Therapy Notes Software & On-Device Dictation

Clinical Workflow

Designed around how therapists actually work.

Every step in ProvenTherapy follows the natural arc of clinical practice — from first contact to session notes, reflection, goals, outcomes, resources, and finances.

1

Dashboard

Start with Today's appointments, Find a client, Add a client, and Notes to finish. Scrolling lists keep longer days manageable, discharged clients are clearly labelled, and follow-ups open the relevant records.

2

New Client Intake

Add contact details, referral information and initial clinical notes. Record decisions already discussed or send a client consent choices form from Client Consent Choices & Records. Optional choices remain separate from agreement to therapy.

3

Client Hub

The therapist's orientation page for each client. A clear clinical overview with key dates, active goals, assessments, fees, attachments, and workflow access. Open retained sent-email content, with ten records per page in email lists.

4

Appointments & Timeline

Book with a date, time and appointment type, then record attendance and payment after the session. Select an appointment to open its notes, or create a receipt PDF from the saved record.

5

Session Workspace

Prepare for the session, write or dictate notes, review optional AI polishing, and keep the plan and goals together. Use Free Text, SOAP or DAP, compare polished notes with the retained original, and restore it after reopening. Mark notes reviewed and complete when you are ready; later edits retain the completed version.

6

Assessments & Outcomes

Standardised screening and outcome measures — including PHQ-9, GAD-7, DASS-21 and CORE-10 — with automated scoring, progress tracking and clinical alerts. These support, but do not replace, professional assessment. If a client declines a questionnaire, close the invitation with a recorded reason and remove it from active follow-ups.

7

Treatment Plan & Goals

Structured goals, reviews, session links, continuity prompts, and clinical planning — held together across the therapeutic relationship.

8

Resources & Programmes

Therapeutic resources and structured programmes that can support continuity and engagement between sessions. Available resources reflect your professional profile settings.

Client Hub

One clear orientation page for every client.

The therapist's home base for each client — key dates, active goals, assessments, fees, and attachments in one calm overview, with one-click access into the Session Workspace.

ProvenTherapy Client Hub — clinical overview with session notes, appointments, assessments, and goals

Client Hub — key dates, active goals, assessments, fees, attachments, and direct access to the Session Workspace.

Appointments & Timeline

A longitudinal view of every client's journey.

Create appointments, track attendance, and open any session directly into the focused workspace — all within a clear, scrollable timeline that holds the full clinical history.

ProvenTherapy Appointments and Timeline screen showing session continuity

Appointments & Timeline — session history, new appointment form, and direct access to the Session Workspace.

Moving your practice

Bring your history without thousands of extra clicks.

Guided Import lets you map session notes and source completion information alongside appointment records. Preview eligible historical notes, choose a date or client, and record their previous completion in a batch. Notes remain unchanged, and explicitly unfinished records stay available for review.

Previously completed is distinct from a new clinical review. Batch actions require your confirmation and can be undone for records that have not subsequently changed. Plan the move with support using your source file and fields, including separate handling for attachments or assessment history where needed.

Inside ProvenTherapy

A calm, coherent workspace from session to practice overview.

The same visual language follows the therapist through documentation, planning, resources, finances, protection and guidance.

Historical-note preview with filters, individual selection and a previously completed option — **Manage historical notes**Preview and select older notes in batches. Record previous completion without implying a new clinical review; protected undo keeps later edits.

Client assessment invitation history with expiry status and a Close invitation action — **Assessment invitations**Close invitations when a client declines or they are no longer needed. Keep the history while clearing active follow-ups.

ProvenTherapy Session Workspace with preparation, notes, dictation and session goals — **Session Workspace**Preparation, local dictation, structured notes and explicit completion in one focused place. Completed versions and the latest pre-polish original remain available.

ProvenTherapy Treatment Plan and Goals workspace — **Treatment Plan & Goals**Therapeutic direction, active goals, progress reviews and continuity prompts remain connected across sessions.

ProvenTherapy therapeutic resources library — **Therapeutic Resources**Curated and custom rich-text resources can be reviewed, printed or sent to a client with consent-aware delivery.

ProvenTherapy financial summary and report filters — **Practice Finance**Income, expenses, outstanding fees, payment methods and exportable summaries are visible without turning therapy software into an accounting maze.

ProvenTherapy General Settings with organised practice controls — **Settings & Recovery**Organised settings bring practice details, Dictation, privacy and backup controls together. Saved automatically and Unsaved changes indicators explain what to do next.

ProvenTherapy Help and Guidance page — **Help in Context**Start here covers five everyday tasks. Search help on this device or open guidance directly from the tool you are using.

The Therapist Support Layer

Tools that support your work. Clinical judgement stays with you.

Therapy does not end when the client leaves the room. ProvenTherapy helps therapists hold the thread between sessions — with tools designed for reflection, continuity, and the quiet work that happens between appointments.

Today's Rhythm

A gentle overview of today's schedule, outstanding notes, and active client workload — without pressure or performance metrics.

Pre-Session Snapshot

Before each session opens, a focused summary of the client's recent notes, goals, and last session — so the therapist can arrive prepared, not overwhelmed.

Shared Plan

A living document within the Session Workspace — therapist and client can orient around shared direction, agreed priorities, and current focus areas.

Reflective Supervision

25 structured supervision prompts across five clinical categories — countertransference, formulation, systemic thinking, solution focus, and ethical awareness. Scribe Elite

Session Closure Takeaway

A closing prompt that invites the therapist to record what they are carrying from the session — supporting reflective continuity before the next client arrives.

Continuity Prompts

Gentle flags when goals have not been reviewed recently, when assessments are overdue, or when a treatment plan review is approaching — keeping clinical continuity visible.

