Running an occupational therapy practice without the right software is a daily grind that most OTs know all too well. You finish a session, then spend the next 45 minutes toggling between a scheduling app, a notes template in Google Docs, and a billing spreadsheet you built yourself. Research published in industry surveys suggests OT professionals spend anywhere from three to five hours per day on paperwork and admin tasks beyond their actual therapy sessions — time that isn’t billable and isn’t sustainable.
The good news is that in 2026, purpose-built practice management platforms have matured significantly. You no longer need to stitch together five different tools to manage your calendar, write SOAP notes, file insurance claims, and run telehealth sessions. The best software for occupational therapists in private practice consolidates all of this into one HIPAA-compliant system designed for therapy workflows — not for hospital billing departments.
This guide breaks down five of the top-rated platforms available right now: SimplePractice, Jane App, TheraPlatform, Carepatron, and Halaxy. You’ll see exactly what each one costs, what it does well, and who it’s best suited for — so you can make a decision based on your actual practice, not a feature checklist that looks identical across every tool.
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⚡ QUICK ANSWER The best software for occupational therapists in private practice in 2026 depends on your priorities: SimplePractice leads for US-based insurance billing and polish; Jane App is the top pick for multidisciplinary and Canadian clinics; TheraPlatform excels at telehealth and pediatric OT; Carepatron offers the most generous free plan; and Halaxy is the strongest option for Australian and international OTs. All five are HIPAA-compliant and support scheduling, documentation, and billing in one platform.
Why Occupational Therapists in Private Practice Need Dedicated Software
Generic practice management tools — the ones built for GPs or dental offices — don’t understand therapy workflows. They don’t come loaded with ADL assessment templates, functional goal banks, or progress note formats that map to OT-specific outcomes like the Canadian Occupational Performance Measure (COPM). When you’re documenting for insurance reimbursement or NDIS funding, precision matters.
The administrative burden in OT private practice is also uniquely heavy. You’re often managing pediatric caseloads where parents need updates, coordinating with schools and referring physicians, filing insurance claims for CPT codes specific to occupational therapy, and running telehealth sessions that need to be as engaging as in-person visits. A solid platform doesn’t just replace paper — it actively reduces the hours you spend behind a screen.
According to occupational therapy industry data, OT practices in the US lose around $150,000 per clinic annually due to inefficient billing, no-shows, and documentation delays. The right software directly attacks all three of those revenue leaks.
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How We Evaluated These Tools
Every platform in this roundup was assessed across five criteria that matter most to OTs in private practice:
Pricing and value: We looked at real monthly costs for solo practitioners and small teams, including add-ons that are practically mandatory (like telehealth and insurance billing).
Documentation and templates: We prioritised platforms with OT-relevant charting, SOAP note builders, progress note templates, and the ability to customise forms for specific client populations.
Billing: Both cash-pay and insurance billing workflows were assessed, including how well the platform handles claim submission, ERA posting, and superbill generation.
Telehealth: Built-in HIPAA-compliant video is increasingly non-negotiable. We noted which platforms include it in the base price and which charge extra.
Ease of use: Solo OTs don’t have an IT team. The platforms here should be learnable within a week, not a month.
The 5 Best Software for Occupational Therapists in Private Practice in 2026
1. SimplePractice — Best for US-Based Insurance Billing and Polish
SimplePractice is the most widely recognised practice management platform in the US therapy space. With over 250,000 practitioners on the platform as of 2026, it’s become a default recommendation for solo OTs setting up their first private practice. The reason is straightforward: it combines a genuinely clean interface with deep insurance billing capabilities that most US-based OTs need from day one.
Key Features
SimplePractice handles the full practice workflow in one place — online scheduling with a client-facing booking portal, customisable intake forms, SOAP and progress note templates, a secure client portal with messaging, insurance claim filing through a built-in clearinghouse, superbill generation, and HIPAA-compliant telehealth. The platform also includes automated appointment reminders via text and email, which directly reduces no-shows.
The charting tools are flexible enough for OT use, with customisable templates you can tailor to your documentation style. While the template library isn’t as OT-specific as TheraPlatform’s, you can build your own SOAP note formats and save them as reusable templates. Recent updates in 2026 have added an optional AI-powered Note Taker add-on that transcribes sessions and drafts clinical notes, which is worth evaluating if documentation time is your biggest bottleneck.
Pricing
SimplePractice currently offers three tiers (verify on their website, as pricing has been updated in 2026):
- Starter: ~$29/month — Basic scheduling and notes, but no telehealth or insurance billing. In practice, most OTs quickly discover this plan is too limited.
