Practice management
AI practice management for therapists
Updated: July 2026 · Reviewed by the PR-TOP team
PR-TOP manages your client list, session records, AI-drafted notes and basic practice analytics — then adds a layer no EHR provides: a Telegram bot your clients use daily for voice/text diary, exercises and one-tap crisis alerts. It is not a billing suite, scheduler or US insurance EHR; it is the between-session layer.
What PR-TOP manages for your practice
Most practice-management tools were designed around billing cycles and insurance codes. PR-TOP is designed around the therapeutic relationship — specifically the 167 hours per week your clients spend outside your office. Here is what the platform handles:
- Client roster — unlimited encrypted client profiles, consent tracking, and timeline view of all sessions, diary entries and exercises in one place.
- Session records — upload audio or video (up to 100 MB), transcribe via Whisper, generate an AI summary and draft a progress note. All Class A data (transcripts, notes, diary) is encrypted at the application layer; the database never holds plaintext.
- Between-session Telegram bot — clients connect via invite link or deep link. They send voice messages, text entries and short videos directly from Telegram. Every entry lands in the encrypted dashboard for you to review before the next session.
- Exercise library — pre-seeded multilingual exercises (EN/RU/UK/ES) plus custom exercises you create. Assign with one click; the bot tracks completion and surfaces the status on the client timeline.
- Crisis / SOS channel — clients trigger a one-tap SOS inside Telegram. You receive a multi-channel alert (Telegram + email) immediately, with a structured lifecycle so nothing falls through the cracks.
- Basic analytics — session count, diary frequency, exercise completion rates, activity feed and exportable reports (PDF/JSON/CSV on Pro and above).
- Four languages — the full dashboard and the client bot run in English, Russian, Ukrainian and Spanish with no switching cost.
All of this is therapist-controlled. Clients can only see their own data. You decide what the bot sends, which exercises are assigned and when the SOS workflow escalates.
The between-session layer: where PR-TOP earns its place
SimplePractice and Jane App are excellent scheduling and billing platforms. They end when the session ends. PR-TOP exists in the space between sessions — the 95% of a client's week that traditional practice management software ignores. The Telegram bot is the delivery mechanism: clients already use Telegram daily, so adoption friction is near zero. The therapist's dashboard is the control layer: every diary entry, completed exercise and SOS event is logged, encrypted and visible on the client timeline before the next session.
This is the wedge. If your pain point is billing, scheduling or insurance claims, use SimplePractice or Jane App. If your pain point is losing client context between sessions, double-documenting what clients reported verbally at the start of each session, or not having a structured crisis channel, PR-TOP is built for exactly that — and it runs alongside any EHR you already use.
See also: how PR-TOP drafts AI session notes and secure practice management.
What PR-TOP does NOT replace
Honesty matters. PR-TOP is not a full-suite EHR and does not pretend to be. Before you sign up, make sure you have a separate solution for:
- Scheduling and calendar management — PR-TOP has no appointment booking or calendar sync. Use SimplePractice, Jane App, Calendly or your existing scheduler.
- Billing and invoicing — PR-TOP does not generate invoices, process insurance claims or handle superbills. If you bill insurance (particularly US payers), you need a dedicated billing platform.
- Insurance claims and ERA processing — US-specific EHR workflows (CMS-1500, ERA, ERA remittance) are not in scope.
- US EHR integrations — PR-TOP does not connect to Epic, Cerner, TherapyNotes or other US EHR systems.
- Telehealth video infrastructure — PR-TOP is not a video call platform. Conduct sessions via Zoom, Doxy.me, or your EHR's built-in telehealth and use PR-TOP for documentation and the between-session channel.
The honest position: PR-TOP replaces a paper client notebook, a WhatsApp group chat with clients, and the habit of asking "how was your week?" at the start of every session. It does not replace your EHR, your scheduler or your billing software.
