Finding the Ideal CRM for My Psychotherapy Practice

A watercolour illustration of a serene psychotherapy office with a comfortable armchair, a notepad on a small table, and soft natural light. A computer screen in the background displays a simple scheduling calendar, symbolising the use of WriteUpp software

Written by John Dray

I am a trainee psychotherapist working with compassion and affirmation within the LGBTQ+ community.

Psychotherapist Resources

Client Confidentiality | CRM System | Data Security | GDPR Compliance | Psychotherapy Practice | Therapist Tools | Video Conferencing | WriteUpp Review

12th August 2024

Finding the Ideal CRM for My Psychotherapy Practice

A slightly different slant today, as this is an article for psychotherapists setting up in practice. Finding a good way to store client data and book appointments.

I have spent many years in the CRM industry, primarily working with small charities and businesses, so I had a clear vision of what I needed when I decided to shift careers and become a psychotherapist. Such systems are used for recording important information about clients, including: notes, emergency contact details, contact preferences. They can also be used to allow the client to book their own appointments, manage video calls, send out text and email reminders (if the client wants them) and so on.

Drawing from my past experiences, I anticipated finding a basic package that could be enhanced with numerous add-ons. However, when I discovered WriteUpp, I was pleasantly surprised to find it was quite different—and in the best way possible. Everything I needed was there:

  • Simple ways for clients to book their appointments
  • Simple ways to pay for treatment
  • Notes that were securely held
  • Good pre-assessment questionnaires
  • Really simple ways to assess caseload
  • Super-friendly, responsive help team.
  • Email and SMS reminders to clients (while respecting their choices under the GDPR).

Confidentiality and Security

Let’s talk about security:

  • All your data are securely stored across two locations and is encrypted both at rest and in transit, ensuring the level of data security essential for a profession centred on confidentiality.
  • The scheduling system is designed with the specific challenges faced by psychotherapists in mind.
  • It synchronises seamlessly with your calendars while ensuring your clients’ details remain private. (In your public facing calendars names are changed to reference numbers.)
  • The platform allows clients to book appointments easily
  • You can maintain comprehensive, confidential notes.
  • GDPR compliance is built-in, including tools for managing subject data requests.
  • The support team is not only responsive but genuinely friendly.

Given these features, I initially assumed the video system might be lacking. However, after testing it with a friend, I found the process incredibly straightforward. They received a code, clicked on it, and we were connected—no software installation required. It was that simple!

Another major plus is that unlike many CRM systems that lock in your data, WriteUpp includes full data export features, giving you complete control over your information.

If you’d like to explore WriteUpp, feel free to use this affiliate link. While I do receive a small commission if you decide to sign up through this link, please know that my positive review of WriteUpp was formed well before I was offered the affiliate opportunity.

This is not a full review, as I do not go into detail about its many aspects, or the fact that there are smartphone apps. But I do recommend a visit WriteUpp.