Top 5 EHR for Counselling 2026: Complete Comparison & Buyer's Guide

Choosing the right EHR for your counselling practice is critical for efficiency, compliance, and client care. Generic medical EHRs don't understand the unique needs of mental health professionals—from specialized note formats (SOAP, DAP, BIRP) to outcome tracking and telehealth integration.

This guide compares the top 5 EHR systems built for counsellors and therapists in 2026, covering features, pricing, and which practices they serve best across the United States, United Kingdom, Canada, and Australia.

For additional context, see our EHR for Therapist Guide and EHR for Mental Health.

Why Counsellors Need Specialized EHR Software

Clinical Requirements:

• Mental health-specific note templates (SOAP, DAP, BIRP, GIRP)
• Treatment plan tracking
• Goal setting and progress monitoring
• Outcome measurement tools (PHQ-9, GAD-7, etc.)
• Crisis documentation

Compliance Needs:

• HIPAA/GDPR compliance
• Secure messaging
• Consent management
• Confidentiality protections
• Audit trails

Practice Management:

• Appointment scheduling
• Telehealth integration
• Insurance billing (if applicable)
• Superbill generation
• Payment processing

Client Experience:

• Online booking
• Secure client portal
• Intake forms
• Appointment reminders
• Progress sharing

Must-Have Features for Counselling EHR in 2026

Clinical Documentation

• Note Templates — SOAP, DAP, BIRP, GIRP, progress notes
• Treatment Plans — Goal setting, interventions, progress tracking
• Assessment Tools — PHQ-9, GAD-7, PCL-5, outcome measures
• Crisis Documentation — Safety plans, risk assessments
• Diagnosis Tracking — DSM-5/ICD-10 codes

Telehealth

• HIPAA-Compliant Video — Secure, encrypted sessions
• Screen Sharing — Review documents with clients
• Mobile Access — Clients join from any device
• Recording Options — For supervision (with consent)
• Waiting Room — Virtual check-in

Practice Management

• Scheduling — Calendar management, recurring appointments
• Client Portal — Secure access to forms and documents
• Intake Forms — Digital, customizable questionnaires
• Reminders — Automated SMS/email notifications
• Billing — Insurance claims or private pay

Compliance & Security

• HIPAA/GDPR Compliant — Encrypted storage and transmission
• BAA Included — Business Associate Agreement
• Audit Logs — Track all access and changes
• Secure Messaging — Encrypted client communication
• Backup & Recovery — Automatic data protection

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Top 5 EHR Systems for Counselling in 2026

1. ClinikEHR — Best for Modern, AI-Powered Practices

Overview: ClinikEHR offers a comprehensive platform designed for mental health professionals, combining clinical documentation, telehealth, and practice management with AI-powered efficiency.

Key Strengths:

• ✅ AI Clinical Notes — Generate SOAP, DAP, BIRP notes in seconds
• ✅ Mental Health Templates — Pre-built for therapy workflows
• ✅ Integrated Telehealth — HIPAA-compliant video built-in
• ✅ Auto-Scored Assessments — PHQ-9, GAD-7, PCL-5 automatically calculated
• ✅ Online Booking — Embeds on your website
• ✅ Transparent Pricing — No hidden fees
• ✅ Mobile-Friendly — Works on any device
• ✅ Quick Setup — Go live in days, not months

Clinical Features:

• SOAP, DAP, BIRP, GIRP note templates
• AI-assisted documentation (saves 15-20 min per session)
• Treatment plan tracking
• Goal progress monitoring
• Crisis documentation templates
• Outcome measurement tools
• DSM-5/ICD-10 diagnosis codes

Practice Management:

• Smart scheduling with recurring appointments
• Automated reminders (reduce no-shows by 40%)
• Digital intake forms
• Secure client portal
• Insurance billing and superbills
• Payment processing
• Reporting and analytics

Telehealth:

• Native HIPAA-compliant video
• No per-session fees
• Screen sharing
• Mobile access
• Waiting room feature

Pricing:

• $99-199/month per provider
• All features included
• No setup fees
• 30-day free trial

Best For:

• Solo and small group practices (1-10 therapists)
• Therapists wanting AI efficiency
• Tech-forward practices
• Practices needing integrated telehealth
• Counsellors tired of clunky legacy systems

Limitations:

• Newer platform (less legacy integration)
• Not ideal for large agencies (50+ therapists)

Learn More: ClinikEHR for Therapists

2. SimplePractice — Best for Therapists and Counsellors

Overview: SimplePractice is the most popular EHR among therapists and counsellors, known for its clean interface and comprehensive features tailored specifically for mental health professionals.

