Vs. patchwork apps
~50–110 min
The assistant you always expected—built to run your practice and look out for you.
Stop letting admin drag you out of the session.
Traditional software gave you another cabinet to organize. Ritaja Practice is your live assistant who stays connected with your client even when you're not there — every past note, every score, every week between sessions, handed to you in minutes. You walk in already knowing where they stand, not reconstructing it from memory.
30-day free trial — full platform, unlimited admin seats. No card required to sign up. Your trial starts when you activate your clinic.
A single point becomes many scattered points, which then resolve into a rising trend line — the week between sessions, logged as it happens and read as a trend.
Who builds this
Designed by a psychologist who saw the problem firsthand
Ritaja Practice was originally designed by a practising psychologist, working alongside software engineers. It did not start as a product. It started because one outpatient practice was running on eight separate tools, and nothing on the market did the whole job.
A practising psychologist
What started as one clinic’s own workflow is now built and run by Ritaja Systems — the same calendar, notes, billing, and portal a working clinic depended on from day one.
Time back for clinicians
Roughly 50–110 minutes back per clinician, every day
That is 8–18 minutes saved per session — less reconstruction after hours, fewer logins, and no re-entering data between tools.
Paper & folders
~105–155 min/ day
Patchwork apps
~86–129 min/ day
Ritaja Practice
~20–38 min/ day
Vs. paper & folders
~65–135 min
Time estimates are illustrative ranges based on typical outpatient clinic workflows. Your practice may save more or less depending on size, payer mix, and current tools.
Reviewing past notes, assessments, and the plan for one client used to take 30–40 minutes.
Without Ritaja Practice
40 min
per client, before the session
With Ritaja Practice
10 min
per client, before the session
Before a follow-up, I would go back through past notes, any assessments done, what we had discussed, the plan, and what needed to happen next — then write that into the note. Done properly, per client, that took 30 to 40 minutes. With the brief assembled from the chart and the between-session data, I do the same preparation in about 10.
That was my own experience in one practice, not a guarantee. It depends on your caseload and how thorough your prep already is. The trial is there so you can find out on your own patients before paying anything.
Turning a rough note into a proper one usually took 10 to 15 minutes.
Typing the rough note into a proper one
10–15 min
per client, after the session
With Ritaja Practice
5 min
dictate, review & sign
In the room, I write a rough note on paper — what came up, what I noticed. Afterward, that had to become the real record: typed up or copied into a proper note, SOAP or otherwise, Subjective through Plan. That step usually took 10 to 15 minutes, separate from the session itself. Now I look at the same rough note and dictate it — one click and the draft is ready. I review, edit anything that needs it, and sign, in about 5 minutes total. And the moment you sign, the invoice goes to the client automatically — no separate billing step.
That was my own experience in one practice, not a guarantee. It depends on how you write and how thorough your notes already are. The trial is there so you can find out on your own notes before paying anything. Read the full story →
The day behind the day
Does running your practice feel harder than the clinical work?
The hour with a client is the part you trained for. It is everything wrapped around it that runs long.
Before the session
Forms come back half-finished, consent is somewhere in email, and the history you need is spread across a spreadsheet, a chat thread, and last month’s notes.
With Ritaja Practice: Clients complete intake, paperwork, and consent on a secure link before they arrive, and it lands on the chart, not in your inbox.
Between sessions
Reminders go out by hand when you remember. How someone actually coped last week is whatever they can recall in the first ten minutes.
With Ritaja Practice: Appointment reminders send themselves by email, and what clients log in the free Wellness Hub comes back to the chart as trends and safety flags.
After the session
The note waits until evening. Then the invoice waits on the note, and by Friday you are reconciling a week you can no longer picture clearly.
With Ritaja Practice: Write or dictate the note in the room, and signing a billable note raises the invoice for you.
As the practice grows
Another clinician means another calendar, another payroll spreadsheet, and one more login before your first client of the day.
With Ritaja Practice: Scheduling, payroll, and clinic finance run in the same place as the chart, with unlimited admin seats.
Ritaja Practice brings these moving parts into one place.
Complete practice system
All-in-one that does not stop at the invoice
Most practice software covers the calendar, the note and the bill. You still need payroll, the clinic books, and supervision sign-off — so those are here too, on every plan.
Practice management
Scheduling, billing, payroll, and clinic finance — connected to every visit.
