About This Comparison: This analysis is based on published pricing data, 200+ verified user reviews from G2, Capterra, and Software Advice, conversations with IDD agency administrators, and hands-on demos of both platforms current as of January 2025. Neither Therap nor CareLogic sponsored this content.
Last Updated: January 2025
Choosing the right Electronic Health Records (EHR) system can make or break operations at agencies serving individuals with intellectual and developmental disabilities. After analyzing 200+ user reviews and speaking with IDD administrators, I've put together this detailed comparison of two leading platforms: Therap and CareLogic.
Quick Verdict: Therap excels for large agencies prioritizing EVV and person-centered documentation, while CareLogic offers better customization and clinical depth for mid-sized organizations needing flexible workflows.
Before diving into features and pricing, let's address what matters most for IDD agencies in 2025:
Regulatory compliance (EVV mandates, HIPAA, state-specific requirements)
Staff adoption rates (learning curve impacts your timeline)
True total cost (beyond the quoted per-user pricing)
Integration capabilities (billing systems, state portals, payroll)
Both platforms serve the IDD sector, but they approach these priorities differently. If you're already using Therap and want a deeper dive into its specific features, check out our complete Therap review and pricing guide.
Therap uses tiered volume pricing that becomes more economical at scale. For very small organizations with 1-10 users, you're looking at approximately $180-$200 per user per month, translating to a monthly investment between $1,800 and $2,000. As your agency grows to 11-50 users, the per-user cost drops to the $120-$150 range, bringing your monthly spend to somewhere between $1,320 and $7,500 depending on your exact user count.
Mid-sized agencies with 51-100 users see further savings, paying around $100-$120 per user monthly for a total investment of $5,100 to $12,000 per month. Once you cross the 100-user threshold, Therap's pricing becomes significantly more competitive at $65-$100 per user, starting at $6,500 monthly for larger operations. For enterprise-level agencies with 1,000 or more users, custom pricing is available and typically negotiated based on specific organizational needs.
Additional Therap Costs: Beyond the monthly subscription, Therap charges a one-time implementation fee ranging from $2,000 to $8,000, depending on your agency's complexity. If you're migrating data from a previous system, budget an additional $1,500 to $5,000 for data migration services. Initial training sessions are included in your implementation package, but additional training beyond the standard offering costs $500 to $1,200 per session. The good news is that Therap doesn't charge separate setup fees for standard deployment.
CareLogic typically costs less per user but has different economics. Small agencies with 1-25 users pay approximately $125-$160 per user per month, with monthly investments ranging from just $125 for a single user up to $4,000 for 25 users. Growing organizations with 26-75 users benefit from volume discounts, paying $95-$125 per user monthly for a total spend between $2,470 and $9,375.
Larger agencies with 76-150 users see the per-user cost drop to $80-$95, resulting in monthly investments from $6,080 to $14,250. Organizations with more than 150 users can expect to pay $65-$80 per user per month, with costs starting at $9,750 monthly for the largest agencies.
Additional CareLogic Costs: CareLogic's implementation costs are typically higher than Therap's, ranging from $3,500 to $12,000 as a one-time expense. You'll also need to budget for setup and configuration fees between $1,000 and $3,000. If you need custom reporting capabilities beyond the standard templates, expect to pay an additional $500 to $2,500. Integration fees vary significantly depending on which external systems you're connecting, so these should be quoted specifically for your needs.
Break-Even Analysis: Agencies with 75+ staff typically find Therap more cost-effective long-term, while smaller agencies (under 50) may save with CareLogic's lower implementation costs.
