PracticeRunner

PracticeRunner brings scheduling, clinical documentation, billing, and practice coordination into one system for therapists. It suits solo clinicians and small practices that want those workflows together, with optional AI assistance. Its breadth is useful, but one-way calendar sync and the lack of integrated telehealth are meaningful limits.

Overview

The system supports individual, couple, family, therapy-group, consultation, and workshop services. Alongside scheduling and intake, it covers secure communication, supervision, payments, and practice coordination, with a client portal and insurance claims. That range makes it a credible fit for practices seeking one administrative and clinical workspace rather than separate tools for each task.

It does not include integrated telehealth. Google Calendar sync is one-way: Google Calendar changes do not update PracticeRunner appointments, and events in Google Calendar are not imported as appointments. Other compatible calendar apps can subscribe to private, read-only feeds, but that does not close the gap for practices needing two-way updates.

Key features

Clinical records and optional AI

Progress notes, a Session Workspace, source material, intake forms, assessments, diagnoses, and document storage support the clinical record. Optional AI tools can help prepare sessions, draft notes from transcripts or other source material, extract text with OCR, and revise notes. Clinicians review drafts before saving or signing, keeping approval with the clinician rather than treating generated text as a finished record.

PracticeRunner says client information is not used to train shared AI models or improve AI for other practices, and recorded audio or video is deleted after transcription. Its Business Associate Agreement governs PHI handling under HIPAA and HITECH; it states that PHI is encrypted in transit and at rest, with role-based access controls and audit logging. These safeguards matter for practices weighing AI-assisted documentation alongside sensitive records.

Billing and payments

Invoices, automatic invoicing, AutoPay, card and bank-transfer payments, recorded external payments, superbills, statements, and CMS-1500 claims give practices several ways to manage collections and insurance paperwork. That breadth is valuable when billing is part of the same workflow as notes and scheduling; practices seeking integrated telehealth will still need another solution for sessions.

Calendar and migration

One-way Google Calendar sync can keep PracticeRunner appointments visible in a connected calendar, but it is not a shared appointment system. Changes made in Google Calendar will not flow back, so teams that schedule from Google Calendar need to account for the split. Starter includes supported import and exports in CSV, note, PDF, and file formats, which is useful for getting data into the system and taking it out again.

Pricing

PracticeRunner has a 30-day Starter period, then paid plans for ongoing use. Choose based on active client volume and clinician seats, not just the entry price.

PracticeRunner is a paid product with no permanent free plan. The founder, Bruce Hearn, is a practicing therapist and software engineer.

Platforms

PracticeRunner is available on Android, iOS, and the web. It offers payment processing, calendar sync, and a client portal; integrated telehealth is not included.

Who it's for

Professional is the natural starting point for solo clinicians with more than 10 active clients; Group is for practices that need two clinician seats or expect a small team. The combination of records, billing, claims, and coordination is most compelling when a practice wants those functions together and can work around the one-way calendar connection.

It is a weaker fit for clinicians who need integrated telehealth, bidirectional calendar updates, or a free plan beyond the 30-day Starter period. Practices should also check how associate and additional clinician seats affect their total before choosing a plan.

Pros and cons

• Broad clinical and administrative coverage: notes, intake, scheduling, billing, payments, secure communication, supervision, and coordination sit in one system.
• Useful documentation safeguards: clinician review is required before AI drafts are saved or signed, while the BAA describes encryption, role-based controls, and audit logging.
• Flexible billing support: payment methods, superbills, statements, and CMS-1500 claims support varied collection and insurance workflows.
• Calendar limitations: Google Calendar changes do not update appointments in PracticeRunner, and Google Calendar events are not imported.
• No integrated telehealth: practices wanting sessions within the same product will need another option.
• Seat-based costs: Professional charges for associate seats, while Group charges for additional clinicians and associates.

Alternatives

• Carepatron is worth considering for readers prioritizing a permanent free tier: its Free plan includes unlimited clients, 1GB storage, 1M AI tokens, 1K tasks, and 100 appointments. PracticeRunner instead offers a 30-day, 10-active-client Starter period.
• Sessions Health may suit a solo practitioner wanting a free starting tier capped at three clients; its Professional plan is $39 a month, matching PracticeRunner's Professional price while PracticeRunner's plan includes more than 10 active clients.
• EdgeCase Equalizer is a free desktop option for one practitioner on one Mac or Linux computer.
• Halaxy offers a free core platform with unlimited appointments, practitioners, and locations.
• hoito has a free room-owner directory listing for therapists seeking a public listing and enquiry form.
• ICANotes is another web-based option with a free first non-clinical user and additional users at $25/mo.
• CliniForm offers a free plan for up to 5 active clients.
• ClinicSource is a paid option starting at $74.95 a month, with additional locations at $30.95/month.
• Browse Therapy Scheduling Software for more options in the category.

Verdict

PracticeRunner is a strong choice for solo clinicians and small therapy practices that want records, billing, payments, and coordination under one roof, with documented safeguards for PHI and clinician review of AI drafts. Its main reason to choose it is that breadth; its main reason to look elsewhere is the combination of no integrated telehealth and one-way calendar sync. Start with Professional for a solo practice or Group for two clinician seats, and factor seat charges into the decision.