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.
STAY a WHILE.
…or START something NEW.
You can dive into the work we might create together, or wander through the words and ideas that shape it.
