This article is co-authored by Carepatron

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As the mental healthcare landscape rapidly evolves, artificial intelligence (AI) is emerging as a powerful ally for therapists. 

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AI is now integrated into everyday therapeutic practice, streamlining workflows, enhancing patient care, and helping licensed mental health professionals save time. According to the 2025 Financial State of Private Practice Report, one in four therapists are already using AI in their practice.

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From transcribing client sessions to assisting with treatment planning, AI tools are becoming indispensable in managing the demands of modern therapy. With the right automation tools, therapists can focus more on meaningful client interactions and mental health interventions and less on administrative overload.

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Of course, AI isn't in the position–now or ever–to replace therapists. But supported by forward-thinking platforms like Carepatron who are leading the adoption of AI solutions in therapy practices, your life is guaranteed to be easier.

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This article explores four ways that therapists in 2025 are embracing automation and AI—from AI-powered scribes to virtual companions—and how these tools are not only saving time but also improving therapeutic outcomes.

AI scribe for therapists

It's a well-known fact that therapists and other mental health care professionals often feel burdened by the time-consuming nature of writing session notes.

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AI scribe tools are here to fix that. A study involving 22 physicians using ambient AI scribe technology found that 89% reported reduced overall workload, 91% experienced improved work-life integration, and 68% observed enhanced patient engagement during sessions (Kane et al., 2024).

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The aim of an AI scribe tool is to automate the therapy documentation process by automatically transcribing client sessions and generating clinical notes using stored context.

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So how do they actually work?

AI scribe for therapists in action

Let's break down an example. For the purposes of demonstrating in detail how AI scribe tools work, we are going to use Carepatron as our example.

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The first thing an AI scribe does is transcribe a session between you and your client. Let's say you have a weekly therapy session with Client Alice Smith, conducted via telehealth.

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You've decided to use an AI scribe for the first time in your upcoming session to help you write better notes, faster. Prior to the appointment, you should inform Alice of the plan to transcribe the session, include information regarding what the transcription will be used for, and ask her to sign an informed consent form.

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From within Carepatron, you are able to adjust the transcription settings to ensure the output aligns with your needs. While you don't need to confirm these settings in order for the transcription to be effective, it allows you to be more specific about what you're looking for.

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Scribe settings: What are they?

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• Set default note template: Select one of Carepatron's pre-made templates with tested and accurate prompts. Once the session has been transcribed, this template will be auto-populated based on the transcription content.
• The generated output language: Choose the language of the transcript.
• Refer to Client as: Decide how you want the transcription to refer to your client.
• Refer to Practitioner as: Decide how you want the transcription to refer to you.
• Writing perspective: Choose between 1st person, 3rd person, or clinical format.
• Verbosity: Customize the style of the transcription (e.g. concise, standard, detailed, or super detailed).
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Scribe settings: Session with Alice Smith

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• Set default note template: Session note
• The generated output language: English
• Refer to Client as: First name
• Refer to Practitioner as: Therapist
• Writing perspective: Clinical format
• Verbosity: Detailed
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Now you have your settings saved, you're free to start the transcription. Jump on the call with Alice, hit Start transcribing, and proceed with your session as you typically would.

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Once the appointment is over and you leave the video call, the AI scribe will auto-generate the full transcription when it is ready. It will also auto-populate the default note template assigned in the settings, and automatically create a note in the client's record, attached to the appointment. 

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Within that note, you will be able to find the transcription of the appointment and any other templates if they had been used previously.

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It may seem like there are a few involved steps here, but once you have your informed consent in place and have decided on the appropriate settings, the process of using an AI scribe is guaranteed to save you time. 

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We understand you may be wary of replacing your own precision with a tool you're not used to, but that's why you can always review the populated session note and/or test the scribe's functionality with a mock audio. It is also true that the issue of patient privacy is a big concern for therapists when it comes to AI scribe tools. We’ll get into that in more detail below.

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AI scribe tools currently make up a massive part of the health tech industry, and they are only growing in scope and functionality. And for good reason. Equipped with the right kind of AI scribe, you'll be able to pretty much stop writing notes altogether, instead adopting a review process (obviously it's still important to have real human eyes across these notes). 