Key Strengths:

• ✅ Designed specifically for therapists
• ✅ Intuitive, easy-to-learn interface
• ✅ Strong client portal
• ✅ Excellent customer support
• ✅ Large user community
• ✅ Telehealth included
• ✅ Insurance billing available

Clinical Features:

• SOAP, DAP, BIRP, progress note templates
• Treatment plan creation
• Goal tracking
• Custom note templates
• Diagnosis tracking
• Document storage

Practice Management:

• Calendar and scheduling
• Automated reminders
• Digital intake forms
• Client portal
• Insurance billing (add-on)
• Superbill generation
• Payment processing

Telehealth:

• Integrated video sessions
• HIPAA-compliant
• Mobile access
• Screen sharing
• No per-session fees

Pricing:

• Solo: $29/month
• Essential: $69/month
• Plus: $99/month
• Insurance billing: Additional $20-30/month
• 30-day free trial

Best For:

• Solo therapists and counsellors
• Private practice therapists
• Group practices (up to 20 therapists)
• Practices prioritizing ease of use
• Therapists wanting strong community support

Limitations:

• Insurance billing costs extra
• No AI features
• Some advanced features require higher tiers
• Can feel basic for complex practices
• Limited customization

3. TherapyNotes — Best for Insurance-Based Practices

Overview: TherapyNotes is a comprehensive EHR designed for mental health professionals who bill insurance, offering robust claims management and practice analytics.

Key Strengths:

• ✅ Excellent insurance billing features
• ✅ Strong claims management
• ✅ Comprehensive reporting
• ✅ Scheduling with waitlist
• ✅ Telehealth included
• ✅ Good for group practices
• ✅ Established platform (20+ years)

Clinical Features:

• Multiple note formats (SOAP, DAP, BIRP, etc.)
• Treatment plan templates
• Outcome tracking
• Custom templates
• Diagnosis management
• Document library

Practice Management:

• Advanced scheduling
• Waitlist management
• Automated reminders
• Digital intake forms
• Client portal
• Insurance verification
• Claims submission and tracking
• ERA/EFT processing

Telehealth:

• Integrated video platform
• HIPAA-compliant
• Mobile access
• Recording capability (with consent)

Pricing:

• $49/month per clinician
• All features included
• No setup fees
• 30-day free trial (with credit card)

Best For:

• Practices billing insurance
• Group practices (5-50 therapists)
• Practices needing robust reporting
• Established practices with complex billing
• Practices wanting comprehensive features

Limitations:

• Steeper learning curve
• Interface feels dated
• Less intuitive than SimplePractice
• No AI features
• Requires credit card for trial

4. ICANotes — Best for Behavioral Health Documentation

Overview: ICANotes specializes in behavioral health documentation with extensive templates and customization options, ideal for practices requiring detailed clinical notes.

Key Strengths:

• ✅ Extensive note templates
• ✅ Highly customizable
• ✅ Strong for behavioral health
• ✅ Good for agencies and hospitals
• ✅ Comprehensive assessment tools
• ✅ Medication management
• ✅ E-prescribing integration

Clinical Features:

• 100+ pre-built note templates
• Custom template builder
• Treatment plan library
• Outcome measures
• Medication tracking
• E-prescribing (add-on)
• Crisis documentation

Practice Management:

• Scheduling
• Automated reminders
• Digital forms
• Client portal
• Insurance billing
• Superbills
• Reporting

Telehealth:

• Integrated video (add-on)
• HIPAA-compliant
• Mobile access

Pricing:

