Frequently asked questions

It depends on your role:

• Trainee ($29/mo) — provisional psychologist or registrar tracking hours independently. No PsychRooms Clinic, no billing.
• Supervision Bundle ($59/mo) — one supervisor plus up to 3 provisionals. Includes Supervisor module and 3 Logbook seats. Extra seats $15/mo each.
• Solo ($89/mo) — independent psychologist in private practice. Full PsychRooms Clinic, Medicare claiming, AI-assisted notes, and all training/CPD modules.
• Clinic S/M/L ($229–$749/mo) — multi-practitioner practices. 1 location included; additional locations $49/mo each.
• Enterprise (custom) — 25+ psychologists, university training clinics, multi-site networks.

Use the pricing calculator on the pricing page to get a precise estimate for your situation.

Any AHPRA-registered psychologist or provisional psychologist with an active PsychRooms Clinic workspace. Admin staff, reception, and practice managers do not count toward the seat limit and are included at no extra charge on all Clinic plans.

All Clinic plans include your first practice location. Each additional location is $49/mo (or $39/mo on annual billing). A location is a distinct physical address with its own room and calendar management — not an additional consulting room within the same building.

Practices with more than 5 locations should enquire about the Enterprise plan, which includes custom location pricing and dedicated support.

The Trainee plan is for a provisional or registrar tracking their own hours independently — their supervisor may not be on PsychRooms, or they may be on a higher degree pathway with less formal supervision requirements. They get Logbook, Mastery, and Mirror.

The Supervision Bundle is for a supervisor managing a cohort. The supervisor gets the full Supervisor module (cohort dashboard, EPA evaluations, digital sign-offs, milestone reports) plus 3 Logbook seats for their provisionals. Additional seats are $15/seat/mo.

If a supervisor is also in private practice, they should be on the Solo or Clinic plan — those include Supervisor as well as PsychRooms Clinic and Medicare billing.

Yes. The Trainee plan gives a provisional their own Logbook, Mastery, and Mirror modules independently. To review and digitally sign off weekly submissions, their supervisor needs a supervisor login, which we set up as part of onboarding.

For a richer supervision experience (cohort dashboards, EPA evaluations, structured session records), the practice should move to the Supervision Bundle or Clinic plan.

Yes. All Clinic plans (S, M, and L) include the Supervisor module. Any psychologist on the Clinic plan who holds board-approved supervisor status can use Supervisor to manage their provisional cohort — at no additional charge.

No. Monthly plans can be cancelled at any time — your access continues until the end of the current billing period. Annual plans are billed upfront for 12 months and are non-refundable after 30 days, but you are never automatically rolled into another annual term without confirmation.

Annual billing gives you 20% off the monthly rate, charged as a single upfront payment. For example, Solo on annual billing is $71/mo equivalent ($852/yr) compared to $89/mo on monthly. The annual toggle on the pricing page and calculator shows exact figures for each plan.

Your data is not deleted on cancellation. Provisionals, registrars and supervisors can export their logbook and supervision records as PDF at any time, and we keep that access open for 30 days after cancelling — these are your professional records and you take them with you. For practice data (client records, notes, invoices) we provide an export on request within 30 days of cancellation. Clinical records are then retained in line with AHPRA and Australian health records requirements — note these vary by State and Territory, and by the client's age at the time of the record. We will not charge you for access to your own records during the applicable retention period.

Yes. Upgrades take effect immediately and are prorated for the remainder of the billing period. Downgrades take effect at the start of the next billing period so you retain access to your current plan until then.

AI-assisted drafting — session notes, clinical letters, treatment plans and psychometric interpretation narratives — is included on Solo and Clinic plans under a fair-use policy. Trainee and Supervision Bundle plans do not include clinical AI, because they do not include notes or billing.

Usage is metered. The published allowances are still being set and will be announced here and in-app before they apply. If a practice's usage is far outside the norm we will talk to you first; we will not cut access or add a charge without telling you. Administrative actions — scheduling, invoicing, logbook entries, supervision sign-offs — never count.

All clinical AI processing runs in Australia, and clinical text has identifying details stripped from it in code before it reaches any AI model — the model receives the clinical content, not who it is about. Your client data is not sent to infrastructure outside an Australian region: the region is enforced in code, and a provider configured to any non-Australian region is refused rather than routed offshore. Clinical text is never used to train AI models — our clinical AI providers are used under terms that exclude customer data from model training. Clinical AI currently runs on AWS Bedrock in Sydney (ap-southeast-2), with voice transcription on Deepgram's Australian endpoint. This supports the Australian Privacy Principles requirement (APP 8) that sensitive health information not be disclosed to overseas recipients without client consent.

