Why SimplePractice Makes Running a Private Practice So Much Easier
Hi friend,
When I started my private practice, I thought the hard part would be getting clients. What I didn’t expect? The mountain of admin work that showed up right after. Scheduling. Rescheduling. Sending reminders. Chasing down payments. Writing progress notes at 10pm because I ran out of time during the day. Figuring out how to run a business with zero training and even less patience.
I became a therapist to help people, not to become a part-time billing specialist and full-time admin manager.
If you're nodding along right now, you're not alone in this. The administrative side of private practice catches most of us off guard, and it's one of the biggest contributors to therapist burnout. But it doesn't have to stay that way.
SimplePractice is an all-in-one, HIPAA-compliant practice management and Electronic Health Record (EHR) platform built specifically for health and wellness professionals. Therapists, counselors, social workers, speech-language pathologists, occupational therapists, dietitians, and other wellness practitioners use it to manage their entire private practice from one place. It handles scheduling, billing, client communication, documentation, and telehealth (all the things that used to eat up your evenings and weekends).
I want to walk you through what this platform does and why so many therapists consider it a turning point for their practices.
The Reality of Running a Private Practice
Let's talk about what nobody tells you in grad school: running a private practice means running a business. And that business has a lot of moving parts.
You're responsible for managing client inquiries, intake calls, appointment booking, and all the back-and-forth that comes with coordinating care. You're handling insurance reimbursements, client invoicing, payment processing, and keeping your books in order. You're making sure everything meets healthcare regulations, maintaining client records, and staying on top of documentation. You're thinking about marketing and growth, attracting new clients, building your online presence, networking with other providers, and developing referral relationships. And you're handling the day-to-day office management that keeps everything running.
That's a lot for one person. And if you're a solo practitioner, you're doing all of this while also being the clinician. No wonder we’re exhausted.
I've talked to thousands of therapists over the years, and the pattern is almost always the same. We put clinical work first (as we should), and the administrative tasks pile up until they become overwhelming. Then we're working nights and weekends just to stay afloat, and wondering why we feel so burned out when we love the actual therapy part of our jobs.
I’ve been there. The first year of private practice really is the hardest. You’re building the plane while flying it, and that’s exactly why I recommend creating systems that support you from the start.
What is SimplePractice?
SimplePractice is a cloud-based EHR and practice management system designed specifically for private practice clinicians. Whether you're a solo therapist just getting started or part of a growing group practice with multiple clinicians, it brings all your administrative tasks into one clean, organized platform.
Think of it as your digital office manager that handles scheduling, billing, documentation, client communication, and telehealth without ever needing a day off.
The platform is HIPAA compliant and HITRUST certified, which means it meets the highest industry standards for protecting client data. You're not piecing together random free tools and hoping they're secure. Everything is built with healthcare privacy requirements in mind from the ground up.
What I appreciate most is that SimplePractice was designed by people who understand what private practice actually looks like. It's not a generic business tool with healthcare features bolted on. It's built for how therapists and wellness professionals actually work.
Scheduling and Client Management That Actually Works
One of the biggest time drains in private practice is the endless back-and-forth of scheduling. Clients need to book appointments. They need to reschedule. They forget about sessions. You're sending reminder texts and emails manually. Your calendar becomes a mess of sticky notes and mental reminders.
SimplePractice changes all of that with a scheduling system designed specifically for therapy practices.
Client Online Booking lets your clients request or book appointments directly through your client portal. You set your availability, and clients can see your real-time openings and book without needing to call or email you. This alone saves hours of administrative time every week.
Automated Reminders are sent via text and email to reduce no-shows. You can customize when reminders go out and what they say. Clients can confirm or cancel directly from the reminder, and the system updates your calendar automatically. No more playing phone tag or wondering if someone is going to show up.
Calendar Sync and Views let you connect your iCal, Google Calendar, or Outlook so everything stays in one place. You can view your schedule by day, week, or month, and filter by new clients, insurance type, or location. Color-coding helps you see your schedule at a glance without squinting at tiny text.
Waitlist Management keeps track of prospective clients and automatically helps you fill openings as they come up. If you have a cancellation, you're not scrambling to remember who was waiting for a spot.
Group and Recurring Appointments make it easy to schedule multiple clients for group sessions or set up regular weekly appointments for ongoing treatment. You're not manually creating the same appointment over and over again.
For therapists who struggle with overbooking or protecting their time, SimplePractice also supports time-blocking strategies. You can schedule your priorities first and protect time for documentation, lunch, or personal commitments, so your calendar serves you instead of controlling you.