• $79-149/month per provider
• Telehealth: Additional $20/month
• E-prescribing: Additional cost
• Setup fees may apply
• Free demo available

Best For:

• Behavioral health agencies
• Hospital-based practices
• Practices needing extensive templates
• Clinicians wanting deep customization
• Practices with complex documentation needs

Limitations:

• Expensive with add-ons
• Complex interface
• Steep learning curve
• Telehealth costs extra
• Can feel overwhelming for solo practitioners

5. TheraNest — Best Budget Option

Overview: TheraNest offers affordable EHR software for therapists and counsellors with essential features at a lower price point, suitable for solo practitioners and small practices.

Key Strengths:

• ✅ Affordable pricing
• ✅ Easy to use
• ✅ Good for solo practitioners
• ✅ Telehealth included
• ✅ Client portal
• ✅ Insurance billing available
• ✅ No contracts

Clinical Features:

• SOAP, DAP, progress note templates
• Treatment plans
• Goal tracking
• Custom templates
• Document storage
• Diagnosis tracking

Practice Management:

• Calendar and scheduling
• Automated reminders
• Digital intake forms
• Client portal
• Insurance billing (higher tier)
• Superbills
• Payment processing

Telehealth:

• Integrated video
• HIPAA-compliant
• Mobile access
• Unlimited sessions

Pricing:

• Essential: $39/month
• Professional: $59/month
• All features included in Professional
• No setup fees
• 21-day free trial

Best For:

• Solo practitioners on a budget
• New therapists starting out
• Small group practices (2-5 therapists)
• Practices with simple needs
• Counsellors wanting affordable option

Limitations:

• Basic features compared to competitors
• Limited customization
• Fewer templates than ICANotes
• No AI features
• Less robust reporting
• Smaller user community

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Feature Comparison Table

Feature	ClinikEHR	SimplePractice	TherapyNotes	ICANotes	TheraNest
AI Clinical Notes	✅ Excellent	❌	❌	❌	❌
Note Templates	✅ Good	✅ Good	✅ Good	✅ Excellent	✅ Basic
Treatment Plans	✅	✅	✅	✅	✅
Telehealth	✅ Included	✅ Included	✅ Included	⚠️ Add-on	✅ Included
Insurance Billing	✅	⚠️ Add-on	✅ Excellent	✅	⚠️ Higher Tier
Client Portal	✅	✅ Excellent	✅	✅	✅
Mobile Access	✅ Excellent	✅ Good	✅ Good	✅	✅
Outcome Measures	✅ Auto-scored	⚠️ Manual	✅	✅	⚠️ Basic
Pricing/Month	$99-199	$29-99	$49	$79-149	$39-59
Setup Time	1-2 days	2-3 days	3-5 days	1-2 weeks	2-3 days
Best For	Modern/AI	Therapists	Insurance	Behavioral Health	Budget

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How to Choose the Right Counselling EHR

Consider Your Practice Size

Solo Practitioner:

• ClinikEHR — Modern, AI-powered efficiency
• SimplePractice — Easy to use, popular
• TheraNest — Budget-friendly

Small Group (2-10 therapists):

• ClinikEHR — Scalable with transparent pricing
• SimplePractice — Great for therapy groups
• TherapyNotes — Good insurance billing

Medium to Large (10+ therapists):

• TherapyNotes — Robust for larger practices
• ICANotes — Comprehensive for agencies
• ClinikEHR — Modern alternative

Consider Your Billing Model

Private Pay Only:

• ClinikEHR — Excellent superbills and payment processing
• SimplePractice — Simple invoicing
• TheraNest — Affordable option

Insurance Billing:

• TherapyNotes — Best insurance features
• ClinikEHR — Clean claims submission
• ICANotes — Comprehensive billing

Mixed (Insurance + Private Pay):

• ClinikEHR — Handles both seamlessly
• TherapyNotes — Strong insurance, good private pay
• SimplePractice — With insurance add-on

Consider Your Tech Comfort

Want Simple & Modern:

