For private practice, Kostenerstattung (cost reimbursement), private insurance and Beihilfe (civil-servant benefits) · Launch January 2027
The report to the Gutachter – backed by your own case file.
The Application Copilot arranges your session notes and questionnaire scores in the structure of the PTV 3, the German report form for therapy applications. Every sentence in the draft carries its source, with a date. You review, edit and write the report – personally, as the Psychotherapy Agreement requires. The Gutachter is the independent expert who reviews the application for the insurer.
At launch: 14-day trial – no credit card, first report free.
PTV 3 · KZT → LZT · VT
Matching sourcesSourced · 3 of 3 sentences
4. Treatment-relevant information Fictional case
In the twelfth session the patient carried out the exposure “speaking up in the team meeting” for the first time without safety behaviour; her tension dropped from 70 to 35. S12 · 03.09. The PHQ-9 total score was most recently 14 points, at the start of treatment 19 points. PHQ-9 · 01.09. Since mid-August she has been taking part in the weekly team meetings again. S9 · 13.08.
Sources from the case file
Session note S12S12 · 03.09.
“Exposure team meeting done, no note cards, SUD 70 → 35.”
PHQ-9 · total scorePHQ-9 · 01.09.
Course: 19 (02.06.) · 17 (15.07.) · 14 (01.09.)
Session note S9S9 · 13.08.
“Regularly back in the team meeting, taking part without avoidance.”
Excerpt of a draft, fictional case. Sentences without a source are flagged “Not sourced” so that you can add a source or delete them.
- Serversin Germany
- DPAunder Art. 28 GDPR
- No AI trainingon your data
- Purposedocumentation, no diagnosis
How it works
Your documentation becomes a draft you can verify.
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1
Notes and measurements collect in the case file
You document sessions as usual, even in bullet points. Patients answer questionnaires such as PHQ-9, GAD-7, WHO-5 and ISR via a link or QR code. Everything sits, dated, in one case file with a Chiffre (case code) instead of the patient’s name.
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2
Draft with sources
The Copilot arranges your own records in the structure of the PTV 3. Every sentence carries its source: a session note or questionnaire score, with a date. Diagnosis, prognosis and treatment plan are taken only from your verbatim entries.
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3
You review, edit, sign
The draft is your working material. You write the report and are responsible for it. Then you export it as PDF or DOCX or copy the text into your practice software.
One tool
One tool for the whole application paperwork
From the first report to the insurer's query: six modules working on the same case file. Planned scope at launch in January 2027, subject to change.
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Report with sources
Report draft following the PTV 3 structure from your own session notes and questionnaire scores, also for Beihilfe, private insurance (PKV) and cost reimbursement (Kostenerstattung) under § 13(3) SGB V. Every sentence carries its source with a date; sentences without a source are flagged “Not sourced”. You write the report and are responsible for it.
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Gutachter check
Formal check before you sign: empty sections, missing sources, consultation report (Konsiliarbericht), ICD-10-GM format, requested hours against the therapy approach. No assessment of the content, no score, no statement on the chances of approval.
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Rejection assistant
If a query or rejection arrives, the assistant helps you structure a statement, a supplementary report or the grounds for an appeal to a second expert (Obergutachten) from your case file, with sources. What you submit, you decide and are responsible for.
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Quota guard
Shows approved and used hours for each case, the steps from KZT 1 to KZT 2 and LZT, and – based on the deadlines in the Psychotherapy Guideline – the date by which a continuation application must be filed if you want to continue treatment.
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Life-history questionnaire
Digital life-history questionnaire before the Probatorik (the initial probationary sessions), via link or QR code; the answers become a source for the report.
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Letters from the case file
Short letters from the case file, for example to GPs, consultation requests, certificates, the therapist statement for a Kostenerstattung application or the therapist details sheet for Beihilfe and PKV, each with sources.
If a query or rejection arrives, one statement per quarter is included in the Copilot plan.
This applies to the Copilot plan, see Pricing. This says nothing about approval or the chances of success.
What is different
Traceable, not just well worded.
