Front Desk EMR Software Built for Therapy Clinics
Front Desk
Empowering Front Desk Teams to Run Smooth Operations
At HelloNote, we know the front desk is the heartbeat of every therapy practice. Whether you are running a busy physical therapy clinic, managing intake for an occupational therapy practice, coordinating care for speech therapy patients, or keeping a chiropractic office on schedule, the front desk carries the weight of everything that happens before and after the treatment room. That is why we built an all-in-one EMR that works as hard as your team does. With HelloNote, your staff can stay organized, reduce administrative burden, and give every patient a smoother experience from the moment they walk in the door.
testimonials
What Our Clients Say
Nick at HelloNote has been very responsive and helpful throughout the entire onboarding process. Melanie explains the software very well and make it relatable to PTs. So far very happy with Hello Note
Christina Garcia
Business Owner
It has been great to have a documentation system that has everything I need as a sole practitioner. The trainings are good and Sara in billing is great. Carlos has been very responsive as well with any questions that arise!
Rachael MacGregor
Sole Practitioner
Nick and the team at HelloNote have been extremely helpful with getting my physical therapy practice started. Hellonote is simple and easy to learn for anybody looking for an EMR software. They have integrated e-fax, billing, and other tools to help with efficiency and compliance!
Andrew Brough
Physical Therapist
From the perspective of both a business owner and a physical therapist with over a decade of experience, I can say that HelloNote is a fantastic EMR after having worked with a number of different EMRs in the past. HelloNote’s EMR setup is very intuitive to learn to use. Documentation is easy. Also the customer support team is very responsive. Thank you!
Scott McAmis
Business Owner
“We’ve used several EMR systems over the years, but this is the first one that truly feels built for therapists, by therapists. It’s intuitive, reliable, and the customer support is next-level. Our entire team made the switch seamlessly, and we’re not looking back.”
Cindy Jones
CEO of Therapy1
Get The Tools You Need
Everything Needed to Keep the Front Desk Running Efficiently
Manage Appointments
HelloNote’s easy-to-use scheduling system helps front desk teams book single, recurring, or group appointments with just a few clicks. Automated reminders reduce no-shows and keep therapists’ schedules full and patients on time.
Track Patient Information
HelloNote gives front desk staff quick access to patient profiles, insurance details, and required forms, helping streamline check-ins and ensuring that every patient visit is smooth and efficient.
Simplify Billing
With built-in billing tools, HelloNote allows front desk teams to generate invoices, process payments, and manage insurance claims—all in one place. No more juggling spreadsheets or manual entry.
Appointment Reminders
HelloNote automatically sends appointment reminders and confirmations via text and email, reducing no-shows before they happen. Your front desk team spends less time chasing patients and more time focused on the clinic. Customize timing and messaging to fit your workflow and watch your schedule stay consistently full.
Patient Portal
Give patients a secure, HIPAA-compliant space to complete intake forms, review documents, and communicate with your clinic before their first visit. Your front desk team stops chasing paperwork and starts focusing on care. Accessible from any device, anytime.
Authorization Tracking
HelloNote monitors every patient's insurance authorization status in real time, alerting your team before approved visits run out. Avoid last-minute scrambles, unexpected billing gaps, and interrupted care. Stay ahead of re-authorization deadlines automatically so nothing falls through the cracks.
Plan of Care Tracking
HelloNote tracks every patient's Plan of Care status and notifies your team when a POC is approaching expiration and requires physician re-authorization. Missing a renewal is one of the most common compliance gaps in therapy clinics. HelloNote keeps your practice ahead of every deadline, automatically.
Eligibility Verification
HelloNote automatically verifies patient insurance eligibility before every appointment, so your front desk team always knows what is covered before the patient walks in the door. No more manual calls to insurance companies, no more coverage surprises at checkout. Get real time eligibi
our benefits
Why Receptionists Choose HelloNote
- Cloud-Based & Accessible Anywhere – Work from any device, anytime.
- HIPAA-Compliant & Secure – Keep patient data safe with industry-leading security.
- Built for Growth – Whether you’re a solo practitioner or a large clinic, HelloNote scales with your practice.
- User-Friendly & Intuitive – Spend less time learning the software and more time focusing on care.
Ready to schedule? Ask us about a free month.
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Learn More
Common Questions We Get
Can HelloNote help reduce appointment no-shows?
Yes! With automated reminders and confirmations, HelloNote keeps patients informed and reduces no-shows.
Can the front desk manage billing through HelloNote?
Absolutely. HelloNote offers integrated billing and payment tools, so your team can handle invoices, copays, and insurance claims all in one platform.
Is HelloNote easy for new staff to learn?
Yes! HelloNote is designed to be intuitive, minimizing training time so your team can get started quickly.
Can the front desk customize communication with patients?
Yes. You can tailor reminders, confirmations, and follow-ups to fit your practice’s style.
Can I customize my documentation templates?
Yes! HelloNote offers customizable templates for SOAP notes, progress notes, and treatment plans, so you can document patient care in a way that fits your workflow.
Does HelloNote offer a free trial or a free version?
While HelloNote does not offer a traditional time-limited free trial, we offer something better: a Free Forever EMR plan. This plan is specifically designed for startup practices and solo clinicians who need a professional, HIPAA-compliant system without the upfront cost. Limitations: The free plan is limited to 2 active patients and provides email-only support. It is the perfect "sandbox" to build your practice before you scale.
What is In Our EMR?
All the Tools You Need to Grow Your Business
Our Products
Get Exactly What You Need for Your Practice
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$70.00
per month
Save 50% on your first month
Per User
Per Note
Unlimited Notes
Standard Notes
Billable Notes
Unlimited Users
Unlimited Users
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Everything in Lite
and so much more
50% Off Your First Month
Limited time offer. No Commitment Required
Lite
$49.99
per month
For solo practitioners only (1 user)
Practice Management
EMR Documentation
Secure e-Documents (Up to 5MB uploads)
Calendar & Scheduling
Referral Management
Superbills
Reports & Analytics
Online Support
No-Setup Fees
Free
$0.00
per month
Practice Management
EMR Documentation (Up to 2 Patients)
Secure e-Documents (Up to 5MB uploads)
Calendar & Scheduling
Referral Management
Superbills
Reports & Analytics
Documentation & User Guides
No-Setup Fees