• ClinikEHR — Intuitive, AI-assisted
• SimplePractice — Very user-friendly
• TheraNest — Straightforward

Want Comprehensive & Customizable:

• ICANotes — Extensive customization
• TherapyNotes — Robust features

Want AI Efficiency:

• ClinikEHR — Only option with strong AI

Consider Your Budget

Under $50/month:

• TheraNest ($39-59)
• SimplePractice Solo ($29)

$50-100/month:

• TherapyNotes ($49)
• SimplePractice Essential/Plus ($69-99)
• ICANotes ($79+)
• ClinikEHR ($99-199)

$100+/month:

• ClinikEHR ($99-199) — Best value for features
• ICANotes with add-ons ($100-200+)

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Critical Features to Test During Trials

Note-Taking Workflow

1. Create a SOAP note from scratch
2. Use a template for DAP note
3. Add treatment plan goals
4. Complete outcome measures
5. Verify speed and ease

Red Flags:

• Too many clicks to complete notes
• Templates don't match your style
• No AI assistance (wastes time)
• Difficult to customize

Telehealth Experience

1. Start a test video session
2. Share your screen
3. Test on mobile device
4. Check audio/video quality
5. Verify HIPAA compliance

Red Flags:

• Poor video quality
• Difficult for clients to join
• Extra per-session fees
• No mobile access

Client Portal

1. Send intake forms to test email
2. Complete forms as client
3. Book appointment through portal
4. Send secure message
5. Access documents

Red Flags:

• Clunky client experience
• Not mobile-friendly
• Difficult to navigate
• Limited functionality

Billing Workflow

1. Create a superbill
2. Submit a test claim (if insurance)
3. Process a payment
4. Generate an invoice
5. Run a revenue report

Red Flags:

• Complicated billing process
• No insurance verification
• Poor reporting
• Hidden fees

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Common Counselling EHR Mistakes to Avoid

Mistake 1: Choosing Based on Price Alone

Problem: Cheapest option may lack critical features or waste time Solution: Calculate time savings from AI and automation—ClinikEHR saves 15-20 min per session

Mistake 2: Not Testing Telehealth

Problem: Discover poor video quality or client difficulties after purchase Solution: Do full test session during trial, including mobile access

Mistake 3: Ignoring Note Templates

Problem: Templates don't match your documentation style Solution: Test creating notes in your preferred format (SOAP, DAP, BIRP)

Mistake 4: Overlooking Client Experience

Problem: Clunky portal leads to client frustration and no-shows Solution: Test portal from client perspective—booking, forms, messaging

Mistake 5: Not Considering Growth

Problem: Outgrow system quickly and face expensive migration Solution: Choose scalable platform like ClinikEHR that grows with you

Mistake 6: Skipping AI Features

Problem: Spend 15-20 minutes per session on notes when AI could do it in seconds Solution: Try ClinikEHR's AI notes—saves hours weekly

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Implementation Best Practices

Week 1: Setup

• Create account and configure settings
• Set up note templates
• Configure appointment types
• Add intake forms
• Set up payment processing

Week 2: Testing

• Create test client records
• Practice documentation
• Test telehealth
• Try billing workflow
• Get staff feedback

Week 3: Data Migration

• Export data from old system
• Import to new system
• Verify accuracy
• Set up recurring appointments

Week 4: Go Live

• Soft launch with select clients
• Monitor closely
• Address issues quickly
• Full launch

Pro Tip: ClinikEHR offers free onboarding to ensure smooth transition.

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Related Resources

ClinikEHR Guides

• EHR for Therapist
• EHR for Mental Health
• AI Clinical Notes for Therapists
• How to Get Started with AI Clinical Notes
• Insurance-Ready Notes for 90837

External Resources

• American Counseling Association: https://www.counseling.org/
• BACP (UK): https://www.bacp.co.uk/
• Canadian Counselling and Psychotherapy Association: https://www.ccpa-accp.ca/
• Australian Counselling Association: https://www.theaca.net.au/
• HIPAA Compliance: https://www.hhs.gov/hipaa/

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Frequently Asked Questions

What is the best EHR for solo counsellors? For solo counsellors, ClinikEHR offers the best balance of features and value with AI clinical notes, integrated telehealth, and transparent pricing at $99-199/month. SimplePractice is also popular at $29-99/month but lacks AI features.