Comparison: PR-TOP vs SimplePractice vs Jane App vs generic EHR (2026)
| Feature | PR-TOP | SimplePractice | Jane App | Generic EHR |
|---|---|---|---|---|
| Category | Light practice management + between-session bot | Full-suite US EHR (scheduling, billing, notes) | Full-suite EHR (scheduling, billing, telehealth) | Clinical records, billing, compliance |
| Pricing (from) | Free Trial, then €9/mo Basic, €19/mo Pro | ~$29/mo Solo, scales per client volume | ~CAD $39/mo base + per-practitioner fee | Varies widely; often $100–400/mo |
| Client-facing Telegram bot | Yes — diary, exercises, SOS | No | No | No (rare add-ons exist) |
| Between-session diary | Yes — voice / text / video, encrypted | No | No | No |
| Crisis / SOS alerts | One-tap SOS with multi-channel therapist notify | No | No | Rarely; requires custom workflow |
| AI session notes (Whisper) | Yes (upload + transcribe + summarize) | Yes (AutoNote add-on) | Limited (third-party integrations) | Varies by platform |
| Exercise library | Yes — pre-seeded + custom, bot-delivered | No | No | No |
| Scheduling | No | Yes — core feature | Yes — core feature | Usually yes |
| Billing / invoicing | No | Yes — insurance claims, superbills, ERA | Yes — invoicing, insurance, online payments | Yes (core EHR function) |
| Insurance claims (US) | No | Yes — US-centric | Canada-primary; US add-on | Depends on country focus |
| GDPR / EU hosting | Yes — EU-only (Hetzner), DPA by default | US-hosted; SCCs for EU | Canada-hosted; limited EU posture | Varies; check contract |
| Languages | EN, RU, UK, ES | English (primary) | English (primary) | Varies |
| Best for | EU/CIS/LATAM therapists needing between-session continuity + a client channel | US therapists needing a full EHR with billing and scheduling | Canadian therapists needing scheduling, billing and telehealth | Clinics needing regulated clinical records + billing compliance |
SimplePractice and Jane App figures verified against public pricing pages in July 2026. Numbers may change; check each vendor before purchasing.
EU practices vs US EHR tools: why the fit matters
SimplePractice is a US product built around US insurance workflows, US HIPAA compliance and English-language use. Jane App is a Canadian product built around Canadian billing codes and scheduling. Both are excellent within their target market. Both are awkward fits for a solo psychologist in Berlin, Warsaw, Kyiv or Buenos Aires who does not bill insurance, works in Russian or Spanish, and needs GDPR documentation by default.
PR-TOP is built EU-first. Data never leaves Hetzner's EU infrastructure. A Data Processing Addendum is included by default with every account — you do not have to negotiate it. Application-layer AES encryption means even a database administrator with direct server access cannot read a client's diary entries or session transcripts.
If you are an EU therapist currently using a US EHR primarily because it has an AI notes feature, consider splitting the stack: keep your scheduler/biller if you need one, run PR-TOP for session documentation and the between-session client channel, and save on a full EHR license you do not fully use. Read the full GDPR compliance page.
Frequently asked questions
Is PR-TOP a full practice management system?
No — and we say so clearly. PR-TOP is light practice management (client roster, session records, AI notes, analytics) plus the between-session layer that full-suite EHRs lack: a Telegram bot for diary, exercises and crisis alerts. It does not include scheduling, billing, invoicing, insurance claims or US EHR integrations. If you need those features, use SimplePractice, Jane App or a local EHR alongside PR-TOP.
Can PR-TOP replace SimplePractice?
For US therapists who bill insurance: no. SimplePractice is a full EHR with claims management, ERA processing, scheduling and a mature US compliance posture. PR-TOP does none of those things. For EU or CIS therapists who do not bill insurance and want a GDPR-first tool with a client-facing Telegram bot, PR-TOP covers the overlap (client records, session notes, analytics) and adds significant between-session functionality that SimplePractice does not have.
How does the Telegram diary work in practice?
You invite a client by sending them a deep link or an invite code. They open it in Telegram, which connects their account to your dashboard. From that point, they can send voice messages, text entries and short video clips directly in Telegram — no separate app to download. Every entry is encrypted before it touches the database and appears on the client's timeline in your dashboard within seconds. You review it before the next session; the AI can also summarize the week's diary entries to speed up session prep.
What happens when a client triggers an SOS?
The client taps the SOS button inside the Telegram bot. PR-TOP immediately sends you a multi-channel alert (Telegram message + email). The SOS event is logged on the client timeline with a timestamp, creating an auditable record. The platform tracks the lifecycle: alert sent, acknowledged, resolved. You can configure escalation paths (e.g., notify a supervisor if you do not acknowledge within N minutes) on Pro and Premium plans.
Does PR-TOP work for group practice or only solo therapists?
Both. A solo therapist on the Basic plan gets the full feature set for a small client list. A group practice on Pro or Premium can add multiple therapist accounts, each with their own client roster and dashboard. Superadmin access lets a clinic director view aggregate stats, manage therapist accounts and configure AI providers without accessing individual client data.
How is PR-TOP priced compared to a full EHR?
PR-TOP starts at €9/month (Basic) and €19/month (Pro) after a free Trial, with no per-client or per-session fees. A full EHR like SimplePractice starts at around $29/month but rises with volume; Jane App charges a per-practitioner fee on top of the base plan. PR-TOP is intentionally lighter and cheaper because it does not include billing or scheduling infrastructure — it is the complementary between-session layer, not a replacement for your entire clinical stack.
Try PR-TOP free — no credit card required
The free Trial takes about ten minutes to set up: create an account, add your first client, connect the Telegram bot. No card required, no automatic upgrade. Export your data and leave at any time with no lock-in.