VIA HealthTech
VIA HealthTech is a German AI documentation assistant for psychotherapists. It records sessions, transcribes them and drafts structured session notes and psychological reports. The publisher holds ISO 27001:2022 certification and a BSI C5 attestation.
What is VIA HealthTech?
VIA HealthTech is an AI-assisted practice software built for one discipline only: psychotherapy. Its publisher presents it as the first virtual assistant designed specifically for therapists, and the product does two things. It turns a recorded therapy session into a structured session note, and it drafts patient-specific psychological reports.
The documentation path is straightforward. VIA captures the audio of the session, transcribes it, then condenses the transcript into a session protocol in the note type the therapist has chosen. The full transcript stays available with speaker separation, and citation markers inside the generated note link back to the passage they came from, so every statement can be checked in context. Therapists can add their own observations during the session by handwriting on a tablet, or afterwards by dictation, and VIA folds them into the draft.
The reporting path starts from those notes. Practitioners select the relevant session protocols and any supporting documents, in PDF, Word or image form, optionally anonymise them, pick a report type and receive a draft. The templates cover the German catalogue: Erstbericht, Umwandlungsbericht and Befundbericht, with PTV-3 requirements, professional-law obligations and current literature taken into account. Everything lands in a built-in editor for correction before a one-click export, and practices can create their own templates from scratch.
Security is the argument the company leads with, and it is unusually specific. VIA HealthTech itself, meaning the company, the software and the infrastructure, holds ISO 27001:2022 certification and a BSI C5 Type 2 attestation, not merely its hosting providers. That distinction matters commercially: the publisher points out that German KBV guidance on AI requires the manufacturer to be C5-certified before a healthcare provider may process patient data on its platform. Patient data is handled exclusively on C5-certified servers in the EU and EEA, encrypted with TLS in transit and AES-256 in processing, and no AI training takes place.
The company is a Berlin-based UG founded by Lion Langer and Manuel Gremblewski, with a five-person team shown on the site. VIA runs entirely in the browser, in German, and the publisher states plainly that it is not a medical device.
What it does
- Record a therapy session directly in the browser, with no software to install
- Get a full transcript with speaker separation and citation markers linking back to the source passage
- Turn the transcript into a structured session note in the note type you choose
- Draft a psychological report from your session notes and uploaded documents
- Add your own observations by handwriting on a tablet or by dictation, and let VIA fold them in
- Edit, restructure and export the finished document in one click, in the format you want
- Build and reuse your own documentation and report templates
When to use VIA HealthTech / When not to
A quick filter to help you decide if VIA HealthTech is the right fit.
When to use VIA HealthTech
- Psychotherapists in solo or group practice who lose hours every week to session notes and report writing
- Clinics, MVZ and outpatient units that need a vendor holding its own BSI C5 attestation before patient data may lawfully be processed
- Practitioners working under German professional law who must produce PTV-3 documentation, initial reports and conversion reports
- Trainee psychotherapists (PiA) whose institute or university outpatient clinic has a partner agreement with VIA
- Members of German professional associations such as DPtV, bvvp or VPP im BDP, who receive 15% off for the first twelve months
When not to use VIA HealthTech
- Anyone looking for a clinical decision aid: VIA is explicitly not a medical device and supports neither diagnosis nor treatment
- Practitioners outside the German-speaking world, since the interface, the help centre and the report templates exist only in German
- Teams wanting to embed the tool in their own systems: there is no API and only one named practice-management integration
- Clinicians who need a permanently free tool, as the 14-day trial is the only free access on offer
- Solo practitioners on the cheapest Lite tier who need reports, because report generation is excluded from that plan
How to use VIA HealthTech
A typical end-to-end flow, from setup to results.