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The information gathered in a client's medical record will be more comprehensive and organized, and possibly most important, you'll be saving a whole lot of time that can instead go toward client care.

AI copilot for therapists

AI copilots are essentially assistants whose main goal is to make your life easier. This may seem like a broad explanation, and the truth is it is, but only because AI copilots are capable of so much that it's hard to break it down into specifics.

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In a therapeutic sense, an AI copilot will improve workflows by automating routine tasks and augmenting clinical decision-making. It's like a smart companion that works alongside you, improving the quality of the work you're doing and completing tasks on its own.

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AI copilots in a healthcare setting are so effective given their ability to understand context. What do I mean by that? As a therapist, every decision you make and conclusion you draw is predicated on your knowledge of your client.

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The treatment plan you write for a twenty-year-old may differ from a treatment plan written for a thirty-year-old, even if both clients are seeking to change similar behavioural patterns. 

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Just so, you may pursue a more frequent communication pattern (e.g. sending reminders and follow-ups) with some clients over others, depending on their needs and your previous conversations with them. 

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With every session you have, every note you take, you are forming a comprehensive understanding of the needs of your clients and consequently forming appropriate treatment plans.

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AI copilots are built to know all of that information, and help you reach the best decisions possible.

Use-case one: Treatment plans

For example, say you store your client's medical information in an online, HIPAA-compliant, EHR. This includes their previous treatment plans, modifications, medications, referral letters, signed consent forms, session notes, invoices, insurance plans, and contact details of other members of the client's care team.

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You are seeing a client who requires a new treatment plan with a specific goal in mind. You write a plan based on what you know, referring to your previous session notes. After you've completed the plan, you pull up your copilot, show it your treatment plan, and ask for its thoughts.

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Based on the comprehensive and detailed context stored within the EHR, the copilot will be able to examine the treatment plan carefully and identify any opportunities for improvement based solely on the relevant information. To this extent, AI copilots in therapeutic environments are collaborators with the sole aim of improving the care of clients.

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Again, we understand the importance of qualified therapists making the end decisions regarding all facets of a client's treatment, but the assistance provided by copilots are paving the way for more accurate and ultimately better care delivery.

Use-case two: Admin work

As we mentioned earlier, the application of copilots in a therapeutic setting is vast. We don't have time to get into every single use-case, but seeing as we've touched on a clinical benefit, let's take a look at a more administrative example.

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You already know that the AI copilots work by accessing and understanding context. But this isn't limited to the context of a specific client's medical record–they know the context of everything in the system in which it exists.

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Say, for example, you use a comprehensive practice management software to help with your admin tasks. Things like scheduling, online payments, and clinical documentation are all managed by the tool, allowing you to focus more of your time on the clinical side of things. 

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In this context, the AI copilot would know how you typically manage your workflows and can prompt you at the appropriate times, or even complete tasks by itself.

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Let's break it down.

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Assume your practice management software, as all good ones should, offers online scheduling. Clients can view your available appointments online and make bookings, you can send them session reminders via email, and the pre-appointment admin tasks are all handled.

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With an AI copilot, this remains the case, but with even less manual input from you, and a more optimized flow and outcome. The copilot will:
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• Synthesize your schedule across your calendar(s), meetings, and even co-workers schedules to identify suitable available session times. 
• Send automated reminders using whichever contact method the client has indicated is best.
• Use its knowledge of whether the client has no-showed before to prompt further reminders. 
• Schedule a suitable follow-up appointment, prompt for payment, check insurance, and identify the relevant ICD and/or CPT codes.
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All of these smaller administrative tasks are essentially managed by the AI copilot, ensuring an end-to-end optimized process. In addition to the obvious benefit of saving you time, copilots help guarantee the clients have a good experience at your practice–they can even distribute a feedback form following an appointment.

AI-assisted diagnosing and monitoring tools for therapists

AI-powered platforms are revolutionizing patient diagnosis and monitoring by integrating advanced technologies that analyze various forms of patient data. These tools help clinicians make informed decisions and support timely interventions, ultimately improving patient outcomes.

