments, (6) Between-session feedback where therapists can respond to homework submissions with encouragement, corrections, or follow-up prompts. Therapy practices using Telani's homework tools report 45-65% improvements in client completion rates, leading to faster symptom reduction, improved skill acquisition, and higher client satisfaction with therapy outcomes. Many therapists note that digital homework is especially effective for younger clients (millennials, Gen Z) who prefer smartphone-based tools over paper.

Yes! Maintaining professional boundaries while staying accessible to clients is a core challenge for therapists. Telani provides structured communication tools that protect boundaries while meeting client needs: (1) HIPAA-compliant secure messaging separate from personal phone/text, eliminating boundary violations from clients having your personal number, (2) Office hours settings where therapists can set response time expectations (e.g., 'Messages answered within 24 hours on business days') and auto-responders for after-hours messages, (3) Crisis protocol workflows that differentiate routine questions ('Can I reschedule my appointment?') from urgent safety concerns, with automated escalation for keywords indicating risk (suicide, self-harm, harm to others), (4) Message templates for common inquiries (appointment scheduling, insurance questions, homework clarification) reducing time spent on non-clinical communication, (5) Read receipts and delivery confirmations for documentation and liability protection, (6) Group practice message routing where administrative questions go to front desk staff while clinical questions reach the therapist. Many therapists report that secure messaging actually strengthens the therapeutic relationship because clients feel supported between sessions without the therapist's personal life being intruded upon. The system also creates an audit trail for risk management and licensure board inquiries.

Absolutely! Teletherapy is now a standard treatment modality, and Telani provides comprehensive telehealth features: (1) HIPAA-compliant video conferencing built directly into the platform (no separate Zoom or Google Meet needed), (2) One-click session launch from scheduled appointments with automatic client notifications, (3) Hybrid scheduling allowing therapists to offer both in-person and virtual sessions with clear indicators for clients, (4) Screen sharing for reviewing worksheets, demonstrating techniques, or conducting assessments together, (5) Session recording with client consent for supervision, consultation, or therapist self-review (recordings stored securely with HIPAA compliance), (6) Digital consent forms and intake paperwork completed before first session, (7) Virtual waiting room where clients check in and wait until therapist admits them to session, (8) Multi-state practice support for therapists licensed in multiple states tracking where clients are physically located during sessions, (9) Insurance verification for telehealth CPT codes (95 or GT modifier) ensuring reimbursement. Many therapists use hybrid models—initial intake in-person for rapport building, ongoing sessions virtual for convenience, intensive periods in-person when crisis support is needed. Teletherapy increases practice capacity (no commute time between clients), expands geographic reach, and improves client retention (especially for busy professionals, parents, and rural clients).

Crisis management is a critical concern for mental health professionals, and Telani provides robust safety protocols: (1) Risk assessment questionnaires (PHQ-9, Columbia-Suicide Severity Rating Scale, safety planning) delivered automatically at intake and periodically throughout treatment, (2) Keyword monitoring that flags messages containing crisis indicators (suicide, self-harm, intent to harm others) and sends immediate alerts to therapists, (3) Escalation protocols where after-hours crisis messages are routed to on-call therapists, crisis hotlines, or emergency services based on severity, (4) Safety planning tools where therapists create personalized crisis plans with clients including coping skills, support contacts, and emergency numbers accessible in the client app, (5) Crisis resource library with suicide prevention hotline numbers, crisis text lines, and emergency services prominently displayed, (6) Documentation and audit trail of all crisis-related communications for liability protection and risk management, (7) Automated check-ins for high-risk clients with therapist-defined frequency (daily, weekly) to monitor safety between sessions, (8) Integration with on-call systems for group practices sharing after-hours coverage. These features don't replace clinical judgment or in-person emergency assessment, but they provide an additional safety net and documented response system that protects both clients and therapists from gaps in crisis communication.

