PracticeRunner

PracticeRunner is an all-in-one system for therapy practice administration and clinical documentation. It suits solo clinicians and small groups that want records, scheduling, and billing in one workflow. Its $39/month Professional plan is a clear starting point for ongoing use, but the calendar works in only one direction and telehealth is not integrated.

Overview

The system supports individual, couple, family, therapy-group, consultation, and workshop services. Alongside scheduling and intake, it brings documentation, billing, payments, secure communication, supervision, and practice coordination together, with a client portal and insurance claims. That range can reduce the need to coordinate separate tools across different service types.

Two gaps matter for day-to-day workflow. Integrated telehealth is not included, and Google Calendar sync is one-way: changes in Google Calendar do not update PracticeRunner appointments, while Google Calendar events are not imported. Other compatible calendar apps can subscribe to private, read-only feeds, but that does not close the two-way sync gap.

Key features

Clinical records and AI assistance

Progress notes, a Session Workspace, source material, intake forms, assessments, diagnoses, and document storage support clinical record-keeping. Optional AI tools can help prepare sessions, draft notes from transcripts or other source material, extract text through OCR, and revise notes. Clinicians review drafts before saving or signing, keeping approval with the clinician rather than the drafting tool.

PracticeRunner says client information is not used to train shared AI models or improve AI for other practices, and recorded audio or video is deleted after transcription. Its Business Associate Agreement covers PHI handling under HIPAA and HITECH; the BAA states that PHI is encrypted in transit and at rest, with role-based access controls and audit logging.

Billing and coordination

Billing covers invoices, automatic invoicing, AutoPay, card and bank-transfer payments, recorded external payments, superbills, statements, and CMS-1500 claims. This is a broad administrative toolkit for practices handling both client payments and insurance paperwork. The trade-off is that it does not include integrated telehealth, so practices seeking a single system for clinical administration and video sessions will need another solution.

Pricing

PracticeRunner offers a free 30-day Starter period, not an ongoing free plan. Starter is limited to one clinician and up to 10 active clients; it includes supported imports and CSV, note, PDF, and file exports. That makes it useful for a bounded start or transition, but the active-client cap and single-clinician limit constrain growing practices.

• Archive — $8 per month: Read-only access for existing Professional and Group practices. It is for retaining access to an existing practice, not for ongoing active work.
• Professional — $39/month: Includes one clinician seat, with additional associate seats at $11 each; admins are included. It supports more than 10 active clients, making it the relevant paid tier for a solo clinician who has outgrown Starter.
• Group — $59/month: Includes two clinician seats, with extra clinician seats at $29 each and additional associate seats at $11 each; admins are included. It is the better fit for a small multi-clinician practice, though additional clinician seats cost more than associate seats.

PracticeRunner is paid beyond the 30-day Starter access. The stated pricing gives monthly terms for the paid plans; the available plan terms do not establish a renewal condition.

Platforms

PracticeRunner is available on Android, iOS, and the web. It has calendar sync, but its Google Calendar connection is one-way. Integrated telehealth is not included.

Who it's for

PracticeRunner is strongest for solo therapists and small practices that want clinical documentation, scheduling, payments, and insurance claims under one roof, and can work around one-way calendar sync. Professional fits a solo clinician with more than 10 active clients; Group suits a practice that needs two clinician seats to start. It is a weaker choice for teams that require built-in telehealth or appointments kept in sync both ways with Google Calendar.

Pros and cons

• Pro: One system covers varied therapy services, clinical records, scheduling, billing, payments, and practice coordination, reducing the need to split these workflows across tools.
• Pro: Professional and Group include admins, while Starter includes supported imports and multiple export formats—useful for administration and practice transitions.
• Pro: The BAA describes encryption, role-based access controls, and audit logging for PHI; AI drafts also require clinician review before saving or signing.
• Con: Google Calendar sync is one-way, so calendar edits and events do not flow back into PracticeRunner.
• Con: Integrated telehealth is absent, leaving practices that want video sessions in the same system to look elsewhere.
• Con: Starter lasts only 30 days and caps use at one clinician and 10 active clients, so it is not a lasting free option.

Alternatives

Therapy Scheduling Software is the broader category to compare when evaluating scheduling-focused options. Consider Carepatron if a free plan and Android, iOS, macOS, or web access matter; its free tier includes unlimited clients, 1GB storage, 1M AI tokens, 1K tasks, and 100 appointments. ICANotes is an alternative to consider if a web-based option with a free first non-clinical user is relevant; additional non-clinical users cost $25/mo.

EdgeCase Equalizer is a free desktop option for one practitioner on one Mac or Linux computer. hoito is another alternative. Halaxy may suit readers prioritizing a free core platform, with unlimited appointments, practitioners, and locations. CliniForm is another alternative. Sessions Health offers a free tier for up to three clients and one practitioner, while its Professional plan is $39 a month. TherapyAppointment is another alternative.

Verdict

Choose PracticeRunner if you are a solo therapist or small group seeking one place for records, scheduling, billing, and payments, and its plan limits fit your team. Its strongest case is the breadth of connected practice workflows, backed by clinician-reviewed AI drafting and a BAA with stated security safeguards. Look elsewhere if integrated telehealth or two-way calendar syncing is essential.