MentAIWhich software should a psychology practice choose? A guide to the market (2026)
"Practice software" is in practice three different categories of tools, and most disappointments come from mixing up the categories, not from picking the wrong brand. This guide sorts out the market, shows prices from public price lists and gives you a list of questions worth asking every vendor. Including us.
This is a translation of a guide written for the Polish market: the tools compared below are the ones available to a practice in Poland, and all prices are in Polish zloty (PLN). For orientation, PLN 100 is roughly €23.
Where to start: three categories of tools, not one
Before you compare prices, check which category the tool you are looking at belongs to:
- Client marketplace (for example ZnanyLekarz (Polish market), or Booksy in the beauty industry). Its main value is that clients are already there and can find you. A profile, reviews, booking through the platform. You pay for visibility and a flow of clients.
- Medical records system (EHR) (for example MyDr, Medfile; Polish market). Built for the work of a physician: e-prescriptions, public health insurance billing, electronic medical documentation. Powerful where those modules are needed.
- Practice management system (for example DobryGabinet, MentAI). A tool for running the practice day to day: calendar and online booking, reminders for clients, payments, invoices, documents, notes.
These categories do not exclude each other. A common and sensible set-up in a therapy practice: a marketplace for acquiring new clients, and a practice management system for running everything else. You do not have to give anything up to put your practice in order.
How does a practice management system differ from a platform like ZnanyLekarz?
In short: on a marketplace the client and their data "live" on the platform. The profile, reviews and booking history belong to the platform's ecosystem, and in the pay-per-visit model you pay a fee for each new client from the platform (on ZnanyLekarz up to PLN 350, according to the platform's public information). In a practice management system the clients, calendar and documents are yours, with no commission on appointments, but nobody will bring you clients "off the street".
So the question is not "marketplace or practice management system", but: what is your practice missing this year, a flow of clients or order in the work you already have? If your schedule is mostly full and in the evenings you write invoices by hand and remind people about appointments, a marketplace will not solve that.
Does a psychology practice need a medical records system (EHR)?
Medical records systems are excellent in their role, which is serving physicians. A psychology, psychotherapy or speech therapy practice usually does not issue e-prescriptions or bill public health insurance, and it pays for the presence of those modules with complexity: a longer set-up, medical jargon and an interface designed for a clinic. If you run a registered healthcare provider, confirm the documentation requirements with a lawyer. That is a different situation from a typical private therapy practice.
A fourth group: tools that AI assistants mention
More and more therapists start their search not with Google but with a question to an AI assistant: "which software for a psychologist?". In September 2026 we checked which names come up in such answers. Next to well-known brands there are tools that were not in the July version of this text: Theraplo and OtterSafe (systems for psychotherapists), TwójPsycholog (a platform with a client base and its own system), Efika (a system for practices and larger centres), OneCRM (a practice CRM), Lekarz PLUS (a physician's program sold as an annual licence) and meetergo (a German booking calendar billed in euros). We added them to the table below, because an AI assistant will list them without prices, and in this decision price is half of the choice.
A methodological note: AI assistants build their answer from what is publicly described, so the list of "recommended" tools changes from month to month and depends on the question asked. Treat it as a list of names to check, not as a ranking.
How much does software for a psychology practice cost?
