Online booking, charting, scheduling, invoicing, payments, and secure client communication — all in one platform designed for mental health professionals.
Booking, session notes, billing and reporting work together in one system, from the first online booking to the paid invoice.
See all featuresLet clients book online while you’re in session, and keep every clinician’s day organized in one calendar.
Document every session and walk in prepared, with notes, forms and treatment plans in each client’s record.
Get paid online, give clients superbills for out-of-network reimbursement and handle no-shows without chasing anyone.
See how your practice is doing, keep client records private and in one place, and give your team only the access they need.
Clients book online from your website, Google profile or Instagram, choosing the service, practitioner and time that suit them.
Learn more about online bookingSee every appointment for the day or week in one color-coded calendar, and reschedule with drag and drop.
Learn more about schedulingEach practitioner gets their own view of the day, so everyone knows who is coming in next.
Learn more about schedulingSet each team member’s working hours and breaks, so online booking only offers times when they are available.
Learn more about schedulingSee how Ruana handles online booking, scheduling, payments, SOAP notes, intake forms, and automated reminders — all in one workflow.
Effortless Client Booking
Let clients book therapy sessions, counseling appointments, or mental health consultations online anytime, 24/7. Ruana sends automated confirmations, reminders, and follow-ups by email and SMS — so your schedule stays organized and your no-show rate stays low.
Smooth Appointment Management
Whether you’re a solo therapist or managing a group practice, Ruana’s color-coded, drag-and-drop calendar keeps your schedule organized. Manage therapy sessions, counseling appointments, and resources with ease to maximize productivity and minimize gaps in your day — and make changes in seconds.
Digital Patient Records
Create therapy notes your way. Use ready-made templates or build your own SOAP notes, assessments, or progress charts — with fast documentation tools that save you time every day. Access client records instantly and securely. From counseling session notes to therapy progress tracking — document client care efficiently while maintaining HIPAA compliance.
Enhanced Client Engagement
Create professional invoices and keep your financial records organized with Ruana. Support private billing, superbills, and insurance-ready codes (ICD-10) commonly used in mental health practices — all in one secure platform.
Generate clear invoices for private pay or insurance reimbursement
Email receipts automatically and track outstanding balances
Manage recurring sessions and therapy packages with structured billing records
Time Management Made Easy
See exactly how your mental health practice is performing. Ruana’s dashboards show revenue trends, appointment stats, and session history — so you can track client engagement and practitioner performance. Make data-driven decisions with confidence to grow and sustain your practice.
Customizable Data Collection
Create digital intake forms, consent forms, and mental health questionnaires tailored to your practice — no technical skills required. Whether it’s therapy intake forms, counseling assessments, or progress evaluations, Ruana helps you collect the right information before, during, or after each session.
There’s even more where that came from. Explore all of Ruana’s powerful tools — built specifically for therapists, counselors, psychologists, and other mental health professionals. From appointment requests to progress notes, SOAP notes, customizable intake forms, therapy packages & memberships, and more — Ruana has everything your practice needs in one place.
See All FeaturesMost solo practitioners are taking online bookings within an hour.
Create your account and our setup guide walks you through your services, hours and booking page.
Book clients, write SOAP notes, send intake forms and invoices. Full access, no credit card.
When your trial ends, choose Solo or Professional. No contracts, cancel anytime.
Coming from another software? We import your client list for free. Book a free setup call
As clinicians, we hold patient records to the same standard in our software as in our own practice. Here is how Ruana keeps them safe.
Read our security overviewData is encrypted in transit and at rest, with automatic backups.
Your client data is stored on Amazon Web Services, built with modern healthcare safeguards in mind.
Supports HIPAA compliance for US practices, with a signed BAA. GDPR-ready for the EU, with a DPA.
Front desk staff see the schedule. Practitioners see the charts they need.
Find Ruana on
Try Ruana free for 14 days, then get 50% off your first 3 months when you subscribe. No credit card required.
Everything one practitioner needs to run their practice.
Everything you need, including:
For growing practices with a team or multiple locations.
+$19.99 per additional practitioner per month ($10.00 for the first 3 months)
Everything in Solo, and:
Offer for new subscribers only. The discount applies to your first 3 monthly payments and does not apply to the SMS add-on.
Have questions or need assistance? Contact us! We’re here to help.
Most clinics can get started in less than 30-90 minutes. You’ll have your booking page, billing, and charting ready right away. We also offer step-by-step guides and video tutorials if you need help.
No — Ruana is designed to be intuitive. But we also offer step-by-step guides and video tutorials if you need help.
You get full access to all features for 14 days — including online booking, charting, billing, and reminders. No credit card required.
Absolutely. You can create your own intake forms, SOAP note templates, and invoices.
You can add unlimited team members (admin, practitioners, or support staff) depending on your plan.
Yes! Ruana allows you to generate and print superbills for your clients. These include all the necessary codes and details so patients can submit them to their insurance providers for reimbursement.
Ruana does not currently support EDI, clearinghouse submissions, or the CMS-1500 insurance claim form. Instead, Ruana provides superbills and insurance-ready codes (ICD-10) that you can generate and share with patients or submit manually. This approach keeps billing simple and flexible while ensuring your invoices and documentation are compliant and professional. EDI, clearinghouse integrations, and CMS-1500 support are on our product roadmap for future releases.
Ruana is built to support HIPAA compliance for U.S. healthcare providers. We use secure AWS infrastructure with encryption in transit and at rest, role-based access controls, and audit-friendly system architecture. Healthcare providers remain responsible for configuring and using the system in accordance with applicable HIPAA requirements and safeguarding protected health information (PHI).
Yes. Ruana offers a Business Associate Agreement (BAA) to U.S. healthcare providers who require it under HIPAA. The BAA defines the responsibilities of Ruana as a service provider and the healthcare practice as the covered entity with respect to safeguarding protected health information (PHI).
Our team will review your inquiry and get back to you as soon as possible.
