PracticeRunner

PracticeRunner connects therapy practice scheduling, documentation, intake, billing, payments, secure communication, supervision, and coordination in one system. It supports individual, couple, family, therapy-group, consultation, and workshop services. Documentation tools include progress notes, a Session Workspace, source material, intake forms, assessments, diagnoses, and document storage. Optional AI tools can prepare sessions, draft notes from transcripts or other source material, extract text with OCR, and revise notes. Clinicians review drafts before saving or signing them. Billing includes invoices, AutoPay, automatic invoicing, card and bank-transfer payments, recorded external payments, superbills, statements, and CMS-1500 claims. Google Calendar sync is one-way: changes made there do not update PracticeRunner, and Google Calendar events are not imported as appointments. Other compatible calendar apps can subscribe to private read-only feeds. PracticeRunner says recorded audio or video is deleted after transcription and client information is not used to train shared AI models. It offers a HIPAA Business Associate Agreement, and the BAA states that PHI is encrypted in transit and at rest. Starter is free for 30 days for one clinician and up to 10 active clients. Professional is $39 per month, Group is $59 per month, and Archive is $8 per month.

PracticeRunner brings therapy documentation, scheduling, and billing into one system, with optional AI tools and clinician review of drafts. Consider the one-way Google Calendar connection and the plan’s client and seat limits when choosing an option.

It may suit solo clinicians or therapy practices that need scheduling, documentation, billing, and client-portal tools together. The listed plans include a single-clinician Starter option and plans with multiple clinician seats.

PracticeRunner is a practice-management system for therapists who want clinical records and office workflows in one place. It suits solo clinicians and small groups handling several kinds of therapy or consultation. Its breadth is useful, though one-way calendar sync and no integrated telehealth leave gaps for some practices.

Overview

PracticeRunner supports individual, couple, family, therapy-group, consultation, and workshop services. Scheduling, intake, documentation, billing, payments, secure communication, supervision, and practice coordination share one system, alongside a client portal and insurance claims. That range can reduce the need to split routine practice work across separate tools.

The workflow has two clear limits: telehealth is not integrated, and calendar sync goes only from PracticeRunner to Google Calendar. Google Calendar edits do not change PracticeRunner appointments, and its events are not imported. Practices that need video sessions or two-way calendar updates should consider another system.

Key features

Clinical records and AI tools

Progress notes, a Session Workspace, source material, intake forms, assessments, diagnoses, and document storage cover much of the clinical record workflow. Optional AI tools can help prepare sessions, draft notes from transcripts and other source material, extract text with OCR, and revise notes. Clinicians review drafts before saving or signing, keeping approval with the clinician rather than treating generated text as a finished record.

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

Billing and calendar workflow

Invoices, automatic invoicing, AutoPay, card and bank-transfer payments, recorded external payments, superbills, statements, and CMS-1500 claims make billing a substantial part of the system. The one-way Google Calendar connection is less flexible: appointments can appear in Google Calendar, but changes there will not keep the PracticeRunner schedule in sync. Other compatible calendar apps can subscribe to private, read-only feeds.

Pricing

Starter is free for 30 days, with up to 10 active clients and one clinician. It includes supported import and CSV, note, PDF, and file exports, which makes it useful for trying the service or moving records in and out. It is a time-limited start, not a continuing free plan.

Archive costs $8 per month and provides read-only access for existing Professional and Group practices. It is for retaining access to an established account, not running an active practice.

Professional costs $39/month and includes one clinician seat, admins, and more than 10 active clients. Associate seats cost an additional $11 each. This is the practical starting point for a solo clinician whose caseload exceeds Starter's cap or who needs ongoing access.

Group costs $59/month and includes two clinician seats and admins. Each extra clinician costs $29, while each additional associate costs $11. It is aimed at small teams; practices should account for seat charges as they grow. No paid plan is described as including integrated telehealth.

Platforms

PracticeRunner is available on Android, iOS, and the web. It offers calendar sync, a client portal, insurance claims, and payment processing, but no integrated telehealth. Calendar compatibility does not mean a two-way appointment sync.

Who it's for

Solo therapists and small practices that handle multiple service types and want documentation, scheduling, claims, and payments together are the strongest fit. The Starter period gives a single clinician a short trial with up to 10 active clients. Professional suits ongoing solo use, while Group makes sense when two or more clinicians need access. Practices centered on integrated video care or bidirectional calendar management should look elsewhere.

Pros and cons

Pros

• Combines clinical documentation, intake, scheduling, billing, payments, and practice coordination across several therapy and consultation case types.
• Optional note drafting and revision can assist with documentation, with clinician review required before saving or signing.
• Claims, superbills, AutoPay, and multiple payment methods support a range of billing tasks in the same system.
• Starter includes supported import and several export formats, helpful when moving records into or out of the service.

Cons

• No integrated telehealth, so practices need another way to conduct remote sessions.
• Google Calendar sync is one-way, and external events do not become PracticeRunner appointments.
• Starter lasts only 30 days and is capped at 10 active clients and one clinician, so it is not a lasting free option.
• Professional and Group seat fees can add to the base cost as the team expands.

Alternatives

Therapy Scheduling Software is a useful place to compare scheduling-focused options. Choose Carepatron if a continuing free plan and stated limits of unlimited clients, 1GB storage, 1M AI tokens, 1K tasks, and 100 appointments matter more than PracticeRunner's stated clinician-seat plans. Colib has a free plan and a Starter option billed at $3 per appointment with a $9 monthly minimum, which may suit someone who prefers appointment-based pricing. ConsultStream is a free option to consider. Valant uses custom pricing that varies by practice size, provider count and type, workflow needs, and optional add-ons, making it an alternative for practices seeking a tailored quote. ClinicSource starts at $74.95/mo, with additional locations at $30.95/month. OctopusPro starts at $36.25 per month for an owner-operator and includes one Admin and one Fieldworker. TherapyAppointment offers usage-based add-ons, including electronic insurance claims at $0.15 per claim and AI Notes at $0.59 per chart. Bravely has a Solo plan at SGD 39.00 per month, billed SGD 468 / year, with one seat and unlimited client records, appointments, invoices, payments, and forms.

Verdict

PracticeRunner is a strong fit for solo therapists and small practices that want clinical records, scheduling, claims, and payments under one roof, with optional AI assistance subject to clinician review. Choose it when that breadth and its paid seat structure match your practice; look elsewhere if integrated telehealth or two-way calendar sync is essential.