The whole system works together. You set your availability, clients book online, automated reminders go out, and you manage everything from one integrated calendar. It’s the kind of workflow that makes things feel less scattered and gives you more breathing room in your day.
**SCREENSHOT OF CALENDAR**
Telehealth Built Right Into the Platform
Virtual sessions aren't going anywhere. Clients expect the option, and for many therapists, telehealth has become a core part of how they practice.
SimplePractice has fully integrated, HIPAA-compliant video conferencing built directly into the platform. You're not juggling separate Zoom accounts, worrying about whether your setup is secure, or asking clients to download extra software.
When you schedule an appointment and select "Video Office" as the location, SimplePractice automatically generates a unique, one-time-use appointment link and sends it to your client. When it's time for the session, you click "Start video appointment" from your calendar. Your client clicks the link they received. You're both in the secure session within seconds.
Virtual Waiting Room functionality lets you admit clients when you're ready, so you have a moment to prepare between sessions without someone joining early.
Mobile Access means both you and your clients can join sessions from the SimplePractice mobile app. You're not tied to your desktop computer, and your clients can attend sessions from wherever they are.
Group Therapy Support allows up to 15 clients in a single video session, which is helpful for group practices or therapists who run therapy groups.
Everything connects back to your scheduling, billing, and documentation. You finish a telehealth session and your progress note template is ready to go. The invoice is generated. The next appointment can be booked. It's one continuous workflow instead of jumping between disconnected tools.
Documentation Without the Dread
If notes have ever piled up to the point where you’re avoiding your laptop… you’re not the only one. I’ve absolutely been there. You tell yourself you'll write them after your last session, but then you're exhausted. You push them to the weekend. Suddenly you have a week's worth of documentation hanging over your head, and it feels impossible to catch up.
SimplePractice tackles documentation with features designed to make the process faster and less painful.
Customizable Templates for progress notes, treatment plans, and other clinical documents let you work the way you want to work. Whether you prefer SOAP notes, DAP notes, or something else entirely, you can use pre-built templates or create your own. Most therapists find a template that fits their style and stick with it, which speeds up the writing process significantly.
Snippets are one of my favorite features for anyone who finds themselves typing the same phrases over and over. You create custom shortcuts for commonly used sentences, interventions, or client information. Type a few characters, and the full text appears. It sounds small, but it adds up to real time savings when you're writing multiple notes a day.
AI Note Taker is a newer feature that can transcribe sessions or summaries you record after a session and draft a progress note for you to review and edit. You're still responsible for clinical accuracy, but it can give you a solid starting point instead of staring at a blank page.
Paperless Intake Forms get sent through the secure client portal before the first session. Clients complete their paperwork on their own time, the information is stored securely, and it's automatically linked to their profile. No more handing someone a clipboard in the waiting room and hoping they finish before their session starts.
Measurement-Based Care Tools like the PHQ-9 and GAD-7 can be automatically scored and tracked over time, making it easier to document client progress and demonstrate outcomes.
The key to avoiding documentation dread is consistency. When you have a system that makes note-writing fast and straightforward, you're more likely to do it right after each session instead of letting it pile up. SimplePractice is built to support that kind of workflow.
**AI NOTE TAKE AFFILIATE LINK**
Insurance Billing That Doesn't Make You Want to Scream into a Pillow
If you accept insurance, or you're thinking about it, billing can feel like learning a foreign language with no textbook. CPT codes. Claim submissions. Denials. Adjustments. EOBs. It's a lot.
SimplePractice provides tools designed to make the insurance billing process less overwhelming, whether you're managing it yourself or using their managed billing service.
Electronic Claim Submission lets you create, submit, track, and reconcile claims directly within the platform. You're not using separate billing software or maintaining manual spreadsheets. Everything lives in one place.
Automated Payment Reports (ERAs) integrate with Electronic Remittance Advice, which automatically records insurance payments and adjusts client balances. This reduces manual data entry and helps keep your bookkeeping accurate without spending hours reconciling numbers.
Eligibility Verification allows you to automatically verify a client's insurance coverage with most payers before their first session. This reduces claim rejections due to inactive coverage and helps you avoid uncomfortable conversations about unexpected bills.
Superbill Generation makes life easier for out-of-network clients seeking reimbursement from their insurance companies. You can generate detailed superbills automatically and share them with clients through the portal.
