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ICANotes vs TherapyNotes: Which Behavioral Health EHR Fits Your Practice?
Comparing ICANotes vs TherapyNotes? Both are trusted EHRs for mental health professionals, but ICANotes is purpose-built for the entire behavioral health spectrum — from therapists and prescribers to case managers and PRP providers. With structured, audit-ready documentation, integrated billing, and affordable telehealth that can be added to any plan, ICANotes offers more depth, flexibility, and clinical precision than TherapyNotes.
Last Updated: November 12, 2025
Why Clinicians Compare ICANotes and TherapyNotes
TherapyNotes has become one of the most popular EHRs for therapists thanks to its clean interface, full suite of practice management tools, and 24/7 customer support. It’s a good choice for small practices or solo clinicians who need simplicity and stability.
ICANotes, on the other hand, was built specifically for behavioral health care — not just therapy. Its menu-driven documentation templates, robust treatment planning, and integrated billing tools were designed to meet the needs of multi-role behavioral health teams, from psychiatrists to case managers.
As practices expand and documentation or billing demands become more complex, many clinicians find themselves outgrowing TherapyNotes and turning to ICANotes for more specialized clinical functionality.
Feature Comparison at a Glance
| Feature | ICANotes | TherapyNotes | Verdict |
|---|---|---|---|
| Clinical Documentation | Menu-driven, DSM-5-aligned templates across therapy, psychiatry, case management, PRP, nursing, and more. | SOAP-style and progress note templates focused on therapy and psychiatry. | ICANotes for clinical depth & variety |
| Billing & Claims | Integrated EHR + RCM workflows, charge automation, eligibility checks, denial prevention. | Separate billing; $0.14/claim for electronic submissions. | ICANotes for end-to-end billing |
| Telehealth | HIPAA-compliant telehealth available as a $10/user add-on on any plan. | Telehealth available as a $15/user add-on. | ICANotes for lower cost & flexibility |
| Client Portal | Secure messaging, electronic intake, document sharing & online payments included. | Sleek, user-friendly design; strong client-facing polish. | TherapyNotes on design; ICANotes on function |
| Treatment Planning | Prebuilt goals, objectives, interventions with tight note integration. | Goal-objective-intervention structure; lighter content library. | ICANotes for integrated planning |
| Evidence-Based Scales | 100+ built-in rating scales flow into notes and plans automatically. | Supports core measures (PHQ-9, GAD-7, CAGE-AID, etc.). | ICANotes for breadth & automation |
| Group Therapy | Chart once → distribute notes to all participants; customizable by group type/size. | No true group session documentation. | ICANotes — unique advantage |
| Case Management & PRP | Specialized templates for psychosocial & community-based services, PRP. | Not supported. | ICANotes for broader BH coverage |
| Customization | Specialty forms and note types for multiple disciplines. | Limited note customization. | ICANotes for flexibility |
| Support | 24/7 support with behavioral-health-trained staff; free 1:1 implementation. | 24/7 phone & email support. | Draw — hours equal; ICANotes deeper BH expertise |
| Pricing | Transparent core + a la carte add-ons (telehealth $10); simplifies scaling. | Tiered plans; add-ons (telehealth $15) and per-claim fees. | ICANotes for predictable costs |
Key Takeaway on Feature Comparison
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TherapyNotes: Delivers excellent usability and round-the-clock support, its focus is narrower — more suitable for traditional therapy practices.
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ICANotes: Provides a clinically rich environment designed for agencies and multidisciplinary teams that need deeper documentation and billing precision. The differences become clear when you compare specific workflows.
Treatment Planning: TherapyNotes vs ICANotes
Both systems let clinicians create structured treatment plans, but ICANotes embeds the plan directly into your clinical workflow, so goals, diagnoses, and interventions automatically appear in progress notes.
| Feature | TherapyNotes | ICANotes | Advantage |
|---|---|---|---|
| Goal Structure | Nested goals, objectives, and interventions within a structured treatment plan. | Menu-driven treatment plans linked directly to behavioral health note templates for precision and speed. | ICANotes for guided setup and clinical alignment |
| Progress Integration | Objectives can be referenced from the plan into progress notes manually. | Goals, diagnoses, and rating scale results automatically flow into progress notes and treatment updates. | ICANotes for workflow automation & compliance |
| Content Library | Limited built-in library of interventions and goals, requiring manual input for most modalities. | Comprehensive, behaviorally focused library of prebuilt goals, objectives, and interventions across modalities. | ICANotes for content depth and time savings |
| Plan Enforcement | Plan completion optional; can be disabled or left to clinician discretion. | Treatment planning built into every note type to ensure medical necessity and documentation completeness. | ICANotes for built-in compliance assurance |
ICANotes doesn’t just store your treatment plan — it drives your documentation.
