Top 5 HIPAA-Compliant Note-Taking Apps for Health & Wellness Coaches

When you work as a therapist, coach, or health professional, protecting client information is a legal requirement. That’s where HIPAA compliance comes in. If you're taking notes digitally, your app needs to meet these regulations to keep your practice secure and trustworthy.

But not all note-taking apps are created equal. You need one that balances efficiency with security, simplifying your workflow without compromising on compliance. Read on to discover five HIPAA-compliant note-taking apps designed to keep your practice running smoothly.

Profi.io

Profi is an end-to-end service delivery platform for professional services firms that supports scaling coaching, consulting, training, and therapy business. It was designed to provide a holistic, intuitive platform to grow and scale their business — so they can help more people. Profi.io streamlines everything from note taking to scheduling and billing while ensuring HIPAA compliance. Profi lets you take notes during sessions and securely share them with your clients immediately after.

Best for

Profi.io is ideal for health and wellness coaches who manage multiple clients and require an all-in-one solution to build a personalized client journey and streamline workflows. Whether you're a health or wellness coach, Profi.io helps you maintain HIPAA compliance without adding complexity to your operations.

Features

The platform offers secure note-taking, built-in video conferencing as well as integration with Zoom, automated billing, scheduling, and client management. It even provides tools for program creation and client engagement, making it a powerful option for fast-growing practices. Your clients will have access to branded portals where everything they need is in one intuitive and secure space.

Price

Profi.io offers various pricing plans depending on the size and needs of your practice. Starting at around $79 per month per seat, it provides affordable solutions for both solo practitioners and larger teams. 

Curious to see what Profi can do? Schedule a personalized demo with one of our experts, or start a Free Trial if you're a solo practitioner.

Notion

Notion is a highly customizable app that combines task management, project organization, and information storage. That’s what makes it a flexible solution for professionals who like to keep everything organized in one place. While Notion isn’t inherently HIPAA-compliant by default, it offers product configurations to make the workspace HIPAA compliant. It can be configured for compliance through Business Associate Agreements (BAAs) and additional security measures.

Best for

Notion is perfect for wellness coaches who want a versatile platform for managing not just client notes, but also their entire workflow. If you run a coaching practice that involves goal setting, tracking progress, and managing resources, Notion's flexibility can be a great fit.

Features

Notion allows you to create structured databases, integrate multimedia content, and collaborate with team members — all while ensuring client notes are organized and secure when configured properly. Its drag-and-drop interface makes it easy to adapt to your specific needs, whether you’re documenting client progress or planning future sessions.

Price

Notion’s free version offers a solid set of features, but for enhanced security and collaboration tools, the paid plans start at $10 per user per month. For larger teams or coaches handling more sensitive data, upgrading to a business plan with advanced security options is a wise investment.

Mentalyc

Mentalyc is a specialized app designed specifically for mental health professionals, offering AI-driven note-taking to streamline the documentation process. It focuses on automating the creation of clinical notes, making it easier for health coaches and therapists to maintain accurate, HIPAA-compliant records without spending hours on paperwork. Mentalyc’s AI helps summarize sessions, freeing up time for more client-focused tasks.

Best for

Mentalyc is perfect for mental health coaches and therapists who need quick, secure, and reliable note-taking. If your practice focuses on therapy, counseling, or mental wellness, and you’re looking to reduce administrative time, Mentalyc’s AI-assisted approach will be especially useful.

Features

This app includes features like automatic note generation based on session summaries, secure storage, and easy retrieval of client records. The AI helps you ensure that your notes are comprehensive, but without requiring manual input for every detail. It also integrates well with other practice management tools to further enhance your workflow.

Price 

Mentalyc offers different pricing tiers based on the size of your practice. For solo practitioners, the starting price is $14.99 per month, while larger teams can opt for more advanced plans, depending on their specific needs. 

TheraNest

TheraNest is a comprehensive practice management tool designed to meet the needs of mental health professionals. It simplifies note-taking as well as billing, and client communication, all while ensuring HIPAA compliance. It’s built to handle the day-to-day operations of therapy practices, making it easier to manage your clients and their progress securely.

Best for

TheraNest is ideal for mental health and wellness coaches who run a full practice and need a platform that integrates everything from documentation to client management.

Features

The platform includes secure note-taking, appointment scheduling, billing, and progress tracking. TheraNest also offers a client portal, where clients can book appointments, view documents, and make payments, etc. Its reporting features help coaches track session outcomes and monitor practice performance.

Price

TheraNest offers flexible pricing based on the number of active clients. Plans start at $42 per month for smaller practices, with more robust options available for larger practices that need advanced features like group scheduling and detailed reporting. 

Evernote Health

Evernote Health is a specialized version of the widely popular Evernote platform, designed with healthcare professionals in mind. It allows for organized note-taking, storing documents, and creating to-do lists, all within a secure environment that can be configured for HIPAA compliance. If you’re already familiar with Evernote’s intuitive interface, transitioning to Evernote Health is a smooth experience.

Best for

Evernote Health is ideal for wellness coaches who need a straightforward, easy-to-use note-taking solution with basic HIPAA compliance. It’s perfect for professionals who don’t need a full practice management suite but still want to ensure their notes are secure.

Features

Evernote Health offers flexible organization with notebooks, tags, and the ability to attach multimedia files. You can easily integrate text, images, audio, and even PDFs into your notes. Its HIPAA compliance setup requires a paid business plan and the signing of a Business Associate Agreement (BAA) to ensure data security for client information.

Price

Pricing for Evernote Health starts at around $10.83 per user per month for the business plan, which includes the necessary security measures for HIPAA compliance. For larger teams, there are additional options for collaboration and advanced features, ensuring that you can scale as your practice grows.

Conclusion

Choosing the right HIPAA-compliant note-taking app depends on the unique needs of your coaching practice. If you're looking for an all-in-one platform to handle everything from notes to client management, Profi.io is a robust choice. For a more flexible, customizable option, Notion offers powerful organizational tools, but you'll need to configure it for HIPAA compliance. Mentalyc is best suited for mental health professionals seeking AI-powered note-taking, while TheraNest is ideal for those needing full practice management features. Lastly, if simplicity and basic functionality are your priorities, Evernote Health is a great entry-level option with straightforward compliance.