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CareClient management

Client management software for therapists who want the whole picture.

Wholistic is client management software for therapists in private practice. Each client has one profile that holds their notes, goals, diagnoses, documents, billing and referrals, so the context you need is there before the session starts. This is Care, the first of Wholistic’s three pillars: knowing the person before they walk in.

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DemoClient management: a quick tour

  • Session readiness

    What you discussed last time, goals, concerns, diagnoses and medication on one overview.

  • Couples and minors

    One file per couple with each partner’s details, and parents or guardians for minors.

  • Progress charts

    Risk and progress over time, built from the notes you already write.

  • One next step

    Each client shows a single prompt: write it up, invoice it, or book one.

01

A client list that tells you what needs attention

The client list is more than names. For each client it shows the last session, the next session, what needs attention and the amount outstanding. Tabs and filters narrow the list to the clients you need to act on.

  • Tabs: Active, Inactive, New clients and Intake links
  • Filters: Individuals, Couples and “Not seen in 90 days”
  • Work filters: Not booked, Notes to write, To invoice and Outstanding
  • A “Needs attention” column so nothing depends on your memory
App screenshotA client list that tells you what needs attention

02

Client profile software for psychologists and counsellors

Open a profile and the Overview tab gives you session readiness: what you discussed last time, treatment goals, presenting concerns, diagnoses with a DSM-5 search, medication and the people in the client’s life. The remaining tabs hold everything else about that client.

  • Notes: every note, searchable, plus sessions still to be written up
  • Sessions and progress: charts and the full session history
  • Documents: referral letters, reports, legal documents, assessment results and the signed consent form
  • Client details: identity, contact, emergency contact and medical aid
  • Billing: invoiced, outstanding, credit and average time to pay
  • Referrals: where the client was referred on to, and whether each referral is still open
App screenshotClient profile software for psychologists and counsellors

03

Individuals, couples and minors in one client management system

A client management system for psychologists has to handle more than one-to-one work. Couples share one file while each partner keeps their own details. Minors have their parents or guardians recorded on the file.

  • Couples: one file, each partner’s own details
  • A relational profile for couples: attachment style, love language, conflict style and personality type
  • Minors: parents or guardians recorded on the file
  • Add a client by hand with only a name, or automatically when they sign the intake form
App screenshotIndividuals, couples and minors in one client management system

04

Track client progress without extra admin

You do not need separate counselling software to track client progress. The risk and progress charts are built from the check-in you complete on each note. Treatment goals sit on the Overview, so you are not keeping a treatment goals template in a separate document.

  • Risk and progress charts built from your notes
  • Treatment goals and presenting concerns on the Overview
  • Full session history per client
  • Self-reported history from the intake form, marked as not yet clinically confirmed
App screenshotTrack client progress without extra admin

05

More than a psychologist client file template

A client file template gives you headings. Client records software keeps the record complete and lets you take it with you. Export a client record to PDF when you need to. If you delete a client, Wholistic first shows the HPCSA retention warning: 6 years, or until the age of 21 for minors.

  • Export a client record to PDF
  • Delete a client, with the HPCSA retention warning shown first
  • Record a payment or send a statement from the Billing tab
  • Date of birth read from the South African ID number
App screenshotMore than a psychologist client file template

The Care pillar

Care means walking in already knowing

Care is the first pillar of Wholistic, and it rests on one idea: a client should never have to repeat their story because your notes were somewhere else. Goals, diagnoses, medication, relationships and the thread of the last session sit together on one profile, so your attention goes to the person in front of you.

Your client information isn’t scattered across different screens. It’s connected.

Reminders and messages

What gets sent, and what stays with you

Nothing is sent to a client from their profile unless you send it. Emails go from your own Gmail, and WhatsApp messages open pre-filled for you to send.

Manual

  • WhatsApp or email the client from the Contact menu, with a ready-to-edit message
  • Send a statement from the Billing tab
  • Email a session confirmation when booking from the profile

In-app, automatic

  • One “next step” prompt per client: Write it up, Invoice it, or Book one
  • “Add to to-do” to put a note or invoice aside for later
  • “Not seen in 90 days” filter for clients worth a review
  • “Needs attention” column on the client list

Questions

Client management: common questions

Straight answers about what this feature does, and what it doesn’t.

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Is Wholistic a client management app for counsellors in South Africa?

Yes. It is built for South African private practice and suits registered counsellors as well as psychologists. It runs in the browser and has a phone layout, so there is nothing to install.

How much do I need to know about a client before I can add them?

Only a name. You can fill in the rest later, or let the client do it: when they sign the intake and consent form, their file is created automatically with the signed PDF attached.

How does it handle couples?

A couple has one file, with each partner’s own details inside it. The relational profile records attachment style, love language, conflict style and personality type, and the risk check-in on each note is scored per partner.

Can I get a client’s record out of Wholistic?

Yes. You can export a client record to PDF at any time. Your notes can also be downloaded as a password-protected, encrypted backup.

What happens when I delete a client?

Before a client is deleted, Wholistic shows the HPCSA retention warning (6 years, or until the age of 21 for minors), so the decision is made with the record-keeping period in front of you. Always check the current HPCSA guidance for your own situation.

Free resources

Templates and guides to use today

Free to download, with no sign-up. Use them in your practice whether or not you use Wholistic.

Guides

It all connects

Features that work with this one

Enter it once. Use it everywhere. Each part of Wholistic feeds the others, so nothing is typed twice.

Free trial

Understand your private practice.

Be one of the first practitioners on Wholistic. Your first 1 month is completely free, so you can test the software in your own practice — then it’s the founders price of R68/month, with every feature included.

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  • 1 month completely free
  • Built around South African private practice
  • Built by practitioners
  • Every feature included