Best EHR for Mental Health therapists in 2025
- Avivit Fisher
- Nov 10
- 8 min read
Your EHR system can help you with much more than practice management. It can help you retain existing clients, offer security and protection, and significantly decrease your on-billable hours. In essence, it's the backbone of your business.
But choosing the right EHR system can feel overwhelming due to many options in the market. This process can be further complicated by soliciting advice from your colleagues, each having a different preference and experience.
In this guide, I will try to simplify this task for you. You will be able to compare and contrast the top EHR solutions for mental health professionals in 2025. I’ll walk you through features, pricing, marketing and billing workflows, and what truly makes an EHR the right fit for solo and small group practices.
How to Understand Your Practice Needs
Before you choose any EHR, you need clarity on what your practice actually needs, not just today but six months from now. Map out your entire workflow from intake to billing.
Ask yourself:
How many clients do I see?
Do I accept insurance?
Who handles payments and scheduling?
Are there marketing touchpoints in my client journey?
For solo providers, simplicity and ease of use may top the list. Small group practices will need scalability, supervision tools, and collaborative features. Clarifying these needs upfront will prevent you from investing in a system that you outgrow too quickly or one that leaves critical features out.
How to Define Key Evaluation Criteria
Not all EHRs are created equal. You want a system that meets the specific demands of behavioral health while integrating seamlessly into your practice operations. Your evaluation checklist should include:
Documentation workflows (SOAP, DAP, treatment plans)
Scheduling and client portal functionality
Secure telehealth integration
Billing and insurance claims management
HIPAA-compliant payment processing
Marketing automation or client engagement tools
Cost structure and transparency
Customer support and training resources
These are the core pillars. Any system lacking more than one or two of these should be reconsidered.
Understanding HIPAA, Payments & Compliance
Data privacy is foundational to trust. Ensure any EHR you consider has HIPAA-compliant data storage, encrypted transmissions, role-based access, and a Business Associate Agreement (BAA).
But don’t stop there. Payments are also a compliance area. Some payment apps may violate HIPAA due to how they store or transmit client data. I break this down in detail in this blog post on HIPAA-compliant payment apps.
Your EHR should offer secure payment processing, automated invoicing, and the ability to handle insurance claims without exposing your practice to compliance risks.
Why Marketing Matters in an EHR
Let’s change the pace and talk about marketing. If your EHR doesn’t support your marketing strategy, you’re leaving money (and potential clients) on the table.
An EHR should act as part of your marketing infrastructure. Look for features like:
Branded client portals
Online scheduling with automated reminders
Intake forms that act as lead capture tools
Follow-up messaging
These features don’t just streamline your admin work, they nurture client relationships and improve retention. Want a deeper dive? Read my full guide on Marketing and HIPAA Compliance.
EHR Platforms to Consider in 2025
SimplePractice
SimplePractice remains one of the most popular all-in-one platforms for therapists, and for good reason. It offers customizable documentation templates, integrated telehealth, a robust client portal, and automated billing workflows. Its marketing-friendly features, like online scheduling and branded client portals, make it a great choice if you want to streamline operations and client acquisition.
That said, many features are gated behind higher-tier plans, and it may be less budget-friendly for new solo providers. Luckily, Simple Practice offers a free trial for you to test their platform.
Ready to simplify your practice? Start your FREE trial of SimplePractice today.
Blueprint EHR
Blueprint focuses on measurement-based care, which can be powerful for clinicians using outcomes tracking. It includes session note integration, billing, and scheduling. While its marketing features aren’t as pronounced, its focus on clinical quality can become a unique selling point in your client experience.
Blueprint may be especially helpful if you're in a group practice setting or serve a population where data tracking and reports boost engagement.
Checkpoint EHR
Checkpoint EHR is tailored specifically for behavioral health practices. It includes integrated claims management, hands-free billing, and unlimited user access that makes it attractive for small group practices looking to scale without getting nickel-and-dimed.
Its client portal supports intake, messaging, and e-signatures, aligning well with marketing and administrative workflows. While their marketing automation features are less emphasized, the built-in billing tools and claims scrubbing capabilities offer a streamlined payment experience that supports your practice’s financial health.
TherapyNotes
TherapyNotes offers reliability and structure. It's not flashy, but it excels in core areas like documentation, billing, and scheduling. Its interface is designed with therapists in mind, offering SOAP and DAP templates, appointment reminders, and an integrated credit card processor.
Marketing features are somewhat limited compared to other platforms, but it’s a solid, no-fuss option for practices that prioritize consistency and compliance.
Ensora Health (formerly TheraNest)
Ensora is well-suited for practices ready to scale. It offers unlimited clients, group therapy features, and an intuitive client portal. Its transparent pricing model makes budgeting easier, and it includes billing, insurance claims, and note-taking tools.
Its onboarding and team support features are particularly useful for growing practices. While not the most modern-looking UI, its substance often outweighs style.
Healthie
Healthie shines in the telehealth and client engagement space. With journaling tools, goal tracking, and wellness-focused features, it works well for therapists who blend coaching or holistic modalities into their practice.
It also includes marketing-supportive features like online scheduling and client check-ins. If telehealth and engagement are top priorities, Healthie might be your platform.
Carepatron
Carepatron is one of the most affordable options and offers good functionality for solo therapists just starting out. It includes core features like note-taking, invoicing, and telehealth.
While its marketing and analytics features aren’t as robust, it offers enough functionality to help you stay HIPAA-compliant and organized without a big investment. A strong option for bootstrappers.
Summary: Which EHR is Right for You?
Starting Solo? SimplePractice, Carepatron or TherapyNotes offer solid entry-level solutions.
