Practice Management That Grows Your Business AND You as a Business Owner
PracFlow is built for solo therapists and small group practices. Unlike passive EHRs, we anticipate your needs by surfacing information right when it matters to help you make decisions—both big and small—in real-time and guide you toward your practice vision.
Why PracFlow is Different
Most EHRs serve the business, not the business owner. PracFlow grows both your business AND yourself as a business owner. We provide guidance personalized to your vision, decision support in real-time, and sustainable business habits.
Guidance Personalized to Your Vision
Revenue projections tailored to your practice
Ideal client profiles
Sustainability reviews
Practice vision alignment
Real-Time Decision Support
Client cancellation history when making fee decisions
Best referral sources when growing caseload
Context-aware insights
Right information at the right time
Sustainable Business Habits
Session prep and wrap-up routines
Built-in admin time
Monthly financial reviews
Practice growth guidance
Comprehensive Practice Management Features
Appointment Scheduling with Google Calendar sync
Integrated Video Conferencing (Zoom, Google Meet, custom)
Custom URLs for appointments, workshops, and groups
Automated Reminders via email and WhatsApp
Payment Processing with Razorpay integration
Client Management with human-friendly IDs
Therapy Notes (SOAP, DAP, free-form templates)
Intake Forms (fully customizable, mobile-optimized)
Feedback Forms and client satisfaction tracking
Workshops and Group Sessions management
Library & Assignments for worksheets and resources
Secure Communication with integrated messaging
Analytics & Reports with revenue tracking
Team Management with role-based access
Whitelabeling and custom branding
Client Portal for secure client access
Security and Compliance
GDPR Compliant
HIPAA Compliant
Enterprise-grade security
Encrypted data storage
Auto-backup and recovery
Self-Funded, Therapist-Focused
PracFlow is self-funded with no VC pressure. We stay accountable to you, the independent therapist. Built by therapists, for therapists.
Therapist Scheduling Software That Respects Your Time
Eliminate scheduling hassles with automated appointment booking. Reduce no-shows by 30% with smart reminders and give your clients the seamless experience they deserve.
Therapist scheduling software is a specialized digital tool designed to help mental health professionals manage their appointments, availability, and client bookings efficiently. This software eliminates the back-and-forth messaging between you and clients, automates confirmations and reminders, and integrates with your calendar to prevent double bookings.
PracFlow's scheduling system goes beyond basic calendar management. It helps you set boundaries, manage waitlists, handle vacation time, sync with Google Calendar (without storing data), and send automated reminders via WhatsApp and email to reduce no-shows by up to 30%.
Essential Features of Scheduling Software for Therapists
24/7 Online Booking
Let clients book appointments anytime, anywhere. Set your availability and watch your calendar fill up automatically without endless message chains.
Calendar Synchronization
Sync with Google Calendar to prevent conflicts. We don't store your calendar data—your privacy is protected.
Automated Reminders
Send gentle reminders via WhatsApp and email to reduce no-shows by 30%. Customize reminder timing and content to match your style.
Waitlist Management
Keep interested clients engaged with waitlists. Accept booking requests when new slots open up, maintaining your client pipeline.
Vacation & Leave Management
Temporarily adjust availability or block time for vacations without disrupting your default schedule. Easily override specific dates.
Multi-Session Types
Offer video, audio, text, or in-person sessions. Set different availability and durations for each session type.
Benefits of Automated Scheduling for Therapists
Save Time: Eliminate back-and-forth messages about availability. Clients can see your real-time schedule and book instantly.
Reduce No-Shows: Automated reminders via multiple channels (WhatsApp, email) reduce missed appointments by up to 30%, protecting your revenue.
Professional Image: Provide clients with a seamless booking experience that builds trust and makes your practice feel modern and organized.
Set Boundaries: Clearly display when you're available and when you're not. Clients respect your time when boundaries are transparent.
Increase Revenue: Fill cancellations automatically with waitlists, maximize your calendar utilization, and reduce revenue loss from no-shows.
Reduce Admin Fatigue: Let automation handle scheduling so you can focus on therapy. Less mental load managing appointments means more energy for clients.
Why Choose PracFlow's Scheduling Software?
Therapist-Specific Design: Built by therapists who understand the unique scheduling challenges in mental health. Features are designed with your workflow in mind.
WhatsApp Integration: Send appointment reminders and confirmations directly to clients via WhatsApp—the preferred communication channel for many clients.
Privacy-Focused: We don't store your Google Calendar data. Sync for conflict prevention without compromising privacy.
Multi-Platform Reminders: Reach clients through their preferred channel—WhatsApp or email—to ensure they receive and read reminders.
Flexible Session Types: Accommodate different therapy formats—video for EMDR, audio for deeper work, text for quick check-ins, or in-person for those who prefer it.
Integrated with Payment: Schedule automatically includes payment collection. No separate systems to manage—everything flows seamlessly.
Best Practices for Therapist Scheduling
Set Clear Boundaries
Clearly define your working hours and stick to them. Clients appreciate knowing when you're available and when you're not.
Buffer Time Between Sessions
Leave time between appointments for notes, decompression, and preparation. This reduces burnout and improves care quality.
Use Waitlists Effectively
Keep a waitlist for clients who want to book but you're full. Fill cancellations quickly to maximize revenue.
Send Reminders Strategically
Send reminders 24 hours and 1 hour before appointments to reduce no-shows without being intrusive.
Review Your Schedule Regularly
Check your calendar weekly to ensure optimal distribution. Adjust availability based on demand patterns.
Consider Different Session Lengths
Offer various session durations (30, 45, 60 minutes) to accommodate different needs and increase flexibility.
Therapist Scheduling FAQ
How does automated scheduling reduce no-shows?
Automated reminders sent via WhatsApp and email 24 hours and 1 hour before appointments significantly reduce no-shows by ensuring clients remember their sessions.
Can clients reschedule through the system?
Yes, clients can reschedule appointments within your cancellation policy window. You maintain control over when and how rescheduling is allowed.
Does PracFlow sync with Google Calendar?
Yes, but we don't store your calendar data. We sync to prevent double bookings while respecting your privacy.
Can I set different availability for different services?
Absolutely. You can set different availability for video sessions, in-person sessions, workshops, and other service types.
Is there a mobile app for therapists?
PracFlow is fully responsive and works seamlessly on mobile browsers. Access your schedule and manage appointments from anywhere.
Transform Your Scheduling Experience Today
Join therapists who've eliminated scheduling stress and reduced no-shows by 30% with PracFlow
Refer PracFlow to your network and earn up to 10% commission on every sign-up — with no time limit on your earnings. Help others build the practice they envisioned while building yours.