- Book a webinar slot or a demo through the contact page, since sign-up is not self-service
- Attend the 30 to 45 minute video session, which includes a live demonstration
- Receive the invitation email and activate your account by following the link
- Set your first and last name, your email address and a password of your choosing
- Collect written consent from your patients before using VIA in any session, as this stays your responsibility
- Choose or build the documentation template that matches your therapeutic approach
- Start the recording at the beginning of the session and work exactly as you normally would
- Add observations by handwriting on a tablet during the session, or by dictation afterwards
- Review and correct the generated note in the editor, then export it in your chosen format
- For a report, select the relevant notes and documents, pick the report type, generate, review and export
Pros & Cons
Pros
- The ISO 27001:2022 certification and the BSI C5 Type 2 attestation belong to the publisher itself, not only to its cloud providers, a distinction the site makes explicitly and repeatedly
- The retention rule is contractual and precise: by default everything is irreversibly deleted by midnight on the day it was created
- A signable data processing agreement is published openly, complete with standard contractual clauses and a professional-secrecy addendum
- Six subprocessors are named individually with their processing location, which is more disclosure than most vendors offer
- No AI training on customer data, stated across five pages and passed down contractually to all three cloud providers
- Compliance material comes with the subscription: DPIA, patient consent template, patient information flyer and the C5 attestation
- Nothing to install, immediate access in the browser, and a 14-day trial with no payment details and no automatic renewal
Cons
- German only, covering the interface, the help centre and the report templates, with no English version of the product or the site
- No API and no developer documentation, alongside a single named practice-management integration
- No permanently free plan: once the 14-day trial ends, the product is paid
- The Lite tier at EUR 49 per month excludes report generation entirely and caps documentation at 30 per month
- The EUR 99 monthly Premium price is only reachable on a twelve-month commitment, month-to-month costing EUR 119
- Each additional therapist is billed separately at EUR 49 or EUR 59 per month, so group practices scale expensively
- Clerk for authentication, Stripe for payment and PostHog for analytics all process in the United States as well as the EU, which the headline European-processing message does not convey
Pricing & Plans
There is no permanently free plan. Free access is limited to a 14-day trial covering all features for one user, requiring no payment details and ending without automatic renewal. The lowest paid entry point is the Lite plan at EUR 49.00 per user per month, available on monthly billing only; it caps documentation at 30 per month and excludes report generation. Premium costs EUR 99.00 per user per month on an annual commitment, or EUR 119.00 month-to-month, with additional users at EUR 49.00 or EUR 59.00 each. The Klinik / Institut tier is quoted individually from fifteen users upwards. All prices are stated inclusive of German VAT, and the publisher indicates that annual billing is around 20% cheaper than monthly billing.
- Demo — free — 14 days of full access
- unlimited documentation and report generation
- one user included
- Lite — EUR 49 per month
- monthly billing only — limited single access
- 30 documentations per month
- no report generation
- one user
- no additional users possible
- Premium — EUR 99 per month on an annual commitment or EUR 119 per month month-to-month — unlimited access
- unlimited documentation and reports
- one user included
- additional users at EUR 49 or EUR 59 each
- Klinik / Institut — on request — individual plan
- unlimited documentation and reports
- from 15 users
- additional users negotiated case by case
Data, GDPR & hosting
A consolidated view of how VIA HealthTech handles your data.
GDPR overview
GDPR implementation is documented concretely rather than claimed in passing. Two separate privacy notices exist, one for the software and one for the website, both drafted under Articles 13 and 14 GDPR alongside the German BDSG and TDDDG; the software notice was last updated in February 2026. An external data protection officer is named, Melissa Reinbeck, reachable at m.reinbeck@mhl.de and described as TUV-certified. Data subject rights are listed article by article: withdrawal (7(3)), access (15), rectification (16), erasure (17), restriction (18), objection (21) and portability (20). No Article 27 representative is designated, and none is required since the company is established in Germany. A signable data processing agreement is published, including standard contractual clauses and a professional-secrecy addendum, and customers also receive a DPIA, a patient consent template and the C5 attestation.
Who owns the data?
Under the publicly available data processing agreement, the therapist is the data controller and VIA HealthTech UG acts solely as a processor under Article 28 GDPR. Patient data therefore belongs to the practice, not to the vendor, and VIA may only handle it on documented instructions. A separate addendum binds the company to professional secrecy. Access is restricted by role: the publisher states that only the authorised therapist can reach session data and that its own technical support cannot. For its own purposes — accounts, billing and product analytics — VIA HealthTech UG is itself the controller, as set out in the software privacy policy of February 2026.
Reuse rights
Customers keep full freedom to reuse what VIA produces. The terms grant a non-exclusive, non-transferable licence to use the software for its intended purpose, and the generated notes and reports are exported into the practice's own records without any further permission being required. The counterpart is an obligation rather than a restriction: clause 2.1 requires the practitioner to check every generated text for accuracy and completeness before use, and clause 5.5 warns that outputs may be wrong. Inputs remain the customer's responsibility, users warranting that they hold the necessary rights and have obtained written patient consent beforehand. In the other direction the vendor restricts itself: transcription and drafting run on third-party large language models from Microsoft Azure, Amazon Web Services and Google Cloud, each contractually barred from training on the data or storing it, and the company states that no AI training takes place at all. A EUR 4,000 contractual penalty per breach backs the AI-training clause in the terms of use. No automated decision-making or profiling occurs.
