Psychology practice software that runs the admin, so you don't

A private psychology practice runs on a rhythm: a client is referred or finds you online, books in, you assess and formulate, you work through a course of sessions, you invoice, and you bring them back until the work is done. OneBookPlus supports every stage of that rhythm, from the first online booking through to the gentle care-continuity reminder that helps clients complete their treatment rather than dropping off partway.

Bookings and intake

Clients find your practice through Google, your website, a directory profile, or a GP referral and book directly through your branded online booking page. They select from your defined session types, initial consult, standard 50-minute session, telehealth, couples or family session, report writing, and choose an available time in real time. For many clients, being able to book online without making a phone call removes a genuine barrier to seeking help. New clients complete a secure digital intake and consent form that captures their contact details, presenting concern, referring practitioner, any Mental Health Treatment Plan, and relevant history. This appears on their client record before the session, so you can prepare rather than spend the first ten minutes on forms. The online booking feature overview covers how session types, buffers and availability are configured.

Secure session notes and confidentiality

During and after each session you record case notes, including risk reviews, formulations and treatment plans, against the client record. Notes are timestamped and stored with access controls, supporting your documentation obligations under the AHPRA Code of conduct and the confidentiality expectations clients rightly hold. Health records are generally retained for at least 7 years for adults, and longer for clients who were minors at the time of treatment, so the record stays available for as long as you are required to keep it. If another clinician in your practice sees the client, they have the context they need without verbal handovers, within whatever access boundaries you set.

Medicare rebates and invoicing

At the end of each session, OneBookPlus generates a GST-free invoice with your ABN and AHPRA provider number, psychology services delivered by a registered practitioner are GST-free, while any physical products you sell are handled with GST correctly on the same invoice. For clients referred by their GP on a Mental Health Treatment Plan under the Better Access initiative, your invoice is formatted with the details they need to lodge a Medicare rebate (for up to 10 individual sessions per calendar year), and the system tracks how many of those referred sessions have been used. OneBookPlus is not a Medicare claiming gateway, clients self-claim their rebate, or you can keep a dedicated claiming tool if you bulk-bill, but it removes the manual work of producing a compliant, rebate-ready invoice every time. End-of-day and end-of-week summaries break revenue down by payer type: private, Medicare, NDIS, DVA, EAP or insurer. If NDIS work is a growing part of your caseload, our page for NDIS providers goes further into plan-managed and self-managed billing, and the bookkeeping software overview explains how those figures reach your BAS summary.

Reminders and care continuity

Late cancellations and no-shows hurt a psychology practice more than most, the hour can't be resold, and the client misses care. Automated SMS and email reminders go out before each session to protect both. Beyond reminders, the care-continuity dashboard addresses the deeper pattern of clients improving a little and then stopping before the work is complete. When a client finishes a session without a follow-up booked, a gentle rebooking prompt is sent with a link to your booking page. For clients partway through a referred plan, you can see at a glance who is mid-course with no next appointment, so your team can reach out. Combined with referral source tracking, seeing which GPs, psychiatrists, schools and EAP providers send clients your way, you get the full picture of your client pipeline, from first referral through to a considered discharge.

Advertising a regulated practice, and what we deliberately do not do

Psychology is a regulated profession, and the advertising rules are stricter than most business owners expect. Under the National Law, a regulated health practitioner cannot use testimonials in advertising about a regulated health service, and claims about outcomes are restricted. That is precisely why this page carries no client quotes, no star ratings and no before-and-after proof, even though those are the easiest ways to sell software. Your OneBookPlus booking page and website builder are yours to fill in, so nothing in the product stops you publishing copy that breaches the rules, and the review-request automation needs a considered decision from you rather than a default switch. What the product does help with is the part that is safely promotable: the services and fees you offer, whether you have telehealth availability, your qualifications and endorsements, and how someone books. The glossary entry on AHPRA registration sets out who regulates what, and the AHPRA advertising guidelines linked below are the authority. This is general information, not regulatory advice.

Cancellations, late notice and the hour you cannot resell

A missed session is worse for a psychology practice than for most: the hour cannot be resold at short notice, and a client who avoids a difficult session is often the one who most needed it. Reminders do the mechanical part, going out before each session by SMS and email so nobody forgets, and telehealth clients get the join link with the reminder rather than hunting for an old email. The judgement part stays with you. Whether you charge for a late cancellation, how much notice you require, and how you handle a client in genuine difficulty are practice policy, and they belong in your consent and fee information before the first session rather than in an awkward conversation after a missed one. In OneBookPlus you can raise the fee invoice against the booking it relates to, with a payment link, so the charge is documented rather than negotiated. Our invoicing feature page covers payment links and reminders, and the hourly rate calculator is a plain way to work out what an unbilled hour costs your week.

Getting started

Sign up free, no credit card, no lock-in. Add your session types, fees, telehealth slots and AHPRA provider number, then publish your booking page and share the link on your website and directory profiles. Import your existing client list via CSV from Halaxy, Power Diary, Cliniko or a spreadsheet, and connect your bank account so payments reconcile automatically. Most practices are taking online bookings within minutes and have their books running by the end of the day. OneBookPlus doesn't change your professional or regulatory obligations as a registered psychologist, it simply takes the admin off your plate so more of your day belongs to your clients.