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ICANotes vs SimplePractice: Which EHR Is Built for Behavioral Health Clinicians?
Choosing the right EHR can make or break your clinical workflow. Both ICANotes and SimplePractice are popular among mental health professionals, but they serve different needs. SimplePractice shines for solo therapists who want an intuitive, client-friendly design, while ICANotes delivers the depth behavioral health clinicians need — from payer-ready documentation and integrated billing to built-in telehealth and compliance tools. This side-by-side comparison breaks down pricing, features, and support to help you decide which EHR best fits your behavioral health practice.
Last Updated: October 8, 2025
Overview: Why Clinicians Compare ICANotes and SimplePractice
Both ICANotes and SimplePractice are among the most trusted electronic health record (EHR) systems for mental health professionals. While SimplePractice is widely used among solo and small private practices for its sleek design and client-facing features, ICANotes stands out as a purpose-built platform for behavioral health.
For clinicians focused on compliance, insurance billing, and clinical documentation, the differences between these systems quickly become clear. This guide explores how each performs across core categories like documentation, billing, telehealth, pricing, and customization — and why more clinicians are switching to ICANotes as their practice grows.
Feature Comparison at a Glance
| Feature | ICANotes | SimplePractice | Verdict |
|---|---|---|---|
| Clinical Documentation | Menu-driven, audit-ready, DSM-5 aligned templates | SOAP notes and text fields | ICANotes offers more clinical depth |
| Billing & Claims | Built-in insurance billing and RCM tools | Limited; advanced billing only in higher tiers | ICANotes for end-to-end billing |
| Telehealth | Available on all plans and HIPAA-compliant | Higher-tier feature | ICANotes provides better value |
| Client Portal | Secure messaging, electronic intake, document sharing & online payments | Polished design but some users report login friction, telehealth glitches, and limited features on lower tiers | SimplePractice wins on design; ICANotes on reliability and value |
| Customization | Fully customizable built-in templates and specialty forms | Limited template flexibility | ICANotes for clinical customization |
| Support | Behavioral-health-trained support staff available 24/7 by phone and chat | Email-only for lower tiers | ICANotes offers better service access |
| Pricing | Transparent and flexible | $49–$99+ tiers with add-ons | ICANotes simplifies pricing |
Clinical Documentation and Templates
Accurate documentation is the backbone of compliance and quality care.
ICANotes provides structured, menu-driven documentation that transforms clinical data into narrative notes automatically. Each note aligns with payer expectations, DSM-5 standards, and medical-necessity language — helping clinicians produce defensible, high-quality notes in minutes.
SimplePractice, in contrast, uses basic SOAP note templates that work well for general therapy but lack the structure needed for advanced treatment planning or utilization reviews. While its simplicity is appealing, it can fall short for psychiatrists, group practices, or clinicians billing insurance.
Billing and Claims Management
Billing is where many therapists outgrow SimplePractice.
ICANotes integrates end-to-end billing and revenue-cycle management (RCM) tools, ensuring claims are cleaner, faster, and less likely to be denied. Clinicians can track claim status, post ERA payments, and manage secondary billing — all within one interface.
SimplePractice supports basic insurance billing but often requires third-party clearinghouses or manual tracking for complex claims. Many users report upgrading to higher tiers or using external services to achieve what ICANotes delivers by default.
Telehealth
Both platforms offer HIPAA-compliant telehealth, but the details matter.
ICANotes makes secure, high-quality telehealth with screen sharing available in every plan — no paywalls or feature restrictions.
SimplePractice offers a smooth telehealth experience, but it’s only included in higher tiers, and limits may apply to group or multi-provider accounts.
For clinicians who rely heavily on virtual sessions, ICANotes’ integrated telehealth makes it more cost-effective and reliable for long-term use.
Client Portal Experience
A well-designed client portal can make or break the client experience — from scheduling sessions to completing paperwork and paying invoices.
SimplePractice is widely recognized for its clean, user-friendly portal that allows clients to request appointments, sign documents, message their therapist, and join telehealth sessions from a single dashboard. Clinicians often praise how polished it looks and how easy it is for clients to use.
However, real-world feedback tells a more nuanced story. Users frequently mention login friction (email-based access links instead of saved logins), telehealth connection issues, and feature limitations on lower-tier plans. Some clinicians also report frustration with frequent tier changes and price increases, noting that features like calendar sync or online payments may require costly upgrades.
ICANotes, by contrast, offers a secure, fully integrated client portal built to enhance both clinical and administrative workflows. Clients can complete intake forms, share documents, and make online payments without tier restrictions. The portal also supports secure messaging and appointment reminders, ensuring that clinicians maintain HIPAA compliance without relying on multiple external tools.
