CRM for therapists
CRM for Therapists
CRM for psychotherapists, counsellors, psychologists and group practices: enquiry capture, prompt replies, waitlist and fit-call tracking, connected to your website, phone and directories.
The first contact in mental health is often made on a hard day. A practice CRM makes sure that person hears back quickly, that the right clinician follows up, and that the practice knows which referral sources and campaigns actually fill the caseload.
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What a practice CRM changes
Prompt replies
Every enquiry acknowledged with a clear next step, whatever the hour.
Right clinician, first time
Enquiries routed by modality, age group and availability.
A waitlist that works
Consent-based waitlist and check-ins the team never has to remember.
New clients by source
Know whether directories, search, ads or referrals fill the caseload.
What a therapist CRM setup includes
Setup, integrations, messaging, training and reporting for solo and group practices.
- Enquiry auditResponse time, missed calls, unbooked enquiries and waitlist handling today.
- CRM configurationCS+ or your platform with the stages, sources and consent fields a practice uses.
- Website and directoriesForms, chat and directory enquiries captured with source.
- Call tracking and bookingCalls become records and a booked fit call closes the enquiry.
- Acknowledgement and follow-upMessages written in a tone that suits the practice and the profession.
- Waitlist and paused clientsConsent-based check-ins and openings offered in order.
- Intake dashboardWho to call today, who is waiting and what is overdue.
- Training and reportingTeam training and a monthly owner report of new clients by source.
How a practice CRM is priced
Cost depends on clinicians, locations, integrations and automation, so we quote after a discovery call. Setup, monthly management and any third-party licences are always shown separately.
Enquiry audit and roadmap
Fixed quote after discovery
Practices that suspect enquiries are being lost
- Call, form and directory review
- Gap list ranked by impact
- Platform recommendation
- Written plan
Practice CRM setup
Project quote
Solo practitioners and group practices
- Stages and consent fields
- Website, phone, directories and booking connected
- Acknowledgement and follow-up messages
- Training and launch
Managed intake follow-up
Monthly quote
Practices that want follow-up run for them
- Waitlist and check-in campaigns
- Monthly new-client report
- Data hygiene
- Priority support
Third-party CRM licences are paid to the vendor. Ad spend, phone lines and messaging usage are also separate.
Therapist CRM guide
The complete guide to CRM for therapy and counselling practices
Executive summary: A CRM for a therapy practice has one job that a scheduling or notes platform does not do: make sure the person who reached out on a hard day hears back quickly, and that the practice knows which referral sources and campaigns actually fill the caseload. Canada Create™ has built websites, lead systems and follow-up for clinics and practices across Canada and the United States since 2008, and we run CS+, our own CRM, alongside HubSpot and Zoho. This page explains what a CRM for therapists, psychotherapists, counsellors and psychologists does that Jane, OWL or SimplePractice do not, how it connects to your website, phone and directories, the privacy rules that shape the build, what a setup includes, what drives cost, and how the work is quoted.
Practice software versus a CRM for therapists
Practice platforms such as Jane, OWL Practice and SimplePractice hold the schedule, the notes, the consent forms and the billing for clients already in care. A CRM handles the front of the practice: the enquiry from Psychology Today or the website, the voicemail left after hours, the person who asked about fees and availability and then went quiet, the waitlist, and the client who paused sessions and may want to return. Because the first contact in mental health is often made under strain, response time matters more here than in almost any other field. A CRM ensures every enquiry gets a prompt, human-sounding reply and a clear next step, then keeps the practice’s marketing honest by reporting which sources become clients.
What a therapist CRM does
A CRM for a therapy practice captures every enquiry with its source, sends an immediate acknowledgement that sets expectations for a callback, assigns the enquiry to the right clinician or intake coordinator by modality, age group or insurance fit, and reminds until a consultation is booked or the person has clearly declined or been referred elsewhere. It manages a waitlist with consent, tracks fit calls and first sessions, handles paused clients with a gentle check-in when they have asked for one, sends review or feedback requests only where appropriate to the profession, and reports new clients by source so the practice knows whether directories, Google Ads, the website or referrals fill the caseload.
Connecting the CRM to your website, phone and directories
We connect the practice website so every form and chat arrives with source and consent recorded, call tracking so missed and answered calls become records, directory enquiries from Psychology Today and similar listings so they are not lost in an inbox, online booking or consultation scheduling so a booked call closes the enquiry automatically, and SEO and Google Ads so booked consultations are sent back as conversions without any clinical detail. Where the practice platform offers an export or API, a new client can be created from the CRM without retyping.
PHIPA, PIPEDA, CASL and professional obligations
Psychotherapists and other regulated mental health professionals in Ontario are health information custodians under the Personal Health Information Protection Act (PHIPA), and every province has its own health privacy legislation. PIPEDA applies to personal information generally and CASL governs consent for commercial electronic messages. Colleges also set rules on advertising, testimonials and confidentiality. The practical consequences for a therapist CRM are clear: clinical notes stay in the practice platform, the CRM stores only what is needed to respond and book, consent for any follow-up message is recorded and honoured, access is restricted to the clinicians and intake staff who need it, data is hosted in a deliberately chosen region, and nothing about a client’s care is sent to an advertising platform. We design each of these into the setup and document them for the practice.