- Essential: ~$69/month — Adds HIPAA-compliant telehealth, insurance claim filing, and the client portal. This is the realistic entry point for most OT private practices.
- Plus: ~$99/month — Full feature set including API access. Adds $39/month per clinician for group practices.
Additional costs include a $0.25 per-claim clearinghouse fee and 2.7% credit card processing. The optional AI Note Taker adds $35/month.
SimplePractice offers a 30-day free trial, no credit card required.
Best For
Solo OTs and small group practices (up to five providers) in the United States who bill insurance and want a polished, well-supported platform with a large community of peer users.
Limitations
Pricing has increased significantly in recent years, and some solo practitioners report that the Starter plan is essentially a marketing anchor — you’ll almost always need Essential or Plus in practice. The platform is designed primarily for mental health and therapy, which means OT-specific templates aren’t as deep as specialty-focused tools. Telehealth functionality has had reliability complaints from some users, though support is generally responsive. It also lacks the multidisciplinary flexibility of Jane App.
Start your 30-day free trial of SimplePractice with no credit card required.
2. Jane App — Best for Multidisciplinary Clinics and Canadian OTs
Jane App was built in Vancouver in 2012, and it shows in the thoughtfulness of its design. If SimplePractice is the US therapy standard, Jane is the equivalent for Canada — and increasingly for allied health clinics in the US, UK, and Australia that serve multiple disciplines under one roof. It’s a particularly strong fit for OTs working alongside physiotherapists, speech-language pathologists, or naturopaths.
Key Features
Jane’s scheduling system is widely regarded as one of the best in the category. Online booking is intuitive and highly customisable — you can configure availability by practitioner, room, service type, and even equipment. The patient-facing experience is clean and modern, which matters when you’re competing for private-pay clients.
Charting in Jane is template-driven, and the platform offers a library of over 10,000 community-shared templates across health disciplines. You can import and customise these, which means you’re not starting from scratch with OT-specific SOAP notes. Telehealth is included (1:1 video is built-in on all plans; group telehealth costs extra at ~CAD $15/month per practitioner). Insurance billing is available as an optional add-on for $20/month on Practice and Thrive plans.
A notable 2026 addition is Jane’s AI Scribe feature — available as a paid add-on (~CAD $15/month per practitioner) for unlimited notes, or five free AI-drafted notes per month on any plan. It listens to sessions and drafts structured clinical notes, which is a genuine time-saver for high-volume OTs.
Pricing
Jane’s pricing is listed in Canadian dollars. Approximate USD equivalents (verify on the Jane website for current conversions and pricing):
- Balance: CAD $54/month — One practitioner, up to 20 appointments/month. Good for those just starting out or evaluating the platform.
- Practice: CAD $79/month base + per-practitioner fees — Unlimited appointments, SMS reminders, online booking customisation. This is the realistic working plan for most solo or small practices.
- Thrive: CAD $99/month base + per-practitioner fees — Adds memberships, packages, and additional branding features.
Add-ons for insurance billing, AI Scribe, and group telehealth increase the total monthly cost. For a solo US-based OT fully loaded with insurance billing and telehealth, expect to pay approximately USD $100–$150/month.
Jane offers a 30-day free trial.
Best For
OTs in Canada (where Jane has the strongest support infrastructure and billing integrations), multidisciplinary clinics in the US and Australia, and private-pay practices that value beautiful patient-facing booking and scheduling tools.
Limitations
Jane’s insurance billing for US-based practices has some limitations compared to SimplePractice — it lacks automated Medicare compliance features like KX modifier triggers and specific US payer workflow automations. Reporting tools are considered basic for data-driven practices. The per-practitioner fee model can get expensive quickly for growing groups. Pricing in CAD can also create budget uncertainty for US-based clinics.
3. TheraPlatform — Best for Telehealth-First and Pediatric OT
TheraPlatform is an all-in-one EHR, practice management, and teletherapy solution purpose-built for therapy providers — including OT, PT, SLP, and mental health. What sets it apart is the depth of its telehealth tools. This isn’t just “video conferencing with a therapy label.” TheraPlatform includes interactive whiteboards, screen-sharing, in-session games, stimuli-sharing tools, and a library of over 1,000 pre-built, customisable therapy note templates.
Key Features
For occupational therapists working with pediatric clients — or anyone running hybrid or fully remote practices — TheraPlatform’s telehealth environment is a genuine differentiator. During sessions, you can pull up interactive activities, share digital worksheets, and use a collaborative whiteboard, making virtual sessions feel structured and engaging rather than like a Zoom call with extra steps.
