Carepatron Pricing: Complete Breakdown of Plans and Costs

Looking for Carepatron's actual prices? Here's the quick version: there's a free plan that's legitimately usable, and paid plans currently run from $11.50 to $19.50 per user per month when billed annually (or $23 to $39 monthly with limited-time promotional pricing). That's it-no hidden enterprise tiers or "contact sales" nonsense.

Carepatron is a practice management and EHR platform primarily used by mental health professionals, therapists, coaches, and healthcare practitioners. It combines scheduling, telehealth, clinical documentation, and billing into one system. The pricing is refreshingly straightforward for this space, though it's worth noting that the company has adjusted pricing in the past, which has frustrated some long-term users.

Carepatron Pricing Plans

Here's what each plan costs and what you actually get. Note that Carepatron frequently runs promotional offers, including 50% off for the first four months, so check their pricing page for current deals.

Free Plan - $0/month

This isn't a crippled trial. The free tier includes:

The catch? Storage fills up faster than you'd think (one reviewer mentioned hitting limits within 3-4 months with just a handful of clients), and you don't get automatic appointment reminders or calendar sync. The AI features are also limited to 1 million tokens, which translates to roughly 10-15 transcribed sessions depending on length and detail.

Essential Plan - $11.50/user/month (annual) or $23/month

This is where most solo practitioners land. The Essential plan adds critical workflow features that the free plan lacks:

The automatic reminders alone justify the upgrade for many practitioners. No-shows drop significantly when clients receive text and email reminders 24-48 hours before appointments. The calendar sync is also essential if you're juggling personal appointments and need real-time updates across devices.

Plus Plan - $15.50/user/month (annual) or $31/month

For practitioners who use AI features heavily or run groups:

The unlimited AI is the standout feature here. If you're transcribing multiple sessions daily or using AI to draft progress notes, you'll blow through the Essential plan's 10M tokens quickly. The AI can transcribe telehealth sessions in real-time, then auto-generate SOAP notes, DAP notes, or custom templates based on the conversation.

Group video calling is another major differentiator. If you run group therapy sessions, workshops, or family counseling, you need this tier. The platform supports up to 20 participants with no time limits or per-minute fees.

Advanced Plan - $19.50/user/month (annual) or $39/month

For multi-provider practices needing admin controls:

The role-based permissions are crucial for group practices. You can control who sees what client data, manage billing access, and assign different permission levels to administrative staff versus clinical providers. The 90-day data retention gives you a safety net if someone accidentally deletes client records.

Insurance Claims Pricing

If you're billing insurance, Carepatron charges per claim on a sliding scale through their partnership with ClaimMD:

Insurance billing is available on paid plans only (Essential and above). Claims are processed electronically with CMS-1500/HFCA form generation. You only pay for successfully submitted claims-if a claim is rejected and needs correcting, there's no additional charge to resubmit.

The platform also offers real-time eligibility checks to verify a client's insurance coverage before submitting claims, which can save you from denials and resubmission headaches. Insurance claims and status updates are tracked automatically, and payment reports are received electronically from payers.

Annual vs Monthly Billing

You save roughly 50% by paying annually with current promotional pricing. Here's the comparison:

PlanMonthly BillingAnnual BillingSavings
Essential$23/user/mo$11.50/user/mo50%
Plus$31/user/mo$15.50/user/mo50%
Advanced$39/user/mo$19.50/user/mo50%

Note: These promotional rates (50% off for four months or longer) appear frequently but may not be permanent. Standard annual pricing without promotions is typically around $14-$24 per user per month. If you're testing the waters, start monthly. If you're committed, annual billing makes more sense-just be aware that you're locked in for the year.

30-Day Free Trial

Carepatron offers a 30-day free trial of the Advanced plan, so you can test all features before deciding what tier you actually need. No credit card required to start. After the trial, you can pick your preferred plan or drop to the free tier. This is smarter than starting with the free plan because you get to experience the full feature set-including AI transcription, group calls, and advanced reporting-before committing.

