How to choose software for your therapy practice in 2026

Practice software keeps your patient files, your calendar, your sessions and your documents for years. Before choosing one, about ten points are worth checking, from where the data is hosted to how you leave with it. Theramate answers each of them, for psychologists, psychotherapists, psychiatrists, sex therapists, neuropsychologists, psychomotor therapists, occupational therapists and coaches.

The criteria in one table

Where the data is, and who can read it

A therapy file holds the most private things a patient shares. The first criterion is therefore where it is hosted and who has access to it.

• Your file is hosted and operated in the European Union, on HDS v2.0 certified infrastructure (Google Cloud), within the GDPR framework.
• It is encrypted with a key specific to each practitioner, in AES-256-GCM, on top of the platform’s own encryption.
• The Theramate team does not consult your clinical content.
• The app locks itself at start-up and after fifteen minutes in the background, with a code on the web and with biometrics on iPad and iPhone. The « Sign-in code by email » adds a check at sign-in.
• « Discreet mode » hides patient names on screen, handy when you work in a shared space.

The details are in How Theramate protects your patients’ data and on the Security page.

What AI does with your sessions

Software that transcribes and summarises sessions sends their content to artificial intelligence engines. The question to ask is what happens to that content.

• Our AI providers are contractually bound not to retain your requests, and we do not allow any provider to use your data to train its models.
• Transcription is carried out on servers located in Europe. Our transcription provider retains no data, and the audio is deleted from our servers as soon as the transcript joins the file.
• The video is never recorded.
• You review and you approve. The summary, the reports, the letters and the questionnaires prepared by AI wait for your approval before anything is sent.
• The patient can decline AI. In « Consents & proof », you note their refusal with « The patient declines », and Theramate no longer records anything for them. The assistants no longer read their file, and you keep writing, giving questionnaires and sending self-observations.

How transcription works is explained in Theramate transcribes your sessions word for word, in 60 languages.

The patient file and session notes

Every practitioner takes notes their own way. « Launch Consultation » opens a single editor, where the ways of taking notes can be combined during the same session.

• On the keyboard, saved every thirty seconds.
• By dictation, through the editor’s microphone.
• By recording the session with « Start Recording », in the office or by video.
• With a stylus, on iPad and on Android tablets. Theramate recognises your headings, lists, tables, diagrams and genograms, and keeps the handwritten original.
• From a paper note, as a photo or a scan, whose content joins your notes.

The ways of taking notes are described in Take your session notes on the keyboard, with a stylus on iPad or on paper.

When you close the session, Theramate writes the session summary, updates the patient’s clinical record and prepares the tasks it spotted, a letter, a questionnaire or a self-observation. « Trace to source » finds the sentence in the transcript that a line of the summary comes from. Later, « Search the patient file » answers a question asked in your own words, with the date and the passage of the session.

The details are in Everything Theramate prepares when you close a session.

Calendar, video and billing

The calendar, video and fee notes share the same patient file. An appointment opens the right consultation, and the fee note starts from the session.

• The calendar handles recurring appointments and reminders sent to the patient two, twenty-four or forty-eight hours before. It syncs with Google Calendar, Apple Calendar or Outlook.
• The « Public profile » lets your patients book online, in the slots you open.
• Video is built in. The patient joins the session from their browser, without installing an app, and you admit them from the waiting room.
• The « Fee note » is created at the end of the session and sent by email. Online payment is optional, and Theramate adds no fee or commission.

The details are on the Calendar & billing page.

Follow-up between sessions

Follow-up between two sessions relies on two tools the patient fills in from a link, without creating an account.

• Psychometric questionnaires, such as the PHQ-9, the GAD-7, the PCL-5 or the DASS-21, are scored automatically, with subscales and a curve from one administration to the next. You can also import your own questionnaires.
• Self-observations are created by describing what you want to follow, and each answer arrives summarised in the file.

The full list of questionnaires is in Longitudinal follow-up of your patients, with questionnaires and self-observations.

Reports, letters and forms

Theramate writes your reports from the file, in two steps. You choose the template, then « Who is it for? », a clinician, the patient or their family, a non-clinical third party or your own file. The recipient changes the content. A non-clinical third party, such as an employer or a school, receives neither diagnosis nor hypothesis.

• Theramate templates cover the transferable clinical summary, the anamnesis, the treatment plan, the progress review, the clinical formulation and reports specific to each profession, from the psychomotor assessment to the CBT formulation.
• « My templates » takes your own blank report, imported in PDF or Word.
• Export produces a PDF with your letterhead, your signature and your stamp. You send it by a link protected by an access code.
• Administrative forms are filled in from the file, contact details, dates and amounts included.

The details are in Theramate writes your reports and letters from the patient file.

Your profession and your therapeutic approach

Theramate adjusts to your practice. In your « Profile », you enter your profession, your therapeutic orientations or your areas of practice, and the people you see. The session summary then keeps your vocabulary, that of EMDR, systemic therapy or ACT, and the assistants adapt their answers. You also create your own clinical tools by describing them in your own words.

The full list of recognised professions, orientations and areas is in Theramate adapts to your practice, from CBT to psychomotor therapy.

The devices supported

Theramate runs on the web, from any computer, and in the iPad, iPhone and Android apps. Your files are the same on all your devices.

Switching software without starting from scratch

Your old files come with you. With « Migration help », our team handles the transfer of your patient files and your calendar.

• You drop the exports from your previous software as they are, in a secure space, without opening or converting them.
• You get a first reply within two working days. We then agree with you on the data to bring over and the date of the transfer.
• For a patient you already see, « Import the existing record » reads your old notes, reports and assessments, in PDF, Word or image, and builds a history record from them.
• « Add a past session » creates a dated session from a PDF, a photo or existing notes.

Leaving with your data

You export your data whenever you want, subscribed or not.

• A patient’s file is exported as one document, in PDF, Word or text.
• « Export all patient data » produces the export of the whole practice.
• « Patient handover » prepares the document given to a patient who asks for their file, with the period and the content you choose.
• After cancelling, your account remains accessible in read-only mode for twelve months.

The price and the trial

All five tiers give access to every feature. Only the number of consultations per month and the transcription hours included change. Your patients are never limited, and there is no commitment.

One hour of video counts as one hour of audio. The Audio+ add-on covers every consultation in your plan, in audio as in video.

To discover Theramate, you book a 30 to 60 minute video call with the team, on a fictitious file. We then offer you a fifteen-day free trial to explore it at your own pace. Detailed pricing is on the Pricing page.

Frequently asked questions