On the administrative side, TheraPlatform handles scheduling, automated appointment reminders, a client portal, and insurance billing with batch claim submission and ERA posting. Documentation includes customisable note templates, goal tracking, and progress monitoring. Optional AI-powered tools (launched in recent updates) can generate draft progress notes from session keywords, transcribe telehealth sessions, and convert voice dictation into structured notes.
Telehealth is included in every plan — not gated behind a higher tier — which is a meaningful cost advantage over platforms like SimplePractice’s Starter plan or Jane’s base pricing with telehealth add-ons.
Pricing
TheraPlatform starts at around $29–$39/month depending on the plan, with a 30-day free trial and no credit card required (verify current pricing on their website). All plans include scheduling, documentation, billing, and telehealth. There are no per-claim fees baked into the base plan, though payment processing fees apply for credit card transactions. Optional add-ons include AI note transcription and two-way e-fax.
Best For
Solo OTs and small OT practices focused on telehealth, particularly those working with pediatric clients. Also strong for home-based or mobile OT providers who need a platform that travels well and makes virtual sessions engaging. Practices that want telehealth included in the base price without paying for it as a premium add-on.
Limitations
The platform’s interface, while functional, is considered less polished than SimplePractice or Jane App by some users. The mobile app has received criticism for feeling dated. Advanced reporting capabilities are limited, which matters less for solo practitioners but becomes noticeable for practices that want detailed analytics. Some users report occasional interface clunkiness compared to more modern competitors. Customer support response times can vary.
4. Carepatron — Best Free Plan and Best for Budget-Conscious Solo OTs
Carepatron launched in 2021 and has grown rapidly to serve thousands of practitioners across 160+ countries. Its headline feature is the most generous free plan in this category: unlimited clients, core scheduling, HIPAA-compliant telehealth, a client portal, and access to an AI assistant — all at $0/month, permanently. No trial period, no credit card required.
Key Features
Carepatron’s free tier is genuinely functional, not a stripped-down lead magnet. Solo OTs evaluating the platform — or those with a small caseload who don’t need insurance billing yet — can run day-to-day practice management without paying anything. The platform covers scheduling, clinical note templates, basic telehealth, client portal access, and a drag-and-drop form builder for digital intake.
On paid plans, Carepatron adds two-way calendar sync, expanded cloud storage, an AI scribe that transcribes sessions and drafts clinical summaries, shared team inboxes, group telehealth, and custom branding. Insurance claim filing is available on paid plans with per-claim fees. The AI note transcription feature on Plus and Advanced plans is described as context-aware — it understands clinical terminology and suggests relevant language for notes.
Carepatron also holds HIPAA, GDPR, and SOC2 certifications, and the platform’s security architecture includes bank-level encryption and continuous penetration testing.
Pricing
Carepatron’s pricing (verify current rates on their website as of 2026):
- Free: $0 forever — Unlimited clients, basic scheduling, telehealth, client portal, limited AI credits.
- Essential: ~$29/user/month — Adds two-way calendar sync, automatic reminders, expanded storage, enhanced communication.
- Plus: ~$39/user/month — Unlocks shared inbox, group scheduling, custom branding, unlimited AI credits.
- Advanced: ~$49/user/month — Adds role-based permissions, white-labelling, analytics, dedicated account manager.
A 30-day free trial of any paid plan is available, no credit card required.
Best For
Solo OTs just starting out in private practice who need a free, functional platform to get organised before committing to monthly software costs. Also strong for practitioners in cash-pay practices who don’t yet need complex insurance billing infrastructure. International OTs (Carepatron serves 160+ countries) will find the platform’s multi-region accessibility helpful.
Limitations
Carepatron doesn’t feel as OT-specific as TheraPlatform — some users note that clinical templates don’t auto-calculate scores for standardised assessments like the PHQ-9, and templates may require more manual customisation. Billing guidance and support for insurance workflows is less robust than SimplePractice. Key features like the shared inbox and advanced team tools require the Plus tier ($39/user/month), meaning solo practitioners who grow into a small team will see costs rise. Some users note the interface doesn’t automatically update client personal details when intake forms are submitted.
Get started with Carepatron’s free plan — no credit card needed, unlimited clients from day one.
5. Halaxy — Best for Australian and International OTs
Halaxy was founded in Melbourne in 2012 and has grown to serve over 40,000 practitioners across more than 90 healthcare professions globally. It’s the clear category leader for OTs in Australia, where its deep integrations with Medicare Online Claiming, DVA, HICAPS, NDIS, and WorkCover make it uniquely powerful for the Australian private practice context. For US-based readers, Halaxy is worth knowing about for its pricing model — the core platform is genuinely free with a credit-based system for premium features.
