Migrate from TherapyNotes
to SchedulingKit
Complete guide to migrating your scheduling from TherapyNotes to SchedulingKit. Get AI-powered booking for your therapy practice.
Migrating from TherapyNotes to SchedulingKit takes about 1-2 hours. This step-by-step guide covers data export, account setup, and going live.
What Transfers from TherapyNotes?
Can Be Transferred
- Appointment types and durations
- Client contact list (via TherapyNotes export)
- Business hours and availability
- Intake form questions (recreate manually)
Cannot Be Transferred
- Clinical notes, treatment plans, and assessments (EHR-specific)
- Insurance billing data and claim history
- Telehealth session recordings
- E-prescribe history
- ERA/EOB records
Migration Steps
Follow these steps to complete your migration in 1-2 hours
Plan Your Migration Strategy
Decide if you're fully replacing TherapyNotes or only moving scheduling. If you need clinical documentation and billing, keep TherapyNotes for those and use SchedulingKit for booking only.
💡 Tips:
- •Determine which TherapyNotes features you actually use regularly
- •If you mainly use scheduling and billing, consider a separate billing tool
- •If you need clinical notes, keep TherapyNotes and add SchedulingKit for booking
Export Your Client Data
Export your client contact list from TherapyNotes. Go to your patient list and export names, emails, and phone numbers for reference.
💡 Tips:
- •Export client demographics and contact information
- •Note your appointment types, durations, and any recurring schedules
- •Screenshot your availability and business hours settings
Create Your SchedulingKit Account
Sign up for SchedulingKit (free). Set up your practice booking page with your branding and professional details.
💡 Tips:
- •Use your practice name and professional branding
- •Choose a booking URL that reflects your practice name
- •Set up your timezone and availability to match your current schedule
Configure Appointment Types
Create your session types in SchedulingKit — initial consultations, individual therapy, couples therapy, group sessions, etc. Set durations, pricing, and buffer times.
💡 Tips:
- •Match your TherapyNotes appointment types exactly
- •Add buffer times between sessions (common: 10-15 minutes)
- •Set up intake forms for new client information
- •Enable the AI chatbot for after-hours appointment requests
Connect Integrations
Sync your calendar to prevent double-bookings. Connect Zoom, Google Meet, or Teams for telehealth sessions. Set up payment collection if needed.
💡 Tips:
- •Connect Google Calendar or Outlook first
- •Set up video conferencing integration for telehealth
- •Configure automated appointment reminders (email and SMS)
- •Connect Stripe or PayPal if collecting session fees at booking
Update Client-Facing Booking
Replace your TherapyNotes client portal booking link with your new SchedulingKit booking page. Update your website, Psychology Today profile, and other directories.
💡 Tips:
- •Update your practice website booking button
- •Update your Psychology Today or therapist directory profiles
- •Email existing clients with the new booking link
- •Update your voicemail message if it references online booking
Feature Comparison
How TherapyNotes features map to SchedulingKit
| Feature | TherapyNotes | SchedulingKit |
|---|---|---|
| Appointment Booking | Basic client portal scheduling | Advanced scheduling with AI chatbotMajor upgrade for client booking experience |
| Reminders | Email and SMS reminders | Automated email and SMS remindersComparable reminder functionality |
| Client Intake | Client portal intake forms | Custom intake forms per appointment typeBoth support intake — SchedulingKit ties them to booking flow |
| Telehealth | Built-in HIPAA-compliant video | Zoom, Google Meet, or Teams integrationDifferent approach — TherapyNotes built-in vs SchedulingKit integrations |
| Calendar Sync | Internal calendar | Google, Outlook, Apple calendar syncSchedulingKit syncs with external calendars |
| Group Scheduling | Limited | Group events, round-robin for multi-clinicianBetter team scheduling for group practices |
| Payment Collection | Built-in billing | Stripe + PayPal at booking timeDifferent model — TherapyNotes bills after, SchedulingKit collects at booking |
What to Expect
What You'll Gain
- AI chatbot booking for 24/7 automated appointment requests
- Modern, mobile-optimized booking pages clients prefer
- A free plan with unlimited appointment types
- Round-robin scheduling for group practices with multiple clinicians
- Significant cost savings if you don't need TherapyNotes' full EHR
- SMS reminders included to reduce no-shows
Things to Consider
- Clinical documentation (progress notes, treatment plans, assessments)
- Insurance billing and claims processing (ERA/EOB)
- Built-in HIPAA-compliant telehealth (use Zoom or Meet instead)
- E-prescribe functionality
- Integrated patient chart with clinical history
Migration Questions
Why switch from TherapyNotes?
If you mainly use TherapyNotes for scheduling and already use a separate EHR for clinical notes, you're paying $49+/month for basic booking. SchedulingKit offers AI-powered scheduling, modern booking pages, and a free plan. Many therapists save significantly by splitting scheduling from their EHR.
Can I use both TherapyNotes and SchedulingKit?
Yes. Many practices use SchedulingKit for the client-facing booking experience and TherapyNotes for clinical documentation and billing. This gives you best-in-class scheduling alongside TherapyNotes' EHR strengths.
How does the cost compare?
TherapyNotes Solo is $49/month, Group is $59 + $30/clinician. SchedulingKit starts free, with Standard at $12/seat/month ($10 annual) and Pro at $20/seat/month ($16 annual). A 5-clinician practice on SchedulingKit Pro pays $80/month vs $179/month on TherapyNotes.
Will my clients notice the switch?
The booking experience will look different and likely feel more modern. Send clients an email with your new booking link. Most patients adapt quickly — they just want to book easily. The AI chatbot may improve their experience with 24/7 booking availability.
Further Reading
- G2: Scheduling Software Reviews — Compare scheduling platforms before switching.
- Capterra: Scheduling Software — Independent reviews and comparisons.
Ready to Switch from TherapyNotes?
Join thousands who have made the switch. Migration takes just 1-2 hours. Start free today.
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