Week 1-2: Foundation
Administrator accounts and organizational hierarchy
Site and program configuration
Security settings and user privilege templates
System preferences (session timeouts, branding)
Week 3-4: User Onboarding
Staff account creation (can be bulk-imported via Excel)
Individual intake process for clients
Role-based access assignment
Mobile app deployment
Week 5-8: Workflow Configuration
T-Log templates customization
ISP (Individual Service Plan) setup
Incident reporting workflows
eMAR (electronic Medication Administration Record) configuration
EVV rules and geofencing
Week 9-12: Training & Go-Live
Staff training sessions (typically 2-4 hours per role)
Parallel documentation period
Troubleshooting and adjustment
Full system adoption
Real User Feedback on Setup: "Quite a bit of set-up involved, but worth the effort. The user privilege system was confusing initially—took us about 6 weeks to get everyone comfortable." — Director of Operations, 85-person agency
Common Setup Challenges:
Learning curve for privilege assignment (who sees what)
EVV geofence configuration requires precise address data
Module navigation feels overwhelming initially
Excel import formatting must be exact
Week 1-3: System Design
Database architecture planning
Custom field creation
Form builder configuration
Workflow mapping sessions
Week 4-6: Data Migration
Historical data import
Client records transfer
Document scanning/uploading
Verification and cleanup
Week 7-10: Customization
Report template creation
Dashboard configuration
Automated workflow setup
Integration with existing systems
Week 11-16: Training & Adoption
Role-specific training (typically 3-6 hours per role)
Super-user certification
Practice environment testing
Phased rollout by department
Real User Feedback on Setup: "CareLogic's implementation took longer than expected—about 4 months—but the customization options meant we could adapt it to our existing processes instead of changing everything." — Clinical Director, behavioral health agency
Common Setup Challenges:
Longer implementation timeline (typically 3-4 months vs Therap's 2-3)
Higher consultant involvement needed
More complex training requirements
Customization decisions can feel overwhelming
Therap EVV: Built-in mobile EVV with GPS tracking, Telephone-based check-in option, Real-time verification alerts, Automatic claim matching for billing, Exception reporting for missed visits, Scheduling interface described as "clunky", Limited offline functionality
CareLogic EVV: Integrated EVV with flexible scheduling, Multiple verification methods (GPS, phone, QR code), Better scheduling interface per user feedback, Robust offline mode, EVV requires additional module purchase, Real-time syncing sometimes delayed
Winner for EVV: Therap—it's included in base pricing and purpose-built for IDD agencies requiring EVV compliance.
Therap Documentation:
T-Logs: Daily progress notes with customizable templates
ISPs: Person-centered planning tools
Incident Reports: Structured reporting with automatic notifications
GER: General Events Reporting for non-incident documentation
Data Collection: Custom forms for behavior tracking, goals monitoring
User Experience: "Therap's documentation requires a lot of clicking and scrolling. What should take 2 minutes often takes 5-6. The interface feels dated." — Direct Support Professional
CareLogic Documentation:
Clinical Notes: More robust clinical documentation templates
Treatment Plans: Comprehensive planning tools
Assessment Tools: Standardized assessments with scoring
Custom Forms: Unlimited form builder capability
Progress Tracking: Visual progress indicators
User Experience: "CareLogic allows us to document the way clinicians actually think. The customization means less workaround documentation." — Licensed Therapist
Winner for Documentation: CareLogic for clinical depth; Therap for IDD-specific workflows.
Therap Billing:
Automated claim generation from EVV data
Claim matching and verification
Basic billing reports
Integration with major billing clearinghouses
Service authorization tracking
Limitations: Not a full practice management system—many agencies use separate billing software.
CareLogic Billing:
Full revenue cycle management
Claim scrubbing and submission
Denial management workflow
Payment posting
Accounts receivable tracking
Payer-specific rule engines
Winner for Billing: CareLogic—it's a complete billing solution, while Therap requires third-party integration for full functionality.
Therap eMAR: Electronic medication administration records, Photo verification of medications, Automatic alerts for missed doses, PRN tracking and documentation, Medication error reporting, Limited pharmacy integration
CareLogic Medication Management: Full ePrescribing capability (with additional module), Drug interaction checking, Pharmacy integration options, Comprehensive medication history, More complex setup required
Winner: CareLogic for clinical settings requiring ePrescribing; Therap for residential IDD medication administration.
Strengths:
Native iOS and Android apps
Offline documentation capability (limited)
Push notifications for incidents/communications
Simplified interface for direct care staff
Quick clock-in/out for EVV
Weaknesses:
"App frequently logs out, requiring re-authentication"
Slower loading on older devices
Some features only available on desktop
Mobile documentation more limited than web version
User Rating: 3.8/5 based on app store reviews
Strengths:
Responsive web design (works in mobile browser)
Full feature parity between mobile and desktop
Robust offline mode with automatic syncing
Customizable mobile dashboards
Weaknesses:
No dedicated native app (browser-based only)
Requires stable internet for optimal performance
Mobile interface can feel cramped on smaller screens
Learning curve for touch-based navigation
User Rating: 3.5/5 based on user feedback
Winner: Therap for dedicated app experience; CareLogic for feature completeness.
Available Reports:
Standard compliance reports
Service delivery metrics
Incident trend analysis
Medication administration reports
Billing/EVV verification reports
User Feedback: "The reporting interface is Therap's weakest point. Reports are basic, and creating custom reports requires contacting support. We often export to Excel to get the insights we need." — Quality Assurance Manager
Limitations:
Limited custom reporting
No visual dashboards in standard package
Report generation can be slow
Export options are basic
Available Reports:
200+ pre-built report templates
Custom report builder
Visual dashboards with real-time data
Scheduled automated reports
Drill-down analytics
User Feedback: "CareLogic's reporting was the deciding factor for us. We can answer board questions in minutes instead of days." — CFO, multi-site agency
Strengths:
Powerful custom report builder
Data visualization tools
Real-time business intelligence
Export to multiple formats
Winner: CareLogic significantly outperforms Therap in reporting capabilities.
