CRM for Therapists: Features, Benefits, and 10 Best Tools

Introduction

What happens when a new client reaches out, and no one follows up?

Not because they weren’t a fit. Not because you didn’t care. But because the voicemail came after hours, or the email got lost between sessions.

For growing therapy practices, these slips aren’t rare. They’re constant. Intake forms go missing. Appointments get forgotten. Notes sit in too many places. And the more clients you serve, the harder it gets to keep everything moving without something falling through.

That’s where a CRM for therapists makes a difference, not as another dashboard to manage, but as a quiet system working behind the scenes to keep your practice running smoothly.

So, how do you know if your practice needs one? But what exactly do they offer that others don’t? What should you look for? And which platforms are worth your time in 2025?

That’s exactly what we’re covering in this blog.

What is Therapist CRM Software

A CRM (Client Relationship Management) software system is designed to help you track, manage, and stay connected with the people your business serves. In the context of therapy, that means clients, both current and potential.

A therapist CRM brings all client-related communication, history, and workflow into one place. From handling new inquiries to following up after sessions, it’s built to support the full client journey, not just the clinical side.

Types of CRMs

You can choose between three types of CRMs:

• General-purpose CRMs: Built for sales teams, focused on pipelines and conversions. Often, need a custom setup to work for therapy.
  
• Industry-agnostic small business CRMs: Better suited for service providers, but still may lack features like HIPAA compliance or client intake workflows.
  
• Therapy-focused CRMs: Tailored for mental health or healthcare practices. These usually offer HIPAA-ready communication, appointment reminders, intake forms, and more.

Therapist CRM vs. Practice Management Software (PMS)

It’s easy to mix up CRMs and practice management systems. After all, both are digital tools meant to make your workflow smoother. But they’re built for different jobs.

Practice management software handles the logistics, scheduling appointments, tracking session notes, managing billing, and handling documentation. Think of it as your operational backbone. It helps you run the back office.

A therapist CRM steps in on the relationship side of your practice. It supports how you engage with clients, before they even book a session, during the times between appointments, and after therapy ends. From intake and reminders to check-ins and reactivations, a CRM is what helps keep the communication flowing.

If you’re already using a PMS, you might wonder, Do I really need a CRM, too?

Here’s a clear side-by-side look at what each tool actually does:

Function	CRM for Therapists	Practice Management Software (PMS)
Primary Purpose	Client communication and relationship management	Operational management: scheduling, billing, notes
Lead Management	Captures and nurtures new inquiries	No, starts after client intake
Automated Messaging	Confirmations, follow-ups, missed call texts	Often limited to basic reminders
Client Retention	Sends reactivation campaigns, reviews, post-care messages	No
Marketing Support	Email and text campaigns, segmentation tools	Rare or not included
Client Journey Coverage	Full, from first contact to long-term retention	Begins after client is onboarded
HIPAA-Compliant Communication	Secure texting, forms, and data handling	Depends on the software
EHR Integration or Sync	Often integrates with PMS or EHR tools	Usually includes built-in EHR or note templates

When Does Your Therapy Practice Need a CRM

A CRM isn’t something every therapist needs from day one. But as your practice grows, so does the complexity of managing conversations, follow-ups, and client expectations. A CRM becomes essential when these operational gaps start showing up, and can no longer be patched manually.

Here are the most common signs that it’s time to bring one in:

Missed or forgotten client follow-ups

You respond to some inquiries immediately, but others sit unread for hours or days. Some require a second nudge, and it’s easy to forget who replied and who didn’t. Without a system to track and automate follow-ups, promising leads are lost simply because they weren’t nurtured in time.

A CRM solves this by automating your follow-up process. Whether someone filled out a form, left a voicemail, or reached out via text, the CRM ensures no message is left unanswered, and you don’t have to rely on memory to stay consistent.

Fragmented tools and lack of a centralized client view

Therapists often manage their practice across multiple platforms, email for communication, spreadsheets for lead tracking, scheduling apps for appointments, and sticky notes for quick updates. The result? Important details get missed, and there’s no single place to view everything about a client.

A CRM brings all this data into one dashboard. Client contact history, text conversations, past visits, and intake forms are all connected, making it easier to serve each client with context, even if several team members are involved.

High no-show and late-cancellation rates

Missed appointments are more than just a lost time slot. They disrupt the flow of care and impact revenue. If your current system only sends a single email reminder, or none at all, there’s a good chance clients are forgetting or overlooking their upcoming sessions.

A CRM helps by sending automated reminders via text or email, giving clients the option to confirm or reschedule. It also lets you reroute cancelled slots to people on a waitlist, so time isn’t wasted, and clients get seen sooner.

Manual intake and paperwork

Are new clients still filling out PDFs, printing forms, or replying with sensitive info over email? Manual intake slows down the onboarding process, increases errors, and adds to your administrative burden.

With a CRM, you can send secure, mobile-friendly intake forms that clients complete before their first session. The data flows directly into the system, no printing, scanning, or double entry required.

Limited after-hours response capability

Therapy isn’t a 9-to-5 need. But many practices lose potential clients simply because they don’t have a way to capture leads outside working hours. If someone calls in the evening and hears voicemail, they may move on before you can respond the next day.

A CRM with auto-response features can text back missed callers, collect inquiry details, and even start the intake process, all while you’re offline. This keeps you in the loop without requiring constant availability.

