Choosing Your
Practice-Management Platform
For a solo practice, the right CRM/scheduling tool isn’t just “nice to have”, it’s the difference between calm, repeatable systems and late-night inbox triage. You want fewer tabs, fewer “did I send that?” moments, and more time for real work: client care. A good platform should quietly handle intake, reminders, billing, and (if you take insurance) claims, while playing nicely with your calendar and telehealth setup. Think of it like hiring a reliable front-desk person who never calls in sick and always remembers to send reminders.
I selected three popular programs and took some time to explore each one, hoping to help you find the best fit for your practice: Zanda Health, Carepatron, and TherapyAppointment.
Are you wondering, “What the heck do all these terms mean?” I got you.
Follow this LINK to the glossary down below.
A quick Snapshot:
| Platform | First-Year Cost (Low) | First-Year Cost (High) | Free Trial | Insurance Claims | Telehealth | Calendar Sync | Reminders |
|---|---|---|---|---|---|---|---|
| Zanda Health | ≈ $171/yr | ≈ $301/yr | 14 days | Add-on (enrollment + per claim) | Included (basic) | Google + Outlook | Email included; SMS add-on |
| Carepatron | $0 – $168/yr | $228 – $288/yr | Free forever | Included | Included (group video on higher tiers) | Two-way (paid tiers) | SMS + email (Essential +) |
| TherapyAppointment | $120 – $468/yr | $708/yr | 30 days | Included (electronic) | Integrated | Two-way (Google/iCal) | Text + email included |
Zanda Health
How it works (the vibe + workflow)
Zanda keeps scheduling simple with three appointment types: client, personal, and group/class, and fully customizable services (names, durations, fees). It syncs with Google/Outlook, de-identifies client names in calendar pushes if you want, and includes paperless intake, progress notes, integrated billing, and basic telehealth on Starter.
Lowest vs. highest solo tiers
Starter (solo): ~$19/mo after a 6-month 50% discount; includes 1 user, 1,000 appointments/year, unlimited clients, email reminders, basic telehealth, 100GB storage, integrated billing. SMS requires a dedicated number add-on + per-text fee. Insurance claims available via paid add-on (enrollment + per-claim).
Growth: $49/mo (promotional 50% off first 6 months); adds unlimited appointments, advanced waitlists, custom note templates, practice ops manual, multi-location support. (Useful if you outgrow Starter’s appointment cap.)
Pros
Clean appointment structure + customizable services.
Google/Outlook sync with de-identified titles.
Built-in telehealth and integrated billing on Starter.
Cons
Text reminders cost extra (monthly number + per-SMS).
Insurance claims aren’t included (enrollment + per-claim fees).
1,000 appointment cap on Starter; unlimited requires Growth.
Insurance, telehealth, support
Insurance: Add-on with enrollment fee + per-claim cost.
Telehealth: Included (basic) on Starter.
Support: Email/chat on Starter; video support on higher plans.
BEST for:
Therapists who want a simple, flexible scheduler with polished basics and don’t rely heavily on insurance claims or high-volume texting. Also great if you like granular control of services and tidy Google/Outlook sync.
Carepatron
How it works (the vibe + workflow)
Carepatron treats time like blocks you can actually live with: appointments, tasks, meetings, OOO. Services are easy to define, to offer as session packages, and to even book in groups. Two-way calendar sync and custom reminder timing kick in at paid tiers; telehealth runs across plans, and insurance billing is built-in.
Lowest vs. highest solo tiers
Free: $0—unlimited clients, telehealth, client portal, online payments, 1GB storage, live support. (No custom reminders or calendar sync.)
Essential: $14/mo (often ~$7/mo for first 6 months) adds automatic/custom reminders, two-way calendar sync, video chat, and 5GB storage.
Plus ($19/mo) / Advanced ($24/mo): unlocks unlimited storage, group scheduling/calls, shared inboxes, branding, roles/permissions, white-labeling, GA integration, account manager, data import support.
Pros
Free forever tier + low-cost paid tiers.
Reminders + 2-way sync included at Essential and up.
Telehealth across plans; group video on higher tiers.
