Frequently asked questions

It depends on your role:

• Trainee ($29/mo) — provisional psychologist or registrar tracking hours independently. No ClinicFlow, no billing.
• Supervision Bundle ($59/mo) — one supervisor plus up to 3 provisionals. Includes Mentor module and 3 Logbook seats. Extra seats $15/mo each.
• Solo ($89/mo) — independent psychologist in private practice. Full ClinicFlow, 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 ClinicFlow 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 PsychFLOW, 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 Mentor 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 Mentor as well as ClinicFlow and Medicare billing.

Yes. The Trainee plan gives a provisional their own Logbook, Mastery, and Mirror modules independently. Their supervisor can review and digitally sign off weekly submissions via a secure link — no PsychFLOW account required on the supervisor's side.

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 Mentor module. Any psychologist on the Clinic plan who holds board-approved supervisor status can use Mentor 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 never deleted on cancellation. You have 30 days after cancellation to export a full copy of your records in standard formats (CSV, PDF). Clinical records are retained in read-only mode for a further 7 years in accordance with Australian health records legislation. We will never charge you for read-only access during the statutory 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.

Each AI-generated clinical output consumes one credit:

• Session note draft (SOAP, DAP, or custom format)
• Clinical letter (GP letter, referral, discharge summary)
• Treatment plan draft
• Psychometric interpretation narrative (Lens)

Administrative actions — scheduling, invoicing, Medicare claiming, logbook entries, supervision sign-offs — consume zero credits. Credits reset on your billing date each month.

• Trainee & Supervision Bundle: 0 credits (no clinical AI — no notes or billing)
• Solo: 50 credits/mo (~2–3 note drafts per working day)
• Clinic S (up to 4): 150 credits/mo (~37 per psychologist)
• Clinic M (up to 12): 400 credits/mo (~33 per psychologist)
• Clinic L (up to 25): 800 credits/mo (~32 per psychologist)
• Enterprise: custom volume by negotiation

Overage is charged at $0.10 per credit above your monthly allowance. You will receive an in-app notification and email alert when you reach 80% of your allowance each month — giving you time to adjust usage before any overage charges apply.

We do not hard-cut access to AI features mid-month. If you regularly exceed your allowance, we will contact you to discuss a better-fit plan before making any billing change. Overage charges appear as a separate line item on your next invoice.

All clinical AI processing runs on Google Vertex AI in australia-southeast1 (Sydney). Your client data never leaves Australian infrastructure. This satisfies the Australian Privacy Principles requirement 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. PsychFLOW never auto-commits AI content to a patient record.

Yes. PsychFLOW processes Medicare Patient Claims directly via the MBS for all Better Access item numbers in the 90xxx series. Claims are validated against item number rules before submission to prevent rejection. Solo and all Clinic plans include Medicare claiming.

Tyro Health terminal integration and HICAPS (private health fund rebates) are on the roadmap and coming soon.

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. PsychFLOW generates and sends Meet links automatically when a telehealth appointment is booked. This uses your practice's existing Google Workspace account — PsychFLOW does not provide a separate video infrastructure.

Yes. All clinical data is stored on Australian servers (Sydney region, Supabase). Clinical AI runs in australia-southeast1. We hold an APP compliance framework aligned to the Privacy Act 1988 and the Office of the Australian Information Commissioner's guidelines. Client data is never disclosed to overseas services.

Yes. PsychFLOW 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.

PsychFLOW 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.

Yes. MFA via TOTP (authenticator app) is available for all accounts and mandatory for elevated roles (owner, admin, clinical director). Google OAuth sign-in is also supported.

Yes. All Clinic and Enterprise plans include concierge data migration — our team handles the import of client records, appointment history, clinical notes, and financial data. Solo plans include a self-service CSV import tool with step-by-step guidance.

PsychFLOW has a specific Halaxy import pipeline built and tested. Power Diary and Cliniko migrations are handled via standard export formats.

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. Our migration team will advise on the cleanest cut-over point for your practice.

For Solo practices with the self-service tool, most imports complete in under an hour. Concierge migrations for Clinic plans typically take 3–10 business days depending on data volume and the complexity of your current system. We run migrations in parallel with your existing system so there's no forced downtime.

PsychFLOW 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.

Yes. A supervisor on the Supervision Bundle or Clinic plan can manage provisionals from different practices in their Mentor cohort dashboard. Each supervisee's logbook is scoped to their own organisation, but the supervisor has visibility across their full cohort regardless of where each provisional works.

You need an active Google Workspace account for your practice. PsychFLOW integrates with your existing Google Meet infrastructure — it generates and sends meeting 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 PsychFLOW. 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 PsychFLOW for video, and using PsychFLOW for all clinical documentation and billing.