Psychology and Psychotherapy CRM
A psychologist working alone is therapist, secretary and bookkeeper at the same time; when the appointment correspondence, the session record and the collection pile up in three separate places, both confidentiality and follow-up rest on one person's attention.
The session note sits inside the session's own record and is visible to no one but the psychologist who wrote it; appointment, collection and invoice are attached to the same client card.
What we set up, and how
- Keep every client's reason for referral, the therapy approach applied and the session history on a single card open only to you
- Have the date and the duration written to the record on their own while you fill in the session note with the CBT, EMDR, ACT and couples therapy templates defined during setup
- Turn the request that comes from the booking form you placed on your website into a session record and paste the meeting link into the field on that record
- Keep the sale of session packages and the invoice record in the CRM; have overdue payments drop into a list and tie the reminder to that list by a rule
- Keep the case notes you open to supervision in a separate field and follow session continuity through anonymous reports
| Client Card and Access | The client is a record of their own; the reason for referral, the therapy approach applied, the session history and the payments are its fields. Notes are visible only to the psychologist who is logged in; access is limited by role-based permissions. Because the hosting is in Finland, the processing counts as a transfer abroad under article 9 of KVKK; that is why we run the disclosure and explicit consent processes. |
|---|---|
| Session Note Template | The session note sits inside the session record; separate templates for CBT, EMDR, ACT and couples therapy are defined during setup, and the date and the duration are written to the record on their own. |
| Online Appointments and Video Sessions | The booking form is placed on your website; the request that comes in is turned into a session record, and the reminder runs off that record. The meeting link is a field on the record; you open the meeting in your own Zoom or Google Meet account, paste the link into that field, and the reminder carries that link. |
| Invoicing and Collection | The sale of a session package, the payment and the invoice record are kept inside the CRM; overdue payment lines drop into a list and the reminder is tied to that list by a rule. The payment provider and e-invoice connection is built specifically for the project; there is no out-of-the-box module, and until it is built the collection is entered by hand on the payment line. |
| Supervision Note | A case note opened to a supervisor is a separate field and is shared independently of the session note; session continuity and anonymous case statistics come out of the report on these records. |
A psychologist's day is made of sessions lined up one after another; in the few minutes between two sessions the note has to be written and the next client's file has to be glanced over. The note that is not written at that moment is left until the evening, and part of what is left until the evening is never written at all — and the detail that is missing is looked for three months later not on a quiet day but exactly while the client is sitting in front of you.
In Rapitek CRM the note sits inside the session's own record: the template opens, the date and the duration drop in on their own, and nobody but the psychologist who wrote it can see it. Because the appointment, the collection and the invoice are attached to the same client card as well, you do not go looking for the client whose payment is outstanding in a separate spreadsheet at the end of the month.