What a therapist CRM setup includes
A Canada Create™ setup begins with an audit of how enquiries are handled today: response time, missed calls, unbooked enquiries and waitlist handling. From that we configure CS+ or the platform you prefer with the stages a practice actually uses (new enquiry, acknowledged, fit call booked, first session booked, in care, paused, closed), the lead sources, consent fields and waitlist rules. We connect the website, phone, directories and booking, write the acknowledgement and follow-up messages in a tone that suits the practice, set up an intake dashboard and a monthly owner report, and train the team. A stabilization period follows launch.
CS+, HubSpot or Zoho for a therapy practice
CS+ is Canada Create™’s own CRM, which we configure for solo practitioners and group practices that want the CRM, the website and the follow-up managed by one team. HubSpot and Zoho suit larger group practices and clinic networks that already run marketing on those platforms. We recommend in writing after discovery, and we work with the tool you already own when it can do the job.
What drives the cost of a CRM for therapists
Cost depends on the number of clinicians and locations, the integrations required (website, phone, directories, booking, practice platform, ads), the amount of existing data and how much follow-up automation is built in the first phase. Third-party licences are paid to the vendor and are separate from our fees. A solo or small group setup often runs a few weeks from discovery to launch. Every fee is quoted in writing before work starts, and you receive a proposal within one business day of a discovery call.
Related services for therapy practices
A therapist CRM works best alongside SEO for therapists and a website that makes contact easy. Other clinics should read the medical clinic CRM and dental CRM pages, and every CRM service is listed on the CRM services hub.
Talk to a strategist
Ready when you are!
Get a proposal in one business day.
Tell us your goals, budget and timeline. You get a plan, a price and a named strategist, with no long-term contract.
How a CRM consulting project runs
Five stages, each with a sign-off, so the system matches how your team really works before it goes live.
- Discovery and audit Week 1
We map how enquiries become revenue, review your current tools and data, and interview the people who will use the CRM.
- CRM plan and quote Week 1 to 2
You receive a written plan: platform recommendation, data model, pipelines, integrations, automations and a fixed scope.
- Configuration Week 2 to 4
We build pipelines, fields, permissions, templates and dashboards in a test space your team can try first.
- Migration and integration Week 3 to 5
Clean data moves in, duplicates are merged, and forms, phone, calendar, email and ads are connected and tested.
- Training and stabilization Week 5 onward
Role-based training, launch support and a stabilization period where we fix friction as it appears.
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Why businesses choose Canada Create™ for CRM consulting
Since 2008
More than 18 years building websites, lead systems and follow-up for businesses in Canada and the United States.
BBB Accredited, A+
A BBB Accredited Business with an A+ rating.
Platform-neutral advice
We recommend CS+, HubSpot, Salesforce, Zoho, Dynamics or the tool you already own, based on fit.
Marketing and CRM in one team
The people who build your website and ads also connect them to your CRM, so lead source data is complete.
24/7* sales and support
Call +1 (800) 808-9235 any time.
Quoted in writing
Every fee is confirmed in writing before work starts. Get a proposal in one business day.
Therapist CRM questions
What is a CRM for therapists?
A system that captures every enquiry with its source, acknowledges it promptly, routes it to the right clinician, tracks fit calls and first sessions, manages a consent-based waitlist and reports new clients by source. It sits in front of your practice platform, not in place of it.
Does it replace Jane, OWL or SimplePractice?
No. Notes, scheduling, consent forms and billing stay in the practice platform. The CRM handles enquiries, follow-up and waitlist communication, and where the platform allows, a new client can be created without retyping.
Is a therapist CRM compliant with PHIPA and college rules?
It can be when designed correctly. Clinical notes stay in the practice platform, the CRM stores only what is needed to respond and book, consent is recorded and honoured, access is restricted, hosting is chosen deliberately and nothing about a client's care is sent to ad platforms. Advertising and testimonial rules of your college are respected in every message.
Can it capture Psychology Today enquiries?
Yes. Directory enquiries are routed into the CRM with their source so they are answered and tracked like any other enquiry.
Which platform do you use for therapy practices?
CS+, our own CRM, for solo and group practices that want one team managing CRM, website and follow-up; HubSpot or Zoho for larger groups already on those platforms; or the tool you already own when it can do the job. We recommend in writing after discovery.
How long does setup take?
A solo or small group setup often runs a few weeks from discovery to launch, depending on integrations. Your written plan includes a timeline.
What does a practice CRM cost?
Setup and optional monthly management are quoted in writing after a discovery call. Third-party licences are paid to the vendor. You receive a proposal within one business day.
Do you work with practices outside Ontario?
Yes. We work with practices across Canada and the United States, and we account for each province's health privacy legislation and professional rules.
An unanswered enquiry is a client who found someone else
Directory messages, after-hours voicemails and fee questions go quiet in most practices. A short discovery call shows where enquiries are leaking and what a practice CRM would change.