Voice recognition technologies

Voice recognition tools analyze speech patterns and vocal biomarkers that may indicate neurological or psychological conditions. For instance, subtle changes in speech can help in the early detection of cognitive decline, allowing clinicians to intervene sooner and provide necessary care.

Facial recognition analytics

Facial recognition systems assess a patient’s expressions to detect emotional states, such as depression or anxiety. By analyzing micro-expressions and nonverbal cues, these systems can help make more accurate diagnoses when combined with other clinical data.

Data analysis tools

AI-powered data analysis tools help clinicians sift through large volumes of patient data, identifying trends and patterns that support risk assessment and predictive diagnostics. These systems enhance clinical decision-making by providing valuable insights into potential health risks.

Wearable technology

Wearable devices track vital statistics such as heart rate, blood pressure, and oxygen levels. These tools continuously monitor patients and alert clinicians to any abnormalities in real time, enabling quicker interventions and better management of health conditions.

Concerns and caveats about AI for therapists

Despite the widespread adoption of AI in practice management and the recognition of its possibilities, it remains necessary to acknowledge the various concerns therapists hold regarding its implementation. 

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Naturally, these concerns typically arise from the fact that therapeutic work requires strict ethical regulations to ensure the safety of both therapist and client. 

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One of the most cited concerns is around data privacy and security. Information shared during therapy sessions is often sensitive and always confidential, necessitating stringent and effective protection. 

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Using an AI scribe tool raises the question of data breaches and insecure client records. As such, when utilizing these tools, it is your responsibility to ensure the scribe in question adheres to HIPAA regulations and other relevant regulatory compliance. 

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You should read the privacy and data storage policies of the product in detail, clarifying any questions or concerns you may have prior to sharing any information. This will provide you with a better understanding of how the data is managed, while also ensuring the privacy of your clients. 

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Another concern with AI in practice management is related to the inherently human nature of therapeutic relationships. Therapists are real people who have trained for years to do the work they do. 

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If we are relying on AI to write treatment plans, are we forgoing not merely the nuance and consideration obtained via years of training, but also the inherent empathy that sits at the core of humanity? This is a question we are likely to be grappling with for years to come. 

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For now, it’s important to understand the companionship component of AI. It is not replacing, but rather helping you–saving you time that you can then spend with your clients. 

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At the core of using AI to improve practice management sits the belief that therapists will be able to do better work if they had more time. Provided the correct procedures and regulations are being adhered to, the supportive and ethical integration of AI into therapy practice will unlock immense benefits–for every therapist and client in the entire world.

The future of AI in therapy

AI transforms mental health care by supporting professionals with tools that streamline workflows and improve patient outcomes. AI therapy platforms and mental health chatbots enhance accessibility to mental health services, offering continuous support for individuals dealing with conditions like depression and anxiety. 

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These tools assist in managing mental health issues between therapy sessions, providing additional support to patients while maintaining therapeutic relationships with human therapists.

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While AI therapist tools cannot replace human therapists, they significantly enhance their ability to deliver personalized care. AI tools automate administrative tasks, allowing mental health providers more time to focus on providing effective interventions, such as cognitive behavioral therapy (CBT). 

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AI can aid in diagnosing mental health conditions, enabling mental health clinicians to make more accurate assessments and offer timely support.

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As AI technologies advance, they will continue to play a crucial role in addressing mental health challenges. EHR software that integrates AI can automate routine tasks, such as scheduling and note-taking, allowing therapists to focus more on patient care. 

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With machine learning and natural language processing improvements, AI tools will better understand and respond to patient needs, ensuring more efficient and accessible mental health care for all.

Reference

Shah, S. J., Crowell, T., Jeong, Y., Devon-Sand, A., Smith, M., Yang, B., Ma, S. P., Liang, A. S., Delahaie, C., Hsia, C., Shanafelt, T., Pfeffer, M. A., Sharp, C., Lin, S., & Garcia, P. (2025). Physician Perspectives on Ambient AI Scribes. JAMA network open, 8(3), e251904.https://doi.org/10.1001/jamanetworkopen.2025.1904

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Saving time as a therapist is simple when you’re supported by the right tools. Carepatron is a HIPAA-compliant EHR and practice management software designed to make your life easier, so you can better help your clients. Learn more about Carepatron here.

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