Disorganized or incomplete client histories

You may have clinical notes in your EHR, but where are the emails you exchanged last month? Or the text reminders sent last week? When communication is scattered across inboxes, phones, and sticky notes, it’s easy to lose track of important context.

A CRM organizes all non-clinical client communication in one place. So, when a client replies after months of silence, or a team member needs to catch up, it’s all there, clear and traceable.

Difficulty re-engaging inactive clients

Clients who’ve finished treatment or taken a break don’t always disappear forever. But if you have no system to check in or keep in touch, those relationships fade out.

A CRM allows you to automate thoughtful re-engagement, whether it’s a check-in message, a seasonal update, or a wellness tip. It keeps your practice top of mind, without feeling pushy.

Challenges tracking client progress over time

Are clients showing up regularly? Do cancellations spike during certain times? Are there patterns in how long clients stay engaged? Without a structured view of these trends, it’s hard to make informed decisions.

CRMs with built-in analytics help you track these metrics, giving you visibility into client behavior, appointment patterns, and engagement trends over time.

Lack of clarity on client engagement trends

If you’re unsure why certain months are slower, which outreach campaigns work best, or how many new inquiries turn into paying clients, you’re not alone. Most practices don’t track these numbers manually, and shouldn’t have to.

With a CRM, this data is automatically collected and presented in simple dashboards. You can measure what matters: client retention, response rates, appointment conversion, and more, all without exporting spreadsheets or guessing.

Real-World Use Cases of CRM for Therapists

Here’s how CRM for mental health professionals and therapists is used in real-world scenarios:

Managing new inquiries and lead capture

When someone reaches out to your practice through your website, contact form, phone, or even text, those inquiries need to be acknowledged quickly. Waiting too long often means losing them.

A CRM automatically captures these leads, stores their details, and triggers timely follow-ups. Some systems even allow you to set up conversation flows or assign leads to specific team members, so every inquiry gets a response without delay.

Automating the intake process

Collecting client information manually creates unnecessary back-and-forth. Sending PDFs, chasing missing details, or transcribing handwritten forms can easily eat up hours each week.

With a CRM, intake becomes a self-serve experience. Clients can fill out mobile-friendly forms sent directly from the system, and their information is securely stored. This also ensures fewer errors and smoother onboarding for both solo and group practices.

Re-engaging inactive clients

Many clients pause therapy with the intent to return later, but without structured follow-up, most don’t. Therapists often don’t realize how much opportunity is sitting in inactive files.

CRMs allow you to segment and re-engage these clients automatically. Whether it’s a seasonal check-in, an offer to resume sessions, or a simple message asking how they’re doing, it keeps the door open and the relationship warm.

Handling multi-provider practices

For group practices, managing client-provider assignment, internal communication, and shared client records can quickly become messy, especially if systems aren’t connected.

A CRM helps keep each provider in sync. You can assign clients to specific therapists, manage availability, and ensure everyone on the team has access to the right information, without stepping on each other’s toes.

Managing group therapy announcements

Running workshops or group sessions? A CRM makes it easy to send invites, collect RSVPs, and send reminders to participants. Instead of manual outreach, you can create segmented lists and automate communication tailored to group attendees.

Some CRMs even support group messaging or SMS updates, so you’re not relying on mass emails that get ignored.

Facilitating telehealth session coordination

Coordinating remote sessions comes with its own set of challenges, sharing links, sending reminders, confirming attendance, and following up afterward.

A CRM can integrate with your telehealth platform or calendar, so links are automatically sent and reminders go out without manual intervention. It can also prompt follow-ups post-session, like feedback requests or homework reminders.

Marketing automation

Whether you’re offering new services, opening up group programs, or just want to stay connected with your audience, a CRM makes outreach consistent and personalized.

You can set up email or SMS campaigns that go out based on behavior like new inquiries, birthdays, or long gaps between sessions, without doing it manually each time.

Internal team collaboration

When multiple team members are involved in a client’s journey, front desk, therapist, admin staff, miscommunication is common. Details get missed. Tasks fall through.

A CRM keeps everyone on the same page. Notes, status updates, and client interactions are logged centrally, so team members can collaborate without doubling efforts or stepping on each other’s work.

Capturing missed inquiries after hours

After-hours calls and messages often get missed. If there’s no system in place to respond quickly, those inquiries might never convert.

With a CRM, missed calls can trigger automatic text replies, giving potential clients a way to stay engaged. Their information gets captured, and follow-up can begin as soon as your team is back online.

Automating waitlist and cancellation rerouting

Last-minute cancellations can leave open slots that go unused, while waitlisted clients are still waiting.

A CRM can automatically alert clients on your waitlist when a spot opens up, letting them claim it via text or email. It’s a faster, fairer way to fill gaps in your schedule while keeping clients engaged.

Benefits of CRM for Therapists

A well-designed CRM doesn’t just organize contacts, it reshapes how your practice runs day to day. Let’s see how the right client management software for therapists adds value:

Time savings through automation

Manual reminders, repeated follow-ups, and back-and-forth scheduling are some of the most time-consuming parts of running a practice. A CRM automates these tasks behind the scenes, including texting reminders, sending forms, and confirming appointments, without needing your constant input. That time adds up, and it shows.

Clearer, centralized communication

When communication is split between phone, email, text, and sticky notes, context gets lost. A CRM brings all conversations into one timeline, so every message, update, or call log is easy to find. Whether you’re a solo therapist or part of a team, you get a full view of each client’s interactions without having to dig.