Clinical documentation
Psychology-first notes, treatment plans, and outcome measures — structured for outpatient care, not hospital EMR bloat.
- Progress notes, SOAP, and therapy templates
- PHQ-9, GAD-7, and outcome library
- Couples, group, and med-management notes
- Notes drafted from the session, ready for you to review and sign (Practice plan)
Client engagement
Branded portal for booking, intake, forms, messaging, and telehealth — clients self-serve before you open the chart.
- Online booking and digital intake
- Secure messaging and reminders
- Built-in video visits
- Optional Ritaja Plus between-session apps
Notes written for you
Session capture drafted into a note under your review, included on the Practice plan — running on Azure OpenAI in our own tenant, never a third-party AI provider.
Outcome measures
PHQ-9, GAD-7, and progress tracking in the chart and portal.
Telehealth
1:1, couples & family video included on every plan — group video available as an add-on.
Client portal
Booking, forms and messaging — plus the free Wellness Hub, with DBT, ADHD and trauma suites available as add-ons.
Groups & couples
Native group and couples workflows — not bolted-on templates.
Roles & audit
Clinician, biller, front desk, and supervisor access with a permanent trail.
Built for every role on the team
Therapists, psychiatrists, billers, front desk, and supervisors — one system.
Designed for psychologists and counselors
Stay organized, document with confidence, and keep the session — not the software — at the center.
Session capture
Stop replaying the session at 9 p.m.
Write on your phone or tablet, snap paper notes, or type a quick jot — then save it as text in the chart and move to invoice when ready.
The old documentation loop
- Scribble on paper during the session
- Reconstruct the hour from memory after your last client
- Retype into Word, Notes, or a separate tool
- Copy-paste into your EHR
- Switch systems again for billing and signatures
45+ minTypical patchwork after hours
Capture once. Chart once.
Write your way
Finger or stylus on your tablet, type, or photograph handwritten notes — in the room or in the five minutes between clients.
Convert to text
Turn ink or paper into editable session notes in one tap. Fix a line if you need to — you stay in control.
Save to the chart
Draft lands on the client record in Ritaja Practice. Review, convert to a progress note, sign — same system as calendar and billing.
~10 minCapture between clients in Ritaja Practice
You review every word before sign. Optional AI note-drafting assist is there if you want it — not required for session capture.
Everything included
One login for the whole practice — clinical, financial, and operational
Most practice software covers the consulting room and hands the rest to a separate accountant, a separate payroll vendor, and a separate chat app. This does not.
- Payroll included, not a separate vendor
- Full clinic accounting, not just invoicing
- Staff messaging built in
- Unlimited admin seats
- Unlimited 1:1, couples & family video on every plan
- A separate database per clinic
Clinical care
The consulting room, and everything that has to survive it.
- Multi-clinician calendar with drag-to-reschedule and automatic client notification
- Progress notes, intake, treatment plans, and psychiatry medication management
- Write your way — type, dictate, handwrite on a tablet, or photograph paper notes
- PHQ-9, GAD-7, and a full outcome-measure library with automatic scoring
- Couples, family, and group therapy with per-member notes
- Supervision and co-signature workflows for trainees
- e-Prescribing and medication history
- Notes drafted from the session on the Practice and Collective plans
- Group video available as an add-on
Client experience
What the person you are treating sees between sessions.
- Branded client portal with self-registration and online booking
- Digital intake forms and consent, signed once on the link they already open
- Secure two-way messaging — no clinical detail over ordinary email
- Unlimited 1:1, couples, and family video telehealth on every plan
- Homework, worksheets, and the Wellness Hub client app, included on every seat
- Appointment reminders and recall outreach that reduce no-shows
Billing and clinic accounting
Rarely bundledNot just invoicing. The books a clinic actually keeps — the part most practice software leaves to a separate accountant.
- Invoices, receipts, credit notes, and statements
- Payments, collections, and automated overdue follow-up
- Expenses, vendors, and purchase records
- Treasury and multi-account cash management with FX handling
- Tax reserve tracking and tax segregation
- Superbills, prior authorisations, and insurance claims where enabled
- Transfers, reconciliation, and full P&L reporting
- Per-patient rates, cash rates, and sliding-scale overrides
Running the practice
Rarely bundledThe operations side. Payroll and staff messaging are shipped here and bundled at no extra cost.