Evidence-Based Rating Scales and Outcome Measures
When it comes to measuring outcomes and supporting medical necessity, both ICANotes and TherapyNotes include rating scales — but the depth and integration differ significantly. ICANotes was designed for full-spectrum behavioral health care, offering more than 100 built-in assessments that automatically populate into your notes and treatment plans. TherapyNotes provides core screening tools like the PHQ-9 and GAD-7, but lacks the automation and scale variety that larger practices often need.
| Aspect | ICANotes | TherapyNotes | Verdict |
|---|---|---|---|
| Scale Library | Includes 100+ evidence-based rating scales such as PHQ-9, GAD-7, CAGE-AID, BPRS, and more, all integrated into the clinical workflow. | Limited to core measures like PHQ-9, GAD-7, and CAGE-AID with manual entry for others. | ICANotes for library breadth and clinical range |
| Workflow Integration | Scale results flow directly into progress notes and treatment plans, automatically supporting medical necessity documentation. | Scores must be manually referenced or recorded within notes; no automated integration. | ICANotes for full automation and documentation support |
| Client Experience | Clients can complete scales securely via the portal; results sync to charts in real time. | Clients can fill out measures via the client portal, but clinician workflow connection is limited. | Draw — both support client-facing completion |
| Add-On Fees | All scales and integration features included in every subscription. | Included; no per-measure fees, but limited selection. | Draw — both include core tools |
For behavioral health organizations focused on measurable outcomes and payer compliance, ICANotes clearly leads the way. Its built-in library of standardized rating scales — combined with automated score tracking and treatment-plan integration — helps clinicians save time, reduce audit risk, and demonstrate progress with every client session.
Group Therapy: A Clear ICANotes Advantage
Group therapy is a critical component for many behavioral health programs, from IOP and PHP to community-based support groups. While TherapyNotes allows scheduling multiple clients at once, it stops short of true group documentation. ICANotes, in contrast, streamlines the process by letting clinicians chart once and automatically distribute compliant notes to all participant records.
| Feature | ICANotes | TherapyNotes | Verdict |
|---|---|---|---|
| Group Session Documentation | Document once and automatically distribute notes to all participant charts, maintaining unique clinical data per client. | No true group session documentation; each client’s note must be written individually. | ICANotes for efficiency and accuracy |
| Customization | Customizable templates for different group types, sizes, and modalities (IOP, PHP, skills, or support groups). | Allows scheduling multiple participants but lacks tailored documentation templates for group work. | ICANotes for clinical flexibility |
| Chart Synchronization | Each participant’s chart automatically updates with the session note, including shared interventions and attendance. | Requires manual note duplication or separate entries for each participant. | ICANotes for automation and time savings |
| Compliance & Audit Trail | Audit-ready structure ensures every participant’s note meets payer and documentation standards. | Manual workflow increases risk of inconsistent records. | ICANotes for consistency and compliance |
For practices offering group or multi-client sessions, ICANotes dramatically reduces redundant documentation. Clinicians save time, maintain compliance, and ensure consistent reporting across all participants, helping teams focus on care instead of clerical work.
Chart once, document for all. ICANotes makes group therapy efficient and compliant.
Specialized Note Templates Beyond TherapyNotes
ICANotes and TherapyNotes both support essential therapy documentation, but ICANotes extends far beyond traditional note types. From PRP and case management to nursing and discharge documentation, ICANotes gives every role in your behavioral health team a structured, compliant template to chart efficiently.
| Note Type | ICANotes | TherapyNotes | Verdict |
|---|---|---|---|
| Individual Therapy | ✅ Menu-driven templates aligned with DSM-5 and payer requirements; fully narrative notes generated automatically. | ✅ Standard SOAP templates; easy to use but limited clinical depth. | Draw — ease vs. depth |
| Couples / Family Therapy | ✅ Prebuilt templates with relational logic for documenting multiple family members and shared goals. | ⚠️ Introduced in 2024 with limited relational fields and manual structure. | ICANotes for relational flexibility |
| Group Therapy | ✅ Chart once, distribute to all participants automatically; supports customizable group templates. | ❌ No group documentation feature; manual entry required per participant. | ICANotes — unique advantage |
| Case Management | ✅ Dedicated templates for psychosocial support, referrals, community coordination, and progress tracking. | ❌ Not supported; limited to therapy documentation types. | ICANotes for agencies & multidisciplinary care |
| PRP / Community-Based Services | ✅ Medicaid-aligned PRP templates with goal tracking and daily service documentation. | ❌ Not supported. | ICANotes for broader behavioral health coverage |
| Nursing / Medication Management | ✅ Includes vitals, MSE, medication lists, and follow-up templates for prescribers and nurses. | ⚠️ Basic prescriber notes without vitals or medication workflow tools. | ICANotes for medical integration |
| Crisis / Discharge Notes | ✅ Built-in templates for crisis intervention and discharge planning with structured clinical fields. | ⚠️ Basic note options available but lack structured intervention and safety planning sections. | ICANotes for compliance and continuity |
TherapyNotes works well for therapists in private practice, but ICANotes is designed for full behavioral health programs with multidisciplinary teams. Whether you’re documenting psychotherapy, medication management, or PRP services, ICANotes provides purpose-built templates that ensure accuracy, compliance, and clinical depth.
