Why I’ve Used SimplePractice for 10 Years—and Why the New AI Note Taker Is a Game-Changer for Clinicians

When you’ve been in private practice for a decade, you learn to really appreciate the systems that work and to let go of the ones that don’t. There’s a rhythm to clinical work, but the behind-the-scenes operations of running a therapy practice—scheduling, billing, documentation, compliance—can quickly become overwhelming without the right support.

That’s why I’ve been using SimplePractice as my EHR and practice management system for the past 10 years. I’ve explored other options, and I know there are new platforms emerging all the time, but for me, nothing has come close to the level of functionality, reliability, and ease-of-use that SimplePractice provides.

Why SimplePractice Continues to Be the Backbone of My Practice

When I first signed up for SimplePractice, I was looking for something that could simplify the administrative side of therapy. Over the years, it’s grown into something much more than just a tool—it’s become the foundation of my practice’s infrastructure, both client-facing and clinician-facing.

Our Clients Love It

I hear it all the time from clients: “That portal is so easy to use!” Whether it's new clients filling out intake forms or existing clients scheduling appointments, paying invoices, or sending secure messages, they have everything they need in one place—and it’s accessible 24/7. No clunky PDFs, no scanning, no printing. Just smooth, modern usability.

Clients don’t have to email me asking for a copy of their superbill or their next session time—it’s all in the portal. And from a therapeutic standpoint, that kind of autonomy and clarity can be empowering for clients. It reduces friction in the therapeutic process and keeps the focus on the work we’re doing together in the room (or on the screen).

Paperwork and Scheduling Are Seamless

Gone are the days of juggling intake packets, calendar apps, reminder calls, and endless follow-ups. With SimplePractice:

• Clients receive automated appointment reminders (email, text, or both).
  
  
• They can complete intake forms electronically, before we ever meet.
  
  
• I can easily customize documents and templates to reflect my approach.
  
  
• Everything syncs in real time, which means fewer errors and less administrative clutter.
  
  

I’ve been through the growing pains of using multiple platforms to handle different parts of my workflow. SimplePractice eliminates that need entirely, which brings me to another major reason I’ve stayed with them for so long.

It’s an All-in-One Platform—And That Makes the Cost Worth It

Yes, SimplePractice has a price tag—but for me, it’s more than worth it. Why? Because it replaces five or six other tools I would otherwise have to cobble together and manage separately:

• Scheduling and calendar integration? ✓
  
  
• Paperless intake and documentation? ✓
  
  
• Telehealth that’s secure and HIPAA-compliant? ✓
  
  
• Insurance claim submission and payment tracking? ✓
  
  
• Billing, superbills, credit card processing? ✓
  
  
• Secure client communication? ✓
  
  
• Progress notes and treatment planning tools? ✓
  
  

That’s not just convenient—it’s cost-effective. When you factor in the value of your time, the mental energy saved, and the professional polish it adds to your practice, it’s hard to overstate the benefit. SimplePractice keeps everything in one place and working together, so I can spend less time on admin and more time on what really matters: my clients.

Now Introducing: AI Note Taker

Just when I thought SimplePractice had reached its peak in terms of usefulness, they rolled out a new feature that has genuinely changed the way clinicians approach documentation: AI Note Taker. 

How AI Note Taker Works—And How We’re Approaching It in Our Practice

 We recognize that this tool can be a valuable option for many clinicians. With the proper safeguards in place—including explicit client consent through a specific authorization form—AI Note Taker can securely listen to telehealth or in-person sessions and generate a draft progress note based on the conversation. This allows therapists to focus more on their clients in the moment and spend less time after sessions trying to recall key points.

For therapists who choose to use this approach, it’s a flexible, HIPAA-compliant option that supports ethical practice and personalized clinical documentation.

While I’ve found AI Note Taker incredibly helpful, it’s not a one-size-fits-all solution. Like any AI-driven tool, it may occasionally require thoughtful editing to ensure nuance and tone match your therapeutic voice. And of course, it’s crucial to regularly review and validate what it generates.