Fewer no-shows and late cancellations

Clients forget things. Life happens. But most missed appointments aren’t intentional; they’re the result of unclear communication or last-minute complications. With automated reminders, easy rescheduling options, and missed-call textbacks, a CRM helps keep your calendar predictable and your slots filled.

Higher client retention and satisfaction

Clients are more likely to stick with your practice when the experience is smooth, responsive, and personal. A CRM allows you to check in at the right times, follow up thoughtfully, and respond promptly to new needs. That consistency helps build trust and makes it easier for clients to stay engaged long-term.

Boosts referrals and positive reviews

When clients feel cared for outside the session, not just during, it often leads to stronger word-of-mouth and more referrals. A CRM can automatically send review requests after sessions, thank-you messages to referrers, or reminders to follow up with past clients who shared positive feedback.

Smart analytics for growth planning

How many new leads are converting? When do cancellations peak? Which outreach campaigns bring the most bookings? A CRM with built-in reporting gives you clarity on what’s working and where you’re losing momentum, so you can make better decisions without guessing.

Reduced administrative errors

Copy-pasting contact details, forgetting to send an intake form, or missing a follow-up, it’s easy for these small slip-ups to get big. A CRM reduces this risk by automating repetitive steps and storing information in one place, making your workflow more consistent and accurate.

Increased revenue

When no-shows drop, re-engagement improves, and inquiries are handled faster, revenue naturally grows. Add in time saved and fewer admin hours spent chasing tasks, and a CRM quickly pays for itself. It won’t magically bring in new clients, but it helps you capture and retain more of the ones already reaching out.

Best Practices for Using a CRM in Your Therapy Practice

Getting a CRM is only half the equation, how you set it up and use it makes all the difference. So here are 5 best practices that can help you get the most out of your system:

Keep client records accurate and up-to-date

A CRM is only as useful as the information it holds. If contact details are outdated or key notes are missing, it won’t help much. Make it a habit to update records after every meaningful interaction, whether that’s a conversation, appointment change, or intake update. This keeps communication smooth and avoids awkward gaps in follow-ups.

Automate reminders and follow-ups to minimize manual effort

The more tasks you automate, the less you have to remember. Set up automated appointment reminders, post-session follow-ups, and birthday or check-in messages. These small touches create consistency without adding more to your daily to-do list.

Use segmentation for targeted outreach

Not every client needs the same message. Use tags or filters in your CRM to create groups, new leads, past clients, workshop attendees, or waitlisted prospects. This makes your communication more relevant, whether you’re sharing updates, reactivation offers, or group therapy invites.

Set up secure access controls for sensitive client information

Client data must be protected, especially in healthcare settings. Choose a CRM with built-in access controls that limit who can view or edit sensitive information. For example, your front desk team may not need access to clinical notes, while therapists may not need billing access.

Ensure role-based access and give full team training

If multiple team members are using the CRM, set role-specific permissions from day one. Beyond access levels, make sure everyone knows how to use the system properly. A short training session or simple SOP can prevent mistakes, keep workflows consistent, and help your team feel confident using the tool.

Must-Have Features in CRM for Therapists

Here’s what to look for if you want your CRM to do more than just store contact info, and actually support your practice in real, everyday ways:

Customizable contact profiles and tags

Every client’s journey is different. A good CRM should let you customize client profiles, adding tags like “waitlisted,” “inactive,” or “group therapy”, so you can filter and follow up more effectively. It’s not just about storing names; it’s about making your data easy to use.

Two-way messaging

Being reachable by clients between sessions matters, but it has to be organized. A CRM should support two-way texting or email, with a shared inbox that tracks all conversations. That way, you’re not checking five places to see if someone confirmed their appointment.

Detailed analytics and reporting

Without data, you’re guessing. Look for a CRM that gives you clear reports on appointment trends, lead conversion, no-show rates, and campaign performance. These insights help you spot patterns and plan smarter, whether you’re tracking growth or addressing gaps.

Role-based access and security controls

Not everyone on your team needs access to everything. A CRM with role-based permissions lets you control who sees what, ensuring privacy, reducing errors, and making it easier to delegate without overexposing sensitive information.

Insurance and billing integration

While not all CRMs manage billing directly, the best ones for therapists either include or integrate smoothly with your billing setup. Whether you work with insurance or private pay, this reduces double entry and makes the payment process more efficient for both sides.

Automated workflows and reminders

Setting up workflows like sending an intake form when a new lead comes in, or reminding someone to confirm tomorrow’s session, saves hours over time. A CRM should make these kinds of automations simple to build and easy to adjust as your practice evolves.

Client engagement and marketing tools

Therapy is often ongoing, but client engagement can fade between sessions or once treatment ends. A CRM with built-in outreach tools like email campaigns, check-in texts, or reactivation sequences helps you stay connected without manual follow-up.

Missed-call auto-response

If a potential client calls and no one picks up, that moment may be your only chance to engage. A missed-call auto-text feature sends an immediate reply, captures their interest, and invites them to continue the conversation before they move on.

Calendar/EHR integration

Your CRM should sync with your existing schedule or EHR so that client data, appointment info, and documentation stay aligned. This reduces friction across tools and helps everything run more smoothly behind the scenes.