Optional AI support: Note polishing and Reflection use OpenAI through ProvenTherapy's service, subject to your plan, settings and recorded client consent. No personal ChatGPT subscription or API key is needed. Review every draft for accuracy and clinical meaning. Monthly AI allowances apply: another included model may be used when the usual model allowance is reached; reaching the overall allowance pauses AI until renewal. Typing, local dictation, editing, saving and existing reflections remain available. Local-only mode prevents external AI requests.

Clinical Tools

Core clinical and administrative tools for a thoughtful solo practice.

Structured clinical tools built into a calm, focused workflow — without unnecessary complexity.

Session Workspace

Multiple note formats, one focused screen

Write session notes in free text, SOAP, or DAP format. Complete a structured Mental State Examination. Record a shared plan. Add reflections. Notes save automatically after a pause in typing; wait for Saved before closing, or select Save notes and plan. All within a single, distraction-free clinical workspace.

✓ Free text — unrestricted narrative notes
✓ SOAP — Subjective / Objective / Assessment / Plan
✓ DAP — Data / Assessment / Plan
✓ Structured Mental State Examination (MSE)
✓ Shared Plan with client
✓ Local Dictation and optional AI note polishing (Scribe Premium+)

Optional note polishing organises the draft into SOAP headings and a DAP view. DAP combines Subjective and Objective in Data, while Assessment and Plan remain separate. Switch formats to review the result; the views are retained when saved notes are reopened. Always check placement and clinical meaning. Compare with the retained pre-polish original and restore it if needed, including after saving and reopening.

Finance & Administration

Practice finances without the complexity

Practical income, expense, fee, payment, receipt and invoice tools for a solo practice. Use these practice summaries alongside your professional accounting, tax and payroll tools.

✓ Per-client fee tracking
✓ Receipt generation
✓ Income and expense records
✓ Year-end income and expense summary for review or export
✓ Payment status by appointment

Assessments & Outcomes

18 included assessment and outcome tools

Standardised screening and outcome measures with automated scoring, progress tracking and clinical alerts. These tools support—but do not replace—professional assessment, clinical judgement or diagnosis.

Assessments can be completed in-session on the practitioner's device or sent using an optional external assessment workflow. In-session responses remain local. When external delivery is enabled, the assessment service and email provider process the information required to deliver and complete the assessment before the result is imported into the encrypted local record. External assessment use requires therapist configuration and recorded client consent. Results are imported when the app is open and online. Declined or no-longer-needed invitations can be closed with a recorded reason without deleting their history. Optional services show a setup checklist with direct links to settings or the relevant client consent choices; completing setup does not grant consent.

🧠 Clinical Assessments

PHQ-9 — Patient Health Questionnaire (Depression)
GAD-7 — Generalised Anxiety Disorder Scale
DASS-21 — Depression, Anxiety & Stress Scale
CORE-10 — Clinical Outcomes in Routine Evaluation
K10 — Kessler Psychological Distress Scale
WHO-5 — WHO Well-Being Index
PSS-10 — Perceived Stress Scale
PHQ-15 — Somatic Symptom Scale

🌱 Personal Development

RSES — Rosenberg Self-Esteem Scale
GSES — General Self-Efficacy Scale
SWLS — Satisfaction With Life Scale
BRS — Brief Resilience Scale

💑 Relationship & Family

RAS — Relationship Assessment Scale
CSI-4 — Couples Satisfaction Index
Family APGAR — Family Functioning Screening

🛡️ Trauma Screening

ACE Questionnaire — Adverse Childhood Experiences
PC-PTSD-5 — Primary Care PTSD Screen
PCL-5 — PTSD Checklist (DSM-5)

📋 How it works

Select from 18 included assessment and outcome tools
Complete in-session or send to client
Auto-score with severity bands
Track progress over time with charts

The included catalogue contains established mental-health screening, wellbeing, relationship and outcome measures. Instrument versions, scoring guidance and suitability should be considered within the practitioner's professional scope.

Compare the three annual plans

A local clinical workspace, with services chosen by you. Keep core records encrypted on your computer and work offline. Manage appointments directly and choose separate booking, video and payment services when needed. A client portal, self-booking, video calls, card processing and US insurance claim filing are not built in. Optional connected services send the information needed for their purpose, under your settings and applicable consent. Explore privacy and recovery.

Billed annually—no monthly subscription bills. Unlimited clients and appointments on every paid plan. Prices are in euro, plus applicable VAT. See current plan prices.

Plan comparison

Feature	Standard Vault	Scribe Premium	Scribe Elite
Unlimited clients	✓	✓	✓
Unlimited appointments	✓	✓	✓
Client Hub and Intake	✓	✓	✓
Appointments and Timeline	✓	✓	✓
Free-text / SOAP / DAP Workspace	✓	✓	✓
Structured MSE	✓	✓	✓
18 assessments	✓	✓	✓
Assessment sending	✓	✓	✓
Treatment Plans and Goals	✓	✓	✓
29-resource library	✓	✓	✓
Finance	✓	✓	✓
Local encrypted database	✓	✓	✓
Manual backup and restore	✓	✓	✓
GDPR-supportive tools	✓	✓	✓
CalDAV calendar support	✓	✓	✓
On-device Dictation	—	✓	✓
AI note refinement	—	✓	✓
Resource emailing	—	✓	✓
Automatic daily backups	—	✓	✓
Configured external-path backup copy	—	✓	✓
Google Calendar	—	✓	✓
Outlook Calendar	—	✓	✓
Enhanced continuity	—	✓	✓
Pre-Session Snapshot	—	✓	✓
Reflective Supervision	—	—	✓
30-Day Grief Programme	—	—	✓
Custom resources	—	—	✓
Advanced Clinical Intelligence	—	—	✓
Clinical correspondence email	—	—	✓