Starting a psychotherapy practice:
What software do I need?
From practice management to billing to AI documentation – this guide shows you what software you need for your psychotherapy practice and what to look out for.
14 days free • No credit card • GDPR compliant
The 6 software categories for your practice
An overview of all software tools you need for a modern psychotherapy practice.
Practice Management Software (PMS)
The central software of your practice. Manages patient master data, appointments, records, and more. The most important building block in psychotherapy.
e.g. Psyprax, Elefant, Tomedo
Billing Software
For billing health insurers (KV) and private patients (GOÄ/GOP). Often integrated in the PMS, sometimes as a separate module.
e.g. integrated in Psyprax, KBV audit module
Scheduling & Online Booking
Digital calendar with optional online booking for patients. Reduces phone calls and no-shows.
e.g. Doctolib, Samedi, integrated in PMS
Documentation Software
Tools for progress notes, reports, and applications. Classically manual – or automated with AI support.
e.g. Psynex (AI-powered), manual templates
AI Documentation & Analysis
The newest category: AI transcribes sessions, creates reports, and tracks symptoms automatically. Saves 4+ hours per week.
e.g. Psynex – specialized for psychotherapy
Data Protection & Security
GDPR-compliant email communication, encrypted data storage, and secure data transmission. Mandatory in psychotherapy.
e.g. KIM (Medical Communication), VPN
Recommendation
Save time from day one with AI documentation
Many new practice owners underestimate the time required for documentation. With Psynex you automate this process from the very first day – and have more time for your patients.
- Automatic transcription of your therapy sessions
- AI-generated progress reports in 2 minutes instead of 15
- Applications according to KBV standards at the push of a button
- Symptom tracking and diagnostic support
- 14 days free trial – no obligations
Software checklist for starting your practice
These 8 points should be considered when selecting software for your psychotherapy practice.
- 1Select practice management software (PMS) – Psyprax, Elefant, or alternative with KV billing
- 2Check KV certification – your PMS must be certified for KV billing
- 3Set up telematics infrastructure (TI) – order eHBA, SMC-B card, and TI connector
- 4Ensure data protection – GDPR-compliant consent forms, encryption, processing register
- 5Set up online appointment booking – reduces phone calls and improves accessibility
- 6Test AI documentation – try Psynex free for 14 days and experience the time savings
- 7Plan backup strategy – regular data backups, ideally automated
- 8Arrange IT support – designate a contact for technical issues
Frequently Asked Questions about Starting a Practice
Start your practice with AI documentation
Try Psynex free for 14 days. The ideal addition for your new psychotherapy practice.
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