HIPAA compliance

This isn’t optional. If your CRM stores or transmits any client data, it must meet HIPAA standards. That includes secure messaging, encrypted data storage, audit logs, and access control. Without compliance, you’re exposed to serious risk, even if you’re just texting reminders. Thus, look for secure CRM software options

Review & feedback collection

A CRM should make it easy to collect feedback and reviews, either automatically after sessions or at key milestones. This not only improves client satisfaction, but also supports your growth through testimonials and better insights into what’s working.

How to Choose the Right CRM for Your Therapy Practice

The best CRM for therapy practices isn’t necessarily the one with the most features, it’s the one that fits how you work. Here’s how to narrow down your options and choose a system that supports your day-to-day needs without overcomplicating your workflow.

Match CRM to your practice size & model

A solo practitioner doesn’t need the same setup as a multi-location group. Start by thinking about how your practice operates.

• Are you seeing clients in person, online, or both?
• Do you manage a team, or is it just you?
• Do you plan to grow in the next year?

Choose a CRM that fits your current setup, but also has room to grow with you if needed.

Identify high-priority features

Focus on the features you’ll actually use. For example:

• Do you need automatic reminders to reduce no-shows?
  
• Is secure two-way texting important for your clients?
  
• Do you want to integrate with telehealth platforms or billing software?

Make a short list of what matters most. If a CRM doesn’t deliver on those, it’s not the right fit, no matter how well-rated it is.

Evaluate usability & support

Even the best system won’t help if it’s hard to use. Look for:

• A clean, simple interface
• Easy onboarding and setup
• Responsive customer support when you need help

You shouldn’t have to hire a tech expert or spend weeks figuring out how to send a reminder. A good CRM should make things easier from day one.

Check privacy, pricing & growth potential

Therapy practices handle sensitive data, so HIPAA compliance isn’t optional. Confirm that the CRM meets all privacy and security standards, and check whether they sign a Business Associate Agreement (BAA).

Also, look at:

• Pricing structure: Are there hidden fees? Do you pay per user, or per feature?
  
• Scalability: Can the tool grow with your practice, or will you outgrow it quickly?
  
• Contract terms: Can you cancel if it’s not a good fit, or are you locked in?

A CRM should be an investment in efficiency, not a system that locks you into long contracts or overcharges for basic tools.

Top CRM for Therapists

• Emitrr
• SimplePractice
• HubSpot CRM
• Pipedrive
• Salesforce
• Podium
• Vev CRM
• Zoho CRM
• Quenza
• Therapyflow

1. Emitrr

What is Emitrr?

Emitrr is an all-in-one communication and client engagement platform built specifically for service businesses, including therapy and healthcare practices. Unlike traditional CRMs that focus mainly on sales pipelines, Emitrr is designed to reduce no-shows, automate follow-ups, manage conversations across channels, and streamline administrative tasks, all while staying HIPAA compliant.

It goes beyond just tracking leads, it actively helps practices convert, engage, and retain clients. For therapists, this means less time on repetitive tasks, fewer missed inquiries, and more meaningful, timely communication with clients.

Emitrr Features

• All-in-One Inbox: Manage calls, texts, emails, and website chats in one place
  
• Two-Way HIPAA-Compliant Texting: Secure, two-way real-time messaging with clients
  
• Automated Missed Call Text-Backs: Respond instantly when you miss a call
  
• Online Review Requests: Request and track Google reviews via SMS or email
  
• Call Tracking & Recording: Monitor call performance and client communication
  
• Webchat-to-Text: Turn website visitors into text conversations
  
• Smart Reminders: Auto-send appointment reminders via text, call, or email
  
• Digital Intake Forms: Mobile-friendly, customizable forms for easy onboarding
  
• Waitlist Management: Automate filling cancellations with waitlisted clients
  
• Follow-Up Campaigns: Re-engage inactive clients with scheduled outreach
  
• Missed Appointment Rebooking: Prompt clients to reschedule automatically
  
• Reactivation Campaigns: Reconnect with inactive clients using pre-scheduled outreach
  
• Auto-Segmentation: Organize clients by tags like “new lead,” “no-show,” or “in treatment.”
  
• Secure Document Sharing: Send consent forms, questionnaires, or resources via secure links
  
• Team Chat & Internal Notes: Let admin and providers collaborate within the client timeline
  
• Multi-Location Support: Manage multiple providers or offices under one account
  
• Analytics Dashboard: Track message response rates, missed call recovery, and more
  
• Click-to-Call Functionality: Make outbound calls directly from the dashboard
  
• Voicemail Drop: Leave pre-recorded messages for outreach or follow-up
  
• Mobile App Access: Manage communication on the go
  
• Role-Based Access Control: Limit visibility based on staff roles
  
• Quick Templates: Save and reuse common messages across conversations
  
• HIPAA & TCPA Compliance: Secure data handling and opt-in text management

Emitrr Pros

• Built for service providers, including therapists and mental health clinics
  
• Responds to leads even outside working hours via automation
  
• Reduces no-shows with smart reminders and rescheduling workflows
  
• Centralizes client communication across multiple channels
  
• Fully HIPAA compliant with secure messaging and intake handling
  
• Improves client engagement with follow-up and review automation
  
• No complicated setup, easy to use even for non-technical teams
  
• Affordable pricing with transparent plans (no hidden costs)
  
• Excellent support team available to guide setup and troubleshooting
  
• Scales easily with your practice, works for solo and group practices alike

Emitrr Cons

• Some advanced features are still being rolled out in phases.

Emitrr Pricing

• Emitrr pricing starts at $59 per month, with flexible plans so you only pay for what you use.

