There is a specific moment when a psychologist realises their software is not on their side. It usually happens when they open a patient’s file and find a form full of fields they never use, with nowhere to record what actually mattered in that session.
It’s a very particular feeling, and a widespread one, with a simple explanation: most healthcare management software was not born for psychology. It was born for medical, dental or physiotherapy clinics, and adapted afterwards. It works, but it forces you to work the way a medical practice works.
HanaMind was built the other way round. And that, basically, is what explains why professionals choose it.
1. Your notes, your approach
A cognitive-behavioural psychologist does not record a session the way a systemic one does. Neither does a psychoanalyst, or someone working from transactional analysis. This isn’t an aesthetic preference: it’s the very structure of clinical work.
Almost every product on the market solves this with a free-text field labelled “observations”. Which is to say, it doesn’t solve it: it hands the problem back to you.
In HanaMind you adapt session notes, forms and records to your own methodology. You decide what gets recorded and how, because the shape of a clinical note should come from the way you work, not from a developer who has never run a practice.
2. The app moulds itself to you, not you to the app
This is the underlying difference, and it’s worth explaining slowly, because it isn’t how this market usually works.
If you need something that doesn’t exist, we build it
When a psychologist is missing a feature, the usual path is a suggestions form that ends in “we’ll pass it on to the product team”. And that’s where it dies, because in a tool with tens of thousands of users an individual request never climbs to the top of the roadmap.
HanaMind works the other way round. You tell us what you need and we build it. It might turn out to be useful for the whole community, or it might be so specific to the way you work that only you ever have it. Both are fine.
The clearest example is custom statistics: what percentage of your patients fit a particular profile, which population predominates in your practice, which presenting problems you see most. You tell us what you want to measure and we create it. Free, on any plan.
Where the limit is, stated plainly
These customisations are part of the service for as long as you have an active subscription: they’re for customers, not an open-ended promise. And we’re talking about small to medium-sized adjustments and features; anything beyond that we assess with you case by case before starting.
The patient file shows only what you want to see
No two practices use the patient file the same way. Some people handle almost everything by email and only need to see the sessions. Some record absolutely everything inside the software. Some need to upload images constantly, and some never will.
That’s why the patient file views are configurable: you decide which blocks appear and which don’t. If a section isn’t part of how you work, it stops taking up space on your screen.
It sounds like a minor detail. It’s the difference between opening a file and finding what you’re looking for, and opening a file and having to search through what you don’t use.
Modules you switch on for free, only if you need them
Right now there are three modules you can activate at no cost, and which stay off if you don’t need them:
Optional modules, at no cost
Tests
To administer assessments to your patients from the platform itself.
Statistics
Metrics about your practice that go beyond the basic numbers. If you’re doing a PhD or any research work using data from your practice, this module becomes especially useful.
Expenses
Just released. Record your practice’s expenses alongside its income, so your whole accounting lives in one place.
None of them is imposed on you. You’re the one who switches them on.
If you want nothing to change, nothing changes
And here is the other half, which matters just as much and almost nobody talks about.
A reasonable fear with fast-moving software is opening the program on a Monday and finding it different. Buttons moved, new fields, a flow that’s no longer the one you had internalised. When you’ve spent three years with a recording routine that works, any imposed change is a genuine nuisance.
That doesn’t happen in HanaMind. What gets built for another professional does not land in your account. If your way of working is already sorted and you don’t want to touch anything, you’ll never see those features. Your HanaMind stays exactly as you configured it.
Customisable means both things at once
You can ask for what you need, and you can not receive what you never asked for.
The open roadmap, for what is genuinely common
On top of that, there’s the community on Discord: any user can propose features and vote on other people’s. The proposals with the most support enter the roadmap and get implemented at no cost.
That’s the route for what serves a lot of people. The individual route stays open in parallel for what only serves you.
Software with a roadmap locked twelve months ahead and thousands of clients can offer neither.
Adapting to you doesn’t mean it’s half-finished
There’s a misunderstanding worth clearing up here, because in this sector “customisable” has sometimes been used as a euphemism for “incomplete, build it yourself”.
That is not the case. HanaMind is a finished, working product: synced calendar, clinical records, WhatsApp reminders, video calls, VeriFactu-compliant invoicing already live, accounting, consent forms, GDPR compliance. All of that is solved from day one, without you having to request anything or configure anything complicated. If it works for you as it comes, it works for you as it comes.
What changes isn’t how finished the software is. It’s how the customer is treated.
The habit in this market is that software ships closed, you adapt, and if something doesn’t fit, you learn to live with it. We start somewhere else: we ask what you need and we build it.
That’s why it sounds strange to many people the first time. Not because anything is missing, but because nobody had asked them before.
I came from Doctoralia and Clinic Cloud, and what won me over was that here everything is connected. From the calendar I can see whether a patient has paid, open their treatment file or generate a payment link without leaving the screen. And from accounting, if someone hasn’t paid, I notify them with a single button, and jump straight to their appointments.
On top of that, the treatment file is 100% customisable: you add the fields you want and hide the ones you don’t.
A month after joining HanaMind I asked for one thing: to be able to open my online appointments straight from the “Today’s schedule” section on the home screen. And it got built. Now I open the app and start working from the main page: today’s patients, the income summary, the client summary, who has signed their consent form. This platform has listened to me, and to others.
3. No patient limits, no lock-in contracts, no hostage data
Three decisions that look minor and shape the entire relationship with the tool:
What you won't run into
No plan limits the number of patients
Not even the most basic one. Your practice can grow without your bill growing.
There is no minimum term
You cancel from your own dashboard whenever you like, and keep access until the end of the period you’ve paid for.
