Which EHR systems does Cortexa integrate with?

Cortexa integrates with SimplePractice, TherapyNotes, TheraNest, Jane App, and many more. Our team handles the full integration setup — no technical expertise required.

How long does implementation take?

Cortexa syncs your data in 20 minutes. We handle the data connections, configure your dashboards, and provide training — all included in your subscription.

Is my data secure and HIPAA compliant?

Yes, Cortexa is HIPAA compliant. All data is protected with 256-bit encryption and transmitted end-to-end encrypted. Cortexa never stores PHI and is SOC 2 Type II certified.

Do I need to be tech-savvy to use Cortexa?

No. Cortexa is designed for therapists, not tech experts. Ask questions in plain English like "How many no-shows did we have last month?" and get instant answers. No dashboards to build, no reports to configure.

Can I track custom metrics specific to my practice?

Yes. Cortexa comes with pre-built insights for common practice metrics, and you can define custom KPIs and tracking for anything specific to your practice goals.

What's included in the demo?

A 30-minute walkthrough of Cortexa using your actual practice data (if you choose to connect it). We show specific insights relevant to your practice size and goals, and answer all your questions. No pressure, no sales pitch.

Is there a dashboard tool that shows me what's happening in my therapy practice?

Yes. Cortexa is a real-time analytics dashboard built for therapy practices. It connects to your EHR and shows sessions, cancellations, no-shows, revenue, and clinician performance in one place. Plans start at $30/month for solo practices. Setup takes 20 minutes.

How can I track clinician performance in my group therapy practice?

Cortexa provides per-clinician performance metrics including client retention, session utilization, and completion rates. Group practice owners can see which clinicians are thriving and where support is needed — all from a single dashboard.

What analytics should a therapy practice owner track?

Key metrics for therapy practices include session volume, cancellation and no-show rates, consultation-to-intake conversion, revenue per clinician, client retention, and practice utilization. Cortexa tracks all of these automatically by connecting to your EHR.

Terms of Service

Last updated: April 1, 2026

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer," "you," or "your") and Cortexa Holdings, Inc., a Delaware corporation ("Cortexa," "we," "us," or "our"). By accessing or using the Cortexa platform, including our analytics dashboard, Cortexa IQ visibility scoring, and related services (collectively, the "Service"), you agree to be bound by these Terms.

If you are entering into these Terms on behalf of a business entity, you represent that you have the authority to bind that entity to these Terms.

1. Service Description

Cortexa provides a cloud-based analytics platform designed for mental health and therapy practices. The Service includes practice analytics dashboards, Cortexa IQ visibility scoring, clinician performance tracking, revenue analytics, and natural language querying capabilities. The Service integrates with electronic health record (EHR) systems, including but not limited to SimplePractice, TherapyNotes, and TheraNest, to aggregate and present practice data.

Cortexa does not provide medical, clinical, legal, or financial advice. The analytics and insights generated by the Service are intended for informational and operational purposes only and should not be used as a substitute for professional judgment.

2. Account Registration and Eligibility

To use the Service, you must register for an account and provide accurate, complete, and current information. You are responsible for maintaining the confidentiality of your account credentials and for all activities that occur under your account. You agree to notify us immediately of any unauthorized use of your account.

You must be at least 18 years of age and have the legal authority to enter into these Terms. If you are a licensed healthcare provider or operate a therapy practice, you represent that you are in good standing with all applicable licensing bodies.

3. Subscriptions and Payment

3.1 Subscription Plans

Access to the Service requires a paid subscription. Subscription plans, features, and pricing are described on our website and may be updated from time to time. The current plan for group practices is $200 per month. Custom enterprise plans are available upon request.

3.2 Billing and Renewal

Subscriptions are billed on a monthly or annual basis, as selected at the time of purchase. All subscriptions automatically renew at the end of each billing cycle unless you cancel before the renewal date. You authorize us to charge your designated payment method for all applicable fees.

3.3 Cancellation and Refunds

You may cancel your subscription at any time through your account settings or by contacting us at [email protected]. Cancellation takes effect at the end of the current billing period. We do not provide prorated refunds for partial billing periods. If you believe you are entitled to a refund due to a Service deficiency, please contact us and we will review your request on a case-by-case basis.

3.4 Taxes

All fees are exclusive of taxes. You are responsible for paying all applicable sales, use, value-added, or other taxes imposed by any governmental authority, excluding taxes based on Cortexa's net income.

4. Use of the Service

4.1 Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You shall not:

Use the Service in any manner that violates applicable federal, state, or local laws or regulations, including HIPAA
Attempt to gain unauthorized access to any part of the Service or its related systems
Reverse engineer, decompile, or disassemble any part of the Service
Use the Service to transmit any malicious code, viruses, or harmful content
Resell, sublicense, or distribute the Service to third parties without our prior written consent
Use automated scripts to collect information from or interact with the Service
Interfere with or disrupt the integrity or performance of the Service

4.2 EHR Integrations

The Service connects to your EHR system(s) to retrieve and analyze practice data. You are responsible for ensuring that you have the necessary permissions and authority to connect your EHR account to Cortexa. You acknowledge that the availability and accuracy of data from EHR integrations depend on the third-party EHR provider and are subject to their terms of service.