Emitrr Integrations

Emitrr offers 500+ integrations across industries, including dental, real estate, recruiting, and more, with platforms such as:

• MailChimp
• Denticon
• Zapier
• Salesforce
• HubSpot
• Facebook
• HouseCall Pro
• And many more

Emitrr Customer Support Channels

• Live chat: Chat with Emitrr’s live representatives
• Phone: Call Emitrr at +1 (210) 941-4696
• Email: Send email to Emitrr’s support team at support@emitrr.com
• Knowledge base
• FAQs/forum
• SMS 

Emitrr Rating

Emitrr has a solid 4.8-star rating on Capterra.

Emitrr Reviews

“Emitrr has been a wonderful tool for our business. It has vastly improved our marketing efforts and is super easy to use/user friendly. The customer service is unmatched – anything I ask for help with is acknowledged quickly and usually resolved within a day or less. They also are quick to implement new ideas from clients. I don’t have one negative thing to say about Emitrr.” 

“I so appreciate the Customer Service that is quick and helpful. If there is not an immediate answer, they are open to considering alternatives and resolve our needs. The Emitrr tools easily meet our needs for texting and web bots on our websites. Our staff find the interface easy to use, as do the community that access our services. Both the desktop and cell phone apps work well.”

(Source: Capterra)

2. SimplePractice

What is SimplePractice?

SimplePractice is a leading practice management and electronic health record (EHR) software designed specifically for therapists and other health and wellness professionals. It streamlines administrative tasks, clinical documentation, scheduling, billing, and telehealth, all within a HIPAA-compliant platform. While it is widely praised for its comprehensive features and ease of use, some users note drawbacks such as a steep learning curve for beginners and higher costs compared to some competitors.

SimplePractice Features

• Online Scheduling & Calendar Sync: Clients can book sessions online, and the system syncs with calendar apps like Google Calendar, iCal, and Outlook, with automated appointment reminders to reduce no-shows.

• Telehealth: Offers a secure, HIPAA-compliant video platform for remote therapy sessions, allowing clients to join from anywhere.

• Documentation & Templates: Provides hundreds of customizable templates for intake forms, progress notes, SOAP notes, and assessments, streamlining clinical documentation.

• Client Portal & Communication: Features a secure client portal for messaging, document sharing, online bill pay, and appointment management, available 24/7

SimplePractice Pros

• It offers integrated scheduling, billing, telehealth, documentation, and client portal tools in one system.

• All client data and communications are protected in accordance with HIPAA standards.

• The platform provides responsive support, tutorials, and live help to assist users

SimplePractice Cons

• New users, especially those unfamiliar with EHR systems, may find the platform challenging to learn at first.

• Subscription costs are higher than those of some competitors, which can be a barrier for smaller practices.

• The system lacks advanced custom report generation, which restricts detailed analytics for practice evaluation.

• Users sometimes experience minor bugs or issues, particularly after updates

SimplePractice Pricing

SimplePractice offers three different pricing options

• Starter
• Essential
• Plus

SimplePractice Customer Support Channels

• Email/Help Desk
• FAQs/Forum
• Knowledge Base
• Phone Support
• Chat

SimplePractice Rating

SimplePractice has a 4.6-star rating on Capterra

SimplePractice Reviews

“Overall, SimplePractice is great. I appreciate the convenience of it, the helpful features and the ease of use!”

“The experience was fine, but the cost was something that didn’t make sense to me.”

(Source: Capterra)

3. HubSpot CRM

What is HubSpot CRM?

HubSpot CRM is a widely used customer relationship management platform designed to help businesses manage leads, sales pipelines, and marketing outreach. It offers a powerful set of tools for email automation, contact tracking, and reporting, most of which are free to start.

However, HubSpot is built with sales teams in mind, not therapists. Customizing it to fit a therapy practice often requires workarounds, technical setup, or paid add-ons. It doesn’t include HIPAA compliance by default, and key healthcare features like digital intake or appointment scheduling aren’t built in.

HubSpot CRM Features

• Contact and Lead Management: Store and track every interaction in one place

• Email Automation: Set up personalized drip campaigns and follow-ups

• Pipeline Tracking: Visualize client flow from inquiry to conversion

• Analytics Dashboard: Get insights on email opens, conversions, and engagement

HubSpot CRM Pros

• Intuitive interface and modern design
• Excellent email marketing and automation tools
• Scalable as your practice grows

HubSpot CRM Cons

• Not HIPAA compliant unless using paid add-ons and workarounds
• Built for sales, not healthcare, requires heavy customization
• No built-in intake forms, EHR, or appointment scheduling
• Costs rise quickly if you need advanced features or support

HubSpot CRM Pricing

HubSpot CRM pricing starts at $20 per month

HubSpot CRM Customer Support Channels

• Email/Help Desk
• FAQs/Forum
• Knowledge Base
• Phone Support
• 24/7 (Live rep)
• Chat

HubSpot CRM Rating

HubSpot CRM has a 4.5-star rating on Capterra.

HubSpot CRM Reviews

“The experience has been good;. It’s easy to use, but setting it up took a while. Once you have it set up how you want, it’s fantastic.”

“I found I simply had to click in too many places to get where I was going. I need simplicity and this is not a simple tool to use for a small business.”

(Source: Capterra)

4. Pipedrive

What is Pipedrive?