Yes! Outcome measurement is increasingly required by insurance companies and essential for demonstrating therapeutic effectiveness. Telani automates outcome tracking with: (1) Standardized assessment tools (PHQ-9 for depression, GAD-7 for anxiety, PCL-5 for PTSD, OQ-45 for general distress, AUDIT for substance use) administered automatically at intake, regularly throughout treatment, and at discharge, (2) Symptom tracking with client self-report measures sent weekly or biweekly showing score trends over time, (3) Goal attainment scaling where therapists and clients set specific treatment goals and rate progress toward each objective, (4) Visual progress reports with graphs showing symptom reduction and goal progress shareable with clients for motivation and with insurers for continued authorization, (5) Session-by-session outcome monitoring where clients rate session helpfulness and therapist tracks progress notes, (6) Outcome reports by therapist, diagnosis, or treatment modality showing average improvement rates for practice quality assurance and marketing, (7) Treatment response prediction identifying clients who may need treatment adjustments due to lack of expected progress. Many therapy practices use Telani outcome data to demonstrate value to insurance networks, market their services ('Our clients show 68% reduction in depression symptoms within 12 sessions'), satisfy accreditation requirements (Joint Commission, CARF), and publish research on treatment effectiveness. Evidence-based outcome tracking also improves client engagement when they can see their progress visually.

Yes, Telani is fully HIPAA-compliant and designed specifically for mental health communication with additional protections required for psychotherapy notes and substance use disorder treatment. Our compliance framework includes: (1) End-to-end encryption (AES-256) for all messages, documents, videos, and client data in transit and at rest, (2) Business Associate Agreement (BAA) included with every subscription at no extra cost, (3) Psychotherapy notes protection with separate storage and access controls meeting HIPAA's special requirements for process notes, (4) 42 CFR Part 2 compliance for substance use disorder treatment with heightened privacy protections and consent management, (5) Role-based access controls ensuring only authorized therapists and staff view specific client information, (6) Complete audit logs tracking every message sent, read, deleted, or accessed with timestamps and user attribution, (7) Multi-factor authentication (MFA) and single sign-on (SSO) integration for practice-wide security, (8) SOC 2 Type II certification with annual third-party security audits, (9) State-specific mental health privacy requirements (e.g., California's stricter standards) built into the platform. Your practice is always audit-ready for HIPAA compliance reviews, state licensure board inquiries, or malpractice defense. We also provide HIPAA training resources for therapists and staff on compliant communication practices and breach response procedures.

Telani pricing for therapy practices is customized based on practice size, features needed, and patient volume. Contact our sales team for a personalized quote tailored to your specific needs.

Yes! The Telani client mobile app (iOS and Android) is the primary way clients interact with their therapist and therapy work between sessions. Key features include: (1) Appointment scheduling and rescheduling directly from their phone with calendar integration, (2) Push notification reminders for upcoming therapy sessions, homework assignments, and medication (for medication management practices), (3) Therapy homework and resources with worksheets, audio exercises (guided meditations, breathing techniques), and video demonstrations accessible anytime, (4) Digital journaling and thought record tools where clients complete CBT exercises, DBT diary cards, or mood logs and submit to their therapist, (5) Secure messaging with their therapist for brief questions, appointment changes, or crisis communication following established boundaries, (6) Session summaries and therapy notes (if therapist chooses to share) delivered after each session, (7) Progress tracking showing symptom scores (PHQ-9, GAD-7), goal achievement, and therapy milestones, (8) Payment portal to pay copays, view billing statements, and manage insurance information, (9) Crisis resources with hotline numbers, safety plans, and coping skills accessible 24/7. The app keeps clients engaged in therapeutic work between sessions, improves skill practice and homework completion, and reduces phone calls to the practice. Many clients appreciate having all their mental health resources centralized in one private, secure app rather than scattered across paper handouts, emails, and texts.

Yes! Mental health billing is complex with varying insurance coverage, session limits, and medical necessity requirements. Telani provides: (1) Real-time insurance eligibility verification showing mental health benefits, session limits (e.g., 52 visits per year, 20 used), deductibles, copays, and out-of-network coverage before the first session, (2) Prior authorization tracking with automated alerts when sessions approach limits or authorizations are expiring, (3) CPT code management for different session types (90791 diagnostic evaluation, 90834 45-minute psychotherapy, 90837 60-minute psychotherapy, 90847 family therapy, 96127 brief emotional/behavioral assessment), (4) Superbill generation with CPT and ICD-10 diagnosis codes pre-populated for out-of-network clients seeking reimbursement, (5) Sliding scale and scholarship management for self-pay clients with financial hardship, (6) Online payment collection with credit card, HSA/FSA, and payment plan options, (7) Outstanding balance tracking with automated payment reminders sent sensitively to avoid therapeutic rupture, (8) Session tracking for insurance reporting and treatment plan updates required for continued authorization. Therapy practices using Telani report 40-50% reductions in billing-related administrative time, fewer claim denials due to better documentation and authorization tracking, and faster payment collection (copays collected before session rather than chasing clients afterward). The system also flags clients approaching session limits so therapists can discuss continued treatment planning proactively.

