Areas of Practice

Therapy Practice Management Software: Elevate Your Practice with Owl

Owl Practice is the all-in-one therapy practice management solution for psychologists, social workers, and therapists aiming to streamline their mental health practice and grow their client base. From administrative tasks like scheduling and billing to professional assignments like EHRs (Electronic Health Records) and telehealth appointments, we have you covered with a wide range of features.

Everything You Need to Give Your Clients What They Need 

When it comes to the business side of your practice, you shouldn’t have to be a jack-of-all-trades. Owl provides all the advanced features, support, and tools mental health professionals need to manage their practice operations effectively. The best therapy practice management software allows you to focus on what you’re good at — helping your clients.

therapy session

Regulatory and HIPAA Compliant Systems 

Owl’s therapy practice management software was created with your compliance in mind. Be fully compliant with all relevant regulations, including HIPAA (Health Insurance Portability and Accountability), and guarantee the safety of your clients and business. 

Manage all client data, patient records, contact and billing details, clinical tasks, and session notes in one secure place. Owl allows you to move from filing cabinets to a modern, cloud-based system with ease. No need to worry about lost or stolen files. Owl always has your data backed up and secured. 

All files uploaded to Owl’s therapy practice management software are password-protected and encrypted. Your client data, patient records, consultation history, patient communications, and financial information are all safe in our document storage.

Calendar Management 

Every day counts when you’re running a business. The software includes an easy-to-use digital calendar that synchronizes with connected calendars from third-party accounts (like Google Calendar) so you can manage your schedule and team members from anywhere. Calendars are accessible, so everyone on your team can always be on the same page. You’ll never have to worry about double-booking or overbooking again.

Mobile-Friendly Patient Intake Forms and Consent Documents

Owl helps you let go of paper forms for good. Create custom forms for intake and consent forms to collect all the data you need from your clients. You and your clients can access, fill out, and sign forms from anywhere at any time with our cloud-based software. Owl also allows access to forms on mobile devices for your convenience without compromising security standards.

Fewer No-Shows and Cancellations with Automated Reminders 

With Owl Practice’s online scheduling feature, your clients can book, reschedule, cancel, or request appointments at any time. The appointment management feature reduces no-shows and cancellations and optimizes your schedule so you can see more clients. The more flexible and accessible your scheduling is, the more clients you’ll be able to help. 

Appointment reminders are crucial for supporting a healthy practice. With Owl, you can send appointment reminders via text or email with just a few clicks. You can also automate reminders for recurring appointments.

Remote Video Therapy

Owl’s cloud-based practice management software also offers a HIPAA-compliant video platform for secure communication in online therapy sessions. You can conduct telehealth service appointments from anywhere in the world with an internet connection. This feature is perfect for traveling therapists, tele-therapists, or those who want to offer their services to a broader client base.

Billing and Payments and Integrated Insurance and Claims 

Using reliable mental health practice management software takes the guesswork out of your payment and medical billing process. With Owl, you can automatically generate invoices, integrate credit card payment processing, send insurance claims, track insurance payments, and flag what’s still outstanding. You can also schedule recurring charges, so you never have to worry about getting paid on time again. 

Integrate with insurance and claims so you can get paid faster. This medical billing software feature allows you to check insurance eligibility in real-time and process credit card payments or electronic claims with a few clicks. Submit claims electronically and track the status of claims. You’ll always know when a payment comes and how much you’re owed.

Support for Multiple Locations 

Clinics with multiple locations can use Owl’s therapy practice management software to manage all their locations from one convenient place. The tool includes managing staff, clients, appointments, and billing software. There’s no need to have a separate system for each location. With a centralized, comprehensive solution, you can manage your clinical workflows to see what’s happening in all your areas at a glance and be confident to reach more clients.

Accessible Practice Efficiency Stats

Owl gives you quick and easy access to all your practice productivity key stats. You can track billable hours, client no-shows, average session length, day-to-day operations, and more. Having this information at your fingertips helps you make informed decisions about your business. Statistics don’t lie. When you can track your progress and get valuable insights so you can see what’s working and what needs to be improved. Customized billing reports and other financial reporting tools help jumpstart your next marketing or strategic planning initiative.

Customized Login Pages 

All Owl accounts have different databases, ensuring that each client’s confidential information is kept separate. Our customized, account-specific URL login pages give your clients the peace of mind that nobody else will have access to their data. Accounts are not searchable anywhere, so only people with the direct URL and access level can log in.

Effective Teleconsultations and Business Growth 

With all the features for mental health care providers and patient engagement tools available through Owl, you can provide high-quality care to your clients no matter where they are. Our therapy practice management software makes it easy to conduct telehealth sessions and video consultations so you can reach more clients and deliver the best care possible. It doesn’t just help you run your business; it enables you to develop it. When you have everything you need, all in one place, it’s easier to attract new patients and provide them an excellent client experience with services and care they deserve.