What's Actually Good About Carepatron

The free plan is genuinely useful. Most "free" EHR plans are glorified demos. Carepatron's free tier includes telehealth, HIPAA compliance, and unlimited clients-features that cost money on competitors. For part-time practitioners or those just starting out, you could run your practice on the free plan indefinitely, though you'll likely want to upgrade for the automatic reminders.

All-in-one without the enterprise price. You get scheduling, video calls, clinical notes, billing, and a client portal in one system. Compare that to paying separately for Zoom ($15-$20/month), a scheduling tool like Calendly ($10-$15/month), and a notes app. You're easily spending $40-50/month piecemealing solutions versus $11.50-$19.50 for everything integrated.

AI features are included on paid plans. The AI can transcribe sessions and draft note summaries. On Plus and Advanced, you get unlimited AI credits-not a per-use charge. The AI scribe works during telehealth sessions or you can dictate notes after appointments. It supports multiple languages, can be customized for verbosity (concise, standard, detailed, or super detailed), and adapts to your preferred writing perspective (first person, third person, or clinical format).

Clean interface. Users consistently praise how easy it is to navigate. The learning curve is minimal compared to bloated EHR systems like DrChrono or AdvancedMD. The interface feels modern and intuitive-closer to consumer apps like Google Calendar than traditional medical software.

Excellent value for solo practitioners. At $11.50/month annually for Essential, you're paying less than most therapists charge for 15 minutes of session time. The ROI is immediate if it saves you even 30 minutes per week on administrative tasks.

Strong telehealth platform. The built-in video calling is HIPAA-compliant, requires no separate login, and includes features like virtual backgrounds, screen sharing, emoji reactions, and in-session chat. It's comparable to Doxy.me or SimplePractice's video platform, but included in your base subscription rather than being a separate add-on.

What's Not So Good

Storage limits on lower tiers. That 1 GB on the free plan and 10 GB on Essential disappears quickly, especially if you're storing session recordings or uploading client documents. Multiple reviewers mentioned being surprised by how fast they hit limits. There's also no clear visibility into where storage is being used, making it hard to clean up and free space. Upgrade to Plus for unlimited storage if you record sessions or manage extensive documentation.

Weak reporting and analytics. Carepatron doesn't offer robust pre-built financial or operational reports. If you need practice-wide insights-revenue by service type, client retention metrics, provider productivity-you'll have to export data and build reports yourself or use third-party tools. The Advanced plan includes basic analytics and Google Analytics integration, but it's not as comprehensive as SimplePractice or TherapyNotes.

No phone support. Support is via live chat and email only. Response times are generally good (users report under an hour for chat), but if you prefer picking up the phone, you're out of luck. Priority support on Plus and Advanced gets you faster response times, and Advanced includes a dedicated customer success manager, but there's still no phone hotline.

Pricing changes have frustrated some users. Some reviewers complained about subscription model changes and being forced into more expensive plans when their grandfathered plans were discontinued. One user mentioned their "unlimited" plan was suddenly capped at 5 GB of data. Worth keeping in mind if you're planning long-term-pricing structures may change.

Limited customization for advanced workflows. If you need highly specific practice management features-like complex multi-location scheduling, detailed inventory management for medical supplies, or integration with specific lab systems-Carepatron may feel too basic. It's designed for solo and small practices, not enterprise healthcare operations.

Insurance billing is relatively new. Electronic insurance claims were only added in July, so the feature is less mature than competitors like TherapyNotes or SimplePractice that have been handling insurance billing for years. Some practitioners report the insurance workflow could be more intuitive, and there's a learning curve to getting claims set up correctly.

AI Features Deep Dive

Since AI is one of Carepatron's differentiators, it's worth understanding exactly what you get.

AI Transcription and Scribe: During telehealth sessions, the AI can record and transcribe conversations in real-time. You control the settings-choose your note template (SOAP, DAP, custom), select the output language, decide how to refer to the client and practitioner, set the writing perspective, and adjust verbosity. After the call, the system automatically creates a note in the client's record with the full transcript and any templates you selected.

Smart Prompts: You can set up automatic "Smart Prompts" within your templates. Based on the transcription content, these prompts can auto-fill specific sections of your notes, trigger tasks, or generate summaries. This is powerful for standardizing documentation while reducing manual data entry.