You can export everything to CSV at any time
Patients, records, invoices. If one day you decide to leave, your data leaves with you.
And in the other direction: if you’re coming from another program, the team handles assisted migration: patients, records and appointments are transferred without you having to re-enter anything by hand.
It’s worth saying plainly: putting all this on the website is exposing yourself. Only a company that doesn’t rely on exit friction to retain clients does it.
4. What a psychologist actually uses, already included
No filler features:
Included features
Calendar
Google Calendar sync, and you choose whether it’s one-way or two-way. Full availability control, with slot blocking and your own working hours.
Multichannel reminders
WhatsApp (via the WhatsApp Business API), SMS, email and Google Calendar, fully configurable. Automatic reminders are the single most effective lever against no-shows, which in private practice are simply lost income.
Video calls included
Integrated with Google Meet, on every plan and at no extra cost. The patient installs nothing. Audio transcription is available as an add-on.
Complete clinical records
Session notes, progress tracking, attached documents, whiteboards and digital informed consent forms generated automatically.
Invoicing and accounting
Automatic invoices, income and expense control, and tax reports ready for your accountant. From the SME plan you can work with several numbering series: one shared across the whole centre, or one per professional. VeriFactu is live, not on a waiting list.
Payments
Several payment methods are available, and expanding them is one of the work streams for 2027.
Getting found and building reputation
A booking widget for your own website, PIN-protected booking links and a public HanaMind profile. From the patient’s file you can also generate a review link to send them whenever you see fit, so they can leave you a review. And we work on the SEO of those profiles so people find you through several routes, not just your own website.
For clinics
Role management and shared calendars: the centre’s manager sees the whole team’s schedule, and each professional sees only their own. Privacy between colleagues is preserved by design.
Two specific things inside this block:
Expenses module
Available now, and free. You record your practice’s expenses where you already have the income, and stop rebuilding it in a separate spreadsheet every quarter.
Unpaid invoices, solved where you spot them
In accounting you see immediately who hasn’t paid, and you send the notice from right there. Chasing an unpaid invoice is one of the most uncomfortable tasks in private practice; having it two clicks away from the screen where you spotted it removes the friction that makes it get postponed.
If you’re comparing tools, we have a separate analysis of the 5 best apps and programs for managing psychology appointments in 2026.
5. AI that doesn’t make anything up
Hana, the AI assistant, summarises a patient’s progress and answers questions about their sessions in natural language, inside their own file.
The constraint is the important part: Hana works solely on what you have recorded. It doesn’t fill gaps, doesn’t interpret on its own, doesn’t generate clinical content that isn’t in your notes. In a context where the data is a special category and the clinical responsibility is yours, that’s the only sensible way to put AI into a clinical record.
It’s an optional add-on at €14.99/month per professional who activates it, available on any plan. If only two people in a team of five turn it on, you pay for two.
6. Clinical data: where there’s no room for carelessness
Mental health data is a special category under the GDPR. Encryption, EU-based servers, automatic daily backups, 2FA and automatically generated informed consent forms are not extras: they’re the minimum. We cover it in detail in how we protect your patients’ data.
On electronic invoicing, the Crea y Crece Act and VeriFactu already affect private practice in Spain. HanaMind issues invoices in line with the regulation, so it isn’t something you have to solve on your own.
To review your own compliance
If you want to check where your practice stands before switching tools, we have a GDPR checklist for psychologists (in Spanish), point by point and free.
7. Same-day support, with a person on the other end
When you have a problem with your software it’s almost always a Tuesday at six, with a patient walking in twenty minutes later. A chatbot handing you help articles is worth nothing at that moment.
At HanaMind, support replies the same day, and a person replies. There’s no bot filtering you before you’re allowed to reach someone.
It’s the kind of thing that weighs nothing when you’re comparing tools and weighs everything on the day you need it.
8. Presence in the sector
HanaMind is listed as an official promotion for members on the electronic office of the Official College of Psychology of Western Andalusia, with preferential terms for its members in Cádiz, Córdoba, Huelva and Seville.
This year we were also at CIPIE 2026 in Madrid, with a stand and live demonstrations, introducing Hana and the rest of what’s new.
Being where the profession is, and having an official college recommend you, says something no landing page can say on its own.
Pricing, no small print
| Entrepreneur | Growth SME | Tailored | |
|---|---|---|---|
| Price | €28/month · €280/year | €40.99/month · €409.90/year | Custom |
| Profiles | 1 | 3 (up to 5 for €9.90 per person) | Unlimited |
| Storage | 1 GB, expandable | 5 GB, expandable | Custom |
| Patients | No limit | No limit | No limit |
| Video calls | Included | Included | Included |
| Hana (AI) | +€14.99/month | +€14.99/month per professional | +€14.99/month per professional |
Prices exclude VAT. Paying annually saves you two months. 14-day free trial, no credit card. You’ll find the full breakdown in the plan comparison.
So how is it different from the rest of the market?
In one sentence: almost all software in this category asks you to adapt to it, and HanaMind adapts to you.
What that means in practice
- Your notes follow your therapeutic framework.
- The patient file shows only what you use.
- You switch modules on — they don’t arrive pre-enabled.
- If you need something that doesn’t exist, it gets built, even if only you will use it.
- And if you want nothing to change, nothing changes.
That isn’t a slogan, it’s a concrete way of building the product. It’s what no other software in this market is looking at: not a longer feature list, but your actual needs.
If that fits how you work, the best way to check is fourteen days without putting in a card.
Want to see it with someone from the team first? Book a demo or drop by the Discord and ask the psychologists already using it.