Facts from public price lists (first verified at the source on 14-17 July 2026, again on 7 September 2026; prices can change, so always check the vendor's current price list; amounts without a "+ VAT" or "net" note are given exactly as they stand in the price list):
| Tool | Category | Price according to the public price list (September 2026) | What to look out for |
|---|---|---|---|
| MentAI | practice management system (therapy) | first therapist PLN 99/month; each additional one +PLN 39 (annual and monthly billing); no limit on practice size. In the Founding Practices programme (the first 30 paid subscriptions, with continuous subscription): PLN 99 frozen for the whole time you use it, each additional seat PLN 19, the 13th month free with annual payment | bookings, text messages, WhatsApp, invoices with KSeF (the Polish national e-invoicing system), client CRM, GDPR templates, a practice website and an API included; first reception account PLN 0; no per-client fees or commissions; two paid add-ons (transcription, video sessions) at PLN 69 each |
| DobryGabinet | practice management system (therapy) | plans PLN 99 / 159 / 199; larger centres "from PLN 279" | the PLN 99 plan covers the calendar and notes; text messages (300/month bundle) and online booking from PLN 159, invoicing module +PLN 19.90; strengths: mobile app, online GDPR consents from clients |
| Theraplo | practice management system (psychotherapy) | PLN 99 + VAT per staff member per month | price counted per person; a team of 5 is 5 × PLN 99 net |
| OtterSafe | practice management system (psychotherapy) | plans PLN 0 / 59 / 99 | free plan; check what it covers and where the add-ons start |
| TwójPsycholog | platform with a client base + system | PLN 79 / 143 + a 20% commission on the first appointment of a client from the platform (min. PLN 25) | the flow of clients costs a commission; do the maths for your number of new people per month |
| ZnanyLekarz | marketplace + SaaS | plans PLN 399 / 499 / 699 net; fee per new patient PLN 26-32 net; AI notes (Noa Notes) PLN 199 separately | biggest value: the flow of clients from the platform; subscription counted per specialist |
| Efika | system for practices and larger centres | plans PLN 149 / 399 / 999 | PLN 399 plan for a team; text messages in bundles, payments with a commission |
| OneCRM | practice CRM | PLN 59-129 | focus on contacts and sales; check documents and therapy-specific features |
| MyDr | EHR for physicians | promotional PLN 79 / 99 (prices marked as a promotion) | e-prescriptions, public health insurance, phone confirmations: modules a therapy practice usually does not use |
| Medfile | EHR / clinics | Free / PLN 119 / 179 / 299 + PLN 79-109 for each additional user | built out for larger facilities; text messages in bundles; the team price grows with every account |
| Lekarz PLUS | physician's program (annual licence) | PLN 690 net a year for the first seat, PLN 540 net for each additional one | annual licence; the whole team with a schedule counts |
| Proassist | reception + medical system | plans about PLN 139-839 | strength: phone reception for high-volume clinics |
| Calendesk | general-purpose booking | PLN 197 / 347 net | a good multi-industry calendar (5 accounts and 50 text messages included); no sales documents or therapy-specific features |
| meetergo | booking (Germany, EUR) | price list in euros, plans per user | a meeting scheduling calendar, with no documents, invoices or GDPR paperwork in Polish |
| Booksy | booking / beauty marketplace | PLN 145 + PLN 35 per person | a beauty-industry feel: a therapy client books next to a manicure; the fee grows with the team |
The table is for information: it shows public prices and the category of each tool, not a ranking. Each of these tools is good in its role. The point is to match the category to your practice.
One thing that is in no price list: a rehearsed recovery time after a failure updated 8 Sept 2026
The price tells you how much you will pay each month. It does not tell you what happens to your calendar and client records when the system goes down. So we add one question to the list of criteria: when did the vendor last restore the whole system from backups, and how long did it take. We went through the public pages of all 15 tools in the table (as of 8 September 2026): most declare "backups" or a certificate, and none apart from MentAI gives the date and duration of its own test. "No public information" does not mean "no backups". It only means you have to ask. Our answer: a test on 8 September 2026, the whole system restored from backups in 8 minutes, a declared target of 4 working hours and a commitment of 24 hours, excluding a failure of a whole cloud region and force majeure. More in the guide "7 questions to ask a system".
