What is mental health practice management software?
Mental health practice management software is the system a behavioral health practice uses to run its admin. It covers booking and reminders, intake paperwork, consent, clinical documentation, payments, and reporting. Many practices also add insurance claims and telehealth. Most products combine practice management with an EHR. That way the clinical record and the business tools share one login.
For a solo therapist, that mostly means a calendar and progress notes. A clinic with weekly therapy, psychiatric visits, and a six session ketamine series has more moving parts. Brooke serves that kind of clinic, and every service line is scheduled and billed its own way.
The right setup depends on three things
- Solo or group. Whether you work on your own or with a team of clinicians.
- Insurance or direct pay. Whether clients pay through insurance or pay you directly.
- Built in video. Whether you need video inside the same platform.
Answer those first, and the options narrow quickly.
Why the difference counts
Most behavioral health practice management software is designed around one pattern: a 50 minute therapy session, billed to insurance and documented in a progress note. It works well for a therapy practice. It works less well for a clinic that also runs procedures. Here is where the gaps show.
Different schedules
Therapy clients book weekly or biweekly. Ketamine and TMS patients book a series of sessions close together, then maintenance visits.
Different documentation
A procedure needs a good faith exam and modality specific consent. It also needs the lot number of every vial and a record of how the patient responded.
Different inventory
Somebody has to count the ketamine, IV supplies, and supporting medications, then reorder before they run out.
Different payment models
One client pays per session, and another buys a block of 10. A third pays for an infusion series up front. A fourth is on a monthly membership.
Practice management software for mental health clinics has to handle all four. It should not need a separate tool for each.
See how Brooke handles each oneIs Brooke the right fit for your mental health practice?
Here is a straight answer to the three questions that decide the choice.
Brooke fits if
- Clients and patients pay you directly, per session, by package, or by membership
- You run a group practice or clinic and want the price to stay flat as you add clinicians
- You offer procedures such as ketamine therapy, IV based mood support, or TMS alongside therapy or psychiatric care
- You already use a HIPAA compliant video tool, or you are happy to choose one, for telehealth
Look at other software if
- You bill insurance and need electronic claims, ERA management, or superbills
- You want video sessions built into the same platform as your notes
- You need e prescribing inside your practice software, which is not on Brooke's published feature list
- You run a therapy only practice and want AI note assistants or a client portal with messaging
Not sure which side you are on? Book a 15 minute demo and walk through it with your own schedule.
Every service line, one system
Nothing is sold as an extra, and appointments are never capped.
Every feature included at $49- Online booking
- Intake and consent
- Good faith exam
- Session record
- Checkout
- Owner reports
Scheduling for every service line
Weekly and biweekly recurring appointments hold a therapy client's standing slot for months. Treatment series scheduling books a ketamine or TMS protocol in sequence, then sets up maintenance sessions when the series ends. Each clinician has their own calendar, reminders go out before every visit, and new patients can book online at any hour.
Intake with mental health and medication history
Digital intake forms capture mental health history, current medications, and contraindications before the first appointment. Consent forms are specific to the treatment, whether that is psychotherapy, telehealth, or a ketamine series. Signed forms attach to the patient record.
Session notes and treatment series records
Every session gets its own record that fits the service. A therapy note captures what was discussed, how the client responded, and any plan changes. For ketamine or TMS, staff log delivery details, dosage, the patient's response, and session status. Add patient reported outcome scores at set points to see progress across the whole series.
Good faith exams and physician review
Before a ketamine patient's first session, a good faith exam and physician sign off should be on file. Brooke supplies GFE templates, state specific workflows, and physician review tools. Each exam leaves a tamper proof audit trail.
Lot numbers and inventory
Brooke records the lot number of every vial and supporting medication used in a session. It tracks inventory as you receive, use, and waste product. Low stock alerts warn you before you run short, and usage reports help spot waste.
Packages, memberships, and checkout
Sell prepaid blocks of therapy sessions. Price an infusion series as a package. Run monthly memberships for concierge psychiatric care. Check out a sliding scale client at the agreed rate. Checkout supports card on file, split payments, and tap to pay at the point of care.
Telehealth with your own video tool
Brooke handles intake, telehealth consent, scheduling, reminders, and checkout for virtual visits. The video call runs in the HIPAA compliant platform you choose, such as Zoom for Healthcare or Doxy.me.
Reports for clinic owners
Reports show protocol completion rate, revenue per treatment type and per clinician, rebooking rate, and average spend per visit. See at a glance whether ketamine patients are finishing their series and whether therapy clients return after the first few sessions.
HIPAA compliant, on any device
HIPAA compliant infrastructure is standard on every plan. Brooke runs on iPad, iPhone, and desktop with one login. Practices can request a business associate agreement from Brooke before moving any records.
Privacy rules mental health clinics should check
Mental health records carry extra sensitivity. Two rules shape how you choose software.
Business associate agreement first
Any software vendor that stores patient records for your practice is a business associate. It must sign a business associate agreement before records move.
Substance use disorder records
If your clinic treats substance use disorders, check whether Part 2 applies to you. The 2024 final rule aligned much of Part 2 with HIPAA. It took effect on April 16, 2024. Enforcement began on February 16, 2026, according to the American Psychiatric Association.
