The Office Manager’s Guide to Therapist Billing Software

Written by Howard Spector on September 14, 2016

Finding quality therapist billing software is easy when you know what features are most important.

It’s Monday morning. You organized your desk and the to-do list is empty. Your office smells like the fresh pot of coffee you just brewed. You’re feeling confident, and you know today is going to be productive. Your task at hand is to find new therapist billing software for the small practice you manage, and you’re ready.

You’ve got a brand new notebook, and you’re prepared to fill the pages with checklists, and the pros and cons of each possible system you’re considering.

But we’re here to tell you to pause for one minute.

Before you list all the features of each platform and compare and contrast, take a moment to list what it is that you need – and also what you want – from your therapist billing software.

Are you looking for a way to process client credit cards? Maybe you need a more dynamic reporting system. Only you know what your practice needs. If you’re looking for a little inspiration of what to consider, here’s what we think makes for an ideal billing system for therapists.

Credit card processing

therapist billing softwareSave yourself and your clients time by choosing a secure system that allows your practice to store client credit cards for scheduled payments. This is a win-win for everyone. Your client already has enough to worry about, and paying for treatment shouldn’t be added to the list. When you have a billing system that allows you to store credit card information, you’ll able to bill clients for their copay or treatment costs without needing to invoice them or ask for cash before their appointment.

Automated billing

Everyone in your office is busy. The therapist is catching up on client notes in between sessions. You’re running the front office, which means you’re scheduling appointments and chasing insurance claims. Sending invoices for services is one of your many job responsibilities. So why not allow your billing software to automate your invoicing for you ? With some of the time you save, you can take a moment for self-care, like stretching or practicing mindfulness at your desk.

Insurance claims filing

therapist billing softwareGetting paid is more than just sending bills to clients. You also need to work closely with insurance companies to submit claims, as well as track them to ensure they get approved or fix any issues before submitting. And, you still need to contact clients occasionally for partial payment. When you’re looking to update your billing software, you’ll save time by finding one that allows you to submit claims directly to insurance providers through the software.

Better yet, look for a system that allows you to batch claims on your schedule. You can set up the timeline for how often you choose to bill or send claims, and your billing software will identify any unbilled appointments for you. If you’re going to invest in therapist billing software, make sure you choose one that will make your job easier for you.

Insurance company enrollments

If you’ve ever tried to add insurance providers for your practice on your own, you know how painful and long that process can be. Here’s some great news: good therapist billing software will have the functionality to add enrollments for you! Save yourself the time it takes to connect with an insurance provider, and let your software pull the strings for you.


One of the most important features you’ll need in any office software, but especially for billing, is a quality reporting system. You want to be able to identify quickly and easily when and how money comes in. Even more important is reporting that showcases what you’re owed. If you’re comparing several billing systems, choose the one with a reporting system that factors in client payments and insurance claims in one place.

A fully integrated system

When you’re looking for therapist billing software, it’s important the system you pick has everything in one place. You want to be able to submit claims to insurance providers and bill patients directly, but how great would it be if the billing portion connects to administrative software as well as the patient charts?

An integrated system also allows for you to store documents. Long gone are the days of running your scheduling on a paper planner, your billing and client notes in two separate programs, and all paper documentation in a separate client file.


therapist billing softwareOne final note before you choose a new therapist billing software: it needs to be secure. With all the confidential information stored, you deserve a system that provides a total protection to your practice. Not only does the new software need to be HIPAA compliant, but it should also have bank-level security.

Are you wondering if you’ll ever be able to find software that has everything you need? Don’t settle for some of these features, when your practice deserves it all. You work hard managing the group, and you deserve the chance to automate your processes.

Here’s the great news: SimplePractice can do all this and more. But don’t just take our word for it. Read our customer reviews and then try it for yourself. We believe so much in our billing software that we allow practices to try it for free for 30 days. We want you to be sure it’s perfect for you, and we think you’ll find that it is.

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About the Author

Howard is the CEO and Co-founder of SimplePractice. Howard has over 20 years of experience in the information technology industry. He is proud to have earned his MA in Counseling Psychology with an emphasis in Depth Psychology at Pacifica Graduate Institute.

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