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Psychology Clinic CRM

In a clinic where several therapists work, the appointment book sits at reception, the session notes sit in the therapist's own file and the payment record sits in an accounting spreadsheet; all three describe the same client, but none of them sees the others.

A recurring session is set up as a single plan; a group session is one record, every client who attends is attached to it as a separate line, and the places are read from that record.

Psychology Clinic CRM
  • Keep client information and session notes in a single system whose access is set therapist by therapist
  • Set up the online appointment and the recurring session plan together; tie the timing of the reminder to a rule, and paste the meeting link into the field on the appointment record yourself
  • Build up the note of every session in the same client file and read the progress from beginning to end
  • Keep the session fee and the package lines on the client card; have the remaining balance calculated from those lines and overdue ones dropped into the list
  • Send appointment reminders over your WhatsApp Business account connected during setup and keep the communication on a corporate channel
Client Access PermissionsAccess is limited by role-based permissions; a therapist can be authorised to see only their own clients. Each tenant's data sits in a separate database, and transfer is done with TLS 1.3.
Appointment and Session PlanningAn appointment is a record with therapist and time fields; recurring sessions are opened as a series and the reminder is tied to the date. For an online session the meeting link is a link you paste into a field on the record; the Zoom and Meet connection is built specifically for the project, there is no out-of-the-box module.
Session NoteThe session note accumulates under the client record with its date; the progress is read from beginning to end on the same card.
Payment and Package BalanceThe fee and package lines sit under the client card; every session takes one use off the package, the remaining balance is calculated from those lines, and an overdue line drops into the list.
Group Session AttendanceA group session is a single record; every client who attends is attached to that record as a separate line, and who came to which sitting and whether the group's places are full are read from the same record.

In a psychology clinic the calendar is made up not of individual appointments but of fixed hours of the week: one client comes at 18.00 every Tuesday for months, while a group session depends on eight people meeting at the same time. When this pattern is kept in a paper book, a single postponement affects several people at once, and announcing the change to each of them one by one becomes reception's job.

Rapitek CRM sets up the recurring session as a single plan and marks individual and group attendance separately; you define during setup when the reminder tied to that plan will go out. Because which therapist the client is attached to, how many sessions are left in their package and the status of their payment are all in the same file, when the therapist changes the history stays with the clinic.

Frequently asked questions

Is client information safe?
Each customer's data is held in a separate database; TLS 1.3 is used in transfer, passwords and two-step verification secrets are encrypted in storage, and access is limited by role-based permissions. Authorisation is done therapist by therapist. The hosting is in the European Union: the database is in Finland and the media files are in Frankfurt. Under article 9 of KVKK this counts as a transfer abroad; that is why we run the disclosure and explicit consent processes. A small number of sub-processors work outside the EU; we list each of them and where they process the data one by one in our privacy policy.
Can I manage online therapy appointments?
You plan face-to-face and online sessions from the same calendar; we build the Zoom and Google Meet connection as well, there is no out-of-the-box module. The connection is built specifically for the project by our professional services team over our REST API covering 183 business objects, OAuth2, webhooks and import/export; we share its scope and its fee in writing in the discovery call. When this is not built, you use the meeting link field on the appointment record: you open the meeting in your own account, paste the link into that field, and the reminder that goes to the client carries that link; if the field is left empty, the reminder goes out with the time only.
How are the session fee and the package balance followed?
The fee and package lines sit under the client card; every session takes one use off the package and the remaining balance is calculated from those lines. An overdue payment line drops into the list; you tie when and through which channel the reminder goes out to a rule during setup. It is not a module that issues invoices; the collection trail is kept on the record.
Can group therapy sessions be tracked?
Yes. A group session is a single record; every client who attends is attached to that record as a separate line. Who came to which sitting and whether the places are full are read from the same record; individual sessions sit separately on the client's own record.
How long does setup take for a psychology clinic?
After the discovery call we give you a date, not a range — how many fields, how many stages and how many reports your psychology clinic process needs becomes clear in that call. We migrate your data; the scope of the migration and its fee, if any, are worked out in the same call and shared in writing.
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