Ask every vendor, including us, how they handle access logging. Ask who can view sensitive notes and how records are exported if you leave.
How Brooke compares to other mental health practice management software
This table compares Brooke with three popular options on price, trial, and fit.
Swipe to see all columns →
| Criteria | Brooke | SimplePractice | TherapyNotes | TheraNest |
|---|---|---|---|---|
| Published price | $49 a month per location, unlimited clinicians | $49, $79, or $99 a month; groups on Plus add $74 per practitioner | $69 a month Solo; Group from $79 a month (Capterra listing) | Not listed publicly |
| Monthly cost for five clinicians | ★$49 | $395 on Plus at standard rates | Not listed publicly | Not listed publicly |
| Free trial | ★30 days | Up to 30 days | Available (Capterra listing) | 21 days |
| GFE, lot numbers, and procedure inventory | ★Built in | Not on its pricing page | Not on its pricing listing | Not on its product page |
| Best fit | Cash pay clinics mixing therapy, psychiatric care, and procedures | Private practices that want an all in one platform with insurance tools | Solo and group practices that bill insurance | Mental health and rehab practices that want add on billing tools |
If you bill insurance, SimplePractice and TherapyNotes are built for that work and Brooke is not. If your clients pay you directly and you run procedures beside therapy, Brooke covers more of your clinic for a flat price.
What to look for in behavioral health practice management software
Use these checks on every demo, including ours.
Solo or group
Ask what the bill looks like with your current team, then with three more clinicians.
Brooke: $49 a month per location either way.
Insurance or private pay
If you bill insurance, claims, ERA, and superbills are a must. If clients pay directly, look for packages, memberships, and card on file billing.
Brooke: packages, memberships, and card on file. No insurance billing.
Telehealth
Decide whether you want video built in or prefer to keep the tool you already use.
Brooke: keep the HIPAA compliant video tool you choose.
Documentation for every service
Therapy notes, treatment series records, and procedure consent should all live in the same chart.
Brooke: all three in one patient record.
Appointment limits
Some plans cap monthly appointments. Busy clinics should confirm there is no cap.
Brooke: no appointment caps at any level.
A clear exit
Confirm you can export all records if you ever leave.
Mental health practice software at one flat price
No contracts, no setup fees, and no per clinician charges.
Brooke, per location
The price does not change when you add a sixth clinician or a second nurse.
- Unlimited clinicians and staff
- Every feature included
- HIPAA compliant infrastructure
- Free migration
- No appointment caps
- Free 30 day trial
See the full breakdown on our pricing page.
What would your team cost elsewhere?
For a clinic with five clinicians, SimplePractice's Plus plan costs $395 a month at standard rates. Brooke costs $49. Move the sliders to match your clinic.
Example, not a quote. Default of $79 per clinician matches the five clinician example above ($395 a month). Check each vendor's current pricing page for your own numbers.
Switching your mental health clinic to Brooke
Brooke migrates patient records, consent forms, and treatment history from your current system at no cost. Teams can be running the same day.
Book a demo
See Brooke in 15 minutes with your own service lines and schedule.
Free migration
Move standing therapy clients' recurring appointments first. Then move active ketamine or TMS series, so nobody loses their place mid protocol.
Start the same day
Your team can be running in Brooke the same day records move.
Compare every tool on the features page before you decide.
Mental health practice management software FAQs
What is mental health practice management software?
Mental health practice management software runs a behavioral health practice's admin, from scheduling to reporting. Brooke is mental health practice management software for cash pay clinics at $49 a month per location.
What is the best practice management software for a mental health group practice?
It depends on how clients pay, since insurance groups usually choose a therapy platform with claims tools. Cash pay groups and clinics running ketamine or TMS get the most from Brooke's flat price.
Does Brooke bill insurance?
No. Brooke serves cash pay practices and does not file claims, manage ERAs, or produce superbills.
Does Brooke include telehealth?
Not the video itself, but Brooke handles intake, consent, scheduling, reminders, and checkout. The call runs in the HIPAA compliant platform you choose.
Can I run therapy and ketamine services in the same system?
Yes. One Brooke account schedules, documents, and bills therapy and ketamine series, each the way it needs.
Is there a limit on appointments?
No. Brooke has no appointment caps at any level, and the price stays $49 a month per location.
Is there a per clinician fee?
No. One flat price covers unlimited clinicians and staff at each location.
Does Brooke track ketamine lot numbers and inventory?
Yes. Brooke records the lot number of every vial used in a session and tracks inventory with low stock alerts.
Is Brooke HIPAA compliant?
Brooke runs on HIPAA compliant infrastructure on every plan at no extra cost. Practices can request a business associate agreement before moving records.
Can I move my records from my current system?
Yes. Brooke migrates patient records, consent forms, and treatment history at no cost. Teams can be running the same day.
See mental health practice management software running in fifteen minutes
If your patients pay directly for therapy, psychiatry, or ketamine, Brooke is built for you. It costs $49 a month per location, with unlimited clinicians and no appointment caps.
No contracts. No implementation fees. Free migration from your current EMR.
More clinic types on Brooke