Yes! Telani is flexible enough to support various therapeutic approaches and specialty areas including: (1) Cognitive Behavioral Therapy (CBT) with thought record templates, cognitive distortion worksheets, behavioral activation schedules, and exposure hierarchies, (2) Dialectical Behavior Therapy (DBT) with diary cards, distress tolerance skills, emotion regulation worksheets, and interpersonal effectiveness scripts, (3) Acceptance and Commitment Therapy (ACT) with values clarification exercises, defusion techniques, and committed action plans, (4) Trauma-focused therapy (EMDR, CPT, PE) with trauma processing worksheets, grounding techniques, and safety planning, (5) Psychodynamic therapy with session note templates for process notes, interpretation tracking, and transference/countertransference documentation, (6) Couples and family therapy with communication exercises, attachment assessments, and homework for dyads/families, (7) Substance use disorder treatment with relapse prevention planning, craving logs, 12-step integration, and 42 CFR Part 2 compliance, (8) Eating disorder treatment with meal logs, body image worksheets, and nutritionist coordination. Therapists can customize homework libraries, create specialty assessment batteries, and document unique interventions while benefiting from automated workflows for scheduling, communication, and billing. The platform adapts to your therapeutic approach rather than forcing generic templates.

Absolutely! Group therapy requires unique scheduling, communication, and documentation features. Telani provides: (1) Group session scheduling with capacity management (e.g., '8 clients maximum per DBT skills group'), (2) Group messaging where facilitators can send announcements, homework, and resources to all group members simultaneously, (3) Individual and group session tracking for billing (90853 group psychotherapy vs. 90834 individual session), (4) Group homework assignments with individual completion tracking showing which members are engaging, (5) Group progress notes with individual client participation documentation for insurance reporting, (6) Waitlist management for popular groups with automatic notifications when spots open, (7) Recurring group series scheduling (e.g., '12-week DBT skills group every Wednesday 6-7:30pm'), (8) Virtual group sessions via video conferencing with breakout room capabilities for subgroup work, (9) Group intake and screening to assess appropriateness for group placement. Many therapy practices run specialized groups (anxiety management, depression support, trauma survivors, LGBTQ+ affirmative therapy, teen social skills) and use Telani to manage the additional complexity of multiple clients per session. Group therapy is also a revenue driver for practices (seeing 8 clients in 90 minutes is more efficient than individual sessions) while providing evidence-based treatment.

Telani is designed for a wide range of mental health providers including: (1) Private practice psychologists, therapists, and counselors (solo practitioners or small group practices), (2) Large group practices with 10-50+ therapists across multiple office locations, (3) Community mental health centers serving diverse populations with sliding scale fees, (4) Hospital-based outpatient psychiatry and psychology departments, (5) Substance use disorder treatment programs (outpatient, IOP, PHP) requiring 42 CFR Part 2 compliance, (6) College and university counseling centers serving student populations, (7) Employee Assistance Programs (EAP) providing workplace mental health services, (8) Specialized therapy practices (trauma, eating disorders, LGBTQ+ affirmative, perinatal mental health, neurodiversity-affirming), (9) Psychiatric practices offering medication management alongside therapy, (10) Telehealth-only practices serving clients across multiple states. Any mental health practice struggling with client communication boundaries, homework compliance, no-shows, billing complexity, teletherapy integration, or outcome tracking benefits from Telani. We serve solo therapists to 100+ provider organizations across outpatient, IOP, and PHP levels of care.