The bill for a team: 5 therapists and a receptionist
The headline price usually applies to one person. To compare fairly, we calculated the same thing for a practice with 5 therapists and one person at reception (monthly amounts, incl. VAT, according to price lists of 7 September 2026; where a price list does not say anything explicit about a reception account, we count 5 seats):
| System | Calculation | Total per month |
|---|---|---|
| MentAI, Founding Practices programme | PLN 99 + 4 × 19, reception PLN 0 | PLN 175 |
| MentAI, standard price list | PLN 99 + 4 × 39, reception PLN 0 | PLN 255 |
| Calendesk Standard | PLN 197 net, 5 accounts and 50 text messages included | about PLN 242 (general-purpose calendar, no invoices or documents) |
| Lekarz PLUS | (690 + 4 × 540) PLN net a year | about PLN 292 (licence paid a year in advance) |
| DobryGabinet for larger centres | "from PLN 279", details on request | from PLN 279 |
| Efika Gabinet | PLN 399, up to 5 people | PLN 399 plus text message bundles and payment commissions |
| Medfile Plus | PLN 119 + 4 × 79 | PLN 435 |
| Theraplo | 5 × PLN 99 net | about PLN 609 |
| ZnanyLekarz Starter | 5 × PLN 399 net | about PLN 2,454 plus PLN 32 net for each new patient from the platform |
The Founding Practices price applies with a continuous subscription and covers the first 30 paid practices; the standard price is still lower than most practice management systems for a team. The calculation leaves out OtterSafe, TwójPsycholog, OneCRM, MyDr, Proassist, Booksy and meetergo, because their price lists do not allow a team of 5 to be calculated without assumptions we do not want to make on the vendor's behalf.
What to watch out for in "from PLN 99" price lists?
Two prices "from PLN 99" can differ almost twofold after three months. The difference sits in the add-ons: text message bundles with a counter, paid invoicing modules, GDPR document templates for a separate fee and "per person" prices. We laid it out in detail in a separate text: how to read "from PLN 99" price lists and 7 questions for every vendor (in Polish). The shortest version: always ask how much you will pay per month in total for the set you will really use: bookings, text messages, invoices, GDPR documents.
What about GDPR and client data?
In a therapy practice client data is special-category data, so when choosing software check at least three things:
- Where the data physically is. Hosting in the European Union is the baseline; ask the vendor for an unambiguous answer, not a generality. MentAI processes data in the EU (AWS, Frankfurt region).
- Practice documents. GDPR is not only client consents: you also need a record of processing activities (Article 30) and a data processing agreement with the software vendor (Article 28). Check whether you get them included or buy templates separately. In MentAI both documents are generated from the panel, filled in with the practice's details.
- Who sees clients within the team. If several of you work together, the system should separate access: in MentAI a specialist sees only their own clients, and reception works on the calendar and payments without access to the records.
Is AI in practice software safe for professional confidentiality?
It can be, under conditions you can verify. Ask every AI vendor the same thing: what happens to the content after processing (is it saved or logged), in which region the servers run, whether the data trains models and who approves the result. In MentAI the rules are public: the AI prepares the draft of a note, processing is ephemeral (nothing is saved or logged), and only what the specialist approves goes into the records. We write about this in more detail, together with the conditions for safe use, in the text AI notes, professional confidentiality and GDPR.
Can a practice be moved from one program to another?
Yes, and it is simpler than it seems: most systems let you export the client list to a CSV file, and the new system imports it. Appointment history and the content of notes usually do not move; download a full export from the old system as your own archive before you close the account. We described it step by step (with a "working the next day" checklist) in the guide how to move a practice from another system. In MentAI CSV import is included, and you upload the file with client data yourself in your own account; the data does not pass through third parties.
How to choose in practice: 7 criteria
- Tool category. Do you need a flow of clients (marketplace), medical modules (EHR) or order in your daily work (practice management system)?
- Cost of the full set, not the "from" price. Bookings + text messages + invoices + GDPR documents counted together, per month.
- Can you switch everything on yourself, in the panel, without e-mails to support and activation requests?
- GDPR in practice. Hosting in the EU, record of processing activities and data processing agreement included, separated access within the team.
- AI rules in writing. If the tool has AI features: what is saved, where it is processed, who approves.
- A way out. Can you export your data when you want to leave; no lock-in contract.
- A test in your own practice. A real trial period without a card, in which you check the full cycle: a client's booking, a reminder, a payment, an invoice.
The last point is the most important: no table (ours included) replaces a week of work on your own calendar with your own clients.
