Therapists, Falling Behind on Progress Notes? AI Can Help—Here’s How to Get Started
by Lori Husband, Ph.D., Psychologist
Let’s talk about how AI can help you complete your progress notes. Let me know if this sounds familiar - as long as I've been in practice progress notes were a constant weight on my shoulders. I’d see clients all day, and then in the evenings, while the TV was on in the background, I’d be catching up on notes. I’d stay up late after my family went to bed or spend half of Sunday trying to get caught up.
How many times did I tell my family, “I need to work on my notes,” and miss out on time with them? That pit in my stomach from falling behind felt terrible.
Since adopting AI note-taking tools, my practice has transformed. I now use it with 80% of my clients, and by the time my last session ends, most of my notes are done. I’m caught up on notes every single day, and that emotional burden is gone.
Maybe you’ve heard the buzz too and wondered: Could this actually save me time? Or how do I even get started?
Why Use AI Note-Taking Software?
Stay Up-to-Date on Documentation
No more scrambling to finish notes at the end of the week. With AI, you can complete your notes promptly, reducing stress and guilt about falling behind.
Capture Key Themes and Details
AI helps you document important session content without missing critical details, ensuring accurate and comprehensive records.
Provide Client Support
Generate session summaries to share with clients. This is particularly useful for individuals with memory or attention difficulties, and it can help enhance accountability and follow-through between sessions.
Reclaim Personal Time
By automating the more tedious aspects of note-taking, you’ll free up evenings and weekends for family, hobbies, or self-care, helping to reduce burnout.
Focus on Client Care
With less time spent on admin work, you can dedicate more energy to client check-ins, preparing homework, and staying updated on the latest evidence-based treatments.
Getting Started with AI Note-Taking Software
Choose the Right Tool
Look for software designed specifically for therapists. Popular options often include HIPAA-compliant features and are tailored for clinical documentation. I
Examples: Berries, Mentalyc, Describe, Upheal.
Explore Features
Test the software’s capabilities, such as voice transcription, pre-filled templates, and AI-generated summaries. Most platforms offer free trials, so you can experiment before committing.
Set Up Workflows
Decide when and how you’ll use the software—during sessions, immediately afterward, or at the end of your day. Customize templates to align with your preferred documentation style and ensure consistent, high-quality notes.
Practice First
Use the tool with mock sessions or personal practice to familiarize yourself with its features and limitations before introducing it to clients.
How to Introduce AI Note-Taking Software to Clients
Many therapists worry about how clients will react to the use of AI during sessions. Transparency and reassurance are key. Here’s a simple way to introduce it:
Explain the Purpose
“I’m using a tool to help me document our sessions more efficiently, so I can focus more on our conversations and less on writing notes.”
Highlight Client Benefits
“This tool ensures I don’t miss anything important we discuss. I can also provide you with a session summary if you’d like, which can be helpful for accountability or reflection.”
Address Privacy Concerns
“The software I use is fully secure and compliant with privacy regulations like HIPAA. No audio or sensitive information is stored after processing.”
Seek Consent
“Are you comfortable with me using this tool during our sessions? If not, that is completely okay as this is optional.”
How AI Note-Taking Software Changed My Practice
I trialed a couple of AI note-taking tools such as Mentalyc and Describe. I am currently using Describe. I chose this tool because it ensures session data is neither recorded nor stored and allows for highly customized notes. Their support team has been exceptional, even collaborating to add features tailored to my practice’s needs. Since incorporating AI-powered note-taking, my work and personal life have improved dramatically.
The guilt of incomplete notes is gone, and it feels like a huge burden has been lifted. My documentation is more thorough and accurate. Additionally, session summaries have become an added service I can offer, particularly helpful for clients who benefit from reviewing our discussions. Perhaps most significantly, I’ve reclaimed my evenings and spend more time with family, feeling less burned out and more energized to focus on client care and professional development.
Final Thoughts
AI note-taking software is more than just a convenience; it’s a tool that can transform your practice and improve your quality of life. By staying up-to-date with technology, you can enhance both your clinical work and personal well-being.
Ready to give it a try? Start small, experiment, and see how this powerful tool can work for you.