Pipedrive is a CRM originally built for sales teams to manage leads and close deals faster. It uses a visual pipeline system to help users track where each contact is in their journey, from first interaction to conversion.

For therapy practices, Pipedrive can help with lead tracking and follow-ups, but it lacks many essentials needed in a clinical setting. It doesn’t offer HIPAA compliance, appointment scheduling, or secure communication tools by default, making it a less-than-ideal fit for most therapists without major customization.

Pipedrive Features

• Visual Sales Pipelines: Drag-and-drop interface for tracking client journeys
  
• Customizable Fields & Stages: Adaptable to different intake or service flows
  
• Activity Reminders: Stay on top of follow-ups and tasks
  
• Email Tracking & Templates: Monitor opens and automate replies

Pipedrive Pros

• Clean, visual layout that’s easy to use
• Strong automation tools for lead nurturing
• Customizable pipelines and forms
• Affordable for small teams or solo users

Pipedrive Cons

• Not designed for healthcare or therapy workflows
• No built-in HIPAA compliance or secure messaging
• Lacks EHR, intake, or appointment scheduling tools
• Limited support for multi-provider or client-facing communication

Pipedrive Pricing

• Pipedrive pricing starts at $14.90/user/month.

Pipedrive Integrations

• Zapier
• Google Calendar
• Mailchimp

Pipedrive Customer Support Channels

• Live chat
• Email
• Help center

Pipedrive Rating

Pipedrive has a 4.5-star rating on Capterra.

Pipedrive Reviews

“A definitely leap in use cases from the previous CRM I was using. Being able to integrate with my Google Calendar for tasks/events, and entering in a number of custom fields that I can filter by is very useful.”

“Expensive for multiple users. Email interface not great.”

(Source: Capterra)

5. Salesforce

What is Salesforce?

Salesforce is one of the most powerful and customizable CRM platforms in the world. It’s widely used by enterprises across industries to manage everything from customer relationships and marketing automation to data analytics and internal workflows.

That said, Salesforce is built for large, complex organizations, not small therapy practices. While it offers nearly unlimited customization, it also requires a steep learning curve, technical setup, and ongoing management. It’s not HIPAA-compliant by default, and adapting it for healthcare use usually involves third-party developers or consultants.

Salesforce Features

• Highly Customizable CRM Workflows: Build tailored pipelines, automations, and forms
  
• Advanced Reporting & Dashboards: Track any metric across teams or departments
  
• App Marketplace: Integrate with thousands of tools through the Salesforce ecosystem
  
• Marketing & Sales Automation: Set up complex campaigns and follow-up sequences

Salesforce Pros

• Extremely flexible and scalable
  
• Supports multi-location and large-team environments
  
• Strong reporting and data visualization tools
  
• Massive third-party app ecosystem

Salesforce Cons

• Not HIPAA compliant out of the box
  
• Complex setup, not beginner-friendly
  
• Expensive, especially when scaling or adding features
  
• Overkill for most solo or small-group therapy practices

Salesforce Pricing

Salesforce has two pricing options starting at $25 USD/User/Month

• Starter Suite
• Pro Suite

Salesforce Customer Support Channels

• Email/Help Desk
• FAQs/Forum
• Knowledge Base
• Phone Support

Salesforce Rating

Salesforce has a 4.4-star rating on Capterra.

Salesforce Reviews

“My experience was extremely positive. it was easy to set up, easy to add and maintain users and kept me and my team on track as we worked through prospecting and closing”

“Positive experience but there could be improvements made.”

(Source: Capterra)

6. Podium

What is Podium?

Podium Webchat is a client communication tool that allows therapy practices to connect with potential and existing clients through text. It’s especially useful in mental health settings where timely, private communication can make a big difference in how supported a client feels.

What makes it stand out is its ability to turn website visitors into text conversations, so your team can respond quickly, even after hours. While Podium isn’t a full CRM, it’s a strong communication layer that can complement your existing systems.

Podium Features

• Website Chat with Text Follow-Up: Convert website visitors into leads with automated text replies
  
• Two-Way Text Messaging: Manage all client conversations from a shared inbox
  
• Review Request Automation: Collect Google reviews via text after sessions
  
• Unified Messaging Dashboard: View and respond to texts, webchat, and social DMs in one place

Podium Pros

• Excellent for lead capture and fast replies
• Improves local SEO with automated review collection
• User-friendly interface
• Helps practices appear more responsive and accessible

Podium Cons

• Not a full CRM, no intake, scheduling, or EHR features
• No built-in HIPAA compliance for healthcare messaging
• Limited use beyond communication and review management
• Works better as an add-on than a standalone solution for therapists

Podium Pricing

Podium provides three pricing plans

• Core
• Pro
• Signature

Podium Integrations

• BigCommerce
• AthenaHealth
• AroFlow
• Airtabele
• AdvancedMD
• AMS Pro

Podium Customer Support Channels

• Phone Support
• Email Support
• Live Chat
• Help Center (Knowledge Base)
• Customer Support Portal

Podium Rating

Podium has a 4.3-star rating on Capterra.

Podium Reviews

“it wasn’t bad honestly! It’s a super great program and they have some amazing features. However, for our company, it just didn’t fit as well.”

“overall positive eperience, it’s obvious their team genuinely wants to help businesses thrive.”

(Source: Capterra)

7. Vev CRM

What is Vev CRM?