Many tools turn bullet points that you compile specially for the report into polished text. The Application Copilot works with what you record during treatment anyway.
| Topic | Usual approach | Application Copilot |
|---|---|---|
| Starting material | Bullet points gathered once for the report | A case file that grows throughout the treatment |
| Sources | None, or only summary references | A source on every sentence: session or questionnaire, with a date |
| Gaps | Noticed only when proofreading | Sentences without a source are flagged “Not sourced” |
| Course | Scores are transferred by hand | Questionnaire scores sit dated in the case file and can be cited |
| Clinical judgements | Sometimes suggestions about diagnoses or risks | No diagnosis, no prognosis, no risk assessment by the software |
| Trying it out | Often only with payment details on file | 14 days without a credit card, first report free |
Data and trust
What happens to your data
We only state what is true. Anything marked “at launch” describes the binding setup from January 2027.
- 14 daysTrial period at launch, without a credit card; the first report is free.
- 30 daysExport after the contract ends, then deletion.
- 35 daysuntil encrypted backups expire.
- Servers in Germany
- This website, the waitlist and the case files run at Hetzner in Germany; case files are encrypted per practice. During the introductory phase, this server is shared with other web projects of ours (separate containers and networks).
- DPA under Art. 28 GDPR
- For case files we act as the processor on behalf of your practice. You receive the data processing agreement, with the list of sub-processors, before the contract is concluded.
- No AI training
- Your data is not used to train AI models – not by us and not by our provider. AI processing takes place in Germany, at a C5-attested provider that does not store your data.
- Data minimisation
- Chiffre (case code) instead of the patient’s name. The application has no field for patients' names.
- Deletion concept
- You delete case files yourself at any time. After the contract ends you can export for 30 days, then everything is deleted; encrypted backups expire after 35 days.
- Encryption
- Encrypted transmission (TLS) and encrypted storage.
- Professional secrecy
- We and our staff are bound by professional secrecy under § 203 StGB (German Criminal Code), and so is our AI provider.
We currently hold no BSI C5 or ISO 27001 attestation of our own and therefore show no such seals. All details: Privacy and security
Sample report
See what a sourced draft looks like.
A complete conversion report (behavioural therapy, KZT → LZT) for a fictional case – with source references on every sentence and one flagged, unsourced sentence. The report itself is written in German.
Free tools
Calculators and checklist, no signup
Three tools you can use without an email address or an account. The calculators run in your browser; your inputs do not leave it.
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Time-savings calculator
Enter reports per year, hours for each report and the time you expect to save, and see the result in hours and euros. A worked example based on your assumptions, not a promise.
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KZT/LZT deadline calculator
Earliest request for KZT 2 (after 7 sessions of KZT 1), latest request for conversion (by the 8th session of KZT 2), approval step and maximum hours per therapy approach.
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Gutachter report checklist
The formal points to check before you sign, also as a PDF (German), no email required. More in the guides.
Privacy and security of the website: details on the Privacy and security page.
Pricing at launch in January 2027
Four plans, clearly described.
Single report
For practices that rarely apply for long-term therapy.
€34.51 per report
incl. 19% VAT · €29.00 net plus VAT · no subscription
- One report draft with source references
- Case file and questionnaires for this case
- 90 days of access, export as PDF and DOCX
Copilot
For practices that write reports regularly.
€46.41 per month
incl. 19% VAT · €39.00 net plus VAT · cancel monthly
- Unlimited report drafts
- Case files, questionnaires, link and QR code for patients
- One statement per quarter included
- Annually: €464.10 incl. VAT (€390.00 net plus VAT)
PiA
For psychotherapists in training (Psychotherapeut:innen in Ausbildung).
€22.61 per month
incl. 19% VAT · €19.00 net plus VAT · cancel monthly
- Reports and letters with sources
- Share and comment on supervision
- Quota and deadline guard
- Requires proof of training, renewed annually; statements can be booked separately
Statement
One-off, for a query or rejection.
€58.31 per statement
incl. 19% VAT · €49.00 net plus VAT · no subscription
- One statement, one supplementary report or one set of grounds for an appeal to a second expert (Obergutachten) in response to a rejection letter
- In the Copilot plan: one per quarter included
The launch covers private practice, Kostenerstattung (cost reimbursement), private insurance and Beihilfe (civil-servant benefits). Practices with a statutory-insurance licence: see Questions from practices.
At launch: 14-day trial – no credit card, first report free. Without an active booking the trial ends automatically.
