Practice Management CRM for Therapists and Counselors
Track every inquiry, intake, active client, and returning client without losing leads in crisis or letting check-ins slip. Pairs with your HIPAA-compliant EHR -- this handles the relationship side, your EHR handles the clinical record.
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An inquiry sat in your inbox for three days while you were in session -- by the time you replied, they'd booked someone else
A client paused treatment six months ago and you've never circled back -- they would have come back if you had
You have no system for re-engaging discharged clients who'd benefit from a tune-up, so they only return when something is on fire
Template preview
Therapist Private Practice
For solo and small-practice therapists, counselors, LCSWs, and LMFTs. Track every inquiry, intake, active client, and discharge - so leads in crisis don't wait, and returning clients don't slip through the cracks. Pairs with your EHR for clinical work.
+1 more stage
RadiusOS gives solo and small-practice therapists a relationship management layer that sits alongside your EHR. The pipeline tracks the non-clinical side: inquiry response, intake scheduling, attendance follow-up, on-hold check-ins, and returning-client outreach. AI scoring flags inquiries waiting too long and on-hold clients due for a no-pressure check-in. Clinical notes, treatment plans, and any PHI stay in your HIPAA-compliant EHR -- this is where the conversation about responsiveness, not diagnosis, lives. Email templates handle inquiry replies, intake confirmations, and gentle re-engagement so the relationship stays warm without writing the same message twice.
Pipeline stages (7)
Included modules
Custom fields (5)
Specialty Focus
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Insurance Provider
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Sliding Scale
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Telehealth Preference
select
Session Frequency
select
Terminology
How this pipeline works
Inquiry
Someone reached out about therapy -- often during a hard moment. Reply inside 24 hours with availability and a next step. The inquiry that waits three days books another therapist, and that person stays without help.
Intake Scheduled
You have an intake on the calendar. Send a warm confirmation with the appointment time, telehealth link or address, and the intake paperwork they'll need. Reduce the no-show rate by removing the 'what do I need to bring' anxiety.
Intake Complete
The first session is done. Send a brief welcome message that frames the next session and confirms scheduling cadence. This is where the therapeutic relationship starts -- a thoughtful follow-up signals that the work matters to you too.
Active Client
They're in regular care. This stage tracks scheduling and attendance only -- the clinical record lives in your EHR. Use it to send appointment reminders and gentle follow-ups for missed sessions, not to log session content.
On Hold
Treatment paused for life reasons. Set a monthly no-pressure check-in cadence -- something low-key that says 'you're still on my mind' without asking them to come back before they're ready. Many on-hold clients return when the door is left open.
Discharged
Care ended for clinical or logistical reasons. Send a closure-honoring goodbye and let them know the door stays open. Discharged clients are warm leads for tune-ups months or years later -- treat them with care.
Returning Client
They came back. Skip the cold-intake feel: acknowledge the prior work and pick up where you left off. The fact that they returned to you specifically is information -- treat it like the trust signal it is.
Frequently asked questions
What is the best CRM for therapists in private practice?
The best CRM for therapists handles the non-clinical relationship side -- inquiry response, intake scheduling, and re-engagement -- and pairs with your HIPAA-compliant EHR for clinical notes. RadiusOS does exactly that. SimplePractice and TherapyNotes are full EHRs with billing and clinical documentation; RadiusOS sits alongside them and handles the parts they don't.
What software do private practice therapists use?
Most therapists use a HIPAA-compliant EHR like SimplePractice or TherapyNotes for clinical notes, scheduling, and billing. Many also need a way to track inquiries, manage intake response time, and re-engage on-hold or discharged clients -- which EHRs aren't built for. RadiusOS is the relationship management layer that fills that gap.
Is RadiusOS HIPAA compliant?
No. RadiusOS is a contact and relationship management tool, not a HIPAA-compliant clinical records system. We do not sign Business Associate Agreements (BAAs). Clinical notes, treatment plans, diagnoses, session content, and any other PHI must live in your HIPAA-compliant EHR. RadiusOS is for the non-clinical workflow: tracking who inquired, who scheduled, who needs a check-in. Use it for relationship management. Use your EHR for clinical documentation.
How do therapists track inquiries and intake response time?
RadiusOS gives therapists an Inquiry stage with AI scoring that flags any inquiry waiting longer than your target response time. You can see at a glance who reached out yesterday, who scheduled an intake, and who fell off between inquiry and intake. Email templates make a 24-hour reply realistic even in a busy clinical week.
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