Is my data secure with WellNotes?

Yes. We sanitize all content before processing, store no patient data on external servers, and enforce row-level security at the database level. Your clinical data stays yours.

How does the note generation work?

You type or dictate brief session observations — key topics, interventions, and client responses. WellNotes expands them into a fully structured clinical note matching your chosen template (SOAP, DAP, BIRP, etc.), using professional clinical language and proper formatting.

How does voice dictation work?

Click the microphone button and speak your session notes naturally. WellNotes transcribes your words and uses them to generate a complete clinical note. You can also upload a pre-recorded audio file. Voice dictation is available on Starter and Professional plans.

What note formats are supported?

We support 15+ formats: SOAP, DAP, BIRP, GIRP, SIRP, PIE, Treatment Plans, Intake Reports, Risk Assessments, and specialized templates for Couples, Family, Child-Family, Addiction, Group Therapy, and Supervision notes.

Is there a free trial?

Yes — every plan includes a 7-day free trial with full access to all features. No restrictions during the trial. Cancel anytime before it ends and you won't be charged.

Can I cancel anytime?

Absolutely. There are no contracts or commitments. Cancel your subscription anytime from your account settings — no questions asked.

How accurate is the AI?

Our documentation engine is trained to generate clinically appropriate language and proper formatting. You always review and can edit notes before saving — you stay in full control of every note.

Do you offer a BAA (Business Associate Agreement)?

Yes. We provide a Business Associate Agreement to all subscribers. We take data security seriously. Contact support@wellnotesai.com to request your BAA.

Does my client data get sent to third parties?

Your session content is processed through a secure API to generate notes, but all content is sanitized of identifying information before it's sent. The AI provider does not use API inputs to train their models. No protected health information is stored on any external servers.

Does WellNotes integrate with my EHR?

WellNotes currently works as a standalone documentation tool. You can copy or export your completed notes directly into SimplePractice, TherapyNotes, or any EHR system. Direct integrations are on our roadmap.

What happens to my notes if I cancel?

Your notes remain accessible for 30 days after cancellation, giving you time to export everything. We also offer a one-click bulk export option so you can download all your notes before your account closes.

How many supervision hours does an RBT need per month?

RBTs must receive supervision for at least 5% of their total direct service hours each month. For example, if an RBT provides 120 hours of direct service, they need a minimum of 6 hours of supervision. At least 50% of that supervision must be individual (one-on-one with the supervisor), and there must be at least 2 supervision contacts during the month.

What is the BACB supervision requirement for RBTs?

The Behavior Analyst Certification Board (BACB) requires that RBTs receive ongoing supervision totaling at least 5% of their direct service hours per calendar month. Supervision must include at least 2 contacts per month, and at least 50% of supervision must be individual (not group). The supervisor must be a BCBA or BCaBA under BCBA oversight. Supervision must include direct observation of the RBT delivering services.

Can RBT supervision be done via telehealth?

Yes, the BACB allows some RBT supervision to be conducted via telehealth using real-time video conferencing. However, the supervisor must still conduct periodic in-person observations. The proportion of telehealth vs. in-person supervision may be governed by state regulations, payer requirements, and the BACB Ethics Code. Always check your state licensing board and insurance payer policies for specific telehealth supervision rules.

What happens if an RBT does not meet supervision requirements?

If an RBT does not meet the minimum supervision requirements in a given month, it constitutes a compliance violation. Continued non-compliance can result in the RBT's certification being placed on a corrective action plan, suspended, or revoked by the BACB. The supervising BCBA also bears responsibility and may face ethics complaints. It is critical to track supervision hours proactively and make up any shortfalls before the month ends.

What is the difference between individual and group RBT supervision?

Individual supervision is a one-on-one meeting between the RBT and their BCBA/BCaBA supervisor. Group supervision involves multiple RBTs meeting with one or more supervisors simultaneously. The BACB requires that at least 50% of total supervision hours be individual. Group supervision can be valuable for discussing common challenges, but it cannot replace the individualized feedback that one-on-one supervision provides. Both types must include observation of the RBT providing services.

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RBT Supervision Calculator

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