Try your everyday work in both systems
Your EHR affects notes, scheduling, billing, client messages and staff access every day. Start with a task your team finds difficult: a supervised note that needs changes, an appointment request that needs matching, or a claim that needs correcting.
Give each product the same scenario. Ask a clinician, supervisor and administrator to complete their part in a demonstration environment. The aim is to see where work becomes clear, where it stalls and what training the practice will need.
Changing EHRs also means moving records, forms, calendars and billing settings, and helping clients learn the new process. If you mainly want clearer reports, try adding analytics before taking on that larger change.
What to compare side by side
| Compare | SimplePractice | TherapyNotes |
|---|---|---|
| Group plan | Plus; custom quotes for larger groups | Group; priced per clinician |
| Scheduling | Appointment requests, groups and group telehealth | Check scheduling and portal fit in a demo |
| Supervision | Review, request edits and sign notes | Approve or co-sign; billing varies by insurer |
| Staff access | Manager, biller, scheduler and supervisor roles | Non-clinical users included; configure their access |
| Billing | Test your claims and payment workflow | Central billing, claims, payments and exports |
| Reports | Appointments, income, claims and notes | Practice billing, payments and clinical activity |
Example: monthly cost for five clinicians
SimplePractice pricing lists Plus at $99 monthly for the first practitioner, with additional practitioners starting at $74. TherapyNotes pricing lists Group at $79 monthly for the first clinician plus $50 for each additional clinician.
| Five clinicians | Calculation | Monthly price |
|---|---|---|
| SimplePractice Plus | $99 + (4 × $74) | $395 |
| TherapyNotes Group | $79 + (4 × $50) | $279 |
| Difference | $395 − $279 | $116 |
Ask for the full price, including extras
The base subscription is the starting point. Obtain a quote for the services you actually use: claims, eligibility checks, payment processing, messaging, telehealth requirements and any optional tools. Count administrative users and ask what happens when a clinician joins, reduces hours or leaves.
The five-clinician illustration above is useful because it compares a defined group at published rates. It is not a prediction of your invoice. Larger-group quotes, add-ons, usage charges, promotions and contract terms can change the result.
Include migration and training in the first-year decision. A lower subscription can be worthwhile, but the savings need to be weighed against moving the practice, validating the records and teaching a new routine. Your EHR migration checklist should be part of that comparison.
Try a note that needs supervisor changes
Both systems support supervised notes. In SimplePractice, a supervisor can review shared notes, request changes and sign. TherapyNotes offers approval and co-signing settings, with billing options that can vary by insurer.
In your trial, create a demonstration appointment for a supervised clinician, send the note for review, request a correction, finish the signatures and inspect what happens next in billing. Confirm who can see the note, who can change it and whether the practice can identify unfinished work.
The insurer still decides which supervised services it will cover. A setting in the software does not change that rule. Check that the software can follow the arrangement your insurer allows.
Follow one session through to payment
TherapyNotes links notes to appointments and billing. Its billing area shows bills, payments and claim actions. SimplePractice’s group-account guide explains different staff roles. In either system, check that each person has the access needed for their job.
Ask your biller to find a session, check that the required note is ready, submit the claim, fix a rejection, record a payment and explain any amount still owed. Check that staff can do their jobs without receiving access to unrelated clinical information.
Then test an exception: a private-pay session, a change of insurer or a client with an outstanding balance. The easier path for your normal work is important; the path through an exception often reveals whether the setup fits the practice.
Keep your EHR if better reporting solves the problem
Your EHR holds the records and supports daily work. As the owner, you may also want to see open appointment time, changing caseloads, clinician activity and revenue together.
Cortexa Analytics adds views designed for owners. Cortexa for SimplePractice and Cortexa for TherapyNotes explain what to check before connecting your system. If you also need people to handle the work, Full Service Partner provides agreed support.
Choose the EHR for records and daily work. Choose analytics when you need a clearer picture of the practice. Choose support services when you need people to handle the tasks. You can improve one without replacing everything.
Who should test the final choice?
- Have your clinicians complete an intake and a follow-up note in each system.
- Have a supervisor request a correction and complete review.
- Have your scheduler handle an inquiry and an appointment change.
- Have your biller fix a rejected claim and follow up on an unpaid private-pay bill.
- Have the owner explain a change in sessions and revenue using the available reports.
- Compare the written quote, migration requirements and training effort after the trial.
Common questions
Which is cheaper for a five-clinician group?
At standard monthly prices, the base monthly subscription is $279 for TherapyNotes Group and $395 for SimplePractice Plus. Additional services, usage fees, discounts and terms can change the total invoice.
Does only TherapyNotes support supervision?
No. Both products document supervision workflows. TherapyNotes also documents insurer-specific supervision billing settings. Test the settings required by your practice rather than relying on a broad feature label.
Do I need Cortexa if I already use one of these EHRs?
Only if it resolves an additional need. Cortexa Analytics is for clearer practice and clinician insight; Full Service Partner is for an agreed list of responsibilities. Your EHR may already provide sufficient reporting for some tasks.
What should determine whether we migrate?
The benefits across clinical, administrative and client workflows should justify the cost and disruption. If your main issue is reporting, first evaluate whether you can solve it while keeping the EHR your team already uses.