How to Cancel TherapyNotes
Before terminating TherapyNotes, initiate a complete data export and confirm the cancellation method, effective date and final charges with support. Settings > TherapyNotes Subscription is the documented subscription location; the exact Cancel button and earlier 5-10-minute completion estimate are not verified. Monthly billing does not itself establish refund or termination terms.
Quick Answer
Export the practice records you need before termination, then contact [email protected] to confirm the authorized cancellation method, effective date and final charges. If you need ongoing record access, a Practice Administrator can choose Settings > TherapyNotes Subscription > Put Account in Storage. Storage takes effect immediately, remains a paid subscription, and disables new appointments, notes, patients, claims, reminders and the client portal. Do not use nonpayment as a cancellation method.
How to Cancel TherapyNotes
Follow these steps to cancel your TherapyNotes subscription
Initiate a complete data export
Official termination guidance says to initiate export before terminating. Confirm the export package covers demographics, notes, treatment plans, billing and claims; verify every required file before closing.
Sign in with subscription-management access
Use the practice account with appropriate permissions. The Practice Admin manages the documented storage option; confirm who may authorize permanent termination.
Review TherapyNotes Subscription settings
Open Settings > TherapyNotes Subscription to inspect billing and account options. Review the current terms and outstanding usage charges.
Confirm the cancellation method with support
Contact [email protected] to confirm termination steps and retain its response. Putting the account in storage does not terminate it. Do not simply stop paying: TherapyNotes treats 60 days of nonpayment without formal termination as abandonment and terminates the account on day 61.
Save written confirmation
Obtain the effective termination date, final billing treatment and any refund decision before access ends. Complete exports before this date.
Resolve claims and record retention
Plan outstanding insurance claims and preserve clinical records securely. The earlier blanket seven-plus-year retention statement is not a universal rule. HHS says the HIPAA Privacy Rule does not set medical-record retention periods; applicable state law, professional rules and other obligations determine the required duration, including any rules for minors.
TherapyNotes Refund Policy
The reviewed subscription documentation establishes monthly billing but does not establish a universal partial-refund policy, period-end access or absence of termination fees. Confirm these terms with TherapyNotes and retain written confirmation. Storage is a separate option at $9/month for the first user plus $3/additional user, with restricted access; it is not cancellation.
Export Your Data First
Make sure to save your important data before canceling TherapyNotes
Request patient demographics/contact exports and confirm the delivered format; CSV was not verified for this specific workflow
Download notes from Patients > patient > Documents using the Download icon, or Download Multiple > select notes > Download Selected Documents for a single PDF. Save files separately as needed. For completed portal paperwork, open the document response and use Download Packet for the original, completed document and signature record. Access depends on your role; verify treatment plans, intake assessments and attachments before termination
In Billing, search the required transactions, select the needed columns and use Export Spreadsheet. Also save Billing > More Reports > Revenue Report as a spreadsheet or PDF; revenue dates reflect receipt of payment rather than date of service. Check filters, totals and downloaded files before termination
Document practice settings, appointment types and fee schedules; confirm which are included in exports
As a Practice Biller, save Billing > Insurance Aging Report as a spreadsheet or PDF after checking clinician and primary/secondary sequence filters. Preserve ERA/EOB and pending-claim documentation separately; the aging report is not a complete claim or remittance archive
What Happens After You Cancel TherapyNotes
Confirm the effective deactivation date with support; period-end access is not established
Termination guidance says retained data may later be irreversibly deleted; retention duration follows applicable requirements
Plan ongoing insurance billing and claims before closure; storage also disables claims, eligibility and ERA processing
Confirm the portal and booking cutoff; storage disables the client portal and reminders
Arrange continuity for telehealth sessions before service access ends
Common Cancellation Issues
Need access to clinical notes after cancellation
Export before termination, or consider paid storage if continued record access is needed. A Practice Administrator selects Settings > TherapyNotes Subscription > Put Account in Storage and enters their password. Restrictions apply immediately; the $9 first-user plus $3/additional-user rate starts next billing cycle. Reactivation requires contacting Sales at (215) 658-4550 extension 1. For data from a terminated account during its retention period, contact [email protected].
Outstanding insurance claims still processing
Plan follow-up before closing and preserve claim details. Ask support about any remaining processing; storage disables claims, eligibility and ERA processing, so it does not preserve a normal active billing workflow.
State records retention requirements
The earlier blanket seven-plus-year retention statement is not a universal rule. HHS says the HIPAA Privacy Rule does not set medical-record retention periods; applicable state law, professional rules and other obligations determine the required duration, including any rules for minors. Store the required records securely and maintain access controls.
Looking for a Better Alternative to TherapyNotes?
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Already decided to switch? Follow our migration guide from TherapyNotes →
Frequently Asked Questions About Canceling TherapyNotes
Official Resources
- TherapyNotes Official Cancellation Page — TherapyNotes's own help documentation for account cancellation.
- G2: Scheduling Software Reviews — Compare scheduling platforms before choosing your next tool.
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