Managing a group practice involves balancing client care, scheduling, billing, and staff coordination. Effective practice management tools streamline these processes and save time. Choosing the right software affects productivity, compliance, and client satisfaction, and the best options integrate administrative tasks, secure client data, and support growth. Understanding features and functionality helps practices invest in the right solution.
How to Choose the Best Practice Management Tools for Group Therapy Practices
Selecting the right tool means considering functionality, security, usability, cost, and client experience. Each factor affects daily operations and long-term efficiency.
- Assess your practice needs: Look for features that streamline scheduling, billing, records, messaging, and client portals.
- Prioritize security and compliance: Ensure PIPEDA compliance, strong security, and support for business associate agreements.
- Check software characteristics: Ease of use, scalability, and integration help boost productivity and support growth.
- Review practical factors: Consider cost, support, and user feedback to ensure the software fits your practice.
- Test and trial: Use free trials or demos to evaluate usability, functionality, and workflow fit before committing.
The 11 Best Practice Management Tools for Group Practices
Prioritizing a client-centered approach through features like secure messaging, appointment reminders, and engagement tools helps deepen connections between providers and patrons, enhance satisfaction and foster long-term loyalty. Additionally, growing government support for health care technology aims to improve efficiency, access, and overall quality of care. Selecting the right software can revolutionize a group session, streamlining operations, saving time, and elevating the overall client experience.
1. Owl Practice
Owl Practice offers all-in-one practice management built for mental health professionals across Canada. It reduces tedious tasks so therapists can focus on clients. The platform integrates secure messaging, telehealth, and clinical tools in a single workspace. Owl Practice grows with you and supports hybrid or remote sessions, keeping notes, records, and billing organized. Users also value the one-on-one onboarding and responsive support team.
Owl Practice is more than a tool. It’s also a partner that helps mental health professionals focus on what truly matters — their clients. Its goal is to offer tools to strengthen practices while upholding strict standards of privacy and care.
Key features:
- Over 5,000 mental health professionals trust Owl Practice.
- Therapists report saving hours weekly.
- About 73% of users say it reduces administrative stress significantly.
2. SimplePractice
SimplePractice makes your day flow smoother so you can focus on what matters — your clients. Automated reminders help reduce no-shows, meaning fewer cancellations and more time for meaningful sessions. Everything from scheduling to documentation to billing lives in one place, so you spend less time on administration and more time connecting with people.
SimplePractice adapts effortlessly for group practices. Create evidence-based treatment plans, send secure messages, and keep all client information at your fingertips. AI-powered note-taking and paperless intake make paperwork almost invisible, while the optional website builder gives your practice a professional online presence that brings clients to your door.
Key features:
- See how it works for you with a 30-day free trial — no payment information needed.
- Let automated billing and payments handle the tedious stuff.
- Customize intake forms and documentation exactly how you need them.
3. TherapyNotes
With TherapyNotes, everything your practice needs lives in one secure, reliable space so that you can focus entirely on your clients. Scheduling, notes, billing, and telehealth are all under one roof, giving you more in-session time and less administrative stress. Everything stays secure, paperless, and accessible whenever you need it.
The platform makes teamwork simple — coordinating multiple clinicians, sharing notes, and managing group sessions without hassle. AI-powered tools like TherapyFuel give you a head start on documentation, freeing up mental space for your clients. With supportive help by phone, email, or online resources, you’ll always have a safety net and automatic updates to keep everything running smoothly.
Key features:
- This option is trusted by over 16 million clients each year.
- AI tools make note-taking faster and easier.
- It’s highly rated by therapists for reliability and support.
4. Zanda
Zanda helps your practice flow without the usual headaches. Scheduling, billing, telehealth, and client management all live in one space, so you can focus on being present with clients instead of juggling tools. Whether solo, part of a group, or just starting a clinic, Zanda adapts to your daily needs.