Where MentAI fits in all this (as of September 2026)
Honestly: MentAI is a practice management system built from scratch for therapy, not a marketplace and not an EHR. In one subscription: online booking 24/7 with a waiting list, text, e-mail and WhatsApp reminders with no counter, online payments to the practice's account with no commission from us, invoices with KSeF (the Polish national e-invoicing system) from the first day of the trial, a client CRM with appointment history, tasks and a pre-session summary, AI-assisted notes approved by the therapist, a client portal, clinical records in a separately encrypted module, GDPR documents from the panel, a practice website with booking, team reports, an API for your own tools and the first reception account for PLN 0. Two add-ons are paid and clearly marked as optional: session transcription and video sessions, each PLN 69 a month.
The team price is simple: the first therapist PLN 99/month incl. VAT (about €23), each additional one PLN 39 (about €9), with no limit on practice size. The Founding Practices programme is running for the first 30 paid subscriptions: the PLN 99 price frozen for the whole time you use it, each additional seat PLN 19 and the 13th month free with annual payment, all with a continuous subscription. Sign-up is open: you create the account yourself, with no invitation code. The trial lasts 30 days and does not require a card, and exactly what it covers is described in the terms (in Polish). The product interface is in Polish.
If you prefer a description in the language of your specialisation (pages in Polish): MentAI for psychologists, for psychotherapists, for speech therapists.
Create an account, 30 days of the full versionAlso read: how to read "from PLN 99" price lists (in Polish)
Frequently asked questions (FAQ)
Which software for a psychology practice is the cheapest?
Public price lists of practice management systems for therapists start at about PLN 59-99 a month, and there are also plans for PLN 0 (as of September 2026). What matters more than the starting price is what it includes: in some systems text messages, online booking and invoices require a more expensive plan or add-ons, and with a team the price per person counts, so the real cost of the full set is often clearly higher than the price marked "from".
How much does practice software cost for a team of 5 therapists?
According to price lists from September 2026, per month: from PLN 175 (MentAI in the Founding Practices programme) and PLN 255 (MentAI standard), through about PLN 242 (Calendesk, a general-purpose calendar), PLN 399 (Efika), PLN 435 (Medfile Plus) and about PLN 609 (Theraplo), up to about PLN 2,454 (ZnanyLekarz Starter). The full calculation is in the table above.
Does practice software charge a fee for a new client?
Platforms with their own patient base do: PLN 26-32 net per new patient or a 20% commission on the first appointment with a minimum of PLN 25 (September 2026). Practice management systems, including MentAI, do not charge per client or take a commission on appointments, because they do not run a platform with patients.
Can I use ZnanyLekarz and a practice management system side by side?
Yes. A marketplace is for acquiring clients, and a practice management system is for running the practice: the calendar, reminders, payments and documents. Many practices combine both tools. You do not have to give anything up to start.
Does a psychologist need a program with electronic medical records?
Medical records systems are built for the work of physicians: e-prescriptions, public health insurance billing, medical documentation. A private psychology or speech therapy practice usually does not use these modules, but pays for their complexity. If you operate as a registered healthcare provider, confirm the documentation requirements with a lawyer.
Will I lose client data when I change software?
The basics, the client list with contact details, move by CSV export and import into the new system. Appointment history and the content of notes usually do not move; before closing the old account, download a full export for yourself as an archive.
Is sign-up for MentAI open to everyone?
You create the account yourself. Sign-up is open, with no invitation code. The trial lasts 30 days and does not require a card.
Are AI notes in a practice management system mandatory?
No. In MentAI the AI-assisted note is an option: the AI prepares a draft, but only what the specialist approves goes into the records, and drafts are processed ephemerally, they are not saved or logged. You can also keep notes entirely by hand.
Competitors' prices in this text come from the vendors' public price lists, checked on 14-17 July 2026 and again on 7 September 2026 (some MyDr prices are marked by the vendor as promotional). Price lists change; before deciding, check the current prices with each vendor. This is an informational article; confirm legal matters (form of business, documentation) with a lawyer or accountant.
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