Note-taking software for psychologists: how to choose

Good note-taking software for psychologists saves you from writing everything down during the session, prepares a report for every session, keeps each patient's history in one place, and protects health data that is especially sensitive.

This page covers the criteria that really matter, the questions to ask a software provider before you commit, and what always remains your job.

What to expect from note-taking software

Many psychologists still take notes by hand and rewrite them later. Time is not the only issue. A note written while the patient is talking is necessarily partial, and a note rewritten hours later loses details.

Suitable software meets three simple needs.

• No more continuous writing during the session.
• A clear report for every session, organised the way you work.
• Picking up the thread of a patient in seconds before the next session, even months later.

7 criteria for choosing well

1. A capture mode that fits your sessions

Some practitioners are comfortable with live note-taking during the session, others prefer to dictate a few minutes after the patient leaves. Both are legitimate, and the choice may vary from one patient to another. Good software offers both, and lets you add your own notes.

2. A report suited to your profession and approach

A CBT-oriented psychologist does not record the same elements as a psychodynamic or systemic one. Check that the tool takes your profession and approach into account, rather than applying the same template to everyone. Ask to see a real report before you decide.

3. A patient record that keeps the history

An isolated note has little value. What saves time is seeing at a glance what was said in previous sessions, how a symptom or goal has evolved, and what needs to be picked up again. Ask to see how the software presents follow-up over time.

4. Hosting suited to health data

In France, anyone hosting health data on behalf of a practitioner must hold HDS certification (article L1111-8 of the French Public Health Code). A consumer tool or a general-purpose chatbot does not meet this requirement. Our article on HDS-certified hosting explains the details.

5. A clear contract and protected data

You remain responsible for your patients' data. The provider processes it on your behalf and must give you a data processing agreement that complies with article 28 of the GDPR. Also look at the practical safeguards. Is the data encrypted? Are the patient's name and identifying details replaced with codes before reaching the AI (this is called pseudonymisation)? Where are the servers?

6. Control over your notes

You must be able to review and correct every report, and to retrieve or delete your records. If you ever change tools, your records should be able to follow you.

7. Simple to use in session

A tool that takes ten clicks to start will not get used. Check that it works on the equipment you already have (computer, tablet, phone), and that the microphone picks up well at the distance you sit from the patient.

Questions to ask before you commit

• Where is the data hosted, and is the host HDS-certified?
• Does the AI provider keep session content after processing?
• Are the patient's name and identifying details kept separate from session content?
• Can I see a real report, for my profession?
• Can I correct a report and retrieve my records?
• What happens if the connection drops during a session?

A serious provider answers each of these questions in writing.

What software does not replace

The tool prepares the report, it does not do the clinical work. You review it, correct it, and decide what goes into the record. Hypotheses, analysis and referral decisions remain yours. Your personal working notes, for their part, are not meant to be shared. Our article on psychologists' session notes covers this distinction.

How Delta works

Delta was designed with psychologists. During the session, Delta transcribes what is said, then writes the session report within moments of the session ending, with a short summary, a detailed summary and the topics to pick up at the next session. It takes your specialty and therapeutic approach into account. You review it and correct it if needed.

Prefer not to capture the session? You can also dictate your observations right after it, and Delta writes the report in the same way.

The report is added to the patient's record, which brings together the follow-up and the goals being worked on. You find the whole follow-up and how it has evolved in one place.

Data stays in Europe, on infrastructure certified for health data (HDS), and AI processing runs on servers located in France. It is encrypted there. Before the AI writes anything, the patient's name and any information that could identify them are pseudonymised. No audio file is kept, and the data is never retained by the AI or used to train models. More details on the Delta for psychologists page.