Pricing and Add-Ons
Both platforms are affordable for solo and small practices, but their cost structures differ. ICANotes uses a transparent core with simple add-ons (telehealth is $10/user), while TherapyNotes layers add-ons and per-claim fees that can raise total cost as you scale.
| Pricing / Add-On | ICANotes | TherapyNotes | Verdict |
|---|---|---|---|
| Telehealth | $10/user add-on on any plan; HIPAA-compliant. | $15/user add-on. | ICANotes — lower cost & flexible |
| Electronic Claims / Billing Fees | Integrated EHR+RCM workflows; charge capture & eligibility built in. (Standard clearinghouse costs may apply.) | $0.14 per electronic claim submission. | ICANotes — fewer per-claim add-ons |
| Client Portal | Included: secure messaging, e-intake, document sharing, online payments. | Included: polished client experience. | Draw — both included |
| Add-On Structure | Transparent core + a la carte (e.g., telehealth). Predictable scaling. | Tiered plans plus add-ons (telehealth, per-claim fees). | ICANotes — more predictable costs |
| RCM Services | Available as an optional add-on service. | Not offered. | ICANotes — additional revenue support |
| Implementation / Onboarding | Includes personalized 1:1 onboarding and live training with behavioral-health specialists. | Setup guidance and help articles available; individual sessions not specified. | ICANotes — superior hands-on implementation |
| Support | 24/7 support with behavioral-health expertise. | 24/7 support (phone & email). | Draw — hours equal; ICANotes BH expertise |
| Total Cost of Ownership | Fewer surprise fees; simpler scaling as users and claims grow. | Add-ons and per-claim fees can increase costs as you scale. | ICANotes — more predictable TCO |
Support and Training
Both companies provide 24/7 support, but ICANotes offers an extra edge in behavioral health-specific expertise.
| Category | ICANotes | TherapyNotes | Verdict |
|---|---|---|---|
| Support Availability | 24/7 live support via phone, email, and chat — staffed by behavioral-health experts. | 24/7 support by phone and email with general technical staff. | Draw — equal hours; ICANotes offers greater clinical expertise |
| Training & Onboarding | Includes personalized 1-on-1 live training sessions during implementation — no additional cost. | Offers tutorials, webinars, and help articles; individual sessions not specified. | ICANotes — superior guided onboarding |
| Knowledge Resources | Comprehensive knowledge base, recorded webinars, and workflow guides tailored to behavioral health. | Extensive help center and FAQs covering general EHR workflows. | Draw — both offer solid self-help resources |
| Customer Feedback | Users report responsive, knowledgeable support teams who understand clinical workflows. | Users praise reliability but note longer response times during peak hours. | ICANotes — faster, specialized assistance |
| Implementation Help | Dedicated onboarding specialists ensure complete setup before go-live, with guided walkthroughs. | Self-guided setup; support available on request. | ICANotes — proactive implementation support |
Real Clinician Feedback on TherapyNotes
“The note templates are easy to use. I like being able to customize my interventions.” (Source: G2)
“Customer support is abysmal … price increased after I joined.” (Source: G2)
These voices show two things:
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TherapyNotes is praised for ease and interface.
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Users often push back on cost changes, support delays, and extra fees.
Many practices reach a tipping point where they want more control, deeper documentation tools, and fewer surprises — and that’s where ICANotes often becomes the switch candidate.
When to Choose ICANotes vs TherapyNotes
Choose ICANotes if you need:
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Audit-ready, structured documentation beyond SOAP templates, aligned with DSM-5 and payer standards
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Integrated billing and RCM workflows without per-claim fees
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Behavioral-health-specific templates for therapy, psychiatry, group, case management, and PRP services
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Predictable, scalable pricing with optional add-ons like telehealth and RCM services
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24/7 live support and personalized 1:1 training included at no additional cost
Choose TherapyNotes if you need:
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Clean, familiar interface and a shorter learning curve for small private practices
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Affordable entry-level pricing with core features (scheduling, reminders, client portal)
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24/7 customer support and a trusted reputation for reliability
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Simplicity and quick setup over deep customization and advanced clinical tools
FAQs: ICANotes vs TherapyNotes
Final Verdict: ICANotes is Built for Behavioral Health — Not Just Therapy
TherapyNotes is a good fit for private-practice therapists. But for multidisciplinary behavioral health organizations, ICANotes provides a more powerful, compliant, and scalable platform with features purpose-built for the field.
✅ Purpose-built for behavioral health — not adapted from generic EHR templates
✅ Audit-ready documentation that supports payer requirements
✅ Seamless workflow integration across therapy, psychiatry, case management, and PRP
✅ Transparent, predictable pricing
✅ 24/7 expert support
“When your practice evolves beyond individual therapy, TherapyNotes starts to feel limiting.
ICANotes grows with you — from solo therapist to full behavioral health agency.”
Start Your Free Trial — Experience a Smarter Behavioral Health EHR
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Experience the most intuitive, clinically robust EHR designed for behavioral health professionals, built to streamline documentation, improve compliance, and enhance patient care.
- 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
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
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