For psychologists
Client management and session booking software for psychologists
Session notes stay with you alone, appointments never clash, completed sessions are ticked off in the plan. Everything about the client on one card, privacy first.
What piles up on a psychologist’s desk?
Session notes where anyone can see them
Keeping notes in a shared program or a spreadsheet leaves an unease that conflicts with professional ethics.
The weekly-session calendar
Same hour, every week, for months.
Package and payment confusion
A five-session package, two sessions postponed, one payment in cash and one by transfer.
What Clinigim does about it
Privacy and order at the same time: these are working features, not promises.
Quick notes are private to their author
Nobody else can read the quick note on a client card: not the clinic owner, not the receptionist, not a colleague. The server enforces this with a 404; it is not merely hidden.
Room-based calendar, no clashes
A second appointment cannot be opened for the same room at the same time. Day, week and month views show who comes when.
Session plan and completed sessions
Add the sessions to the client’s plan once; the card shows how many are done (for example 3/8). Amount paid and balance sit on the same card.
Online booking page
Clients see your free slots and book themselves; the booking lands in your calendar. If you want a deposit, you add the amount to the appointment.
No-show risk badge
A new appointment for a client who did not show before carries a warning; a reminder is one tap away.
Consent form ready to print
Print the informed-consent text from the client card and attach the signed copy.
What should a psychologist check for client confidentiality?
A session note is the most sensitive thing a client shares with you. Data protection law treats health data as a special category of personal data, so when you choose a program look at concrete rules rather than a “secure” label. These rules work in Clinigim today:
- Quick notes are visible only to their author. Nobody else, the clinic owner, the receptionist and other practitioners included, can open them; the rule is enforced on the server, not by hiding it on screen.
- Free-text clinical notes are stored encrypted and each clinic sees only its own data.
- Two-step verification is available at sign-in; you can see your open sessions and sign them all out at once.
- Records keep who entered them and when; an authorised manager can see the activity history.
- Privacy notice, treatment, image use and marketing consents are kept separately; none comes pre-ticked.
- Clinigim is developed and operated in Turkey; the database is kept in a data centre in Turkey, patient files and encrypted backups in data centres in the EU; connections are encrypted. Details on the security page and in the data processing agreement.
How are weekly sessions, rescheduling and no-shows tracked?
In therapy a client often comes at the same hour every week for months, with the occasional postponement or cancellation. Clinigim has no recurring-appointment option; you set up the weekly rhythm with a treatment plan:
- Open a treatment plan on the client card and add each session as a row with its planned date. The card shows how many are done, for example 3/8.
- Book each week’s appointment from its row; a second appointment cannot be booked in the same room at the same time.
- Move a postponed session’s appointment to the new time; the row’s date moves with it.
- A missed appointment is marked as a no-show, and the clinic’s no-show fee applies if one is set. A client who has missed before gets a warning badge on the next booking.
- Whether a missed session counts against a package is your call; share the rule in writing at the first session.
A booking tool or client management software?
A tool that only takes bookings fills the calendar. Client management software also keeps what happens before and after the booking: the session note, the payment, the balance and the consent. For a psychologist with a practice, or one working with colleagues, the difference shows at month end, in the cash and in the file.
| Need | Booking-only tool | Clinigim |
|---|---|---|
| Clients booking themselves | Its main job. | Yes; one link that opens with your logo. |
| Session notes | Outside its scope. | Yes; quick notes are visible only to their author. |
| Session fees and balance | Outside its scope. | Yes; paid amount and balance on the client card. |
| Consent form | Outside its scope. | Yes; printed from the card, signed copy attached as a file. |
| Video calls | Found in some tools. | No; add the meeting link to the appointment note. |
What to look for in client management software for psychologists
Look for rules you can verify, not promises of privacy. You should be able to see the answer to each question yourself during the trial.
Can the clinic owner read your notes?
A personal session note should open for nobody else, managers included, and the rule should be enforced on the server.
Is there two-step verification?
A stolen password alone should not open the account.
Is every change recorded?
The activity history should show who changed what, and when.
Are consents kept separately?
Privacy notice, treatment and marketing consent should not share one tick box.
Are room clashes blocked?
Two sessions should not fit in a shared room at the same hour.
Are sessions and payments on one card?
Sessions done and the balance should be visible at a glance.
Where is the data stored?
The program should publish its data location and its data processing agreement.
Can you take your data if you leave?
Client and payment lists should export to Excel.
Related guides
Short step-by-step articles on the topics of this page.
How to track session packages
How to keep a five- or ten-session package, its postponements and its payment in the record.
How to track patient balances and installment payments
Tracking the balance and the installments when session fees build up; what not to write in a reminder.
How to move patient records from Excel to software
The seven steps of moving your client list from Excel to software.
Questions psychologists ask
- Can nobody really read my session notes?
- Quick notes are private: nobody but the author can read them, the clinic owner included. This is not a visibility setting but a rule enforced on the server, where another user’s request is refused. Information the team needs about the client, such as a contact preference, goes in the shared part of the card.
- I do online therapy. Is the booking page useful?
- Yes. Share your booking page with one link; the client picks a time and the booking lands in your calendar and on the client card. Clinigim does not run video calls; add the link of the meeting app you use to the appointment note. The booking page takes no payment; you decide how to take the fee or a deposit and record it when it arrives.
- Does it work for a centre with several psychologists?
- Yes. Each practitioner has their own calendar and their own quick notes; the receptionist sees appointments but not notes. Roles and permissions are set on the Team screen, and the owner decides who sees revenue and reports. Rooms are separate columns in the calendar, so a second session cannot be booked in the same room at the same time.
- Can I keep the client’s consent form in the program?
- Yes. Print the informed consent text from the client card and attach the signed copy to the card as a file. Privacy notice, treatment, image use and marketing consents are recorded separately, and none of them comes pre-ticked. The content of the consent text is your responsibility; we recommend preparing it with a legal adviser.
- Can I track session fees? Does it issue invoices?
- Record each session as a transaction; cash, card and transfer are added up separately, the balance shows on the client card and clients who owe sit in one list. Clinigim does not issue government e-invoices; use your accounting program or accountant for official documents. The tax report exports to Excel for your accountant.
- How do I remember a client who has paused?
- Set a number of days in Settings; clients whose last session is older than that gather in the recall list. One tap opens a WhatsApp message written in your own words. You can skip a client for this round or remove them from the list for good, so someone who ended therapy on purpose is not contacted again.
- How much does it cost?
- There is no separate plan for psychologists; a one-room practice and a centre with several practitioners choose from the same plans. Three plans; in Turkey 999, 1,499 and 2,499 TRY per month (October 2026), other countries see the price in their own currency. 14 days free without a card; when the trial ends the clinic is not locked out.
Other specialties
One program; each specialty described in its own words.
