CRM for TherapyNotes Users: Filling the Referral and Marketing Gap for Group Practices

Therapy practices have to manage two related workflows: caring for existing clients and bringing new ones in. The second can involve the handling of a steady stream of inquiries, referrals, follow-ups, and scheduling tasks that need to be coordinated. 

While TherapyNotes EHR covers core practice and clinical needs such as scheduling, documentation, billing, client records, and telehealth… the question is what happens beyond those core workflows? 

How do you keep track of prospective clients who haven’t booked yet? How do you follow up with referrals? Can your team see which inquiries need attention or which marketing sources are bringing in new clients? 

A CRM (customer relationship management system) can help answer these questions for you. 

But not every CRM will fit neatly into a TherapyNotes-based workflow, as TherapyNotes does not offer a broadly accessible API for straightforward third-party connections. 

So, integration methods can differ between platforms.  

In this guide, we’ll compare five best CRM for TherapyNotes while delving into their capabilities, limitations, and fit for different types of therapy practices. 

What can a CRM add to TherapyNotes? 

If TherapyNotes is already your practice’s system of record, a CRM can add a layer for managing the prospective-client journey. 

It can help your team: 

• Capture inquiries: Bring website, phone, referral, and other inquiries into one place. 

• Track prospects: See who is new, who needs follow-up, and who has booked. 

• Manage referrals: Record referral sources, assign follow-ups, and track outcomes. 

• Automate patient engagement: Send timely emails, texts, reminders, and follow-ups based on a prospect’s status. 

• Manage the pipeline: Give your team a shared view of prospects from first inquiry to appointment. 

• Track acquisition: Connect inquiries and appointments to marketing and referral sources. 

• Coordinate tasks: Assign follow-ups and other next steps to the right team member. 

5 Best CRM for TherapyNotes Users 

1. LeadSquared 

LeadSquared stands out for combining healthcare-specific CRM capabilities with the flexibility to manage multiple parts of the therapy acquisition journey in one system. Rather than focusing on a single workflow, it can connect lead capture, referrals, intake, follow-ups, communication, and reporting, making it suited to practices with more complex patient acquisition processes. 

Integration:

LeadSquared supports EHR connectivity through its EHR-HL7 Connector and other integration methods. LeadSquared does not currently offer a native TherapyNotes integration, so practices using TherapyNotes should confirm the appropriate connection method for their specific workflow. 

What it does well: 

• Lead and inquiry management: Capture inquiries from forms, calls, and other sources, then assign and track follow-ups. 

• Intake and referral workflows: Build structured intake workflows, capture referrals, assign them to the right team, and track progress. 

• Automated engagement: Automate follow-ups and communicate through channels including SMS, email, and calls. 

• Analytics and attribution: Track pipeline activity, referral sources, campaign performance, and conversion metrics through dashboards and reports. 

Potential limitation

Its broader healthcare workflow capabilities may be more than a solo therapist needs. 

Ideal for

Growing therapy and behavioral-health practices that need structured lead, referral, intake, and engagement workflows alongside TherapyNotes. 

2. Admirra 

Admirra takes a therapy-specific approach to CRM and practice operations. Rather than adapting a general CRM to behavioral-health workflows, it is designed around tasks such as intake, therapist matching, referrals, insurance verification, and managing prospective clients. 

Integration

Admirra says it can integrate with existing EHRs, and a recent health-IT discussion identifies it as having a working connection with TherapyNotes. However, Admirra does not publicly document a native TherapyNotes integration or specific data-sync capabilities, so practices should confirm how the connection works before implementation. 

What it does well: 

• Inquiry and referral management: Capture website inquiries, track referrals, and see each prospective client’s progress toward an appointment. 

• Therapist matching: Match clients based on specialty, presenting concerns, insurance, availability, and other fit criteria. 

• Waitlist and insurance workflows: Filter waitlists by factors such as presenting problem, insurance, and availability, and perform insurance benefit verification. 

• Communication and analytics: Use shared communications, email campaigns, referral tracking, and analytics to monitor engagement and practice growth. 

Potential limitation

Admirra may be more than a solo therapist or very small practice needs if they only want basic lead tracking or follow-up. Its pricing and broader operational toolkit make more sense when a practice has enough intake and administrative activity to benefit from dedicated workflows. 

Ideal for

Therapy practices that want CRM and intake operations built specifically around behavioral-health workflows. 

3. Breksey 

Breksey puts clinician-matching at the center of its intake workflow. Rather than routing every new inquiry to the first available therapist, its platform can weigh specialty, insurance, modality, availability, and fit when identifying potential matches. It then connects that matching process with inquiry capture, follow-up, intake, and scheduling. 

Integration

Breksey lists TherapyNotes among its supported EHR integrations. Its intake workflow can hand off information to TherapyNotes after a prospective client completes the intake process. Breksey does not publicly detail the full scope of data exchanged, so practices should confirm the specific workflow they need before implementation. 

What it does well: 

• Inquiry management: Bring website forms, calls, voicemails, emails, directory leads, and referrals into one inbox. 

• Automated responses: Send timely, branded follow-ups and reminders, with sequences that can pause when staff takes over. 

• Clinician matching: Match prospective clients using factors such as specialty, insurance, modality, identity, and availability. 

• Intake and referrals: Standardize forms, consent, and screening while tracking referral sources and waitlist routing. 