Do I need separate software for telehealth? No—modern EHRs like ClinikEHR, SimplePractice, and TherapyNotes include HIPAA-compliant telehealth. Avoid separate telehealth platforms that don't integrate with your EHR, as they create workflow inefficiencies.

Can EHR software help with insurance billing? Yes—TherapyNotes and ClinikEHR offer excellent insurance billing with claims submission, ERA/EFT processing, and denial management. SimplePractice offers insurance billing as an add-on. TheraNest includes it in higher tiers.

How much time can AI clinical notes save? AI clinical notes in ClinikEHR save 15-20 minutes per session. For a therapist seeing 20 clients/week, that's 5-7 hours saved weekly—equivalent to 6-8 additional client sessions or significant work-life balance improvement.

What note formats do counselling EHRs support? All top EHRs support SOAP, DAP, BIRP, and progress notes. ICANotes offers the most templates (100+), while ClinikEHR uses AI to generate any format you need. SimplePractice and TherapyNotes offer good template libraries.

Is HIPAA compliance included in counselling EHR? Yes—all reputable EHRs include HIPAA-compliant hosting, encryption, and Business Associate Agreements (BAA). Always verify BAA is included before purchasing. ClinikEHR, SimplePractice, TherapyNotes, ICANotes, and TheraNest all include HIPAA compliance.

Can I use counselling EHR on my phone? Yes—all top EHRs offer mobile access. ClinikEHR and SimplePractice have excellent mobile experiences. TherapyNotes and ICANotes are mobile-friendly but better on tablets. TheraNest works on mobile but with limited features.

How long does it take to implement counselling EHR? Simple systems like ClinikEHR and SimplePractice: 1-3 days. TherapyNotes and TheraNest: 3-5 days. ICANotes: 1-2 weeks due to complexity. Factor in time for data migration and staff training.

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Conclusion: Choose Software That Enhances Your Practice

The right EHR should make your counselling practice more efficient, improve client care, and reduce administrative burden—not add complexity. For most counsellors in 2026, the choice depends on your priorities.

Key Takeaways:

• ✅ AI features save significant time (15-20 min per session)
• ✅ Integrated telehealth is essential
• ✅ Test note templates during trial
• ✅ Consider client portal experience
• ✅ Insurance billing varies by platform
• ✅ Mobile access is critical

Quick Decision Guide:

• Best Overall: ClinikEHR — Modern, AI-powered, comprehensive
• Best for Therapists: SimplePractice — User-friendly, popular
• Best for Insurance: TherapyNotes — Robust billing features
• Best for Agencies: ICANotes — Extensive templates
• Best Budget: TheraNest — Affordable basics

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Transform Your Counselling Practice with ClinikEHR

Ready to save hours weekly and provide better client care? ClinikEHR offers everything counsellors need:

✅ AI Clinical Notes — Generate SOAP, DAP, BIRP notes in seconds ✅ Integrated Telehealth — HIPAA-compliant video built-in ✅ Auto-Scored Assessments — PHQ-9, GAD-7, PCL-5 calculated automatically ✅ Online Booking — Clients schedule 24/7 ✅ Secure Portal — Forms, messaging, documents ✅ Insurance Billing — Clean claims submission ✅ Transparent Pricing — $99-199/month, all-inclusive ✅ Quick Setup — Go live in 1-2 days

Start Your Free 30-Day Trial — No credit card required. Experience AI-powered counselling software.

Try AI Notes Free First: Free Clinical Notes AI Generator — Generate professional therapy notes instantly, no signup needed.

Questions about counselling EHR? Contact our team — We specialize in mental health practices.

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Disclaimer: EHR requirements and regulations vary by location and profession. Ensure your chosen EHR meets local compliance requirements for clinical documentation, telehealth, and data security. This article provides general information for educational purposes.