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    March 20268 min read

    How to Choose the Best Practice Management Software for Your Therapy Centre (2026 Guide)

    Choose software built for therapy sessions, not doctor appointments: 30 to 60-minute recurring sessions, package tracking with expiry alerts, a parent progress app, INR pricing and data on Indian servers. Then confirm it imports your spreadsheets and offers a free trial.

    The right system saves speech, OT, ABA and physiotherapy centres 15+ hours a week over Excel and WhatsApp groups.

    Step 1: Understand Why Generic Software Fails Therapy Centres

    Practo is built for doctor clinics, and TheraNest and SimplePractice for other markets. Five differences matter:

    • Session length: Doctors book 10-15 minute slots; therapy sessions run 30-60 minutes.
    • Package billing: Doctors bill per visit; therapy centres sell 12, 24 or 48-session packages that need expiry alerts.
    • Multi-therapist handovers: A backup therapist needs full session context, not just a patient chart.
    • Parent communication: Parents need to see progress, not just appointment reminders.
    • IEP & milestone tracking: Therapy tracks developmental goals over months, not prescriptions.

    Step 2: The 10-Point Checklist for Therapy Centre Software

    1. Session-based scheduling: 30, 45 and 60-minute sessions with recurring bookings.
    2. Attendance tracking: One tap from the therapist's phone; missed sessions and cancellations flagged.
    3. Therapy progress notes: Mobile notes with IEP goal tracking.
    4. Parent-facing app or portal: Progress, milestones and session history without calling the centre.
    5. Package & expiry management: Session balances tracked, with alerts before expiry.
    6. Multi-therapist support: Each therapist sees their own view; admins see everything.
    7. Reporting & analytics: Utilisation, cancellation rates and revenue trends, not just appointment counts.
    8. Indian pricing (INR): No USD pricing or per-user fees built for other markets.
    9. Data privacy (DPDPA): Data on Indian servers, encrypted.
    10. Easy setup: Live in hours, with free import from your spreadsheets.

    Step 3: Compare Your Options

    CriteriaSpreadsheetsPractoTheraNestTheraflow
    Therapy-specificNoNoYesYes
    India-readyN/AYesNoYes
    Parent appNoNoLimitedYes
    INR pricingFreeYesNo (USD)From ₹2,999
    DPDPA compliantNoPartialNoYes
    Setup timeOngoingDaysDays2 hours

    Step 4: Ask These Questions Before You Buy

    • Can I import my existing patient data from spreadsheets?
    • Is data stored on Indian servers?
    • What happens if a therapist leaves? Is patient history preserved?
    • Can I try it for free before committing?
    • Is there WhatsApp integration for parent communication?
    • Does pricing scale with my centre's growth?
    • What kind of support is available: phone, WhatsApp, or just email?

    Why Theraflow Checks Every Box

    Theraflow is built for speech therapy, occupational therapy, ABA, physiotherapy and psychotherapy centres, not adapted from a clinic tool. Start with a free trial, no credit card required. We import your spreadsheets, train your staff and get you live in 2 hours. Plans start at ₹2,999/month with no per-patient fees.