Scaling a Group Practice? SimplePractice, Ensora, or Checkpoint EHR can grow with you.
Marketing-Focused? SimplePractice and Healthie support stronger engagement tools.
Compliance & Billing-Centric? TherapyNotes and Checkpoint EHR emphasize streamlined, secure operations.
Remember: The best EHR for mental health isn't just the one with the most features for your buck. It's the one that aligns with your workflow, your growth strategy, and how you want to serve your clients.
Optimizing Client Payment & Revenue Flow
Your EHR isn’t just for documentation but a part of your revenue system. A strong EHR should help you get paid faster, more reliably, and with less effort.
Look for features like card-on-file storage, automated invoices, and recurring billing. Bonus if the EHR supports generating superbills for out-of-network clients or integrates directly with clearinghouses for insurance claims.
A smooth payment process improves the client experience, too. When clients can pay through a branded portal, respond to automated reminders, and receive receipts automatically, it reduces friction and strengthens trust. That means fewer missed payments, fewer awkward conversations, and stronger cash flow.
Ask vendors:
How are payments processed?
Can I automate recurring charges?
What are the transaction fees?
Are there tools to track overdue invoices or generate superbills?
Building a Marketing-Friendly EHR Workflow
Your EHR can either support or stifle your marketing. The right system helps you attract and retain clients by integrating with your brand and workflow.
Client portals aren’t just admin tools — they’re part of your marketing experience. Look for platforms that allow branded portals, online scheduling, and automated follow-ups. Intake forms can double as lead capture forms when placed on your website, and automated email or text reminders reduce no-shows while keeping your practice top of mind.
Engagement tools like journaling, check-ins, or follow-up surveys can deepen the therapeutic relationship, but also increase retention and referrals.
In my opinion, the platform that can easily integrate all its tools with your website (or even build a website for you) will be most valuable in the long run.
Ask yourself:
Can clients self-schedule online?
Can I customize the portal with my brand?
Does the system send reminders or confirmations?
Can I collect intake forms online before the first session?
Planning for Growth: From Solo to Small Group
Whether you’re a solo provider today or planning to bring on associates, your EHR should be able to grow with you.
That means more than just adding users. You’ll want role-based permissions, supervisor access, shared client scheduling, and financial tracking across clinicians. Look for tools that let you scale without dramatically increasing admin time.
Choose a platform that supports unlimited users or offers affordable scaling tiers. A shared documentation system with audit trails, the ability to assign clients to specific clinicians, and reporting features across providers will save you time and money later.
Ask yourself:
What’s the cost to add a new user?
Can I track performance across clinicians?
Are there built-in tools for supervision or co-signing notes?
Vendor Feature & Cost Comparison Matrix
Here’s a snapshot comparison of the top EHRs discussed in this guide, focused on cost, marketing tools, payment integration, and growth potential.
EHR Platform | Solo-Friendly Cost | Marketing Features | Payment Tools | Growth/Team Support | Notes |
Moderate-High | Strong | Strong | Strong | Best for polished all-in-one | |
Varies | Moderate | Moderate | Strong | Great for data-focused practices | |
Affordable | Basic | Moderate | Moderate | Reliable & structured | |
Ensora (TheraNest) | Moderate | Moderate | Good | Strong | Good for small groups |
Moderate | Strong | Good | Moderate | Ideal for telehealth-heavy | |
Very Affordable | Basic | Good | Limited | Best for budget-conscious solos | |
Moderate-High | Moderate | Excellent | Excellent | Best for insurance-heavy practices |
Use this table to scan features that matter most to you, and make a shortlist of platforms to explore further.
How I Evaluated These EHRs + Affiliate Disclosure
Transparency is part of how I build trust. I evaluated these platforms based on firsthand research, client feedback, industry research, and what I hear from therapists running both solo and group practices.
In full disclosure: REdD Strategy is affiliated with SimplePractice and Blueprint EHR, meaning we may receive compensation if you sign up through my link. That said, I only recommend platforms I’d use myself or that align with what I recommend for clients.
Each tool was evaluated with the same criteria: usability, features, payment systems, marketing support, scalability, and compliance. I revisited each platform’s site and support documentation and conducted testing with a therapist-sized workflow: solo, 15-20 clients per week, some insurance billing, and growth on the horizon.
All pricing and feature info is accurate as of Q4 2025.
FAQ: choosing the best ehr for mental health
What is the easiest EHR for solo therapists to start with?
TherapyNotes and Carepatron both offer straightforward, affordable entry points. They prioritize usability and core functionality without overwhelming you with extras.
Do I need an EHR with marketing tools?
If you rely on client referrals, online bookings, or want to reduce no-shows, marketing automation can help. Tools like branded portals, automated reminders, and lead-generating intake forms pay off.
Can I switch EHRs later?
Yes, but it's not without work. Look for platforms that allow easy data export and check if they support onboarding/migration from other systems.
Is it worth paying more for integrated billing and claims management?
Absolutely, especially if you take insurance. Systems like Checkpoint EHR and SimplePractice help you get paid faster and reduce errors.
How does telehealth integration differ across platforms?
Some platforms like Healthie offer robust telehealth features, including engagement tools. Others, like TherapyNotes, provide basic but secure video sessions. Match features to how much telehealth you offer.
Can my EHR support practice growth?
Look for features like unlimited users (Checkpoint), group scheduling (Ensora), and scalable pricing tiers (SimplePractice). Planning one step ahead ensures your tech supports.
Conclusion
A thoughtful EHR strategy can transform your practice from chaos to clarity. It supports your clinical work, protects client data, simplifies billing, and strengthens your marketing.
