Practice Management Software for Therapists & Coaches in New York

Sources verified 10/10/2026.

Who licenses New York therapists, and what Prexella stores for each

New York does not have separate licensing boards the way most states do. All four common therapy licenses are issued by the New York State Education Department's Office of the Professions, with a State Board advising for each profession:

License	Issued through
LCSW and LMSW	Office of the Professions: Social Work
LMHC (mental health counselor)	Office of the Professions: Mental Health Practitioners
LMFT (marriage and family therapist)	Office of the Professions: Mental Health Practitioners
Psychologist	Office of the Professions: Psychology

The workforce is large. As of July 1, 2026 the Office of the Professions counted 31,553 licensed clinical social workers (LCSW statistics) and 12,574 mental health counselors (LMHC statistics) with New York addresses.

In Prexella, your New York license number, individual NPI, group NPI, tax ID and taxonomy code live in the superbill billing settings. They are printed on every superbill automatically, so an insurer reviewing an out-of-network claim sees a New York license number next to your NPI without you typing it each month.

New York telehealth rules

PSYPACT and the Counseling Compact. New York is not a member of either. The PSYPACT map does not list New York as an enacted state, and the Counseling Compact map does not include New York among its member states. A psychologist or counselor licensed elsewhere gets no compact privilege to practice with clients located in New York.

Out-of-state practitioners. The Office of the Professions' telepractice guidance for psychology and marriage and family therapy says New York requires the practitioner to hold a New York license, or be otherwise authorized, when serving a client located in New York. The rule turns on where the client is during the session, not where they live.

How Prexella's telehealth calendar handles it. Each booking records the visit type, telehealth or in office, chosen by the client when they book. Telehealth sessions get the place-of-service code you set (10 for the client's home, or 02) on the superbill, and in-office sessions get 11. Prexella does not ask clients to confirm their physical location before each video session, so New York clinicians should confirm and note the client's location at the start of every telehealth session, as most telepractice guidance recommends.

New York insurers and cash-pay rates

Out-of-network reimbursement depends on the client's plan, so it helps to know which carriers your clients carry. KFF's 2024 market data names these as the largest insurers in New York's employer markets (large group, small group):

1. UnitedHealth Group: 16% of the large-group market and 48% of the small-group market.
2. CVS Health (Aetna): 18% of the large-group market, the largest share.
3. Elevance Health (Empire BlueCross BlueShield): 14% of the large-group market.
4. Lifetime Healthcare (Excellus BlueCross BlueShield): 19% of the small-group market.
5. Independent Health: 7% of the small-group market.

Cash-pay rates in New York are among the highest in the country. SimplePractice's analysis of 2023–2024 session fees put New York's average at $176 per session (SimplePractice), and a Zencare study reported by Becker's ranked New York the most expensive state, at about $213 (Becker's Behavioral Health). In New York City, TherapyRoute puts typical sessions at $175 to $288 (TherapyRoute).

At those rates, a superbill can return a meaningful share of each session fee to the client, which is why out-of-network practices in New York lean on them. Prexella builds them from completed sessions in one click with the CPT, ICD-10, NPI and EIN already in place.

E-signatures and record retention in New York

E-signatures. New York did not adopt the Uniform Electronic Transactions Act. It has its own Electronic Signatures and Records Act, and State Technology Law §304 says an electronic signature may be used in place of a handwritten one and has the same validity and effect, unless another law provides otherwise. Federal law (15 U.S.C. §7001, the ESIGN Act) applies to interstate transactions as well.

Prexella's e-signatures store the consent statement the client agreed to, their typed name, the drawn signature, the time, IP address and browser for every intake, consent and telehealth consent form.

Record retention. The Board of Regents rules at 8 NYCRR §29.2(a)(3) require patient records to be kept for at least six years, and records of minors for at least six years and until one year after the client reaches 21. The Office of the Professions repeats the rule in its psychology recordkeeping guidance. Prexella keeps every record in your practice's own database until you delete it, so your retention policy, not the software, sets the clock.

How New York practices use Prexella

Out-of-network first. With cash rates well above the national average, many New York therapists stay out of network and rely on superbills. In Prexella the month-end routine is short: pick the client and the month, confirm the CPT codes Prexella suggests from session length (90834 for 38 to 52 minutes, 90837 for 53 minutes or more, 90791 for the intake), add the diagnosis, and the client downloads a PDF with your New York license number, NPI and EIN.

LMSWs working toward the LCSW. New York group practices often employ LMSWs under supervision. Prexella is one flat fee for the practice, quoted on a demo call, so supervisees do not add per-seat costs, and every clinician's sessions appear under the practice's brand.

Hybrid by default. Few New York practices are purely in-office anymore. Clients choose telehealth or in office each time they book, the calendar shows both, and each session's place of service follows the visit type onto the superbill.

Prepaid sessions. At New York prices, clients and clinicians both prefer to settle payment up front. Clients buy session credits in the portal, each completed session uses one, and a late cancellation inside 48 hours applies the credit penalty automatically.

Couples and family work. Family sessions with the client present can be coded 90847 and without the client 90846 on the superbill.

What Prexella does not do in New York. It does not prepare no-fault or workers' compensation claims, it does not submit claims to a clearinghouse itself (your biller does, from the insurance billing workspace), and it does not host video, which runs in your own HIPAA-ready tool.

New York professional associations

• NASW New York State Chapter and NASW New York City Chapter for social workers.
• New York Mental Health Counselors Association (NYMHCA) for LMHCs.
• New York State Psychological Association (NYSPA) for psychologists.

Prexella across New York

Practice patterns differ a lot between Manhattan, the suburbs and the Hudson Valley, so each area has its own page:

New York practices often work across the river too; see New Jersey and Connecticut. For the profession-specific view, see social workers, counselors and psychologists, or request a demo to see Prexella set up with your own session types.