How Counseling Professionals Went Paperless with Notability

When CJ Leach began his journey as a therapist over a decade ago, his office, like many other private practices, was brimming with potential–and paper. Stacks of paper files, notepads for every client, and the constant challenge of keeping sensitive client information secure made day-to-day operations feel overwhelming. Today, as the owner of Counseling Professionals PLLC, CJ has led a digital transformation that's revolutionized how their entire practice operates. And it all started with finding the right note-taking app for therapists: Notability.

The Paper Problem in Private Practice

Imagine a therapist striving to build strong relationships with clients, while juggling physical notepads, misplacing previous notes, and worrying about the security of sensitive information scattered across paper files. This was CJ's reality for years.

"I was using pad and paper, and honestly, it wasn't working," CJ recalls. "You build up a history, sometimes 10 years worth of notes, and there's so much that can go wrong with keeping physical records."

The breaking point came when CJ realized how this inefficiency was impacting client relationships and making it harder to provide personalized therapy. How could he provide quality care when he was constantly scrambling through papers to find that crucial detail about a client's history?

A Digital Solution for Therapy Documentation

When CJ got his first iPad over 10 years ago, he began testing different note-taking apps that would be applicable for therapists, searching for something that could replicate the natural feel of pen and paper while solving his organizational pain point. After trying several options, including OneNote and other competitors, CJ discovered Notability.

"The standout feature was just the UI," CJ explains. "Once you get in [Notability] and can click on a folder, see your notes, organize them, search easily and it's just so easy to get to where you want to go. Other apps had the writing element, but they were a mess trying to find anything."

In addition to the organization and accessibility, CJ needed something that wouldn't overwhelm his team. "I know that with therapists, if you get overwhelmed, they're going to reject it. When I can show someone how to use it within an hour to meet most of their needs, then they're in."

Building a Practice on Digital Foundation

What started as a personal solution became the cornerstone of Counseling Professionals. As the practice expanded, Notability Notability was adopted as a standard tool for therapy documentation, onboarding, and daily session notes.

"Notability is so much better in terms of note keeping, security, streamlining everything, and not producing waste," CJ notes. "Now that I'm a supervisor with therapists working under me, I'm pushing for Notability to be best practice."

The transformation wasn't just about going paperless, it was about reimagining how therapy could be conducted. During sessions, when clients want to share something important like a photo or important file, CJ can immediately capture it. "I'm right in Notability and I can pop it in there and put notes to myself about where they're at now versus where they were. I'm able to grab all that information and keep it organized."

Beyond Note-Taking: A Complete Business Solution

The impact on client relationships has been profound. CJ describes how the ability to quickly access organized notes has transformed therapy sessions:

"It's so nice to be able to jump to page one where I have all of my clients' relationships and I'm able to remember key moments. The clients really appreciate that. What's the likelihood I'm going to remember some client's turtle name from when they were in eighth grade? But it was an important loss for them. Now I'm able to jump to that information instantly."

For CJ, it isn't just about convenience, it's about providing better care. When therapists can focus on their clients instead of shuffling through papers, the quality of the therapeutic relationship improves dramatically. These small but meaningful moments help therapists deliver more empathetic, client-centered care.

CJ's innovation with Notability extends far beyond traditional note-taking. Notability also plays a key role in training new therapists, team meetings, and even visual presentations., CJ is able to use screen sharing to annotate articles and images in real-time, creating engaging visual content.

"It's almost like I'm a sports announcer," CJ laughs. "I'll take an image and put it into Notability, then draw on there to show trends or highlight important points. I'm able to take notes and put them onto video so people get a better visual of what I'm asking them to do."

The app has also enabled better multitasking without disrupting the therapeutic process. One provider shared how they use Notability to quickly jot down personal reminders during sessions, then forward them out later—keeping their focus where it belongs without losing important thoughts.

Scaling Success While Maintaining Quality Care

As Counseling Professionals has grown, CJ has developed a strategic approach to technology adoption and onboarding. New providers are offered iPads pre-loaded with Notability, giving them immediate access to digital tools for client documentation and session management. 

The security benefits have proven invaluable as the practice has scaled. "If something were to happen to one of our therapists, it would be so much easier to access their iPad as company property than to go through their house claiming boxes and boxes worth of notes."

The operational improvements are clear. The practice has eliminated ongoing costs for notepads and pens while dramatically reducing the physical space needed for file storage. More importantly for CJ and his practice, is maintaining a level of security and for providers saving significant time that was previously spent searching through physical records and more time on engaging with their clients. 

"You go from carrying around a stack of binders, a notepad for every single client, to having everything in one device," CJ notes. "It not only saves space, it increases efficiency and accuracy. It's also more secure."

Advice for Therapists Going Digital

The practice continues to grow organically, with CJ eager to see how different team members might discover new use cases for the platform. When asked what he would tell other mental health practices considering a similar transition, CJ's message is clear.

"Notability simplifies everything you need to do, and it's reliable. This is a better way to stay organized and do your job."

After a decade of using Notability and successfully scaling a practice around it, CJ's enthusiasm hasn't dimmed. CJ remains excited about Notability's continued development. "You've innovated a great product, and I look forward to seeing what you come up with in the future.”

Whether you’re a solo provider or managing a growing clinic, a digital-first therapy practice powered by Notability can improve client care, ensure security, and reduce burnout.