Vev CRM is a lightweight, user-friendly customer management tool designed primarily for small service-based businesses. It focuses on helping users manage bookings, automate reminders, and stay on top of client communication, all without the steep learning curve of larger CRMs.

For therapy practices, Vev offers a simple way to manage appointments and basic communication, but it lacks deeper features like EHR integration, HIPAA compliance, or detailed client recordkeeping. It’s best suited for solo therapists or wellness practitioners who want a no-fuss, entry-level CRM.

Vev CRM Features

• Online Booking: Let clients book sessions directly from your website or link
  
• Automated SMS & Email Reminders: Reduce no-shows with timely reminders
  
• Client Notes & History: Keep track of past interactions and preferences
  
• Dashboard Overview: View your daily schedule, bookings, and messages in one place

Vev CRM Pros

• Simple and fast to set up
• Ideal for solo practices or part-time therapists
• Clean interface with minimal clutter

Vev CRM Cons

• Not HIPAA compliant
• Lacks EHR, billing, or clinical documentation tools
• Limited customization compared to larger CRMs
• Not suited for group practices or multi-provider coordination

Vev CRM Pricing

• Contact support

Vev CRM Customer Support Channels

• Email/Help Desk
• Knowledge Base

Vev CRM Rating

• Not available

Vev CRM Reviews

• Not available

8. Zoho CRM

What is Zoho CRM?

Zoho CRM is part of the broader Zoho suite and is known for being a flexible, budget-friendly CRM solution for small to mid-sized businesses. It offers contact management, workflow automation, email tracking, and custom reporting, all within a highly customizable interface.

However, Zoho CRM is not built specifically for healthcare or therapy practices. It lacks HIPAA compliance by default, and while it can be tailored to fit a therapy workflow, doing so may require technical configuration or third-party integrations. It’s a good fit for admin-heavy practices willing to invest time in setup.

Zoho CRM Features

• Customizable Pipelines & Fields: Tailor workflows to fit intake and client engagement
  
• Email Integration & Tracking: Sync with Gmail, Outlook, and monitor open rates
  
• Workflow Automation: Set rules for reminders, follow-ups, and lead assignment
  
• Reports & Dashboards: Visualize conversion rates, contact engagement, and more

Zoho CRM Pros

• Highly customizable without needing code
• Offers a full suite of business tools (e.g., invoicing, email, calendars)
• Good for practices looking to scale over time

Zoho CRM Cons

• Not HIPAA compliant unless using Zoho’s enterprise healthcare solutions
• No built-in telehealth, intake, or EHR tools
• Can feel overwhelming without technical setup
• Some features locked behind higher-tier plans

Zoho CRM Pricing

• Zoho CRM pricing starts at $14 per user/month for the Standard plan.

Zoho CRM Customer Support Channels

• Phone Support
• 24/7 (Live rep)
• Chat
• Knowledge base

Zoho CRM Rating

Zoho CRM has a 4.3-star rating on Capterra.

Zoho CRM Reviews

“We are getting there customizing to our business model. I hope to someday have the smoothest possible flow without interruptions as there are so many situations to consider.”

“Overall experience is very good. Zoho CRM platform offers easy to use interface Which helps me to keep track of client interactions very easily also I can manage leads very simple way.”

(Source: Capterra)

9. Quenza

What is Quenza?

Quenza is a CRM-style platform built specifically for therapists, coaches, and mental health professionals, designed to improve client engagement and outcomes by extending care beyond office hours. However, unlike traditional CRMs, Quenza is designed more for client care and progress tracking than for lead management or admin tasks. While it offers a sleek, HIPAA-compliant interface and excellent client-facing tools, it doesn’t handle scheduling, billing, or communication in the way most CRMs do.

Quenza Features

• Drag-and-Drop Activity Builder: Create and send custom exercises, worksheets, and homework
  
• Client App & Portal: Clients can access activities, journal entries, and resources on their own
  
• Pathways: Automate multi-step client journeys (e.g., onboarding sequences or progress plans)
  
• HIPAA-Compliant Messaging: Securely share resources and check in between sessions

Quenza Pros

• Built specifically for therapists and wellness professionals
• Helps extend therapeutic support between sessions
• Highly customizable and client-friendly interface
• Fully HIPAA compliant

Quenza Cons

• No appointment scheduling or calendar tools
• Not a CRM in the traditional sense, limited for lead management
• Lacks billing or insurance integration
• Best used alongside, not instead of, a full CRM or PMS

Quenza Pricing

The base plan starts at $25/month.

Quenza Customer Support Channels

• Email/Help Desk
• FAQs/Forum
• Phone Support

Quenza Rating

Quenza has a 4.8-star rating on Capterra.

Quenza Reviews

“Very satisfied so far! The ease of use, the ease of adding your own stuff, editing their own content, and there’s so much help to get both from their website, with tutorials and posts, and also from their amazing customer service!”

“Needs knowledge on collecting data and it it kind of expensive for a starter company”

(Source: Capterra)

10. Therapyflow

What is Therapyflow?

TherapyFlow is a client relationship management platform designed specifically for therapy and mental health practices. It aims to bridge the gap between traditional CRMs and practice management systems by offering tools for lead tracking, intake automation, communication, and client workflow management, all in one system.

While TherapyFlow is built with therapists in mind, it’s still developing compared to more mature platforms. It may lack advanced EHR or billing functionality that larger practices rely on, and its interface can feel less intuitive for users who are new to CRMs.