The Software You and Your Clients Deserve 

Your therapy practice management software should make your life easier, not harder. Owl was designed with you and your clients in mind. The intuitive design is easy to use and navigate, making it simple to get started. Helping people is your passion, and Owl is here to help you do just that.

Efficiency and Effectivity 

When it comes to healthcare, time is of the essence. That’s why Owl’s therapy practice management software is designed to be as efficient as possible. The software includes office tools, patient engagement tools, and analytics features that help you save time, money, and energy.

Organization 

It’s key in any business, but it’s imperative in a healthcare practice. With Owl, you can stay organized and on top of your appointment scheduling, active client relationships, patient management, electronic health records, therapy notes, treatment plans, payments, and more. The software helps you systematize your business so you can focus on your primary goals.

Scalability 

As your business grows, so does Owl. Our mental health practice management software supports you in scaling your business into a successful practice without sacrificing the quality of patient care. With Owl, you can easily add new locations, staff, and clients.

Communication 

We streamline communication between patients and health practitioners. Owl includes a secure online portal and messaging system so you can easily communicate with clients about appointments, payments, and more.

Security

You deserve to have peace of mind when it comes to the security of your mental health practice management software. At Owl, security is our top priority. We are fully HIPAA compliant software, guaranteeing your data is safe and secure.

Owl Cares About Your Practice 

When you choose Owl, you’re not just getting software; you’re getting a partner. We care about your private practice just as much as you do. That’s why we’re always here to help, whether you need technical support, training, or just a friendly ear.

Seamless Onboarding 

Work with our team of expert Customer Advocates, who are dedicated to helping you get started with Owl. We’ll help you import your data, set up your account, and train you and your staff on how to use your online practice management software. Everyone starts somewhere, and we’re here to help you every step of the way.

Daily Support 

Owl offers superior customer support. Our team is available every day to answer your questions and help you troubleshoot any issues you may have. Psychologists, social workers, and therapists have many busy days. Owl ensures your therapy practice management software doesn’t add to that stress. 

Expertise and Continuous Innovation

Owl is constantly working to improve our platform with key features. We listen to our customers and implement their suggestions to ensure the software meets your task management needs. We also communicate with thousands of health practitioners across North America to keep up with the latest trends in therapy practice management. Running a practice is hard enough; using Owl should be easy.

The Therapy Practice Management Solution for You

Technology has allowed us to do so many things that used to be impossible. With Owl, therapy practice management has never been easier. We’re done with the mundane back-end tasks and are here to help you take your therapy practice to the next level.

Our therapy practice management software is the most comprehensive and user-friendly solution on the market. We’re constantly updating and adding new features to ensure our task management, patient management, and billing software meets the industry’s growth and demands.

Watch your business take off with Owl’s solution for healthcare practices. Focus on your passion to help your patients and let your practice manage itself with ease. Sign up for a free trial today.

FAQs

If you have more questions about how Owl works, you can always reach out to us.

There are many reasons, but here are key benefits to web-based practice management:

Accessible Anywhere

There is a huge benefit to being able to access your practice data wherever you are, on the device of your choice. Owl is cloud-based software that supports all major operating systems (Mac, Windows/PC), mobile smartphone platforms (iOS, Android), and browsers (Chrome, Safari). So whether you’re on-the-go during the week, or on vacation half-way around the world, you can always stay connected to your practice data.

Everything in One Place

With Owl, you can securely store all your practice data and clinical documentation in one centralized and secure practice management system. From client appointments to session notes, invoices to scanned documents, to-do management to appointment reminders, Owl let’s you manage your practice with ease!

Real-time Backups

There’s no need for finicky backup hard-disks or difficult recoveries. Owl handles all that for you, and it brings a lot of peace-of-mind to you as a practice owner.

HIPAA and Professional Compliance

Owl is designed specifically to help your practice achieve HIPAA and Professional compliance. It avoids the need for you to maintain encrypted hard-drives and do routine backups. It also eliminates single-point-of-failure concerns that happen with standalone software solutions.

Continuous Improvements to Owl

Unlike downloadable software, the Owl practice management system continuously improves over time, with new richer key features (e.g. our Notes Templates or Document Uploads features). There is no manual downloading necessary as all changes are updated automatically the next time you log in to Owl. It’s easy, always up-to-date, and it gets better with age!

All-In-One Fee

While a desktop-based software program may seem less expensive, it’s important to consider the total cost of ownership. Costs related to new versions, support, the IT support required for software installation / re-installation on new computers, and catastrophic costs like losing a hard drive or getting a virus are all avoided with cloud-based services. Many people choose a software-as-a-service solution like Owl Practice because it actually saves them money over time.

