Digital Tools That Save Therapists Time Every Week

Laurel Eby, LMHC 08 September, 2025

When we started our private practices, we were excited to build something meaningful and sustainable, but we quickly realized how much time was being spent on administrative tasks. Between documentation, scheduling, billing, and marketing, we were spending hours each week on work that didn’t involve direct client care. Over time, we found a set of digital tools that helped us streamline our workflow and reclaim our time.

If you’re in private practice or considering launching one, here are the tools we use every week to stay organized, efficient, and focused on our clients.

Practice Management Software: Why We Chose SimplePractice

After testing several platforms, we chose SimplePractice because it offers a comprehensive, HIPAA-compliant solution that supports nearly every aspect of our practice. From scheduling and documentation to billing, telehealth, and secure messaging, it’s all in one place. We especially appreciate the intuitive interface, customizable note templates, and the ability to send intake forms and appointment reminders automatically. It also offers a Business Associate Agreement (BAA), which is essential for HIPAA compliance. While it’s not the cheapest option, the depth of features and ease of use make it worth the investment, especially for practices that plan to grow. Each of these platforms offers HIPAA-compliant features, but it’s important to verify that they provide a signed BAA and meet your specific needs around data security, scalability, and workflow.

If SimplePractice doesn’t feel like the right fit for your practice, here are other highly rated options to explore:

My Best Practice – Best overall for customization and affordability
Carepatron – Most affordable, with a strong free tier
Sessions Health – Easiest to use, especially for solo providers
Healthie – Best telehealth platform with multitasking features
Ensora Health – Reliable all-in-one platform with dynamic forms
TherapyNotes – Most straightforward and simple to set up
Practice Better – Best for extra features and holistic practices

Automated Scheduling (Integrated with Practice Management Software)

We rely on the built-in scheduling features within SimplePractice, which allow clients to book appointments online based on our availability. This eliminates the need for back-and-forth emails and helps us maintain boundaries around our time. Because it’s part of a HIPAA-compliant system, we don’t have to worry about whether client data is being handled securely. If you’re using automated scheduling, we recommend choosing a tool that’s integrated with your practice management software to ensure compliance and reduce complexity.

Secure Document Storage

Storing client documents securely is essential for both compliance and peace of mind. Options like Google Workspace, Dropbox Business, Microsoft 365, and Hushmail offer HIPAA-compliant plans that include encryption, access controls, and the ability to sign a Business Associate Agreement. These platforms can be used to store consent forms, assessments, homework assignments, and other sensitive materials. Avoid using personal cloud storage accounts or free versions of these tools unless they are configured for HIPAA compliance. When evaluating document storage tools, make sure they offer:

End-to-end encryption
Role-based access controls
Audit logs
A signed BAA
Clear breach notification policies

Email Marketing and Newsletters

To stay connected with our community and share resources, we use HubSpot for email marketing. It’s powerful, user-friendly, and helps us automate newsletters and updates. However, HubSpot is not designed to handle PHI, so we use it strictly for general communication and marketing. We avoid including any client-specific information and make sure our email lists are built with consent. When choosing an email platform, always review its privacy policies and confirm whether it offers a Business Associate Agreement (BAA). Most email marketing tools are not designed to handle PHI, so they should be used strictly for general communication, newsletters, and marketing, not for client-specific updates or clinical content.

Other email marketing platforms that therapists might consider include:

Mailchimp – Popular and beginner-friendly, with automation features and a free tier. Mailchimp does not sign a BAA, so it should not be used to send or store PHI.
ConvertKit – Designed for creators and small businesses, with simple automation and tagging features. Like most platforms, it’s not HIPAA-compliant, so it should only be used for general outreach.
Constant Contact – Offers robust email templates and list management tools. It does not support HIPAA compliance, so it should be used cautiously and only for non-clinical communication.
AWeber – Known for its ease of use and customer support. It does not offer HIPAA compliance, so it’s best for marketing and educational content only.

Online Communities

Being part of a supportive online community of therapists has saved us time and energy. Whether it’s asking for advice, sharing resources, or just connecting with others who understand the work, having a space to engage with peers makes private practice feel less isolating. Many therapists turn to Facebook groups for this kind of support. There are groups focused on private practice building, clinical specialties, documentation tips, and even marketing. These communities are also great places to learn about new tools and strategies that others are using successfully.

Private practice doesn’t have to mean doing everything alone. With the right tools, you can streamline your workflow, reduce burnout, and create more space for the work that drew you to this field in the first place.

And one final note: HIPAA compliance matters. Any time you’re using a digital tool to store, transmit, or manage client information, you need to ensure it meets HIPAA standards. This includes:

End-to-end encryption for data in transit and at rest
Role-based access controls
Audit logs and breach notification protocols
A signed Business Associate Agreement (BAA)

Protecting client privacy isn’t just a legal requirement; it’s a cornerstone of ethical practice. We're always happy to help consult with therapists as they navigate understanding these tools and how to choose options that support both their workflow and ethical responsibilities.

Digital Tools That Save Therapists Time Every Week

Private practice doesn’t have to mean doing everything alone. With the right tools, you can streamline your workflow, reduce burnout, and create more space for the work that drew you to this field in the first place.

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