What makes Zanda special is its human touch. It was built by psychologists who know the pain of clunky systems, and it blends empathy with practicality. Every feature, from notes to virtual sessions, is designed to fit the rhythm of a therapist’s day, making your workflow feel natural and manageable.
Key features:
- Access your practice securely from anywhere, cloud-based and protected with ISO 27001 certification.
- Customize treatment notes and forms to match your style.
- Run seamless virtual sessions with built-in telehealth integrations.
5. Ensora
Ensora makes running a group practice feel effortless. Scheduling, documentation, billing, and telehealth all come together, letting you spend less time on administration and more time with clients. Automated reminders and easy claim tracking help your team stay organized while keeping personal information safe.
AI-powered insights give your practice an extra hand — helping you catch errors, recover missed opportunities, and make teamwork smoother. Therapists notice a difference in workflow and satisfaction, from session planning to self-scheduling for clients, making daily operations smoother and more balanced.
Key features:
- Let clients book appointments, complete intake forms, and manage their own accounts.
- Provide exercises for clients to complete at home through the portal.
- There’s a free trial and an essential plan with good cost-money value, including many valuable features.
6. athenaOne
athenaOne brings everything a behavioral health practice needs into one connected platform. It helps you navigate the tricky parts of running a practice while keeping client care front and center, from documentation and telehealth to group sessions and intensive treatment programs.
Its network of 150,000 providers, including 12,000 mental health specialists, encourages collaboration and knowledge sharing. athenaOne supports safer, more competent care while helping practices grow confidently thanks to real-time alerts, evidence-based guidelines, and seamless integration with labs and imaging.
Key features:
- Intuitive interface feels easy from day one.
- Real-time clinical guidance keeps clients safe.
- Connect smoothly with labs, imaging and other systems for a complete picture.
7. CounSol.com
CounSol.com puts clients at the heart of your practice. Its customizable portal lets them schedule appointments, fill out forms, pay invoices, and send secure messages — all in a branded, professional environment. This keeps everything in one place and frees you from juggling multiple systems.
What makes CounSol.com stand out is its personalized support. Every practice gets a dedicated account manager to guide you, answer questions, and help you make the platform work for your unique workflow. From telehealth to custom forms, CounSol.com gives you control without stress.
Key features:
- Create and manage treatment plans for clients with customizable templates.
- Tailor online forms, agreements, and questionnaires for your clients.
- Organize client information with labels for personalized communication.
8. Carepatron
Carepatron was built by clinicians for clinicians, and over 50,000 users worldwide rely on it to run everything from small group practices to multiprovider clinics. It takes the stress out of administration by combining scheduling, billing, charting, telehealth, and AI-assisted workflow tools into one clean, modern space. Group sessions run smoothly thanks to collaborative features that let multiple practitioners coordinate sessions, share notes, and deliver care without friction.
What makes Carepatron stand out is its focus on teamwork and adaptability. Secure file sharing, client portals, and customizable activity calendars make managing hybrid or in-person sessions easy. Automated reminders, paperless intake, and AI-driven documentation save time while keeping records accurate — giving you more energy to focus on your clients.
Key features:
- It automates routine tasks so your day flows more smoothly.
- The shared inbox allows effortless team communication and collaboration.
- Tools strengthen client relationships through messaging and portals.
9. Colib
Colib is a bilingual platform — English and French — designed to make health care feel simpler for therapists and clients. Scheduling, telehealth, charting, invoicing, and online payments live together in one accessible space, serving psychotherapists, occupational therapists, and alternative medicine providers alike.
Colib puts people first. Mobile access, customizable forms, and automated reminders keep your practice running without the stress of complicated systems. The platform meets PIPEDA standards and maintains security, combining technology with human connection so you can focus on what matters most — helping clients thrive.
Key features:
- AI-assisted notes and speech recognition let you spend less time documenting and more time with clients.
- It connects seamlessly with other tools, like Salesforce, to keep your workflow in sync.
- The intuitive interface makes navigating your day effortless.