Yes — always. AI-generated content is presented as a draft for the clinician to review, edit, and then sign. Notes only become part of the immutable clinical record when the psychologist explicitly signs and locks them. PsychRooms never auto-commits AI content to a patient record.

Medicare claiming is built into the appointment: the item number, referral, fee and rebate are assembled from the booking and validated before submission. Lodgement runs through Tyro Health — Medicare, bulk billing and WorkCover Victoria — and is in final testing, now submitted for certification. Claim preparation is included on Solo and Clinic plans today; electronic lodgement switches on when Tyro Health goes live.

Lens includes a growing library of standardised instruments with built-in digital administration, automatic scoring, and norm-referenced interpretation. Current instruments include DASS-21, PCL-5, K10, GAD-7, PHQ-9, and others. Clinic and Enterprise plans also get access to the Lens instrument builder for custom assessments.

Lens is available on Clinic and Enterprise plans. Solo practitioners can access Lens as part of the full feature set.

No. Signed session notes are immutable — they cannot be edited or deleted after signing. This is a deliberate design decision aligned with Australian medicolegal requirements for clinical records. If a correction is needed, an addendum note can be appended to the original record with a clear timestamp.

Yes. Telehealth sessions are supported via Google Meet integration. PsychRooms generates and sends Meet links automatically when a telehealth appointment is booked. We connect it to your practice's Google Workspace during onboarding — PsychRooms does not provide a separate video infrastructure.

Yes. All clinical data is stored on Australian servers (Sydney region, Supabase). Clinical AI runs in Sydney, and identifying details are stripped from clinical text before it is processed. We hold an APP compliance framework aligned to the Privacy Act 1988 and the Office of the Australian Information Commissioner's guidelines. Clinical records and AI processing stay in Australia; email delivery and card processing use overseas providers under contract, and neither holds your clinical records — see the sub-processor list in our Privacy Policy.

Yes. PsychRooms is built specifically around AHPRA's registration standards and the Psychology Board of Australia's Code of Conduct (effective December 2025). The Logbook module is built for the 5+1 internship pathway. The system only surfaces current, active pathways — the retired 4+2 pathway is not present.

PsychRooms uses row-level security (RLS) enforced at the database layer — not just in the application. Every clinical and financial query is scoped to the authenticated user's organisation and role. Role-based access control allows you to assign owner, admin, practice manager, clinical director, finance, reception, psychologist, and provisional psychologist roles — each with appropriate access to patient records, financial data, and admin functions.

Multi-factor authentication is in active development. The design enforces TOTP authenticator apps for elevated roles (owner, admin, clinical director) and makes it available to all accounts. It is not yet released — accounts currently authenticate with email and password over an encrypted connection. We will announce MFA availability on the roadmap.

Yes, as a paid concierge service onto a new PsychRooms practice — before any clients or appointments have been created. We handle the import of client records, appointment history, clinical notes and financial data.

We moved our own practice off Halaxy with PsychRooms' import tooling, so that path is well understood. Other systems are quoted once we have seen your export.

Historical appointment and invoice data transfers across. Active Medicare claims in progress at the time of migration should be completed in your existing system before switching. We will advise on the cleanest cut-over point for your practice.

Migrations typically take 3–10 business days depending on data volume and the complexity of your current system. We run them in parallel with your existing system so there's no forced downtime.

PsychRooms supports the 5+1 Internship pathway (Provisional Psychologist) and the Higher Degree pathway. The retired 4+2 pathway is not supported — in line with AHPRA's current registration standards.

Each week, the provisional logs their DCC (Direct Client Contact), PD (Professional Development), and SUP (Supervision) hours against the eight AHPRA competency areas. At the end of the week they submit the week for supervisor review. The supervisor reviews the entries, adds comments if needed, and digitally signs off. Signed weeks are locked and form part of the board-ready logbook export.

You need an active Google Workspace account for your practice. We connect PsychRooms to it during onboarding; after that it generates and sends Google Meet links automatically when a telehealth appointment is booked. There is no separate video platform or additional subscription required.

Google Meet video is processed by Google's infrastructure, which may include servers outside Australia. The video stream itself is not stored or recorded by PsychRooms. Session notes, clinical records, and documentation created after a telehealth session are stored on Australian servers as normal.

If your practice requires fully Australian-hosted video, we recommend using a dedicated compliant telehealth platform alongside PsychRooms for video, and using PsychRooms for all clinical documentation and billing.