Most psychotherapy practices are fully operational on Telani within 2-3 weeks. Here's the typical implementation timeline: Week 1: Kickoff call with your dedicated implementation specialist to configure appointment types, therapy homework libraries by modality (CBT, DBT, ACT, trauma), crisis protocols, client communication boundaries, and EHR integration scope. Days 3-5: Data import including current client contact information, therapist schedules, and insurance information (if applicable). Days 6-10: Staff training sessions for therapists, administrative staff, and billing team via live webinar or recorded modules covering HIPAA compliance, crisis protocols, and documentation workflows. Days 11-14: Pilot phase with 10-20 clients to test homework delivery, secure messaging, appointment reminders, and teletherapy video conferencing. Days 15-21: Full practice rollout with all clients receiving access to the mobile app, secure messaging, and online booking portal. For large group practices or community mental health centers, we stagger implementation by therapist or team to minimize disruption and allow early adopters to share best practices. Our implementation team includes licensed mental health professionals who understand therapeutic boundaries, crisis management, and the unique workflows of different therapy modalities. We also provide customization for practices with specialized needs (DBT programs, eating disorder clinics, trauma-focused practices).

Yes! Many therapy practices include psychiatrists or collaborate with medication management providers. Telani supports integrated behavioral health with: (1) Medication reminders sent to clients at prescribed times to improve adherence, (2) Side effect tracking where clients report medication experiences to inform prescriber adjustments, (3) Symptom monitoring (PHQ-9, GAD-7) sent regularly to assess medication effectiveness and guide prescribing decisions, (4) Collaborative care messaging connecting therapists and psychiatrists for coordinated treatment planning, (5) Medication education resources explaining common psychiatric medications, side effects, and adherence strategies, (6) Prescription renewal reminders alerting clients and psychiatrists when refills are needed, (7) Integration with e-prescribing systems (DrFirst, Surescripts) to streamline medication ordering. For practices using the collaborative care model (psychotherapy + medication management), Telani facilitates communication between therapists and prescribers while maintaining appropriate documentation for both therapy (90834-90837) and medication management (99213-99214) billing. This is especially valuable for practices treating moderate to severe depression, anxiety disorders, bipolar disorder, or ADHD where combined treatment is standard of care.

Yes! Telani includes features specifically designed for supervision and clinical training: (1) Supervisor access controls where clinical supervisors can review supervisee session notes, client communications, and documentation for quality assurance and training, (2) Session recording with client consent for supervision review, case consultation, and therapist skill development, (3) Co-therapy and live supervision support for supervisors joining teletherapy sessions to observe and provide real-time guidance, (4) Supervision documentation with templates for supervision notes, training plans, and competency assessments required for licensure, (5) Case consultation messaging where supervisees can securely message supervisors with questions about treatment planning, ethical dilemmas, or crisis situations, (6) Training resource libraries where supervisors can share articles, videos, and training materials with supervisees, (7) Caseload oversight showing supervisee productivity, client outcomes, and homework completion rates to guide supervision priorities. These features support pre-licensed therapists working toward full licensure (LPC, LCSW, LMFT, PsyD, PhD interns), postdoctoral fellows, and continuing education for licensed therapists seeking specialty certifications. Group practices with training programs also use Telani to maintain accreditation compliance and documentation for APA, NASW, or state licensing boards.

Yes! Telani's analytics dashboards provide real-time and historical data on practice operations and therapist performance. Key metrics include: (1) Sessions per therapist per week to track productivity and clinical capacity, (2) No-show and cancellation rates by therapist, time slot, or client demographics to optimize scheduling, (3) Therapy homework completion rates by therapist, diagnosis, or treatment modality to assess client engagement, (4) Average treatment duration and premature termination rates to understand retention patterns, (5) Revenue per therapist, collection rates, and outstanding accounts receivable for financial health, (6) Client acquisition sources showing which referral channels (insurance directories, Psychology Today, physician referrals, online ads) drive the most new clients, (7) Treatment outcomes by therapist showing average PHQ-9/GAD-7 score reductions and goal attainment rates, (8) Client satisfaction scores from post-treatment surveys and Net Promoter Scores, (9) Insurance reimbursement rates and denial trends by payer to inform network participation decisions, (10) Teletherapy vs. in-person utilization rates showing modality preferences. These metrics help practice owners optimize therapist schedules (morning, evening, weekend availability), identify top-performing therapists for mentorship roles, make data-driven marketing decisions, and demonstrate value to insurance networks for contract negotiations. Reports can be exported for business planning, bank loans, or investor presentations for growing practices.