Enquiry with fit questions, a weekly slot held for every client, questionnaires issued on a cycle, associates who see only their own caseload, and notes that only the treating practitioner can open.
Psychologists, counsellors and therapy practices from a solo practitioner with a waiting list to a practice of an owner, several associates and a supervisor. It suits practitioners who hold a fixed weekly hour for each client, want assessment questionnaires back before the first session, repeat outcome measures on a schedule and need each associate to see their own caseload only.
Not the right fit
It is not for group programme providers with class capacity, who are closer to the nutrition practice package, nor for services that need risk assessment tooling or anything that reads as clinical guidance. The package schedules, collects and protects; it does not advise.
The operational problem it solves
How it runs, step by step
The administrator opens the practice view on Monday.
A new enquiry arrived overnight through the website route that asks what the client is looking for, availability and whether online or in person; the crisis information was shown on that page before the form.
The owner reads the enquiry, assigns it to an associate with a Tuesday evening gap, and the associate offers an assessment session.
The confirmation carries the assessment questionnaires, which the client completes on their phone before Tuesday.
After the assessment the associate sets a recurring Tuesday seven o'clock slot for the client and a planned break in August.
The slot now exists for every week without anyone re-booking it, and the client receives a reminder each Monday.
The session notes the associate writes are visible to the associate alone; the administrator sees that a session happened and was paid, and nothing else.
On the sixth session the system issues the outcome questionnaire the practice uses, and the score history appears on the associate's view of the client.
At month end the owner opens the statement for each associate, sees sessions delivered, fees collected and the practice share, and exports it to accounting without a spreadsheet.
Features
What the package does
The package is organised into the public practice site and enquiry route, recurring session scheduling, intake and outcome questionnaires, the associate and supervision structure, and restricted notes. The feature list below shows what each module does and the comparison table shows which package variant includes it.
Content and editorial
Practice site with crisis informationPractitioner profiles and practice details, with crisis information shown on every contact route.
Forms and requests
Enquiry route with fit questionsEnquirers answer a few questions about what they need, and each enquiry is assigned to an owner.
Assessment intake questionnairesClients complete an assessment questionnaire before the first session.
Outcome questionnairesQuestionnaires are issued to the client after a set number of sessions or a set time interval.
Scheduling
Recurring weekly slots with breaksHold the same weekly slot for a client, with planned breaks and reminders ahead of each session.
Billing and payments
Cancellation, did-not-attend and fee recordingRecord cancellations and missed sessions and the fee that applies to each.
Online session payments and block bookingsClients pay for sessions online, or buy a block of sessions in one go.
Compliance and records
Separation of booking and clinical dataBooking data is held apart from clinical content by role, and an audit log records access.
Documents and cases
Session notes under elevated accessKeep session notes behind a higher level of access, with separate consent from the client.
Accounts and permissions
Associates and supervisors with statementsSet up associates and supervisors, with a month-end statement for each.
Bookings and diary
Video platform linkLink a video platform to the booking so online therapy sessions start from the confirmation.
Package variants compared
Website
Business Software
Which features each package variant includes
Feature
Website
Business Software
Practice site with crisis information
Included
Included
Enquiry route with fit questions
Included
Included
Recurring weekly slots with breaks
Not in this variant
Included
Assessment intake questionnaires
Included
Included
Outcome questionnaires
Not in this variant
Included
Cancellation, did-not-attend and fee recording
Not in this variant
Included
Separation of booking and clinical data
Not in this variant
Included
Session notes under elevated access
Not in this variant
Optional
Associates and supervisors with statements
Not in this variant
Optional
Online session payments and block bookings
Optional
Optional
Video platform link
Optional
Optional
Roles and permissions
Who does what
Practice owner
Assign enquiries to associates and see every caseload at booking level
Set fee bands, sliding-fee rules and block-booking options
Run month-end statements per associate
Manage roles, consent settings and the audit log
Practitioner
Hold recurring weekly slots per client with planned breaks
Issue and read intake and outcome questionnaires
Write and read session notes for their own clients only
Mark sessions delivered, cancelled or not attended
Associate
See and manage only their own clients and slots
Receive assigned enquiries and offer assessment sessions
View their own statement of sessions and fees
Supervisor
See supervision sessions in the diary
Read notes for supervisees' clients only where separate client consent is recorded
Record supervision hours
Administrator
Send reminders, questionnaire links and secure messages
Record payments and block bookings
See session dates and payment status, never notes or questionnaire content
Client
Enquire with fit questions and see crisis information at every step
Complete questionnaires before and during therapy
See their weekly slot and upcoming breaks
Pay session fees or a block online where enabled
Example screen
Concept demo
Concept demo of the therapy practice package weekly diary showing recurring slots, a planned break, a questionnaire-due marker and a locked notes column.