Founder price: The first 50 practices that book the Copilot monthly at launch pay €29.00 net per month (€34.51 incl. 19% VAT) for 12 months instead of €39.00; after that the regular price applies. Cancel monthly; terms in the T&Cs.
Invoices are issued by our reseller Creem (Armitage Labs OÜ, Tallinn, Estonia). With a valid VAT ID, invoicing is net under the reverse-charge procedure; you then owe the VAT yourself (§ 13b UStG). Please clarify this with your tax adviser.
We will get in touch at launch in January 2027.
Waitlist
Be among the first
We will let you know about the launch and invite you to the trial period. If you are willing, we would first like a 15-minute conversation about your experience of the Gutachter process; it helps us build the right product.
After submitting, you will receive an email with a confirmation link (double opt-in). Only then are you on the list.
Frequently asked questions
Questions from practices
I hold a statutory-insurance licence (Kassenzulassung)
We will open PsyClinicAI to practices with a statutory-insurance licence once we hold the C5 attestation required by § 393 SGB V. We will notify you by email.
Where is my patients' data stored?
Case files are stored on servers of Hetzner Online GmbH in Germany, encrypted per practice. During the introductory phase, this server is shared with other web projects of ours (separate containers and networks); before we serve a larger customer base, we will move to a dedicated server. For report drafts, pseudonymised notes without names and contact details are sent to a language model. AI processing takes place in Germany at a C5-attested provider (STACKIT), with no storage and no training on your data; the provider is listed as a sub-processor and bound to confidentiality. The case file carries a Chiffre (case code), not a name.
For case files we act as the processor on behalf of your practice under a contract pursuant to Art. 28 GDPR. This website and the waitlist are hosted separately at Hetzner in Germany and contain no health data.
The report has to be written personally. Is that compatible?
The Psychotherapy Agreement (Psychotherapie-Vereinbarung) provides: “The report to the Gutachter must be written entirely in person by the psychotherapist.” This is why the Application Copilot does not write your report. It assembles your own records in the structure of the PTV 3 and shows the source for every sentence. You decide what the report says and how it is worded, and you take responsibility for it.
We are not aware of any statement by the KBV (National Association of Statutory Health Insurance Physicians) or the chambers of psychotherapists on software-assisted drafts. More in the guide AI in the Gutachter process.
Is the Application Copilot a medical device?
No. The Application Copilot is documentation and administration software. It makes no diagnoses, produces no prognoses, risk assessments or treatment recommendations, and does not interpret questionnaire scores for an individual patient. Questionnaires are shown as a total score according to the published scoring rules. The clinical judgement is made exclusively by the therapist.
Do I need my patients' consent?
Documentation within treatment generally rests on Art. 9(2)(h) and (3) GDPR in conjunction with § 22 BDSG (German Federal Data Protection Act); a separate consent is usually not required for it. You conclude a data processing agreement with us. We provide templates for a patient information sheet and an optional consent for questionnaires. Whether you additionally obtain consent is your decision, if necessary together with your data protection adviser. This is not legal advice.
How does the report get into my practice software?
You export the finished report as PDF or DOCX or copy the text into your practice software. There is no direct interface to individual practice management systems at launch. You continue to keep the treatment documentation in your own system.
Does the Copilot support Kostenerstattung, private insurance and Beihilfe?
Yes, these application routes are planned for launch. You enter necessity and urgency, diagnosis, treatment plan and prognosis yourself; the software does not phrase any of it. Whether a statutory insurer, private insurer or Beihilfe office covers the costs is decided by them alone. The Copilot makes no statement about this and gives no assurance.
Which reports are supported?
At launch: the report to the Gutachter following the PTV 3 structure for initial applications, conversions from short-term (KZT) to long-term therapy (LZT) and continuations. The federal Beihilfe form prescribes the same structure for its report. In addition: a report for an application for cost reimbursement (Kostenerstattung) under § 13(3) SGB V, reports for initial and continuation applications to private insurers (PKV) and Beihilfe, and, as letters, a therapist statement for the Kostenerstattung application and the therapist details sheet for Beihilfe and PKV.
When does the Application Copilot launch?
In January 2027. Before then, a small number of practices from the waitlist will test the product in a closed pilot. The waitlist is non-binding and free of charge; you can remove yourself at any time.