Start with the work your clinic needs to complete: coordinating visits, recording therapy sessions, sharing with families and billing for services. This guide helps owners, clinical leads and administrators compare software for Canadian ABA, speech-language pathology, occupational therapy and physiotherapy practices. TherapyCRM publishes this guide and serves practices in Canada outside Quebec.
Write down a typical week using fictional examples: an intake, a recurring appointment, a treatment-plan goal, a completed session, a family update and an invoice. Identify who handles each step and where information is entered twice. A solo practitioner and a team sharing rooms across branches will have different requirements.
Separate essential capabilities from preferences and ask each vendor to demonstrate the same scenario. Record what you saw, what needs configuration, what requires another service and what remains a manual task. Compare current product behavior and written terms with your requirements before choosing a plan.
For a multi-location clinic, test a recurring visit that needs a specific clinician, room and piece of equipment. Ask what happens when a resource is unavailable, an appointment changes or a family requests a different time. Examine staff rotations, waitlists, reminders and the administrative work needed to resolve a conflict.
TherapyCRM supports branch, room and equipment scheduling, staff rotations, recurring appointments with conflict rules, waitlists and email or SMS reminders. Parent booking requests enter a coordinator-reviewed queue. Use the scheduling page linked below to prepare the scenario your front desk needs to see.
ABA practices should evaluate trial recording and prompt context alongside treatment-plan versioning and progress notes. Speech, OT and physiotherapy teams should bring a fictional goal and the documentation workflow they actually use. Ask how a reviewer finds the session and plan behind a progress summary.
TherapyCRM provides versioned treatment plans, a goal library, Session Runner data collection, encrypted offline drafts and SOAP-style notes with review and publication. During a demo, interrupt connectivity and confirm synchronization after reconnecting. Clinicians remain responsible for target selection, interpretation and clinical decisions.
Ask to view the same fictional record as a clinician, an administrator and an invited guardian. Confirm which documents and updates are shared, how forms are completed and how home practice reaches the team. Include a family appointment request so your staff can see who reviews it.
TherapyCRM supports shared documents, intake and consent forms, home-practice logging and coordinator-reviewed booking requests. Kiosk supports clinic check-in; Family gives invited parents and guardians access to the information their practice shares. Clinicians can use the web app for session work. Check the app pages for current availability and device requirements.
If your practice works with funded services, demonstrate an allocation, a recorded service, a utilization adjustment and a funder report. Ask who enters used and remaining amounts, how changes are reviewed and what the report contains. Separately confirm whether a product submits claims and which payers it supports.
TherapyCRM records funding enrolments, approved hours and amounts, and staff-entered used and remaining balances. Manual adjustments require a reason and are audited. It supports invoices, payment plans and funder progress reports. Its Ontario Autism Program profile changes the report label and title; it is TherapyCRM’s own format, not a government form. The product does not determine OAP eligibility or include province-specific billing rule packs or electronic claims submission.
Ask where client data is processed and who can see it, how records can be exported, which subprocessors are involved and how an incident would be communicated. Ask what happens to access and records when the contract ends. Write the answers down beside each vendor’s current terms and documentation. A demonstration with fictional data can show access controls, but it cannot settle every privacy or contract question. Have the people responsible for your clinic’s review assess the evidence before using real client records.
Request the current service terms, privacy policy, subprocessor list and security information. Ask about staff access, guardian access, lost devices, audit records, retention, recovery and offboarding for the services you intend to use. Review the evidence against your practice requirements with the people responsible for your privacy program.
TherapyCRM provides access scoped to practice and branch, MFA, short staff sessions, audit trails and retention controls. Processing may occur outside Canada. TherapyCRM holds no privacy or security certification. Availability is Canada outside Quebec; technical controls support your review but do not establish that a particular configuration meets your obligations.
Review the current monthly and annual plan details, currency, trial terms and cancellation terms. Ask about any usage charges, onboarding work, training, connected services and device requirements that apply to your chosen configuration. Use the written plan details and final checkout terms when calculating your budget.
Before migrating, inventory clients, guardians, appointments, notes, documents and financial records. Ask which records can be imported or exported, in what format, who checks them and what remains in the old system. Request a demonstration using fictional records and agree on acceptance checks. The TherapyCRM pricing and support pages are starting points; confirm migration scope and training arrangements with the team for your practice.
First, book a fictional visit with the staff and resources it needs. Second, open a treatment plan, record session observations and prepare a note. Third, review the note and choose what a guardian can see. Fourth, compare the service record with staff-entered funding figures and an invoice. Fifth, test an interrupted connection and confirm the synchronized record.
Finish by reviewing staff permissions, current pricing and the evidence needed for vendor approval. Give each demonstrated step a result: meets the requirement, needs configuration, needs a separate tool or remains unresolved. Share that record with the people who will use the software and resolve essential gaps before adoption. Use fictional information throughout a sales demo.
A client management spreadsheet template can organize a small set of records if a clinic maintains access and version controls. As schedules, notes, consent forms and invoices grow, compare how each approach links the records and limits access. The features and pricing pages show TherapyCRM’s workflow and current plans.