AI Summarize: Even if you don't transcribe full sessions, you can use AI to summarize existing notes, generate treatment plan goals, or draft referral letters based on what's already documented in the client's file.

Voice Dictation: Prefer not to have AI listening during sessions? You can dictate notes after appointments using voice-to-text, and the AI will structure them into your chosen template format.

The AI isn't perfect-it occasionally misses context or generates notes that need editing-but users report it cuts documentation time by 50-70%. For busy practitioners drowning in charting, that's life-changing.

Who Should Use Carepatron

Solo practitioners and small mental health practices: This is Carepatron's sweet spot. The pricing is designed for practitioners who don't need enterprise features but want professional tools. If you're a solo therapist, counselor, or coach, this platform gives you everything you need without overwhelming complexity.

Therapists, counselors, psychologists: The template library is heavily geared toward mental health documentation-SOAP notes, DAP notes, treatment plans, assessments, intake forms. You'll find thousands of pre-built templates you can customize rather than starting from scratch.

New practices testing the waters: Start on the free plan, see if it fits your workflow, and upgrade when you need more features. No credit card required to start. The low barrier to entry makes it ideal for practitioners just launching a private practice.

Hybrid practices (in-person and telehealth): The integrated video platform means you don't need to pay for separate telehealth software like Zoom or Doxy.me. You can seamlessly switch between in-office and virtual appointments within the same system.

Practices that bill insurance occasionally: If you do a mix of private pay and insurance billing, Carepatron's pay-per-claim model (starting at $0.19-$0.25 per claim) is more cost-effective than platforms that charge a flat monthly insurance billing fee.

AI-forward practitioners: If you're comfortable with technology and want AI to handle routine documentation, Carepatron is ahead of many competitors in this space. The unlimited AI on Plus and Advanced plans means you can experiment with transcription and automated note generation without worrying about usage caps.

Who Should Look Elsewhere

Large practices needing advanced reporting: The analytics are basic. If you need detailed practice performance dashboards, revenue forecasting, or multi-provider productivity tracking, consider alternatives like SimplePractice, TherapyNotes, or Jane App with more robust reporting.

Practices with complex insurance billing needs: While Carepatron now supports insurance claims, practices with heavy insurance volume or complex billing workflows might want a system with more mature billing features. TherapyNotes integrates with Change Healthcare for comprehensive claims management, and SimplePractice has been handling insurance billing for years.

Teams that need phone support: If your staff prefers calling for help or you need immediate troubleshooting during critical situations (like a system issue minutes before a scheduled telehealth session), the chat-only support may be frustrating.

Practitioners in non-mental-health specialties: While Carepatron works for various healthcare providers, the template library and feature set are optimized for mental health. Physical therapists, chiropractors, or medical doctors might find platforms like Jane App, Practice Fusion, or DrChrono better suited to their specialty.

Practices that need extensive integrations: Carepatron offers Zapier connectivity for custom workflows and integrates with Google Calendar, Outlook, and Zoom, but the integration ecosystem is smaller than established platforms. If you rely on specific EMR systems, lab interfaces, or pharmacy networks, check compatibility before committing.

Carepatron vs Alternatives

How does Carepatron's pricing stack up against the competition?

SimplePractice: Starts at $29/month for solo practitioners (after promotional pricing ends). More established in the therapy space with better reporting and a more mature insurance billing system. SimplePractice includes features like Wiley Treatment Planners (1,000+ therapy goals and objectives) and more robust documentation tools. However, it costs 2-3x more than Carepatron and doesn't have a genuinely functional free tier. SimplePractice is better for established practices that need proven workflows; Carepatron is better for budget-conscious solo practitioners.

TherapyNotes: $49/month base (around $59/month after typical features are added). More comprehensive clinical features with deeper integration into insurance billing via Change Healthcare. TherapyNotes is specifically designed for behavioral health with detailed note-taking functionality and customizable treatment planning. It's more expensive but offers better billing support for insurance-heavy practices. The interface is more dated compared to Carepatron's modern design.

