Mental Health Practice Management Software, Your Built-in Admin Staff

Manage your practice and reduce scheduling and follow-up time with a digital practice that is more organized, highly secure and paperless.

* No credit card required

Calendar

A Smart calendar for an easier day

A Smart, online calendar that lets you focus on providing better care!

  • Schedule beauty appointments by service type (trials, etc.).
  • View makeup artist, estheticians, and resource availability at a glance.
  • Have the essentials like client profiles, invoices and reminders created just for you!

Easy scheduling

Quick-add appointments or recurring appointments based on custom availability. Plus, rearrange with a simple drag and drop.

Custom appointment confirmation

Confirm and remind clients of upcoming appointments by email and text. Get clients prepared for their appointments, from parking directions to intake, and even have the booking added to their personal calendar.

Multiple locations and therapists

Manage your multi-location practice from one central location complete with calendars for every location and therapist. Plus, get custom “Book” buttons with a different theme or language.

Smart calendar assistant

Have the instant scheduler easily find the earliest available appointment of your therapists without you having to dig. Plus, get pinged whenever clients make any changes or pay!

Online Booking

Take scheduling off your plate,leave it to your smart admin assistant

A premier online scheduling experience your clients will love. Reduce admin time by allowing clients to schedule appointments on their own (or submit appointment requests) 24/7 and by securely automating intake and other forms.

  • Self-booked sessions OR requests

    Accept automatic online bookings or appointment requests.

  • Intelligently match counseling appointments (or requests requiring confirmation by you) with the appropriate therapist booked in the right room and/or with the right device.

    Provide clients with a self-service portal they’ll enjoy to manage their appointments and forms as well as rebook and access past invoices – all with a personal touch.

  • Smart-organize your schedule

    The most customizable scheduler you’ll ever see. Choose which appointments are available on what days or time period.

  • Plus, set individual staff availability and pair specialized couseling types with specific therapsits.

    Sync to your personal calendar and block therapists time off (including recurring time off) so your professional and personal calendars are always in sync.

  • Admin and therapist notifications

    Trigger admin and therapists alerts whenever sessions are booked, rescheduled or canceled.

  • Trigger notifications via text, email and the calendar assistant so you can fill last-minute openings. Reschedule with a single click.

  • Integrated, online intake forms

    Automate your forms securely as part of the online booking process.

  • Plus, link them to specific services. When forms are completed, they’ll be automatically saved within each client’s clinical record – no filing or paper required. You’ll even see when clients haven’t completed them so you can follow up with a click.

  • Automated cancellation policies

    Incorporate booking rules and policies such as minimum notice time
    for bookings and cancellations to the online booking process.

  • Even require clients to complete and/or sign off on policies in order to complete their booking.

  • Automatic booking policies

    Protect against no-shows by saving credit cards on file during the
    online booking and scheduling process.

  • Plus, speed up the payment process or allow clients to pay entirely online.

Intelligently match counseling appointments (or requests requiring confirmation by you) with the appropriate therapist booked in the right room and/or with the right device.

Provide clients with a self-service portal they’ll enjoy to manage their appointments and forms as well as rebook and access past invoices – all with a personal touch.

Plus, set individual staff availability and pair specialized couseling types with specific therapsits.

Sync to your personal calendar and block therapists time off (including recurring time off) so your professional and personal calendars are always in sync.

Trigger notifications via text, email and the calendar assistant so you can fill last-minute openings. Reschedule with a single click.

Plus, link them to specific services. When forms are completed, they’ll be automatically saved within each client’s clinical record – no filing or paper required. You’ll even see when clients haven’t completed them so you can follow up with a click.

Even require clients to complete and/or sign off on policies in order to complete their booking.

Plus, speed up the payment process or allow clients to pay entirely online.

Reminder

Appointment reminders

Increase attendance and reduce follow-up time with automatic appointment reminders. Complete with directions, forms, links to the self-serve portal and more.

Client appointment reminders

Reduce no-shows without any manual effort via automated email and SMS reminders.

  • Impress clients with directions, forms to complete and personalized notes.
  • Clients will love the links to the self-serve option to reschedule, cancel and book future appointments 24/7

Outstanding forms and payment reminders

Get more time back so you can focus on providing better care.
  • Send a follow-up email with a single click whenever clients haven’t filled out forms or have outstanding payments.
  • Clients will receive an automated email to encourage them to complete outstanding tasks.

EMR & Charts

Spend less time on record-keeping, organize your practice and write faster therapy notes

Securely digitizing your filing cabinet. Create client profiles, session history, forms, therapy notes, invoices and reminders electronically. Plus, reduce therapy note time from writing to filing.

