Practice management · Mental health
Practice management that stays out of the way.
Calendar, client charts, session notes and billing for solo and group mental health practices. Built to be quiet on the days that are not.
Insight Notes is practice management for mental health clinicians, built so the record stays worth trusting.
Everything a practice runs on
The calendar, the chart, the notes and the money.
Built as one thing, so the same session does not have to be entered twice.
Documentation
Session notes
Notes that sign and lock, psychotherapy notes kept out of the chart, and co-signature resolved against the date of service.
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Outcomes
Measures
PHQ-9, GAD-7 and your own scales — scored on a cadence, read against both the last session and the baseline.
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The week
Scheduling
Recurring series, conflict checking that holds, bookable hours, a waitlist and reminders a client controls.
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Money
Billing
Invoices, statements, superbills and Good Faith Estimates — with one figure for what a client owes, wherever it is read.
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Their side
Client portal
Appointments, documents, consent and secure messages — reached with a sign-in link rather than another password.
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Remote
Telehealth
Where the client actually was, which place of service the claim carries, and the licensure question underneath both.
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Claims
Insurance
Claim scrubbing, CMS-1500, and a real 837P for Washington L&I built against the department's own companion guide.
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The numbers
Reports
Twenty-four reports over real rows — narrowed to the caseload you can already see, and audited differently when they name people.
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The record
A session note is a legal document before it is a form field.
Signing locks the note, and a locked note cannot be quietly altered. Work done under supervision carries the supervisor's own signature, resolved against the date of service rather than whoever supervises now — and a supervisor who disagrees sends it back with a reason instead of editing somebody else's clinical account.
- Progress notes that sign and lock
- Psychotherapy notes kept out of the chart
- Co-signature for supervised clinicians
- An audit trail that cannot be edited
Records held the way a mental health practice has to hold them.
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Encrypted with its own key
Client data is encrypted with a key separate from the application's, so a leaked application secret is not a leaked chart.
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One practice cannot see another
Every record carries the practice it belongs to, and every read is scoped to it — not by a filter somebody has to remember to write.
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An audit trail that cannot be edited
Who opened a record, and when, is written append-only. Nothing in the application can rewrite it afterwards.
Which are you
The questions differ, so the answers do.
A practice of one asks whether it can run all of this alone. A group asks whether it can supervise, delegate and be accountable for work somebody else did.
On your own
For solo practices
You are the clinician and the back office. Nobody else is going to chase the unsigned note or notice the invoice that went out wrong.
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With a team
For group practices
You are accountable for notes you did not write. A supervisor's signature is a professional attestation, not an approval click.
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Before you move a practice
The questions worth asking a vendor.
Every answer here is something you can check against the product rather than take on trust. Where the answer is no, it says no.
Can I get everything out again?
Yes, as a whole-practice export you run yourself. Two things are deliberately left out of it, and both are stated rather than discovered: psychotherapy notes are never included — not by default, not behind a flag, not at all — and clients whose records are marked restricted are dropped from bulk files. A vendor who tells you what their export omits has thought about it.
Can I bring my existing calendar in?
Appointments import from a CSV, on a screen in settings, so a practice moving across does not retype a year of standing sessions. Clinical records are not bulk-imported: a chart assembled by a script is a chart nobody has read.
Can my clients pay through it?
No. Insight Notes records a payment; it does not take one. There is no payment processor anywhere in the product, and the client portal shows a balance with no button beside it. That is a real limitation and it is on the page rather than in a footnote.
Is anything sent to an AI service?
No. There is no language-model package in the application and no key for one, and nothing about a client is sent anywhere. The product makes exactly one outbound request, and it is not about your data: when somebody chooses a password, the first five characters of its hash go to a public breach-checking service, which returns every known breached hash starting the same way. The password itself never leaves. Your claims file is downloaded by you and uploaded by you.
Could somebody quietly delete an audit entry?
The audit trail refuses to be edited or deleted. Not as a policy somebody follows — the record itself throws on any attempt to update or remove it, so the code that tried gets an error rather than a silently rewritten history. An audit log you can edit is a diary.
What happens to a note after it is signed?
It locks. A correction is a new addendum recorded alongside it, with its own author and its own timestamp, and the original text stays exactly as it was. A record that can be quietly rewritten after the fact is not evidence of anything.
Coming in, and going out
Your records stay yours, including on the way out.
Every practice choosing software has been stuck in some before. So this is worth saying before the part where we ask you to move: leaving is a feature, and it is built.
Arriving
Bring the calendar with you
Leaving
A whole-practice export, on request
Deliberately not included
Psychotherapy notes are never in a bulk file
Deliberately not included
Nor is a restricted chart
Getting started
Four steps, in the order they make sense.
The product walks this path with you, and it unlocks in sequence — so nobody ends up half-way through payer enrollment before they have a calendar.
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Start with the basics
Your profile, two-factor authentication, and a first look at the calendar you will be living in.
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Get ready for your first appointment
Add the clients you already see, set the hours you can be booked, and check the note templates you will be writing into.
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Set up billing
Your billing identity, and enrolling with the payers you already work with.
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Try out additional features
Where your referrals come from, and who has looked at which record.
Start with the week you are already having.
Set up a practice, put a real week in the calendar, and see whether it fits before you move anything across.