Jane App: Starts around $74/month for solo practitioners (Canadian pricing may differ). Popular in physical therapy, chiropractic, and multi-specialty healthcare. More robust practice management features including inventory tracking, multiple locations, and advanced scheduling. Jane has beautiful design and excellent client experience tools, but costs significantly more. Better for established practices with higher revenue; Carepatron is more affordable for newer or part-time practitioners.

TheraNest: Around $39/month for solo practitioners. Focused on mental health practices with solid documentation and billing features. More affordable than TherapyNotes but more expensive than Carepatron. Good middle-ground option, though the interface feels less modern than Carepatron.

Practice Fusion: Free for basic use, but makes revenue from pharmaceutical partnerships and paid add-ons. More suited to primary care and medical practices than mental health. The "free" model comes with advertising and upsells that some practitioners find intrusive.

Carepatron is one of the most affordable options that still includes telehealth, AI features, and HIPAA compliance in the base price. The tradeoff is that some features (reporting, integrations, insurance billing maturity) aren't as deep as more expensive competitors.

Data Security and Compliance

HIPAA compliance is non-negotiable for healthcare software, and Carepatron takes security seriously:

The platform undergoes regular third-party security audits and maintains SOC 2 Type II compliance. All video calls are encrypted end-to-end, and client portal communications use bank-level security.

Client Portal and Patient Experience

The client-facing tools are often overlooked but significantly impact practice success:

Online Booking: Clients can self-schedule appointments 24/7 from any device through a custom booking page you can embed on your website. You control availability, appointment types, buffer times, and booking policies. Automated confirmations reduce no-shows.

Client Portal: Clients get their own secure portal (with a mobile app) where they can view upcoming appointments, complete intake forms, access clinical notes (if you grant permission), review invoices, and make payments. The portal is white-labeled on Advanced plans, so it matches your practice branding.

Paperless Intake: Send custom intake forms, consent documents, and assessments electronically. Clients complete them before the first appointment, and data flows directly into their record. This eliminates manual data entry and improves first-session efficiency.

Secure Messaging: HIPAA-compliant messaging allows clients to ask questions between sessions without using unsecure email or text. You can set expectations about response times and limit messaging to specific hours.

Automated Payments: Clients can store credit cards securely and set up automatic payments for recurring appointments. The system integrates with Stripe for payment processing, supports invoicing, and can generate superbills for insurance reimbursement.

Implementation and Onboarding

Getting started with Carepatron is relatively straightforward:

Setup time: Basic setup (creating an account, adding your first clients, configuring calendar) takes 30-60 minutes. Full setup (customizing templates, configuring insurance billing, importing data from another system) can take 4-8 hours depending on practice complexity.

Data migration: Carepatron supports data import from SimplePractice, TherapyNotes, and Jane App if you're switching from another system. The Advanced plan includes dedicated import support to help with the migration.

Training: The help center includes guides and tutorials. Advanced plan users get dedicated onboarding support with one-on-one sessions to help you start faster and achieve practice goals. Most users report the learning curve is minimal compared to other EHRs.

Mobile access: The platform works on any browser and offers mobile apps for iOS and Android. You can document sessions, check schedules, and communicate with clients from your phone.

Integration Capabilities

Carepatron integrates with:

The integration ecosystem is more limited than mature platforms, but Zapier connectivity allows you to build custom workflows. Common use cases include syncing new clients to a CRM, triggering email sequences in marketing automation tools, or logging appointments in project management software.

Common Use Cases and Workflows

Teletherapy-focused practice: Use the free or Essential plan to get started. Clients book through your online booking page, receive automatic reminders, join telehealth sessions with one click, and pay online after appointments. The AI scribe transcribes sessions and drafts notes automatically. Total time per client: 50 minutes of session + 5 minutes of note review.

Hybrid in-office and virtual practice: Essential or Plus plan depending on whether you run groups. Clients can choose in-person or telehealth when booking. Calendar syncs with your phone so you know where to be. In-office clients sign documents electronically on a tablet. Progress notes use saved templates, and AI fills in details from dictation.

Multi-provider group practice: Advanced plan for role-based permissions. Each clinician has their own calendar and client roster. Front desk staff can schedule appointments but can't access clinical notes. Practice owner sees revenue reports and booking analytics. Insurance billing is centralized with claims tracked per provider.

