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CareHPCSA-compliant notes

Therapy notes software aligned with HPCSA record-keeping.

Wholistic is therapy notes software for South African practitioners. Write each note in an HPCSA-aligned layout or in your own structure, complete a short risk check-in, and let autosave, version history and encrypted backup look after the record. Notes sit at the centre of Care, the first of Wholistic’s three pillars: the record should carry the client’s story forward.

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DemoHPCSA-compliant notes: a quick tour

  • HPCSA-aligned layout

    Use the built-in structure, or your own sections with hints and required fields.

  • Risk check-in

    Suicidality, homicidality and self-harm recorded on every note.

  • Nothing lost

    Autosave as you type, and a full version history of every note.

  • Encrypted backup

    Download every note as a password-protected, AES-256 encrypted zip.

01

An HPCSA-aligned notes template, or your own structure

Start with the HPCSA-aligned layout and you have a consistent structure for every session. If you work differently, build your own sections, add hints to remind yourself what belongs where, and mark the fields that must be completed before a note is done.

  • An HPCSA-aligned layout ready to use
  • Your own sections, with hints and required fields
  • Tags and session type on every note
  • “Referral required”, which records the referral on the client
App screenshotAn HPCSA-aligned notes template, or your own structure

02

A risk assessment on every therapy note

Each note includes a short risk check-in, so risk is recorded as part of the session and not left to memory. For couples, it is scored per partner. The scores feed the risk and progress charts on the client profile and the trends on your dashboard.

  • Suicidality, homicidality and self-harm
  • Emotional presentation and response to counselling
  • Scored per partner for couples
  • Feeds each client’s risk and progress charts
App screenshotA risk assessment on every therapy note

03

Therapy notes version history and autosave

Notes save as you type. If you try to close a note with unsaved work, you are warned first. Every saved version is kept, so you can see how a note changed and when.

  • Autosave as you type
  • A warning before closing unsaved work
  • A full version history for every note
App screenshotTherapy notes version history and autosave

04

Find any note, and see what is still to write up

The Notes screen shows your recent notes and searches across all clients by content, client and tag. Past sessions with no note are listed under “To write up”, oldest first, and appear on the Dashboard To do list.

  • Search across all clients by content, client and tag
  • “To write up”: every past session with no note, oldest first
  • A “note or invoice still missing” marker on the calendar
  • A prompt to add the session to the calendar when a note has no session behind it
App screenshotFind any note, and see what is still to write up

05

Encrypted backup of your therapy notes

Your notes are yours. Download every note in one go as a password-protected zip, encrypted with AES-256, and store it wherever your own records policy requires.

  • Every note in a single download
  • Password-protected, AES-256 encrypted zip
  • Individual client records can also be exported to PDF
App screenshotEncrypted backup of your therapy notes

The Care pillar

Notes are where Care becomes a record

A note is more than a record-keeping task. It is how you carry a client’s story from one session to the next. Under the Care pillar, every note feeds the client’s profile: the risk check-in becomes a trend, last week’s session becomes this week’s starting point, and nothing you observed is lost in a folder.

Write it once. See it every time you open the client.

Reminders and messages

What gets sent, and what stays with you

Notes never send anything to a client. The reminders here are for you.

In-app, automatic

  • “To write up”: every past session with no note, oldest first
  • The same sessions on the Dashboard To do list
  • A “note or invoice still missing” marker on the calendar
  • A prompt to add the session to the calendar when a note has no session behind it

Emails

  • None. Notes never send anything to a client.

Questions

HPCSA-compliant notes: common questions

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

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Does Wholistic have an HPCSA compliant notes template?

Wholistic includes an HPCSA-aligned layout for session notes, along with autosave, version history and a risk check-in. The layout gives you the structure. What you record, and how long you keep it, remains your professional responsibility, so check the current HPCSA guidelines on record-keeping.

Is there free therapy notes software?

Some tools have free tiers, usually with limits on clients or features. Wholistic gives you 1 month completely free to test it. After that the founders price is R68 per month with every feature included, so notes, bookings, intake and invoicing are covered by one fee.

What should the best therapy notes software include?

A consistent structure, a way to record risk at every session, autosave, a version history, search across clients, and a backup you control. It also helps when the note is connected to the session and the invoice, so nothing has to be entered twice.

Can I add a safety plan to my therapy notes?

Yes. Because you can add your own sections to the note structure, you can include a safety plan section and make it required when you need it.

Can a client see my notes?

No. Notes are for you. Nothing in a note is ever sent to a client.

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