Data retention & training
Hosting summary
Patient data is processed exclusively on servers and subprocessors located in the EU and EEA, all of which the publisher states are fully C5-certified, invoking section 393 of the German Social Code Book V. The software privacy policy names three cloud providers with their geography: Amazon Web Services in Germany only, Microsoft Azure in the EU and EEA only, and Google Cloud Platform in the EU and EEA only. For each, the annex records that AI training is excluded, that storage is excluded (for AWS, permitted only on the user's instruction) and that professional secrecy is accounted for. The data processing agreement lists six subprocessors with their processing location: AWS EMEA SARL in Luxembourg processing in Germany, Microsoft Ireland Operations and Google Ireland processing in the EU, and Clerk, Stripe Payments Europe and PostHog processing in the EU and the United States. Those last three handle user management, payment and product analytics rather than patient data. The marketing website itself is hosted separately by Webflow. Traffic is encrypted with TLS and processing with AES-256.
Things to keep in mind
Risks and trade-offs to weigh before adopting VIA HealthTech.
- Recording a therapy session changes it. Patients who know a microphone is running may hold back, and the therapeutic alliance the tool claims to protect is exactly what a recording can strain
- Every generated note and report must be checked by the practitioner before use, and the real risk is the human one: a plausible, well-formatted draft invites rubber-stamping rather than reading
- Documentation is a clinical skill. A practitioner who stops writing their own notes may find their capacity to formulate a case erodes over time
- Collecting and storing written patient consent stays entirely with the therapist, along with their own statutory documentation and retention duties, which the terms explicitly decline to cover
- The site sells a zero-storage architecture, but the published data processing agreement provides that data is kept encrypted once the patient-record feature is switched on: the marketing claim is more absolute than the contract
- Account, payment and product-analytics data are processed in the United States as well as the EU by Clerk, Stripe and PostHog, even though patient data stays within the EU and EEA
- An annual subscription renews automatically for a further twelve months unless cancelled four weeks before the term ends, and prices are quoted inclusive of VAT, which a therapist providing VAT-exempt services cannot necessarily reclaim
Setup & Integrations
Technical difficulty
Technically negligible. There is nothing to install, nothing to download and nothing to configure: the product runs in the browser and updates itself, so every login opens the current version. Accounts are created by invitation after a webinar or demo rather than by self-service signup, which slows the start but removes the setup work. The real effort is organisational rather than technical: obtaining written patient consent, adapting templates to your therapeutic approach, and building the habit of reviewing every draft. The publisher supplies consent templates and a patient information flyer to reduce that load.
Deployment
Integrations
Supported languages
Behind VIA HealthTech
Social
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Are patient conversations used to train AI models?
How long is my data kept?
Where is the data processed?
What does it cost, and can I try it first?
Which certifications does the publisher hold?
Do I have to label the output as AI-generated?
Is there an API or a mobile app?
Is VIA a medical device?
Is the product available in English?
Should you pick VIA HealthTech?
VIA HealthTech is a deliberately narrow product: one discipline, one regulatory framework, one language. Judged on breadth of features it looks modest. Judged on what German psychotherapists actually need before they can put patient conversations through an AI system, it is unusually well built.
The distinguishing point is not the note-taking, which several tools now do. It is that the certifications belong to the publisher rather than only to its cloud providers. VIA HealthTech states that the company, the software and the infrastructure all carry ISO 27001:2022 and a BSI C5 Type 2 attestation, and it explains why that matters: German guidance requires the manufacturer itself to be C5-certified before a healthcare provider may process patient data on the platform. The retention rule is equally concrete. Audio, transcripts, notes and reports are irreversibly deleted by midnight on the day of creation unless the practice deliberately switches on the patient-record feature, and that rule sits in a published contract rather than in a marketing headline.
The gaps are real too. There is no API, one named practice-management integration, no mobile app and no English version. The cheapest tier withholds report generation, which is half the value proposition. The advertised EUR 99 price requires a twelve-month commitment, and every additional therapist is billed separately, so a group practice reaches serious money quickly. Three service components handle account, payment and analytics data in the United States as well as the EU, which the headline European-processing message does not spell out.
The company is young, a Berlin UG with a five-person team and two open roles, and its market is effectively Germany and Switzerland. Within that market, and for a practitioner who has to justify their tooling to a professional chamber, the documentation on offer is the strongest part of the package.
- Choosing a selection results in a full page refresh.
- Opens in a new window.