An associate's weekly diary: recurring client slots repeated across the month, one planned break in grey, a questionnaire-due marker on the sixth session and a lock icon on the notes column that only the associate can open.
Scope and options
What is included and what is extra
In the base package
Public practice site with practitioner profiles and crisis information on every contact route
Enquiry route with fit questions and owner assignment
Recurring weekly slots with planned breaks and reminders
Assessment intake questionnaires before the first session
Outcome questionnaires issued on a session or time interval
Cancellation, did-not-attend and fee recording
Role-based separation of booking data from clinical content, with audit log
Common add-ons
Session notes under elevated access with separate client consent
Associate and supervisor structure with month-end statements
Online session payments and block bookings
Video platform link for online therapy
Needs custom work
Matching rules that assign enquiries automatically by speciality and availability
Bespoke outcome measure scoring and reporting
Integration with an existing accounting or practice system
The package runs on hosting the practice chooses or on hosting we manage; the practice owns the code and the data in both cases. Client contact records, session history, questionnaire responses and, where stored, notes can be exported in standard formats, and the audit log exports with them. Notes are encrypted at rest and limited to the treating practitioner, and the retention and deletion schedule set at set-up is applied by the system.
Maintenance
Maintenance is optional and agreed separately. It covers security updates to the platform and dependencies, monitoring of reminders, questionnaire delivery and payment callbacks, backups with a tested restore, and a monthly window for small changes such as a new questionnaire or fee band. Larger changes are quoted as change requests.
Pricing model
Priced per proposal.
The package is priced as a one-off set-up and customisation with optional recurring hosting and maintenance. The set-up figure moves with the number of practitioners and whether an associate structure is needed, whether notes are stored and the security scope therefore applies, the questionnaires to configure, the video and payment providers connected, and whether you host it yourself. The proposal states each line separately.
Prefer a fully custom build?
Psychologist website development
Custom practice websites and systems for psychologists, counsellors and therapy practices built around recurring sessions, associates and a hard line between booking data and clinical data.
Can the practice owner read an associate's session notes?
Not by default. Notes are limited to the treating practitioner. A supervisor can be granted access to specific clients only where that client's separate consent has been recorded, and every access is written to the audit log.
What happens to the weekly slot when a client takes a break?
The practitioner records a planned break and the slot is released for those weeks only, then resumes. The practitioner can choose whether released weeks are offered to the waiting list.
Which outcome questionnaires can it issue?
Any questionnaire the practice is licensed to use is entered at set-up with its scoring. The package issues it on the interval chosen and shows the score history; it does not interpret results.
Does it support sliding fees and block bookings?
Yes. Fee bands are set per client by the owner or practitioner, and blocks of sessions can be paid up front and drawn down as sessions are delivered.
Can enquiries be matched to associates automatically?
Owner assignment is in the base package. Automatic matching by speciality and availability is custom work described on the psychologist website development service page.
Is this a finished product?
Not yet. The readiness badge on this page gives the true position: it is a custom build assembled from our scheduling, questionnaire and restricted-notes modules for each practice, and the example screen is a labelled concept demo.
Get a quote for Therapy practice package
Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.
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