“Clients are able to contact you via messaging and conduct HIPAA-approved virtual sessions — but login issues make it frustrating.” — G2 user review on SimplePractice
For clinicians who value consistency, compliance, and client satisfaction, ICANotes provides a more dependable and inclusive portal experience — without locking essential features behind higher-priced plans.
Key Takeaway on Client Portals
-
SimplePractice: Modern and visually appealing but occasionally unreliable and restricted by pricing tiers.
-
ICANotes: Streamlined, secure, and comprehensive — offering every clinician and client the same set of tools from day one.
Pricing and Add-Ons
ICANotes keeps pricing simple with one transparent and flexible plan that can include billing, telehealth, and documentation tools — no confusing upgrades or locked features.
SimplePractice, on the other hand, uses a tiered model:
- Starter: $49/month (limited features)
- Essential: $79/month
- Plus: $99/month+ (team accounts, telehealth, calendar sync)
Clinicians frequently note that key capabilities like billing, calendar integration, and analytics are hidden behind higher tiers.
“I needed the highest tier just to sync Google Calendar.”
ICANotes’ single-tier model ensures every behavioral health feature is available, regardless of practice size.
Customization and Practice Focus
ICANotes was designed specifically for behavioral health clinicians — psychiatrists, therapists, social workers, and psychologists — and it shows. Users can tailor note templates, forms, and rating scales to match their workflow.
SimplePractice caters to a broader wellness market, including coaches and alternative healers. This versatility makes it easy to use but limits the clinical depth behavioral health providers often need.
Support and Security
In healthcare, support and compliance go hand-in-hand.
ICANotes offers behavioral-health-trained support, available 24x7 by phone or email, and a reputation for fast, knowledgeable responses.
SimplePractice relies primarily on email support, with no live phone or chat options for lower tiers. While the interface is intuitive, clinicians often prefer immediate guidance when dealing with billing or documentation issues.
For practices prioritizing HIPAA compliance and data security, ICANotes’ dedicated behavioral health team provides extra peace of mind.
Real Clinician Feedback
“SimplePractice is easy to use but nickel-and-dimes features that should be standard.”
“ICANotes is built for clinical depth — it helps me document faster and more accurately.”
These reviews echo a common theme: clinicians like SimplePractice’s design but switch to ICANotes when they need more robust, integrated clinical tools.
When to Choose ICANotes vs SimplePractice
Choose ICANotes if you need:
- Audit-ready, payer-compliant documentation
- Built-in billing and telehealth
- Behavioral health-specific templates and rating scales
- Transparent, single-tier pricing
Choose SimplePractice if you need:
- Aesthetic client-facing tools
- Easy setup for cash-pay therapy
- Modern design and branding customization
FAQs: ICANotes vs SimplePractice
Final Verdict: Why Clinicians Switch from SimplePractice to ICANotes
SimplePractice is an excellent entry-level EHR for small therapy practices. But as documentation, billing, or compliance needs expand, clinicians often find themselves outgrowing its limits.
ICANotes bridges the gap between usability and clinical sophistication — combining fast, structured note creation with built-in billing, telehealth, and compliance safeguards.
If your goal is to spend less time typing and more time treating, ICANotes delivers the behavioral-health-specific foundation you’ve been missing.
Start Your Free Trial — Experience a Smarter Behavioral Health EHR
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- Complete Notes in Minutes - Purpose-built for behavioral health charting
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- Engage Clients Seamlessly – Secure portal for forms, messages, and payments
- HIPAA-Compliant Telehealth built into your workflow
Complete Notes in Minutes – Purpose-built for behavioral health charting
Always Audit-Ready – Structured documentation that meets payer requirements
Keep Your Schedule Full – Automated reminders reduce costly no-shows
Engage Clients Seamlessly – Secure portal for forms, messages, and payments
HIPAA-Compliant Telehealth built into your workflow
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Sandy Crowley
Chief Marketing Officer
About the Author
Sandy Crowley is the Chief Marketing Officer at ICANotes, a leading EHR platform purpose-built for behavioral health. Sandy has over two decades of experience bridging healthcare, marketing, and software innovation. Formerly the company’s CEO, she guided ICANotes through a period of rapid growth and product expansion. With a background in communications from Stanford University and a passion for helping clinicians streamline documentation and improve outcomes, Sandy continues to drive ICANotes’ mission to make behavioral health software smarter, more efficient, and clinician-focused.
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