Key Features
Halaxy’s free tier includes calendar management, online bookings, patient management, invoicing, financial reporting, email reminders, and access to over 700 built-in clinical tools and templates. This is a meaningful advantage: you can manage a full practice without a monthly subscription. Premium features — SMS reminders, telehealth sessions, Medicare Online Claiming, AI Scribe, and e-scripts — are accessed by purchasing credits on a pay-as-you-go basis, or through optional subscription modules for recurring needs like two-way calendar sync and white-label branding.
For Australian OTs specifically, Halaxy’s billing integrations are unmatched in this list. It supports HICAPS for private health insurance rebates, Medicare bulk billing, NDIS claiming with automated price guide updates, DVA billing, and WorkCover. The NDIS toolset alone — which automates line-item matching against the current pricing guide and flags potential errors before submission — saves significant time for OTs with NDIS caseloads.
The platform supports unlimited practitioners and locations even on the free plan, which is a model that doesn’t exist at this level among US-focused tools.
Pricing
Halaxy’s core software is free with no time limit. Premium add-ons follow a credit model:
- Core Platform: $0 — Scheduling, invoicing, patient records, online booking, 700+ clinical templates, unlimited practitioners.
- Credits: Purchased as needed for SMS, telehealth sessions, Medicare claiming, AI Scribe, and fax.
- Subscription add-ons: Priced per feature (e.g., two-way calendar sync, dedicated practice phone number, white-label branding, API access).
For practices that use telehealth and Medicare billing regularly, monthly credit costs will accumulate. International users outside Australia should review credit consumption carefully against fixed-price alternatives. Verify current pricing on the Halaxy website, as the credit rates are updated periodically.
Best For
Occupational therapists in Australia, New Zealand, and other international markets where Halaxy has deep billing integrations. Solo OTs globally who want a genuinely free core platform to start with. Practices managing NDIS participants who need automated compliance and claiming tools. Larger allied health clinics with multiple practitioners and locations, where Halaxy’s unlimited-practitioner model provides cost advantages over per-seat pricing.
Limitations
For US-based OTs, Halaxy’s billing integrations (Medicare Online, HICAPS) don’t apply, and the platform’s US-specific insurance billing support is limited compared to SimplePractice. The credit model can make monthly costs less predictable than a flat subscription, particularly for high-volume practices using SMS reminders and telehealth frequently. Reporting tools for multi-location analytics require the Professional tier. Offline mobile functionality is not available on the standard tier, which can be a problem for mobile OTs in areas with unreliable connectivity.
Side-by-Side Comparison Table
| Feature | SimplePractice | Jane App | TheraPlatform | Carepatron | Halaxy |
|---|---|---|---|---|---|
| Starting Price | $29 | CAD ~$54 | $29 | Free | Free |
| Solo Price | $69 | CAD ~$79+ | $39 | $0–$29 | Credit-based |
| Telehealth | Essential+ | All plans | All plans | All plans | Credits |
| Insurance Billing | Strong | Add-on | Included | Available | Limited |
| AI Notes | Add-on | Add-on | Included | Paid plans | Credits |
| Templates | Custom | 10k+ | 1k+ OT | Custom | 700+ |
| Free Trial | 30 days | 30 days | 30 days | Free plan | Free plan |
| Best Market | USA | Canada | USA / Telehealth | Global | AU / Global |
| Group Support | +$39/user | Per license | Yes | Yes | Unlimited |
| HIPAA | Yes | Yes | Yes | Yes | Yes |
| Mobile App | Yes | Yes | Limited | Yes | Yes |
SimplePractice
Jane App
TheraPlatform
Carepatron
Halaxy
Pricing as of 2026 — verify current rates on each provider’s website before subscribing.
Which Should You Choose?
Choosing the right platform comes down to your practice type, location, and workflow priorities. Here’s a direct breakdown:
If you’re a solo OT in the US billing insurance: Start with SimplePractice Essential (~$69/month). The polish, the billing infrastructure, and the 250,000-strong community of peer users make it the lowest-friction option for setting up a compliant, professional-looking practice quickly.
If you run or plan to run a multidisciplinary clinic, or if you’re based in Canada: Jane App on the Practice plan is your strongest option. The scheduling system is best-in-class, and the shared platform works across OT, PT, SLP, and other disciplines without forcing each practitioner onto a separate subscription.
If telehealth is central to your practice — especially with pediatric clients: TheraPlatform wins outright. No other platform at this price point includes interactive session tools, whiteboards, and therapy-specific activities out of the box for every plan tier.