- Payroll — compensation profiles, payroll runs, advances, and reports
- Pulse, built-in staff messaging that stays silent inside a session
- Practice directory (CRM) for referrers, vendors, partners, and contacts
- Role-based access for clinicians, front desk, billers, and accountants
- Unlimited admin and front-desk seats — you pay per clinician, not per person
- To-do and task routing across the team
- Practice health and clinic analytics
Privacy and control
Where the records live and who can reach them.
- A separate database per clinic — not shared tables with row filters
- HIPAA-aligned handling with a signed BAA, and GDPR/DPA where applicable
- Regional hosting, including data residency outside the US
- Full audit trail on record access
- Export your data whenever you want it
Built-in safeguards
Clinical judgment shaped the safeguards, not an afterthought
Every workflow decision — session prep, note structure, risk flagging — was made by someone who ran an outpatient practice on it first. That is also why data isolation and clinical safeguards are built in from day one, not bolted on after.
Who we're for
Outpatient mental health teams
Solo practices, group clinics, psychology, and outpatient psychiatry.
Therapists & psychologists
Integrated calendar, psychology-specific notes, PHQ-9 & GAD-7, client portal, and telehealth — built for talk therapy workflows.
Psychiatrists
Outpatient medication management, structured documentation, and billing — without hospital EMR complexity.
Group practices
Multi-clinician scheduling, role-based access, payroll, and clinic finance for growing teams.
Solo practitioners
One seat, full platform — notes, portal, billing, and operations without a patchwork of tools.
HIPAA-first, built for the US — and works anywhere
Built for US practices from day one. Used the same way anywhere.
HIPAA compliance and US billing conventions are the default, not an add-on — Ritaja Practice is designed first for a solo clinician in Austin or a group practice in Boston. The same platform also works for a clinic in Manchester, Toronto, or Delhi: addresses, phone numbers, and professional registration follow your country, and payment works by card, bank transfer, or UPI where those apply.
- HIPAA compliance and US billing conventions, built in from day one
- USD pricing for the US market, with local-currency pricing shown explicitly where we publish it
- No assumption that you bill US insurance if you do not
- Local address and registration formats outside the US, not US-only fields forced worldwide
What's included
Clinical, revenue, finance, payroll, portal, and ops
Every billable clinician seat includes the full module map from $29/month. Admin and front-desk seats are unlimited.
Clinical
IncludedOutpatient psychology workflows from calendar to signed note.
Revenue & billing
IncludedInvoicing and insurance tied to visits — not a separate billing tool.
Clinic finance
IncludedOperational ledger for the practice — expenses, vendors, and P&L visibility.
Payroll
IncludedClinician compensation and payroll runs inside the same platform.
Client portal
IncludedBooking and intake, plus the between-session apps clients actually use — with what they log feeding back to the chart.
Operations
IncludedStaff roles, automations, and a practice-wide contact directory.
Platform & compliance
IncludedSecurity and tenancy built for outpatient PHI.
Between sessions
The week you didn't see
Between-session client apps. Wellness Hub is included on every seat; DBT, ADHD focus, and Trauma regulation are per-client add-ons.
DBT
The diary card clients actually fill in, plus the skills behind it.
ADHD focus
Structure that holds between appointments.
Trauma regulation
Regulation tools for the hours you are not there.
Wellness Hub
The daily baseline everything else is read against.
From practitioners
What clinicians tell us
“Usage Time: 1 month Most practice management platforms force therapists to choose between two extremes: over-engineered hospital EHRs buried under irrelevant medical coding, or generic scheduling tools that offer zero…” Read more →
“This is amazingly great platform, I never thought someone can build such a software. Starting from intake every care cycle is well constructed. I have used few of the softwares earlier none of them has these features,…” Read more →
“I am a psychiatrist been using Ritaja Practice since a month, I really thank the team for giving me 3 year free essential plan. It's great practice management software. I always have patient records in my pc and I can…” Read more →
How it works
Four steps to get started
Trial, activate, invite your team, go live.
Start your application
Tell us about your practice in minutes. Most clinics receive a secure activation link by email right away.
Activate and explore
Open your activation link, complete clinic setup, and start your free trial with the full platform.
Go live with your team
Invite staff, connect your portal, and move clients in when you are ready.
See pricing when ready
One price per billable clinician. Clinician, Practice, and Collective run the same core platform — Practice and Collective add more as your practice grows.
Resources
Guides for your practice
Compliance, billing, and software buyer checklists for outpatient teams.