5. Data Ownership and Intellectual Property

5.1 Your Data

You retain all ownership rights in the data you provide to the Service or that is retrieved from your connected EHR systems ("Customer Data"). You grant Cortexa a limited, non-exclusive license to use, process, and display Customer Data solely for the purpose of providing the Service to you.

5.2 Aggregated Data

We may create anonymized, de-identified, and aggregated data derived from Customer Data ("Aggregated Data"). Aggregated Data does not identify you, your practice, your clinicians, or your clients. We may use Aggregated Data for product improvement, benchmarking, and research purposes.

5.3 Cortexa Intellectual Property

The Service, including its software, algorithms, user interface, design, documentation, and all related intellectual property, is and remains the exclusive property of Cortexa Holdings, Inc. Nothing in these Terms grants you any right to use Cortexa's trademarks, logos, or brand assets without our prior written consent.

6. Privacy and Data Protection

Our collection and use of personal information is governed by our Privacy Policy, which is incorporated into these Terms by reference. By using the Service, you consent to our data practices as described in the Privacy Policy.

7. HIPAA Compliance

If you are a Covered Entity or Business Associate under HIPAA, you must execute a Business Associate Agreement ("BAA") with Cortexa before transmitting any Protected Health Information ("PHI") through the Service. Our HIPAA compliance practices are described in detail on our HIPAA Compliance page. Without an executed BAA, you agree not to transmit PHI through the Service.

8. Service Availability and Support

We strive to maintain 99.9% uptime for the Service but do not guarantee uninterrupted availability. We may perform scheduled maintenance with reasonable advance notice. We provide customer support via email at [email protected] during normal business hours (Monday through Friday, 9:00 AM to 6:00 PM Eastern Time).

9. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL CORTEXA, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR AFFILIATES BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING BUT NOT LIMITED TO LOSS OF PROFITS, REVENUE, DATA, OR BUSINESS OPPORTUNITIES, ARISING OUT OF OR RELATED TO YOUR USE OF THE SERVICE, WHETHER BASED ON WARRANTY, CONTRACT, TORT, NEGLIGENCE, OR ANY OTHER LEGAL THEORY.

OUR TOTAL AGGREGATE LIABILITY FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE AMOUNTS YOU PAID TO CORTEXA IN THE TWELVE (12) MONTHS PRECEDING THE CLAIM.

10. Indemnification

You agree to indemnify, defend, and hold harmless Cortexa and its officers, directors, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the Service; (b) your violation of these Terms; (c) your violation of any applicable law or regulation, including HIPAA; or (d) any breach of your representations or warranties under these Terms.

11. Disclaimer of Warranties

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE" WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. CORTEXA DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE, OR THAT ANY DEFECTS WILL BE CORRECTED.

12. Term and Termination

These Terms remain in effect for the duration of your subscription. We may suspend or terminate your access to the Service at any time for material breach of these Terms, with written notice and a reasonable opportunity to cure (except in cases of gross misconduct or security threats). Upon termination, your right to use the Service ceases immediately. We will make your Customer Data available for export for thirty (30) days following termination, after which we may delete it in accordance with our data retention policies.

13. Governing Law and Dispute Resolution

These Terms are governed by and construed in accordance with the laws of the State of Delaware, without regard to its conflict of law principles. Any dispute arising out of or relating to these Terms shall be resolved exclusively in the state or federal courts located in Wilmington, Delaware. You consent to the personal jurisdiction of such courts.

14. Modifications to Terms

We reserve the right to modify these Terms at any time. We will provide at least thirty (30) days' notice of material changes by email or through the Service. Your continued use of the Service after the effective date of the revised Terms constitutes your acceptance of the changes. If you do not agree to the revised Terms, you must stop using the Service and cancel your subscription.

15. General Provisions

Entire Agreement. These Terms, together with the Privacy Policy, BAA (if applicable), and any order forms, constitute the entire agreement between you and Cortexa regarding the Service.

Severability. If any provision of these Terms is held to be unenforceable, the remaining provisions shall continue in full force and effect.

Waiver. Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision.

Assignment. You may not assign or transfer these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our assets.

Force Majeure. Neither party shall be liable for any failure to perform its obligations due to circumstances beyond its reasonable control, including natural disasters, acts of government, pandemics, or internet service failures.

16. Contact Information

If you have any questions about these Terms of Service, please contact us:

Cortexa Holdings, Inc.
Email: [email protected]
Website: www.usecortexa.com