Built-in insurance billing with real-time tracking.
Live support even on Free.
Cons
Free plan lacks reminders + calendar sync.
Essential has 5GB storage cap; unlimited requires Plus.
Enterprise-style features (roles/permissions, white-labeling) need higher tiers.
Insurance, telehealth, support
Insurance: Included; submit/manage/track claims in-platform.
Telehealth: Included; group calls at higher tiers.
Support: Live chat/email on all plans; priority support higher up.
BEST for:
Budget-savvy solos who want the essentials done well: reminders, two-way sync, telehealth, and insurance claims, without a big monthly bill. If you’re starting out or staying lean, this is the friendly workhorse.
How it works (the vibe + workflow)
TherapyAppointment is purpose-built for mental health. Appointment types are defined via CPT codes (you control self-scheduling availability), and the platform bundles client portal, secure messaging, reminders, two-way calendar sync, telehealth, and electronic insurance claims into a tidy EMR. Pricing scales with session volume, so heavier caseloads pay more.
Lowest vs. highest solo tiers
$10/mo up to 11 sessions; $39/mo for 12–39 sessions; $59/mo unlimited. All plans include reminders, two-way calendar sync, client portal, secure messaging, and electronic claims. 30-day free trial.
Pros
Reminders + calendar sync included on every plan.
Electronic claims included; strong mental-health EMR features.
Integrated telehealth + secure messaging + client portal.
Cons
Pricing ramps with session volume; unlimited can feel spendy.
Some integrations limited in HIPAA mode; telehealth add-ons may add cost.
Insurance, telehealth, support
Insurance: Included (electronic claims + eligibility).
Telehealth: Integrated; bookable via CPT-coded sessions.
Support: Phone, email, and knowledge base; 30-day full-feature trial.
TherapyAppointment
BEST for:
Clinicians who want an all-in EMR that feels built for therapy from the ground up, especially if insurance billing is a daily reality and you value built-in workflows over à-la-carte add-ons.
So…Which One Fits You?
Choose Zanda Health if you want a simple, flexible scheduler with solid basics, you’re okay with add-on SMS and add-on claims, and you won’t blow past the Starter appointment cap. It’s minimalist with just-right knobs.
Choose Carepatron if you want maximum value (reminders + sync + telehealth + claims) at a gentle price, with the option to grow into group features later. It’s the budget-friendly all-rounder.
Choose TherapyAppointment if you want robust, therapy-specific EMR with claims included and you’re okay with pricing that scales as your caseload grows. It’s the feature-rich specialist.
BOTTOM LINE: start with your non-negotiables: claims, reminders, calendar sync, telehealth, and your average monthly sessions. If you’re optimizing for lowest cost with core essentials, Carepatron’s Essential plan is hard to beat. If you’re optimizing for mental-health depth and integrated claims/reminders at any tier, TherapyAppointment is built for you. If you want clean, flexible scheduling with optional add-ons, Zanda keeps it calm and tidy. Your practice, your flow. Pick the tool that disappears into your day.
LINGO BREAKDOWN:
You didn’t become a therapist to decode acronyms. Here’s your gentle guide to what all these letters and buzzwords actually mean.
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Your digital assistant that remembers everything; clients, sessions, payments, notes. Think of it as the friend who reminds you of birthdays but for your practice.
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Your secure, online filing cabinet. Keeps progress notes, treatment plans, and billing info in one HIPAA-compliant place.
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Similar to EMR, but meant to “talk” with other healthcare systems. If EMR is your personal notebook, EHR is the one you share when collaborating with doctors or specialists.
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Insurance-speak for “what you did in session.” Each code describes the service (for example, 90837 for individual therapy, 60 minutes).
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I’m pretty sure you already know this, but just in case:
The rulebook that keeps you and your clients protected. HIPAA compliance means encrypted data, secure messaging, and no awkward privacy breaches.
Ready to start your project?
Whether you’re building a brand-new practice or reimagining your business, I’d love to help.
Want to read some cool articles?
Check out the blog, The Art of Being Seen, to discover some tips, tricks, and other cool stuff.