Client profiles - history, notes & more

Have a 360 degree view of your client profiles at your fingertips. Store client details, appointment history, forms, documents, therapy notes, invoices/payment history, reminders, other documentation and more, accessible from anywhere you are, across any device. Plus, easily identify pending forms and unpaid or partially paid payments directly from each client’s record and follow up with a click. Unlimited storage.

Fast, custom therapy notes

Create custom psychotherapy notes (session, assessments, progress and DAP notes) with checkboxes and other fields in minutes so you can spend less time writing. Plus, insert commonly used text with a click. Spend even less time on therapy notes by writing handwritten notes with a stylus within Yocale during sessions.

Monitor therapy note progress

Have a habit of writing notes a few days after sessions? Pick up right where you left off by seeing which notes are still in draft mode (along with the last updated date).

Automatic electronic filing

Back-up files faster, easier and more securely than paper-based records. Write and store SOAP notes automatically within each client’s record and quickly retrieve ad-hoc notes in a pop-up style. Plus, enable protection and encryption of all charts.

Online Forms

Less time on intake and other admin-forms

Reduce the administrative effort – printing, securing and filing and sync them to the online booking process for completely automatic send-out and filing (intake, etc.).

Client appointment reminders

Use Yocale’s drag-and-drop form builder to create online forms like intake and consent forms (and even DAP or DARP progress notes!) in munites or use our pre-made templates.

Yocale will build your existing forms in any format within Yocale, all included in your subscription.

Automatic send-out

Trigger forms to be sent out depending upon the session type and view completion status. Plus, set rules like when forms get sent out or how they get filled (e.g. to new clients only) or make completion mandatory in order to complete the booking.

Automatic send-out

Trigger forms to be sent out depending upon the session type and view completion status. Plus, set rules like when forms get sent out or how they get filled (e.g. to new clients only) or make completion mandatory in order to complete the booking.

Payments

Less billing administration,
wholesale processing rates

Spend less time on billing with automatic invoices, 1-click payments and client invoice access (no more tracking down invoices!). Also reduce payment processing fees with wholesale rates. Plus, get key practice stats to keep your business on track.

Automatic invoices, 1-click payments

Auto-generate invoices – entirely customizable with your counselor registration number – and process payments in a click – all from your Yocale smart calendar (or email invoices so clients can pay later). Save cards on file for even faster future billing and/or to protect against last-minute cancellations or no-shows.

Auto billing

Automate the billing process by emailing invoices and receipts with the pay button so clients can pay at their leisure.

Keep track of payments

Easily monitor the current status of invoices (paid, partially paid or outstanding) and follow up on outstanding payments with a click from one convenient place. Also receive notifications whenever payments are paid in full – all from one convenient place.

Billing records

Access all invoices in a single list (or view invoices by individual client). Clients can also access invoices from the client portal.

Wholesale rates & reliable hardware

Reduce payment processing fees by up to 67% with wholesale rates. Also accept payments on a range of industry-leading, reliable hardware with advanced reporting, employee management and more.

Key practice stats

Sort your invoice list based on a set period of time, by counseling session type or even therapist to make better decisions, track payment type and more. Also see individual client invoice history (like unpaid invoices), number of canceled or no-show appointments, tardiness (which will influence trust score) as well as booking revenue.

Virtual Appointments

Securely meet with clients virtually, integrated, encrypted telehealth

Securely meet with clients virtually, integrated, encrypted telehealth

Securely meet on any device

Fully integrated and encrypted sessions in one click. By default, meetings are private and guests cannot enter without a secured meeting link. Add additional layers of security to every virtual meeting by enabling preset access codes or creating waiting rooms to approve attendees before they enter.

Client records at your fingertips

Be super prepared for every virtual appointment with integrated video conferencing; simply click to join your virtual appointment directly from your calendar and have clinical records at your fingertips.

Interactive whiteboarding

Enhance your virtual appointments with next-generation whiteboarding: use whiteboard annotations to draw, add shapes, text and more, all on a shared whiteboard. Also share your screen and upload presentations.

Marketing

Grow your practice and be found online

Grow your practice on autopilot with built-in marketing features.

An SEO-optimized booking page

Grow your online presence with an SEO-optimized web profile page on Yocale Marketplace that will bring you higher up in Google search results so clients find you online. If you’re just starting out, have your public profile booking page act as your own website!

“Book now” buttons

Appear higher in Google search results by adding “Book Now” buttons to your website and booking links on your social media channels. Book buttons also make it easier for clients to book more appointments online and help fill your schedule 24/7.

Automatic reviews

Automatically request reviews after each appointment to build your online presence. You’ll get notified with the added flexibility to approve them before they’re live.