Claim Tracking and Reports let you monitor the progress of each claim and access reports on outstanding balances, claim statuses, and payment summaries. You always have a clear picture of your practice's finances without digging through paperwork.
Managed Billing Service is available for therapists who want a completely hands-off approach. SimplePractice's team of billing experts handles everything from claim submission to denial resolution on your behalf. It's an additional cost, but for many busy clinicians, it's worth every penny.
For cash-pay practices, the invoicing and payment processing features make collecting fees straightforward. You can securely store client payment cards, set up autopay for recurring sessions, and send invoices automatically. Late payments become much less common when the system handles reminders and processing for you.
SimplePractice also provides extensive support resources for learning the ins and outs of insurance billing with help articles, live Q&A sessions, and on-demand classes. You're not left figuring it out alone.
**CREDENTIALING AFFILIATE LINK**
The Client Portal Changes the Dynamic
One of the most underrated features of SimplePractice is the client portal. It gives your clients a secure space to manage their own care, which saves you time and helps them feel more engaged in the process.
Through the portal, clients can complete intake paperwork before their first session. They can sign consent forms and other documents digitally. They can view upcoming appointments and request new ones. They can send you secure messages without using regular email. They can make payments, including with HSA and FSA cards. They can join telehealth sessions directly from the portal.
This kind of autonomy empowers clients while reducing the administrative burden on you. You're not sending reminder emails about paperwork. You're not fielding calls about appointment times. You're not chasing down payments. The portal handles all of it, and your clients appreciate having control over their own information.
Security You Can Actually Trust
When it comes to client information, security isn't something you can compromise on. SimplePractice takes this seriously with multiple layers of protection.
HIPAA Compliance is built into every feature. The platform is designed from the ground up to meet healthcare privacy requirements.
HITRUST Certification is a higher industry standard that goes beyond basic HIPAA compliance. SimplePractice has earned this certification, which means their security practices have been independently verified.
End-to-End Encryption protects all data in transit and at rest with 128-bit SSL, the same level of security used by banks.
Two-Factor Authentication adds an extra layer of protection to your login process, preventing unauthorized access even if someone gets your password.
Secure Server Infrastructure means your data is stored in facilities with biometric access controls and 24/7 monitoring.
PCI Compliance ensures that payment information is handled according to strict payment card security standards. SimplePractice is a Level 1 Service Provider, the highest level of certification.
Controlled Access lets group practices manage team member permissions for sensitive data. Not everyone needs access to everything, and the system supports that.
The AI features, including the Note Taker, are also HIPAA compliant with provisions for session transcripts and data protection.
You can focus on client care knowing that the platform protecting your data meets the highest standards in healthcare security.
The Mobile App Keeps You Connected
Running a practice from your phone might have seemed impossible a few years ago, but the SimplePractice mobile app makes it surprisingly practical.
For Clinicians, the app lets you view and manage your schedule, access client profiles and contact information, complete daily notes, create invoices and collect payments, start telehealth appointments directly from your calendar, and send secure messages. Everything syncs instantly with the web platform, so changes you make on your phone appear on your desktop and vice versa.
For Clients, a separate Client Portal app lets them request and view appointments, join telehealth sessions, make payments, send secure messages to their provider, and complete intake forms and documents.
Biometric login options (fingerprint and face recognition) make accessing the app quick and secure. You're not typing passwords while standing in line at the grocery store.
The mobile app isn't meant to replace your main workflow. You'll probably still do most of your documentation at your desk. But having the ability to check your schedule, respond to a client message, or start a telehealth session from anywhere gives you flexibility that matters.
Growing and Scaling Your Practice
Whether you're seeing five clients a week or building a group practice with multiple clinicians, SimplePractice grows with you.
For solo practitioners, the platform handles everything you need without overwhelming you with features designed for large organizations. You can start simple and add complexity as your practice grows.
For group practices, you can add team members, share calendars, manage permissions, and coordinate care across multiple clinicians. Supervision tools help training practices stay organized. Filtering and reporting features let practice owners see the big picture while individual clinicians focus on their own caseloads.
You're not going to outgrow this system six months in and need to migrate everything to a new platform. That kind of stability matters when you're building something sustainable.
What SimplePractice Costs
SimplePractice offers tiered pricing plans with features scaling based on your practice needs. The Starter plan covers basic practice management. The Essential plan adds insurance billing, calendar sync, and additional features. The Plus plan includes everything in Essential plus group practice tools, team management, and advanced functionality.