Therapyflow Features

• Lead Management Pipeline: Visual dashboards to track prospects from first contact to onboarding
  
• Automated Intake Workflows: Send forms, reminders, and documents without manual follow-up
  
• Two-Way HIPAA-Compliant Messaging: Securely text and email clients directly from the platform
  
• Team Collaboration Tools: Assign leads, track internal notes, and manage multi-provider workflows

Therapyflow Pros

• Built specifically for therapy practices
• Automates intake, follow-ups, and onboarding
• Helps teams stay aligned with centralized workflows
• Supports secure, real-time client communication

Therapyflow Cons

• No built-in EHR or clinical documentation tools
• Billing and insurance tools may require third-party integration
• Less suited for solo practitioners due to team-oriented setup
• Platform may feel overwhelming at first without guided onboarding

Therapyflow Pricing

• Contact support

Therapyflow Customer Support Channels

• Email/Help Desk
• FAQs/Forum
• Phone Support

Therapyflow Rating

• Not available

Therapyflow Reviews

• Not available

What Makes Emitrr Stand Out as CRM for Therapists

After looking at several top CRM platforms, you’ll notice most offer similar core features. But where many tools stop at general support, Emitrr goes deeper into the needs of therapy practices.

It’s not just another CRM with healthcare tags, it’s built around the everyday challenges therapists face: keeping up with new inquiries, reducing no-shows, managing intake, and staying on top of conversations without getting overwhelmed.

Here’s what sets Emitrr apart from the rest:

All-in-one central inbox

Instead of juggling emails, texts, calls, and contact forms across different apps, Emitrr brings everything into one unified inbox. Every message, whether it’s a new inquiry or a follow-up question from an existing client, is tracked and easily accessible by your team. This keeps communication organized, reduces missed messages, and helps you respond faster.

Automated tasks

Follow-ups, reminders, intake messages, feedback requests, these repetitive tasks take up valuable time. Emitrr lets you automate them all. You can create workflows that trigger based on specific actions (like a missed call or new inquiry) so nothing falls through the cracks, and your team doesn’t have to chase every detail manually.

Smart scheduling

Emitrr simplifies the scheduling process for both you and your clients. They can book or reschedule sessions online, and you can send confirmations and reminders automatically. The platform also handles last-minute cancellations by alerting people on your waitlist, helping you keep your calendar full without manual reshuffling.

Two-way and group texting

Texting is often the fastest way to reach clients, but managing those conversations through personal devices or disconnected tools is risky and hard to track. Emitrr allows HIPAA-compliant, two-way texting through its dashboard. It also supports group messages for clients in group therapy or workshops, useful for reminders, updates, or shared resources.

Mobile-friendly digital intake

Onboarding a new client shouldn’t take a dozen emails. With Emitrr, you can send digital intake forms that clients fill out from their phone or computer securely and easily. The responses are stored directly in the system, eliminating paperwork and saving time for both your team and your clients.

Full EHR/PMS sync

Emitrr isn’t trying to replace your EHR or Practice Management Software, it connects with the tools you already use. That means you’re not re-entering data or switching platforms constantly. Appointments, notes, and records stay in sync, which keeps workflows cleaner and reduces administrative errors.

100% HIPAA compliant

Privacy is non-negotiable. Emitrr is fully HIPAA compliant CRM software and offers a Business Associate Agreement (BAA) to protect your practice. Whether it’s a text message, a form submission, or a call recording, everything is stored and transmitted securely.

Smart insights powered by AI

Emitrr goes beyond basic reporting. It shows you actionable insights like how quickly your team responds to leads, what percentage of inquiries convert to booked sessions, or when your no-show rate tends to spike. This kind of data helps you improve systems, retain more clients, and make better-informed decisions.

Affordable & transparent pricing

Many platforms offer price based on user seats, features, or usage, leading to unexpected costs. Emitrr keeps pricing straightforward, so you know exactly what you’re paying for. That’s especially helpful for smaller or growing practices working within a set budget.

AI-powered follow-ups and smart workflows

Emitrr uses AI to enhance communication, not overcomplicate it. It can identify urgent messages, categorize voicemails, and offer smart reply suggestions via its solid AI assistant called Sarah. It can help staff respond faster without guessing or rewriting the same information repeatedly. It’s practical automation, applied with purpose. 

Curious to know more? Watch this video to learn all it can do:

Role-based controls

Not everyone on your team needs the same level of access. Emitrr lets you set role-based permissions so your admin staff can handle follow-ups, while therapists view only what’s relevant to their clients. This improves security and keeps sensitive information protected.

Intuitive UI

A system is only useful if people actually want to use it. Emitrr keeps things simple with a clean, easy-to-learn interface. Whether you’re tech-savvy or not, the platform is designed to work for you, not slow you down.

Round-the-clock support

If something goes wrong or you just need help setting something up, Emitrr’s support team is available when you need them. Fast, responsive help means you’re not left waiting or digging through forums to troubleshoot.

FAQs

Conclusion

Thus, it’s clear that a CRM is no longer just a “nice-to-have”, it’s a necessary part of running a streamlined, client-centered therapy practice.

It helps you stay connected with clients, reduce admin overload, and create a consistent experience from intake to follow-up. And while there are many tools available, few are designed with therapy in mind.

Emitrr brings together everything a modern practice needs, without the complexity. If you’re ready to simplify your workflow, strengthen client relationships, and grow with confidence, book a free demo with Emitrr and see how it fits your practice.