The Web-based Trend

Web-based practice management is expanding rapidly and this trend will continue. Most desktop-based solutions are fading quickly as there is a major move across the software industry to service-based software solutions (like Owl). There have already been traditional practice management tools that have “retired” in the wake of much more popular web-based solutions. One of the risks with downloadable software is the longevity of these products, and specifically the support that will be offered as this type of product diminishes in popularity.

There are many reasons, but here are the five most important reasons to choose Owl:

We understand private practice for mental health practitioners

Everything we’ve learned about how to succeed in private practice is built into Owl and available for psychologists, social workers and other therapists so they can save time, get organized, and see more clients. 

We’ve got a world-class, user-friendly design

We’ve spent a lot of time and effort making sure that Owl is a simple-to-use, intuitive, and elegant system that is a pleasure to use. You’ll be using your practice management system every day, perfecting your practice workflows and updating secure patient records, so it’s important that it works well and adds joy to your practice experience.

We’re highly recommended

Our customers love Owl and often refer us to their associates and colleagues. Our business is built upon positive word-of-mouth and referrals, so being loved by our customers is critical. Thankfully, it happens a lot!

We care deeply about mental health

As our Mission says, and as we live out every day, we believe people need more access to mental health services. We’re here for psychologists, social workers and therapists. Anything we can do at Owl Practice to make your life as a therapist easier will allow you to save time, see more clients and do the work you do. That’s a good thing and something we’re proud to support.

We have great customer service and care about your success

We know being in private practice is challenging, no matter the practice size, and that having a partner to help you be successful is important. Not only do we support you with attentive, one-on-one service, but we’re here to support you in any way possible on your journey in your independent practice or therapy group!

Yes. We’ve spent a lot of time to make sure Owl is easy-to-use and beautiful by design. You’ll be spending a lot of time with your practice management system, so we wanted to make it a delight to use each day. We continually receive positive feedback on the simplicity and elegance of our design – that it’s beautiful and just easy to use. Try it – we know you’ll agree.

Yes. When consulting extensively with US clinicians as we were designing and developing Owl Practice, we heard very clearly that therapists wanted to ensure HIPAA and Professional (Psychology, Social Work, Psychotherapy) compliance, and thereby high levels of security for the privacy of their practice information. At Owl Practice, we go to great lengths to ensure the security and privacy of all your practice data, clinical notes, and medical records at all times using a variety of means to do so. These include encrypting all communications between your device/browser and our servers, redundantly backing up your practice data frequently, enabling tiered user access for different user types (e.g. owners, office administrators, therapists), creating distinct and segregated databases for each account, and ensuring that personal information does not leave the Owl Practice system. Rest assured, your data is safe and secure with Owl and we work with you to help you achieve HIPPA and Professional information privacy compliance.

Yes. Designed from Day 1 for multi-clinician practices, Owl is ready for your growing practice! Owl’s rich Group Edition feature set includes a multi-clinician calendar, level-based fee schedule, tailored access by user type (Owners, Therapists, Office Admins), and data exports for accounting and periodic therapist payments. We have extensive experience helping large practices build efficiency into their practice operations using Owl. And if you’re a single practitioner looking to grow your business, it’s a seamless transition to upgrade to one of our Group Edition plans when you’re ready to do that.

Yes. All our plans are month-to-month, can be changed at any time (no contracts!), and include setup and on-going customer support. Ask our customers and they’ll tell you that Owl support is outstanding. We’re always available, friendly, and ready to help your practice grow. And feel free to ask us any practice-related questions you may have – we’re happy to share the industry standards and best practices we’ve learned from how to collect payments to structuring fee changes, negotiating a lease to year-end accounting. We’re here to help you succeed in private practice!

More Owl Practice Features

Complete Client Profile

Create client profiles to store contact information, financial statements, documents, and session notes.

Handwritten Notes

Create notes written with a stylus to any Session or Non-Session Note in your practice.

Secure Messaging

Secure messaging empowers therapists to message with their clients via a secure, HIPAA compliant client portal.

Circle of Care

Manage family and couples sessions with ease, and track extended contacts.

Online Appointment
Booking

Let your clients book and manage their own appointments from your website.

Secure Client Data Management

Use Owl to manage all client contact details, clinical notes, to-do’s, and billing details.

HIPAA and Professional Compliance

Your data is inherently secure, stored on trusted AWS platform servers to ensure both HIPAA compliance and the highest level of security.

Online Intake & Consent Forms

Transform your intake process to be paperless, convenient, and secure.

See How Owl Can Help Psychologists Thrive

Let one of our experienced Customer Advocates take you on a customized demo and see how Owl might elevate your daily operations.

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