An Alternative Use: Voice-Transcribing Clinical Impressions

Clinicians may also use SimplePractice in a different, highly effective way: to voice-transcribe their own clinical impressions after a session. This means that instead of typing notes from scratch, a therapist can speak directly into the system while the session is still fresh in their mind. This use case can dramatically reduce the time spent on notes, while still keeping full control in the hands of the clinician. Notes are reviewed, edited, and finalized by the therapist, ensuring that the clinical judgment remains 100% human-driven.

What About Session Recording?

Some clinicians may choose to have AI Note Taker listen in on a session (telehealth or in-person) and then transcribe and summarize the conversation into a progress note draft. That option is available, but it requires explicit client consent using a specific authorization form, in line with HIPAA and ethical standards.

I love that SimplePractice offers both options (to record or to dictate) so that therapists can choose what aligns best with their clinical style and client agreements.

Why It Matters: Time, Energy, and Client Presence

Regardless of how you choose to use it, AI Note Taker solves a real problem many of us face: the time and energy drain of clinical documentation. Writing detailed, accurate, and compliant notes takes effort—and when that effort piles up at the end of a long day, it can lead to burnout.

Whether it’s through voice transcription of impressions or secure session summaries with consent, AI Note Taker offers a powerful way to streamline your workflow. The more efficient and less burdensome your documentation process, the more energy you have to focus where it matters most: being fully present with your clients.

And as with all things SimplePractice, AI Note Taker is built with the highest standards of security and compliance. It’s:

• ✅ HIPAA compliant
  
  
• ✅ HITRUST certified
  
  
• ✅ Designed to ensure confidentiality and data integrity at every step
  
  

You can trust that both your clinical records and your clients’ privacy remain protected.

How Do I Talk to Clients About AI?

If you’re considering integrating AI tools into your clinical practice—especially ones that involve session documentation—it’s essential to have thoughtful, transparent conversations with your clients. Here are a few guiding principles:

✅ Be Transparent and Honest

Clearly explain what AI tools you might use and why. If AI Note Taker will be involved in documenting sessions, let clients know exactly how it works, what is recorded, how the data is handled, and that it supports—not replaces—your clinical work.

✅ Address Common Concerns

Many clients may worry about privacy and data security. Acknowledge those concerns, explain the protective measures in place (such as HIPAA and HITRUST compliance), and affirm that AI tools are used with care and ethical responsibility.

✅ Highlight the Benefits

Reassure clients that AI helps reduce administrative overhead so that your full attention can remain on them during sessions. Let them know how it can enhance the quality of care—by helping you stay more present and organized.

✅ Keep It Human

Ultimately, therapy is a deeply human process. Make sure clients know that AI is just a supportive tool—not a replacement for clinical intuition, empathy, or connection. You’re still the one guiding treatment, making judgments, and building trust.

By leading with transparency, ethics, and client-centered values, you can integrate AI in a way that feels supportive—not intrusive—to the therapeutic process

Ready to Try It?

Whether you’re brand new to SimplePractice or have been using it for years like I have, now is the perfect time to experience the benefit of AI Note Taker.

New to SimplePractice?

Use my link to get 70% off your first 4 months of SimplePractice + a free 30-day trial of AI Note Taker.

Already a SimplePractice Customer?

Use my link to sign up for a free 30-day trial of AI Note Taker and see how it can streamline your workflow.

👉 CLICK HERE

I truly believe that the right tools can make our clinical work more sustainable, more focused, and more fulfilling. If you’ve been feeling weighed down by documentation, this might just be the solution that changes everything.

After a decade in private practice, tools like this aren’t just conveniences—they’re essentials. They help me keep doing this work I love with more clarity, less stress, and more presence. That’s something I wish for every clinician.

Let me know if you give it a try—I’d love to hear how it’s working for you.

**Disclosure: As always, every clinician should evaluate whether these tools align with their ethical obligations, client agreements, and personal style of practice. This post contains affiliate links. If you use them, I may receive a commission at no extra cost to you. I only recommend tools I genuinely use and believe in.