The Best TherapyNotes Alternative for University Speech Clinics

The demo looked great. The interface was clean, the notes were tidy, and for a few minutes it felt like the search was over. Then you started mapping TherapyNotes onto how your clinic actually runs, and the questions piled up fast. Where does the supervisor review a student's note before it locks? What happens to the per-clinician price when 30 students rotate through every semester? If you've hit that wall, you're looking for a TherapyNotes alternative for university clinics, and you're not wrong to.

Let's be fair from the start. TherapyNotes is good software. It's polished, it's reliable, and behavioral health private practices like it for good reason. The problem isn't quality. It's fit. A university training clinic runs on a different model than a private practice, and the tool that works beautifully for a solo counselor can quietly fall apart once you add students, supervisors, and an accreditation body watching over your shoulder.

This post walks through where TherapyNotes runs out of room for a teaching clinic, what your clinic actually needs instead, and how those needs stack up in a TherapyNotes vs ClinicNote comparison.

Why University Clinics Outgrow TherapyNotes

TherapyNotes was built for behavioral health practices. Its templates assume DSM diagnoses and psychotherapy models, its roles assume licensed clinicians, and its pricing assumes a stable roster of paid providers. None of that is a flaw. It's just a different building than the one you're trying to run.

Start with the money. TherapyNotes uses a per-clinician monthly model. That's a sensible way to price software for a practice with five therapists. It's a budgeting headache for a clinic that adds a fresh cohort of student clinicians every semester, each of whom needs an account. The University of Wisconsin-Milwaukee looked at exactly this and found a polished product that was financially unaffordable for a sliding-scale teaching clinic. When your seat count swings with the academic calendar, a per-seat price tag works against you.

Then there's supervision. TherapyNotes offers a co-sign step, and co-signing sounds close to what a training clinic needs. It isn't. Co-signing is a signature at the end. A teaching clinic needs the part that comes before the signature: a supervisor reading a student's draft, leaving feedback, and sending it back to be fixed and learned from. That review loop is the entire reason a student is documenting in your clinic in the first place. A TherapyNotes alternative built for training has to treat that loop as the main event, not an afterthought.

What a University Speech Clinic Actually Needs

So what should you hold any university speech clinic software to? Four things separate tools built for teaching clinics from tools that were built for something else and pointed in your direction.

First, a real supervision workflow. Your supervisors need to review a student's documentation and give feedback before the note is finalized, not rubber-stamp it after. ASHA expects clinical educators and clinical fellowship mentors to be genuinely involved, including direct supervision hours and ongoing monitoring throughout a fellow's experience.¹ A clinical fellow alone has to complete at least 36 weeks and 1,260 hours under a qualified mentor before earning certification.² If your software can't show a supervisor where a student's note stands and let them act on it, you're tracking that oversight in a spreadsheet on the side.

Second, caseload control. A student should see the clients they're assigned and no one else. This isn't a preference, it's a privacy line. Records on students seen in a college clinic generally fall under FERPA as education or treatment records rather than HIPAA, and the U.S. Department of Education and HHS have issued joint guidance precisely because campuses have to get this right.^3,4 Your IT department will also want network-level controls, like IP address restrictions, before they sign off. Caseload restrictions and IP filtering aren't nice-to-haves at a university. They're the price of admission.

Third, templates that fit speech-language pathology. Your students document articulation, language, fluency, voice, dysphagia, aphasia, and AAC. A mental-health template set doesn't cover any of that, so faculty end up reshaping their teaching materials to fit the software. That's backwards. The software should fit how you teach.

Fourth, room for more than one discipline. Plenty of university clinics run SLP next to audiology, occupational therapy, or counseling. A single-discipline tool means separate systems, separate logins, and separate headaches for the same student who walks between two clinics in one afternoon. One system that holds all of it keeps your reporting in one place and your students learning one workflow instead of three.

TherapyNotes vs. ClinicNote, Point by Point

Here's an honest TherapyNotes vs ClinicNote comparison for a training-clinic setting. TherapyNotes wins on what it was built for. ClinicNote wins on what your clinic needs.

The pattern is consistent. Where TherapyNotes is strong, it's strong for a private practice. Where it's thin, it's thin in exactly the places a teaching clinic feels the most pressure: oversight, privacy, budget, and curriculum fit. For what it's worth on the question of whether a tool like this can actually run a teaching clinic, 117 speech clinics document on ClinicNote today, part of 175+ clinics and 7,000+ users across the system.

If you want the longer side-by-side, ClinicNote keeps a dedicated ClinicNote vs. TherapyNotes comparison for speech clinics.

Keep the Way You Teach

Here's a question worth sitting with: should you change how you teach documentation to fit a piece of software? Most program directors would say no, and yet that's the trade a lot of EMRs quietly ask for.

ClinicNote was built the other direction. You send the templates your faculty already use, the SOAP notes, evaluations, progress reports, lesson plans, and treatment plans you've refined over years, and we rebuild them as fill-out forms inside the system. Your curriculum stays intact. Your students learn documentation the way your program teaches it, not the way a vendor decided was easiest to code.

UWM is a good example of how far that flexibility goes. When their clinic needed diagnosis codes the system didn't have yet, ClinicNote added thousands of them on request. When a compliance deadline meant they needed a custom report, it was built within a week. That's the difference between software you adapt to and software that adapts to you.

What Switching Actually Looks Like

Switching an EMR is stressful. Anyone who tells you otherwise hasn't done it during a semester. So it's worth knowing what the move actually involves before you commit.

The basics are fast. Most users get comfortable with ClinicNote in about one to two hours of guided training, and a full implementation runs around 60 days. That speed matters more in a teaching clinic than almost anywhere else, because your students change every semester. Onboarding can't depend on one faculty member's memory or a 40-page handout. It has to be repeatable, simple, and ready for a brand-new cohort twice a year.

And then there's support, which is the part directors tend to underrate until they need it. Here's how UWM's clinic director, Stacey Nye, put it: "My favorite thing about ClinicNote is the customer support. Everyone has been so incredibly patient and willing and generous with their time." A training clinic is going to have questions during onboarding week. You want real people answering them.

So Which One Fits Your Clinic?

The real question was never whether TherapyNotes is good software. It is. The question is whether it was built for a teaching clinic, and on supervision, caseload control, academic pricing, and SLP templates, the honest answer is that it wasn't.

Whatever you choose, hold the finalists to two standards: a real supervision loop and true caseload control. Those two things separate software made for training clinics from software made for somewhere else and aimed at you. The best TherapyNotes alternative for university clinics is the one that treats student oversight and student privacy as the main job, not a setting you bolt on later. Get those two right and the rest of the evaluation gets a lot easier.

Want to see how it works for a training clinic? ClinicNote's university speech clinic software was built from faculty feedback to support student-supervisor documentation, caseload restrictions, and the templates you already teach with. Work with us and we'll show you how it fits your program.

Sources

1. https://www.asha.org/certification/supervision-requirements/
2. https://www.asha.org/certification/clinical-fellowship/
3. https://www.hhs.gov/hipaa/for-professionals/faq/518/does-ferpa-or-hipaa-apply-to-records-on-students-at-health-clinics/index.html
4. https://studentprivacy.ed.gov/resources/joint-guidance-application-ferpa-and-hipaa-student-health-records