I won't quote specific prices here because they change, but you can find current pricing on the SimplePractice website.
They offer a 30-day free trial with full access to features and no credit card required. This gives you time to explore the platform and see if it fits your workflow before committing to a paid plan.
Is it an investment? Yes. But when you factor in the time you save (time you can spend seeing clients, building your practice, or actually having a life outside of work), most therapists find it pays for itself quickly.
**IMAGE OF PRICING***
Who Benefits Most from SimplePractice
SimplePractice works well for a wide range of clinicians and wellness professionals:
Solo private practice therapists who need an all-in-one solution without hiring administrative help.
Group practices that need to coordinate multiple clinicians, share calendars, and manage team workflows.
Psychologists, social workers, counselors, and marriage and family therapists.
Speech-language pathologists and occupational therapists.
Physical therapists.
Dietitians, acupuncturists, chiropractors, and other wellness providers.
If you're running any kind of client-based practice and want to spend less time on administration and more time on the work that matters, SimplePractice is worth exploring.
Balancing Clinical Work and Business Management
Running a successful private practice requires both strong clinical skills and sound business management. I know that's not what most of us signed up for when we decided to become therapists. We wanted to help people, not spend our evenings reconciling insurance claims and chasing down no-shows.
But here's what I've learned after years in this field: taking care of the business side of your practice isn't separate from taking care of your clients. When your systems work, you show up better. When you're not drowning in administrative tasks, you have more energy for the clinical work you love. When your finances are stable and predictable, you can make decisions from a place of clarity instead of desperation.
SimplePractice isn't going to do the therapy for you. But it will handle the scheduling, billing, documentation, and communication that used to eat up your time and energy. It will give your clients a professional, seamless experience from their first inquiry to their final session. It will protect their data with security you can trust. And it will grow with you as your practice evolves.
You don't have to figure all of this out alone. You don't have to cobble together five different tools and hope they work together. There are platforms built specifically for therapists, and SimplePractice is one of the best.
If you're curious, start with the free trial and see how it feels. Play with the scheduling features. Set up a test client portal. Write a progress note using their templates. You might be surprised how much lighter things feel when your systems actually support you.
You've got this, and I'm cheering you on every step of the way.
❤️
Kelley
Frequently Asked Questions About SimplePractice
Is SimplePractice HIPAA compliant?
Yes. SimplePractice is both HIPAA compliant and HITRUST certified, meaning client data is protected with the highest industry standards for healthcare security. All data is encrypted in transit and at rest, and the platform includes features like two-factor authentication and controlled access permissions.
Does SimplePractice offer a free trial?
Yes. SimplePractice offers a 30-day free trial with full access to features and no credit card required. This gives you time to explore the platform and test the workflow before committing to a paid plan.
Can I use SimplePractice for a group practice?
Yes. The Plus plan includes team management features, shared calendars, permission controls, and supervision tools designed for growing practices with multiple clinicians.
Is telehealth included in SimplePractice?
Yes. Secure, HIPAA-compliant video sessions are built directly into the platform. When you schedule an appointment with "Video Office" as the location, SimplePractice generates unique appointment links and sends them to clients automatically. You can also conduct group telehealth sessions with up to 15 participants.
What devices can I use SimplePractice on?
You can access SimplePractice on desktop computers through any web browser, as well as on iOS and Android mobile devices through the SimplePractice app. Everything syncs automatically between devices.
Does SimplePractice handle insurance billing?
Yes, depending on your plan. SimplePractice includes tools for electronic claim submission, payment tracking, eligibility verification, and superbill generation. They also offer a managed billing service where their team handles claims and denials on your behalf for an additional fee.
Can clients book their own appointments?
Yes. SimplePractice includes a client portal where clients can view your availability and request or book appointments directly. Automated reminders are sent via text and email to reduce no-shows, and clients can confirm or cancel from the reminder.
Does SimplePractice have an AI note-taking feature?
Yes. The AI Note Taker feature can transcribe sessions or post-session summaries and draft progress notes for you to review and edit. This feature is also HIPAA compliant with protections for session transcripts and client data.
How much does SimplePractice cost?
SimplePractice offers three pricing tiers with features scaling based on practice needs. Current pricing is available on the SimplePractice website. Most therapists find the investment pays for itself through time savings and reduced administrative burden.
What if I need help learning the platform?
SimplePractice provides extensive support resources, including help articles, getting started guides, live Q&A sessions, and on-demand training classes. Customer support is available to answer questions as you learn the system.