Insurance-heavy practice: Essential plan minimum for claims filing. Set up client insurance information once, then generate CMS-1500 forms automatically. Submit claims electronically through ClaimMD, track statuses, and receive payment reports. Use the pay-per-claim model to keep costs variable rather than paying a flat monthly insurance billing fee.

Customer Support Experience

Support quality varies by plan:

Free and Essential: Live chat and email support during business hours. Users report response times of 30-60 minutes for chat, 2-4 hours for email. Help center with searchable articles and video tutorials available 24/7.

Plus: Priority support means faster response times-usually under 30 minutes for chat. Same channels (chat and email), but you jump the queue.

Advanced: Dedicated customer success manager who knows your practice and can provide proactive guidance. Dedicated onboarding specialist for setup. Priority support via chat and email.

The lack of phone support frustrates some users, especially during urgent situations. However, chat support is generally responsive and knowledgeable. The help center is well-organized with step-by-step guides, and the company frequently updates documentation when features change.

Real User Feedback Summary

Based on reviews from Capterra, G2, and GetApp:

Positive themes: Users consistently praise affordability, ease of use, the functional free plan, clean interface, responsive support, and AI transcription capabilities. Many mention that clients prefer Carepatron's telehealth platform over others they've used. The value-for-money ratio is the most cited positive.

Negative themes: Storage limitations causing unexpected upgrades, basic reporting that requires manual exports, pricing model changes that affected grandfathered users, lack of phone support, and limited visibility into what's consuming storage. Some users report the calendar customization (color-coding, client name display) isn't as flexible as they'd like.

Net sentiment: About 75% of detailed reviews mention price and value positively. Most users consider it cost-effective, especially for new and small businesses. The free plan and bundled features are frequently appreciated. However, some reviewers feel costs rise steeply after the free period, and certain features remain inaccessible without upgrading.

Getting Started With Carepatron

Carepatron offers a 30-day free trial of the Advanced plan-so you can test all features before deciding what tier you actually need. No credit card required. After the trial, pick your preferred plan or drop to the free tier.

The platform integrates with Google Calendar, Outlook, Zoom, and has Zapier connectivity for custom workflows. Data import from SimplePractice, TherapyNotes, and Jane is supported if you're switching from another system.

To maximize the trial period:

  1. Create your account and explore the interface
  2. Import a few real clients (or create test clients) to see how records work
  3. Schedule appointments and test the reminder system
  4. Try a telehealth session with the AI scribe enabled
  5. Customize a few note templates for your typical documentation
  6. Set up your online booking page and test the client experience
  7. Configure payment settings and create a test invoice
  8. If you bill insurance, set up a few client insurance profiles and generate a test claim
  9. Use the reporting features to see what insights are available
  10. Contact support with questions to evaluate responsiveness

By the end of 30 days, you'll know which plan tier matches your actual usage and whether Carepatron fits your practice style.

Bottom Line

Carepatron's pricing is genuinely competitive in the practice management space. The free plan is one of the best available-legitimately functional, not a teaser. Paid plans currently top out at $19.50/month per user annually (with promotional pricing), which is significantly cheaper than most EHR systems.

The platform shines for solo practitioners and small mental health practices that want modern, AI-enhanced tools without enterprise complexity or cost. The all-in-one approach (scheduling, telehealth, documentation, billing) eliminates the need for multiple subscriptions and keeps your tech stack simple.

The weak points are storage limits (upgrade to Plus for unlimited), basic reporting, occasional pricing structure changes that have annoyed some long-term users, and insurance billing features that are still maturing. But for solo practitioners and small practices, especially in mental health, it's hard to beat the value.

If you're managing a healthcare practice and need related business tools, check out our guides on Gusto for payroll management and CRM options for small businesses. For appointment scheduling beyond your EHR, consider Leadpages for booking page creation.

Ready to streamline your practice management? Start with Carepatron's 30-day free trial of the Advanced plan to test all features, then choose the tier that matches your needs and budget. The risk is minimal, and the potential time savings are substantial.