Psychology Practice Software: The Evaluation Checklist
Built by a practising psychologist. A 15-point checklist for choosing practice software, with the questions to ask every vendor. Free 30-day trial.
HIPAA Checklist for Mental Health Practices
Technical and administrative HIPAA checklist for US outpatient psychologists — BAA, encryption, staff access, audit logs, and common solo-practice mistakes.
Insurance Billing for Mental Health Practices
837P claims, ERA posting, and in-house billing workflows for outpatient therapy — what software automates vs what your clinic must still own.
Client Portal for Mental Health Practices
What a psychology client portal should include — online booking, digital intake, secure messaging, outcome measures, telehealth links, and billing visibility.
GDPR & DPA for UK & EU Mental Health Care
GDPR roles, Data Processing Agreements, and clinic duties for UK and European psychology practices using cloud practice management software.
Starting a Private Practice: Checklist
Software and operations checklist for psychologists opening a private practice — first 90 days, early-career pricing, HIPAA, and what to avoid.
FAQ
Psychology practice software FAQ
- How does the 30-day trial work?
- Create an account, complete email confirmation, sign the Business Associate Agreement, and verify your phone — under five minutes total. You then get 30 days of full access to whichever plan you choose, no credit card required. Your data is never deleted at trial end.
- How is billing calculated?
- Each billable clinician is billed at the plan rate — $29/seat/mo for Clinician (one clinician) or $59/seat/mo for Practice (unlimited clinicians, no per-seat discount). Non-clinical staff (admin, front desk, supervisors) are always free. Collective is priced to your practice — contact us for a quote.
- Is there a discount for annual billing?
- Yes — pay annually and save approximately two months on Clinician or Practice. Annual billing is invoiced once per year. Contact Ritaja Practice support to switch to annual billing at any time.
- Is Ritaja Practice HIPAA compliant?
- Ritaja Practice is HIPAA-ready: all PHI is encrypted at rest and in transit, audit logs are maintained for every data access, and a signed BAA is required before PHI is stored. Identifying details never reach an AI model — chart assistants carry no name, date of birth or contact field, and free-text notes pass through a PHI scrubber first. Your data is never used to train models. Ritaja Practice is not a government certifier — we provide the tools; your practice maintains its own compliance program.
- What can clients do between sessions?
- Clients get four suites their clinician enables: a DBT diary card with skills tracking and chain analysis, an ADHD focus module with routines and task starters, trauma regulation with window-of-tolerance check-ins and grounding, and a wellness hub with daily check-in, journal and CBT thought records. What they log returns to the clinician chart as trends, homework compliance and safety flags, so the session starts from what actually happened rather than from recall. Most practice management client portals cover scheduling, billing, messaging and intake forms only.
- Can Ritaja Practice generate referral and attendance letters?
- Yes. Report templates — attendance letters and referral letters, with more being added — build from the chart rather than from a blank page. Each template splits into three kinds of section: facts such as dates, diagnostic codes, medication doses and instrument scores are interpolated straight from the record and never written by AI; narrative sections are drafted from the specific chart data that section declares; and some sections must be written by the clinician, where an untouched placeholder blocks signing. Identifying details are replaced with placeholders before any AI drafting and restored afterwards, so names never reach the model.
- Where do Ritaja Practice AI features process data?
- AI runs on Azure OpenAI inside our own Azure tenant under a Microsoft Business Associate Agreement — not the public OpenAI API and not a third-party AI vendor. Session transcription uses Azure Speech in the same tenant, so there is no outside scribe. AI request logs record token counts only, never prompt or completion text. The full subprocessor list is published at ritajapractice.com/trust#subprocessors.
- Which plan leaves the note already written after a session?
- Practice and Collective. The session gets drafted into a note automatically, in your format — SOAP, DAP or BIRP — at no per-note charge. Clinician (the entry tier) does not include this; you write notes manually.
Read our practice software guides → · Billing details on plans FAQ →
Your data
Clinical records belong to your practice — not Ritaja Practice
Export client demographics, clinical notes, and billing history in standard formats (CSV/PDF) at any time before account closure. We do not lock you in by withholding patient records. See FAQ for details.
Ready to simplify your practice?
Calendar, notes, billing, payroll, and client portal — in one workspace.
No card required to sign up. Your trial begins when you complete clinic activation. Your bill is your plan rate times your billable clinicians, plus any add-ons you turn on.