10. Jane
Jane makes every step of the client experience feel effortless, from booking to follow-up. Its all-in-one toolkit — online scheduling, secure video, charting, invoicing, and automated reminders — fits the needs of interdisciplinary clinics with physiotherapists, massage therapists, counselors, and more.
Jane stands out for its ease of use and thoughtful innovation. Real-time updates, secure cloud storage, and device-friendly access keep workflows smooth for both therapists and clients. Integrated telehealth, secure messaging, and flexible charting let practices run collaborative care without a hitch, freeing you to focus on the human connection in every session.
Key features:
- AI-powered scribe reduces documentation time and keeps notes accurate.
- Comprehensive billing and claims tools simplify financial tasks.
- Custom intake forms and outcome surveys help track client progress.
11. PracticeQ
Managing a group practice feels simpler with PracticeQ, so you can spend more time with your clients instead of juggling administrative tasks. Scheduling, client intake, billing, and telehealth all live in one place, making your day flow more smoothly. The platform adapts to your unique workflow, whether you run a single clinic, multiple locations, or hybrid sessions. Automated forms, reminders, and e-prescribing keep your practice organized without extra effort.
Everything is cloud-based and secure, so you can manage your practice anywhere while keeping client information safe. By simplifying the administrative side of your practice, PracticeQ helps you create more meaningful connections with clients. It also gives your team the confidence to collaborate efficiently and stay on top of every session.
Key features:
- Telehealth integration makes virtual sessions seamless and easy for clients.
- Customizable tools let your practice run exactly the way you need it.
- PIPEDA and GDPR compliance ensure client data stays fully protected.
Comparison Table at a Glance
| Company | AI and Automation Tools | Customization | Customer Support | Trial and Demo Availability | Group Session Features |
| Owl Practice | Notes, reminders, workflows | High | One-on-one onboarding, responsive support | Free trial available | Scheduling, shared notes, telehealth group sessions |
| SimplePractice | AI note-taking, automated reminders | Moderate | Email support, training resources | Free 30-day trial, no credit card required | Appointment management, shared client information, intake forms |
| TherapyNotes | Automated claim submissions, repetitive task automation | Moderate | Email and phone support, training | Demo available | Shared charts, telehealth, progress tracking |
| Zanda | Workflow automation, automated reminders | High | Dedicated support, onboarding | Demo available | Sessions scheduling, integrated communication, shared client data |
| Ensora | AI-powered insights, automated reminders | Moderate | Support for owners, clinicians, administrators | Demo available | Session management, client self-scheduling, collaborative tools |
| athenaOne | AI-assisted workflows | High | Dedicated success managers, onboarding, coaching | Demo available | Group practice, intensive program management, telehealth |
| CounSol.com | Workflow automation, reminders | High | Dedicated account manager, ongoing support | Demo available | Scheduling, shared forms, telehealth sessions |
| Carepatron | AI automation for notes, reminders, workflows | High | Email support, responsive help center | Free trial available | Scheduling, shared progress tracking, virtual sessions |
| Colib | AI-assisted note generation | Moderate | Customer support, onboarding | Demo available | Session scheduling, shared client progress, bilingual interface |
| Jane | AI scribe, automated reminders | Moderate | Remote-first support team, onboarding, training | Free trial available | Appointments, shared client records, progress tracking |
| PracticeQ | Automated workflows, telehealth integration | High | Responsive support, onboarding | Free demo available | Scheduling, collaborative tools and client self-management |
Finding the Right Practice Management Tool for Your Group Practice
Running a group practice is challenging, but the right tools can lift the weight of administration and let you focus on what really matters — your clients. From streamlining scheduling and billing to supporting collaborative care, these platforms help practices run more smoothly while protecting client data.
Each solution offers unique ways to save time, reduce stress, and enhance the therapeutic experience for both staff and clients. Exploring these options ensures you find the tools that fit your practice’s size, style, and growth goal.