Native Connections:
State EVV portals (varies by state)
Basic HR/payroll systems
Select billing clearinghouses
SComm (secure internal messaging)
API Availability: Limited—primarily for state reporting connections
User Experience: "We struggled to connect Therap with our accounting software. Ended up with a lot of manual data entry." — Finance Director
Native Connections:
HL7 interfaces for clinical systems
Lab system integrations
Pharmacy systems
Accounting/ERP systems
State reporting portals
Credentialing systems
API Availability: Robust RESTful API for custom integrations
User Experience: "CareLogic's API allowed us to build exactly what we needed. Connected our timekeeping, billing, and clinical systems seamlessly." — IT Director
Winner: CareLogic offers significantly more integration flexibility.
Support Channels:
24/7 live phone support
Email support (response within 24 hours)
Live chat during business hours
Online knowledge base
Video tutorials
Training Resources:
Initial implementation training included
Ongoing webinars (free)
Regional user conferences
Train-the-trainer programs
User Satisfaction: 4.1/5 for support responsiveness
Common Praise: "Support staff really understand IDD workflows—they speak our language."
Common Complaint: "Sometimes takes multiple calls to reach advanced technical support for complex issues."
Support Channels:
Business hours phone support (24/7 for critical issues)
Email ticketing system
Client portal for documentation
User community forums
Training Resources:
Implementation training (additional cost after initial)
Recorded training modules
Annual user conference
Custom training sessions available ($$$)
User Satisfaction: 3.7/5 for support responsiveness
Common Praise: "When you get through to the right person, they're extremely knowledgeable."
Common Complaint: "Support can be hit-or-miss. Sometimes issues take days to resolve."
Winner: Therap provides more accessible, IDD-focused support.
Both platforms meet essential healthcare compliance requirements:
HIPAA compliant, SOC 2 Type II certified, Data encryption (in transit and at rest), Role-based access controls, Audit trails for all data access, Regular security audits, Business Associate Agreements available
Purpose-built for IDD sector (understands specific state requirements)
Automatic compliance with most state EVV mandates
Built-in incident reporting meets regulatory requirements
ONC-certified for meaningful use (healthcare setting)
More granular access controls
Advanced consent management
Support for HITRUST framework
Winner: Tie—both are secure and compliant for IDD use.
Positive Experiences:
"Therap transformed how our 200+ staff communicate about the people we serve. Everyone has real-time access to critical information, which has eliminated so many gaps in care." — Executive Director, residential services
"The EVV integration with billing saved us approximately 15 hours per week in manual reconciliation. ROI was clear within 3 months." — Operations Manager
Critical Feedback:
"The learning curve is real. We lost two office staff members who couldn't adapt to the system during implementation. Make sure you have dedicated trainers." — HR Director
"For the price we pay, the interface should be modernized. It feels like software from 2010." — Program Coordinator
Positive Experiences:
"As a clinician, I appreciate that CareLogic lets me document the way I was trained, not force me into IDD-specific boxes. The flexibility is worth the higher setup cost." — Licensed Clinical Social Worker
"Our state reporting is automated now. Before CareLogic, one person spent 40 hours per quarter compiling reports manually." — Quality Director
Critical Feedback:
"Implementation took 5 months instead of the promised 3. The customization options mean lots of decisions, and we didn't have clear guidance on best practices." — CEO, small agency
"The system can do anything, but that also means it's complex. New staff take 2-3 months to become proficient vs. weeks with simpler systems." — Training Coordinator
Pros: Purpose-built for IDD sector, Superior EVV functionality, More intuitive for direct care staff, Better pricing at scale (75+ users), Excellent customer support, Lower implementation costs, Faster time to full adoption (2-3 months)
Cons: Dated interface design, Limited customization options, Weak reporting capabilities, Poor integration with non-IDD systems, Excessive clicking for documentation, Not ideal for clinical/healthcare settings
Pros: Highly customizable workflows, Robust clinical documentation, Superior reporting and analytics, Better billing/revenue cycle management, Strong integration capabilities, Modern interface design
Cons: Longer implementation timeline (3-4 months), Higher initial setup costs, Steeper learning curve, EVV less optimized than Therap, Support quality inconsistent, Customization can feel overwhelming
Best Fit For:
Large IDD agencies (75+ staff)
Organizations prioritizing EVV compliance
Residential and day program services
Agencies with mixed technical literacy among staff
Organizations needing quick implementation
Community employment and vocational services
Decision Factors:
Your state has specific EVV mandates
Direct care staff will be primary users
You need person-centered documentation tools
Budget allows $100-$150/user/month at your size
You value responsive, specialized support
Not Ideal If:
You need robust clinical documentation beyond IDD basics
Advanced reporting is a priority
You require deep integration with healthcare systems
You're a small agency (<25 staff) where per-user cost is prohibitive
Best Fit For:
Mid-sized agencies (50-150 staff)
Organizations providing behavioral health + IDD services
Agencies with dedicated IT resources
Clinically-focused programs
Organizations needing custom workflows
Agencies requiring sophisticated reporting
Decision Factors:
You need clinical depth beyond basic IDD documentation
Billing/revenue cycle management is in-house
You have time for 3-4 month implementation
Customization aligns with your unique processes
Data analytics drive your decision-making
Not Ideal If:
You need immediate EVV solution
Limited IT support available
Staff training capacity is constrained
You prefer industry-standard IDD workflows
Budget is tight for implementation
CareSmartz360 ($60-$80/user/month)
Lower cost point
Simpler implementation
Good EVV functionality
Limited customization
Credible ($75-$120/user/month)
Strong clinical documentation
Good reporting
Flexible enough for IDD
Higher learning curve
SwyftOps ($40-$70/user/month)
Basic feature set
Quick setup
Limited support
Good for straightforward workflows
For healthcare practices looking at other software options, you might also want to explore our SimplePractice review for therapy practices or our Zoho One complete guide for comprehensive business software suites.