Potential limitation

Breksey’s platform is designed primarily for therapy practices, typically with 5+ clinicians, so it may be more than a solo therapist needs. Its platform pricing is currently $300/month for up to 15 clinicians. 

Ideal for

Growing therapy practices that want a dedicated operational layer for inquiries, matching, intake, and conversion alongside TherapyNotes. 

4. HighLevel 

HighLevel is built around marketing and conversion workflows rather than healthcare-specific practice management. Its platform combines funnels, lead capture, CRM pipelines, messaging, appointment scheduling, campaigns, and reputation management, making it a particularly strong fit for practices that rely heavily on digital marketing to generate inquiries. 

Integration

We could not verify a native TherapyNotes integration from HighLevel’s current documentation. HighLevel does offer APIs and private integrations that developers can use to build custom connections with third-party systems, so a TherapyNotes workflow may be possible through custom integration infrastructure. Practices should verify the required setup and data exchange before choosing it. 

What it does well: 

• Lead capture and funnels: Build landing pages and funnels to capture and organize prospective clients. 

• Automated follow-up: Create SMS and email workflows for new inquiries, appointment reminders, and missed-call follow-ups. 

• Marketing and reputation: Run campaigns and manage review-generation workflows from the same platform. 

• Appointment workflows: Use calendars, pipelines, and automations to move prospects toward appointments. 

Potential limitation

HighLevel is not healthcare-specific, and its HIPAA capabilities require a paid HIPAA add-on and BAA rather than being enabled by default. 

Ideal for

Therapy practices that prioritize digital marketing, automated lead nurturing, and conversion workflows and are comfortable setting up a custom TherapyNotes connection. 

5. Salesforce Health Cloud 

Salesforce Health Cloud is a healthcare-specific CRM platform designed for organizations that need to manage patient relationships alongside more complex healthcare operations. It combines healthcare data models with workflows for patient engagement, referrals, appointments, benefits verification, and care coordination. Salesforce now refers to Health Cloud as Agentforce Health in some of its current documentation. 

Integration

We could not verify a native TherapyNotes integration. Salesforce does provide extensive APIs and integration capabilities, so a TherapyNotes connection may be possible through custom integration work. Practices should confirm the specific systems, data, and workflows they need to connect before implementation. 

What it does well: 

• Patient engagement: Coordinate communications across channels such as email and SMS and automate outreach campaigns and reminders. 

• Referral and appointment management: Manage provider referrals and use intelligent appointment tools to schedule and coordinate patient visits. 

• Care coordination: Create care plans, assign tasks, and coordinate activities among members of a care team. 

• Healthcare workflows: Support processes such as benefits verification, patient services, assessments, and other healthcare-specific operations. 

Potential limitation

Health Cloud is designed for larger and more complex healthcare organizations, so its breadth and implementation requirements may be more than a solo therapist or small practice needs. 

Ideal for

Larger behavioral-health organizations that need a highly configurable healthcare CRM and have the resources to support a more complex implementation. 

5 CRM workflows TherapyNotes users can build 

A CRM becomes more useful when it connects individual tasks into a repeatable process. Here are five practical workflows a therapy practice could build around TherapyNotes: 

1. New inquiry → appointment 

Website inquiry → CRM → automatic acknowledgment → staff follow-up → appointment → TherapyNotes 

The CRM captures the inquiry, alerts the right team member, and tracks follow-ups until the prospect books. The appointment and client record can then be managed in TherapyNotes, depending on the integration. 

2. Missed call → follow-up 

Missed call → automated text → inquiry captured → staff follow-up → appointment 

Instead of letting a missed call become a lost inquiry, the CRM can trigger a text and create a follow-up task for staff. 

3. Referral → therapist matching 

Referral → CRM → source recorded → therapist matched → appointment → TherapyNotes 

Teams can record who referred the prospective client, assign the inquiry to the appropriate therapist or coordinator, and track it through scheduling. 

4. Waitlist → available appointment 

Prospective client → waitlist → opening becomes available → outreach → booking 

When an opening arises, staff can use CRM data to identify people who are waiting and send targeted outreach. The exact automation depends on how the CRM connects with TherapyNotes. 

5. Marketing → new client 

Google/website/referral → inquiry → follow-up → appointment → source recorded 

A CRM can preserve the prospect’s original source, helping practices understand which channels are generating inquiries and, where tracking is configured correctly, which ones lead to appointments. 

Final thoughts 

TherapyNotes can remain the foundation for your clinical and practice-management workflows. As we saw, CRM becomes useful when your team needs more structure around the work that happens before and around those workflows, from managing new inquiries and referrals to following up with prospective clients and understanding where new business comes from. 

The right choice depends on what your practice needs. Therapy-specific platforms such as Admirra and Breksey focus on intake and therapist matching, while HighLevel is geared toward marketing automation. Larger organizations may need the broader capabilities of an enterprise healthcare CRM. 

If you need a healthcare CRM that can bring lead management, referrals, intake workflows, automated engagement, and reporting into one place, LeadSquared is worth exploring. It gives growing practices a way to build more structured patient acquisition and engagement processes without losing sight of the patient journey. 

See how LeadSquared could fit into your practice’s workflow. Book a demo to explore the platform and discuss your specific requirements with our team. 

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