If you’re just starting out and need to keep costs near zero: Carepatron’s free plan is genuinely usable. You can manage unlimited clients, run telehealth sessions, and document notes without spending a dollar until you’re ready.
If you’re an OT in Australia or internationally, or managing NDIS participants: Halaxy is the choice. Its billing integrations, unlimited practitioner model, and free core platform are purpose-built for the Australian allied health context.
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A Note on Software as a Business Expense
If you’re operating a private OT practice in the US, your practice management software subscription is a legitimate, deductible business expense. Under IRS guidelines, software costs used exclusively for business operations can typically be deducted in full in the year they’re paid. This applies whether you’re paying $29/month or $99/month. Consult your accountant for guidance specific to your situation — but factoring in this deduction makes the real monthly cost of most of these platforms meaningfully lower than the sticker price suggests.
[read: IRS Publication 535 – Business Expenses → irs.gov]
Frequently Asked Questions
What is the best software for occupational therapists in private practice in 2026?
The best software depends on your specific needs. For US-based OTs billing insurance, SimplePractice (Essential plan at ~$69/month) is the most established choice with strong billing workflows. For telehealth-focused or pediatric OT practices, TheraPlatform includes telehealth in every plan starting at ~$29/month. For solo OTs starting out on a budget, Carepatron offers a genuinely free plan with unlimited clients and built-in telehealth. There’s no single best answer — the right platform matches your practice type, location, and billing model.
Does OT practice management software need to be HIPAA compliant?
Yes, absolutely. Any software that stores, transmits, or processes protected health information (PHI) — including appointment records, clinical notes, billing information, and telehealth sessions — must comply with HIPAA regulations in the United States. All five platforms reviewed here (SimplePractice, Jane App, TheraPlatform, Carepatron, and Halaxy) are HIPAA-compliant and will sign a Business Associate Agreement (BAA). Never store client information in non-compliant tools like standard Google Docs or personal email.
Can occupational therapy software handle both insurance billing and cash-pay clients?
Yes — most modern OT practice management platforms handle both billing models. SimplePractice and TheraPlatform are particularly strong for insurance billing, with built-in clearinghouse connections, claim submission, ERA (Electronic Remittance Advice) posting, and superbill generation. For cash-pay clients, all five platforms support online invoicing, credit card processing, and receipt generation. If you serve a mixed caseload, look for a platform that handles both without requiring separate tools.
How much does occupational therapy practice management software cost per month?
Costs in 2026 range from $0 (Carepatron and Halaxy free plans) to approximately $99+/month for full-featured plans on platforms like SimplePractice Plus or Jane App Thrive. For a solo OT needing telehealth and insurance billing, expect to budget $40–$100/month for a complete solution. When comparing prices, factor in add-ons: telehealth, AI note tools, and insurance billing are commonly charged as extras on lower-tier plans. Most platforms offer a 30-day free trial.
What documentation features should OT software include?
At minimum, look for customisable SOAP note templates, progress note builders, functional goal tracking, intake form builders, and the ability to save templates for repeat use. OT-specific platforms like TheraPlatform include over 1,000 therapy-specific templates including formats for pediatric OT, ADL assessments, and standardised outcome measures. Platforms like Jane App offer a community template library of 10,000+ entries across disciplines. AI note tools — now available as add-ons on SimplePractice, Jane, Carepatron, and TheraPlatform — can significantly reduce documentation time by drafting notes from session transcripts.
Is there OT software that works for telehealth with pediatric clients?
TheraPlatform is the standout choice for telehealth-based pediatric OT. It includes an interactive whiteboard, in-session games, stimuli-sharing, and screen-sharing tools that make virtual sessions engaging for children — not just functional for adults. The platform includes these tools in every plan tier, so you’re not paying premium pricing to access them. Jane App and SimplePractice also offer reliable HIPAA-compliant telehealth, but without the interactive in-session tools that TheraPlatform provides.
The Bottom Line
The five platforms reviewed here cover the full range of needs in OT private practice in 2026: from the polished, insurance-friendly infrastructure of SimplePractice to the zero-cost entry point of Carepatron, the telehealth depth of TheraPlatform, the multidisciplinary flexibility of Jane App, and the unmatched Australian billing integrations of Halaxy.
For most US-based solo OTs starting or growing a private practice, the recommendation is clear: start with SimplePractice Essential for a complete, professional setup, or Carepatron’s free plan if you’re not yet billing insurance and want to learn the system before committing a budget. If telehealth with children is your core service, start your 30-day trial with TheraPlatform first — its interactive session tools alone can transform how you deliver care remotely.