Before committing to either platform, answer these questions:
1. Size & Growth Questions:
How many users will you have in Year 1? Year 3?
Are you planning to acquire other agencies or expand services?
What's your annual staff turnover rate?
2. Workflow Questions:
Do your state regulations require specific documentation?
How clinically complex is your documentation?
Do you need the system to adapt to you, or can you adapt to it?
3. Technical Questions:
Do you have dedicated IT staff or support?
What systems must integrate with your EHR?
How technically proficient is your workforce?
4. Financial Questions:
What's your total budget including implementation?
Can you afford 3-4 months of parallel systems during transition?
What's your expected ROI timeline?
5. Support Questions:
How critical is 24/7 support access?
Do you have internal training resources?
Will you need ongoing system customization?
Choose Therap if: You're an established IDD agency needing reliable EVV, person-centered documentation, and user-friendly tools for direct care staff. The higher per-user cost is offset by lower implementation expenses and faster adoption.
Choose CareLogic if: You need extensive customization, robust reporting, and clinical depth—and you have the implementation budget and timeline to properly configure the system to your needs.
My Personal Take: After reviewing both platforms extensively, I'd recommend Therap for 70% of traditional IDD agencies. It's purpose-built for the sector, and while the interface needs modernization, the workflow logic makes sense for how IDD services actually operate.
CareLogic is the better choice for organizations that blend behavioral health with IDD services, have sophisticated reporting requirements, or need the system to match existing clinical workflows rather than adapt to software-defined processes.
Does Therap offer a free trial?
No, Therap doesn't offer a free trial. However, they provide live demos and can arrange site visits to agencies currently using the platform. Most sales processes include a 30-60 day evaluation period with a small user group before full implementation.
Is CareLogic better for small agencies?
Not typically. CareLogic's higher implementation costs and complexity make it less cost-effective for agencies under 50 staff. The customization capabilities that justify the investment really shine at larger scales.
Can I switch from Therap to CareLogic (or vice versa) later?
Yes, but it's expensive and disruptive. Data migration costs $5,000-$15,000, and you'll face 2-3 months of reduced productivity. Choose carefully upfront—switching EHR systems is a major undertaking.
Which has better mobile functionality?
Therap has a dedicated mobile app that's more user-friendly for direct care staff in the field. CareLogic's mobile experience is browser-based but offers more complete functionality. Choose based on whether your priority is simplicity (Therap) or completeness (CareLogic).
How long until staff are fully proficient?
For Therap, expect 4-8 weeks for basic proficiency and 2-3 months for advanced users to become fully comfortable with the system. CareLogic requires a longer learning curve—8-12 weeks for basic proficiency and 4-6 months for power users to master the platform's full capabilities.
Do either integrate with QuickBooks or other accounting software?
CareLogic has native accounting integrations. Therap requires manual export/import or third-party middleware. If accounting integration is critical, this favors CareLogic.
What happens if my internet goes down?
Both systems have limited offline capabilities. Therap's mobile app allows some offline documentation with automatic sync when connectivity returns. CareLogic's offline mode is more robust but requires initial setup. Neither is truly functional without internet for extended periods.
Which is better for meeting state reporting requirements?
Therap has pre-built connections to more state IDD systems and EVV portals. CareLogic requires more custom configuration for state reporting. Verify your specific state's compatibility with both vendors.
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