Psychology & Counselling Practice
Session notes
should not live in a notebook.
Session calendars, a locked notes layer, attendance tracking, scale records and fee handling. Where notes are held and who can open them is the single most important thing software does in this field.
The calendar shows initials rather than full names. Someone glancing at the screen cannot read who is coming in — a small choice, but one that carries weight in this profession. Figures are illustrative.
Nobody but the therapist should see a session note.
This is the least-discussed subject in counselling practices: reception sees the appointment, accounts sees the fee, but only that client's therapist sees the session note. Permissions are built on that.
Even the owner cannot see
Even as the practice owner you cannot open another therapist's session note. That isn't a limitation — it is what the profession requires, and software should enforce it.
Access logging
Who opened a note and when is recorded. Knowing a log exists prevents the unnecessary glance in the first place.
When a client transfers
When a client moves to another therapist, whether notes transfer is decided with the client's knowledge, and the transfer is recorded.
Legal requests
What happens under a court order is your and your legal advisor's decision. The system keeps a complete, tamper-evident record; it does not make the decision.
A client who doesn't come is more than an empty hour.
Missing a session is often about the therapy itself. But from a practice point of view that hour doesn't come back either. Both sides need to be visible.
No-shows fell from 7% in December to 4% in May. The difference is the month reminders were switched on. That isn't clients wanting therapy more — it is simply them no longer forgetting.
You define your cancellation policy: how many hours' notice is free, and what happens after. The system applies the rule and the client sees it when booking — which ends most of the later argument before it starts.
Whatever scale you use is what gets tracked.
The system does not decide which scale you use — that is a clinical choice and it is yours. It records the scores of the scale you defined, session by session, and shows the change over time.
You define scale names and scoring structures; the system imposes no preset list. Using scales you are licensed to use is your responsibility — some are copyrighted and require a licence.
Keep the fee conversation out of the session.
Discussing payment at the end of a session is uncomfortable for both sides. Once payment records and reminders run through the system, that moment disappears entirely.
Even when a no-show fee is defined, applying it is not automatic — the therapist can waive it. We left it that way deliberately; software should not be making that call.
The rest of the practice
Online booking
Clients can see free slots and book. If you prefer, it stays open only to existing clients.
Online sessions
A video link attaches to the appointment. Sessions are not recorded — recording is a separate consent matter and is never the default.
Note templates
You turn your own note structure into a template. The template suggests no content, only headings.
Two-step sign-in
Second-factor verification can be enabled for therapist accounts. With data like this, we recommend it.
Therapist load
Weekly session counts and utilisation per therapist. Burnout shows up in those numbers first.
Supervision notes
A separate space for supervision, independent of client notes. The two records never mix.
Questions
Can the practice owner see session notes?
No. Even as the owner you cannot open another therapist's session note. This isn't a configurable setting, it is a rule of the system. If a piece of software tells you it can be flexible about this, we'd suggest staying away from it.
Where is the data stored?
On your own server or on hosting we provide — you choose at setup. Client data is both special-category personal data and professionally privileged. Access is logged and backups are defined; your obligations as data controller remain yours.
We run online sessions — are they recorded?
Not by default. Recording a session is a separate matter of consent and retention; the system neither requires nor performs it automatically. If you need it, we discuss how it would be set up.
Which scales come preloaded?
You define the scale name and scoring structure. We do not ship a preset list, because some scales are copyrighted, require a licence, and that responsibility sits with the practitioner. The system records and compares the structure you defined.
How many therapists and clients?
No limit, and no per-user fee. A sole practitioner and a ten-person practice use the same system.
Can clients see their own record?
They can see appointments, remaining package sessions and payments. They cannot see session notes. What happens if a client requests access to their notes is a legal question and your decision.
Let's set up
one week of your practice.
How many practitioners, individual only or couples and children too, do you offer online sessions. We'll build a demo on your own structure.
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