Answer & greet
Picks up in your practice’s voice, no voicemail
For therapy, counseling & psychiatry practices
The patient who finally worked up the courage to call should not land in voicemail.
First calls to a therapy practice are hard to make and easy to lose. We answer every intake call, capture what they need, and send your booking link. No clinical advice, and anything urgent goes to a human or 988.
Where a practice leaks revenue
Catch every intake call, send your booking link, and send anything clinical or urgent to your team, after hours included.
Every practice in this specialty loses the same four ways. None of them is a staffing problem you can hire your way out of, which is why they persist.
(01)
The first call is the hardest one to lose
Reaching out for therapy takes weeks of nerve, and that resolve is fragile. A first-time caller who hits voicemail often does not call back. It is your highest-stakes call and the easiest to miss.
(02)
After-hours and between-session calls go unanswered
Most people call when they finally have a private moment: a lunch break, a late evening, the drive home. If the desk is mid-session the call rings out, and the motivated ones keep dialling.
(03)
Insurance and ‘are you taking new patients’ stall the booking
Callers want to know whether you take their plan and whether you have openings. When that answer waits on a callback that never comes, the booking drifts.
(04)
No-shows leave gaps you cannot backfill by hand
A late cancellation is an hour of clinical time that is hard to re-fill in time. Reminders depend on a busy team sending them, and the waitlist patients who would happily take the slot never hear that it opened up.
Things it never says.
What that looks like on a normal day — five frames from the practice front desk, before and after the phone gets help.
Things it never says.
A very short list, for once.
Never says any of this.
Please hold. Press one for this, press two for that. Can you repeat that?
Here's what it says instead.
A straight answer, first try, no menu tree required.
Most phone systems make you do the work.
Cart Gaze is built the other way around: it does the listening, you get the answer.
One call. One answer. Done.
No transfers, no repeats, no waiting for option four.
What we build
Done-for-you automation tuned to how your practice actually runs. It lives on tools you own, so you always have the keys.
HIPAA-aware AI intake receptionist
Answers every call in your practice’s voice, after hours and between sessions. It captures the reason for the call in plain, minimal terms, works only from a script you approve, and never diagnoses or gives clinical advice.
After-hours intake capture
When the office is closed it still answers, takes the request, and sends your booking link or schedules a callback, so the person who reached out at 10pm is not lost by morning.
Crisis language routes to a human
If a caller’s words suggest urgency or risk, the system does not try to counsel them. It escalates immediately to your on-call staff, your crisis protocol, or 988, exactly the way you tell it to.
Insurance and appointment intake
Answers ‘do you take my plan’ and ’are you accepting new patients’ from your approved script, captures the intake basics, and sends your booking link for the visit or the consult.
Reminders and reschedules
Confirms upcoming appointments to cut no-shows and makes rescheduling a text away instead of a round of phone tag.
Waitlist backfill
When a slot opens from a cancellation, it offers the time to your waitlist so clinical hours do not sit empty.
What you get
If your practice misses __ intake calls a week, and a new patient is worth $__ across an episode of care, here’s what’s slipping away. Run it with your own numbers.
- Intake calls missed per week — example: 7
- Value of a new patient (intake + episode of care) — example: $1,500
- Share of those calls a 24/7 line could have caught — example: half
- Built in accounts you own — no lock-in
- A human approves before anything goes live
What’s included in the build?
- + Velaire Health AI Receptionist
- + AI Booking & Reminders
- + Automated Digital Intake & Forms
- + Automated Reactivation & Recall
Treat these figures as a sketch of the math, not a promise. Drop in your own missed-intake count and what an episode of care is really worth. That is the number worth running.
How it runs
Intake call to booked appointment
Starts when inbound intake call rings out, or an after-hours request lands
01/06
Listen for urgency first
If anything signals crisis or risk, it routes to a human or 988 before anything else
02/06
Capture the request
Notes the reason in plain, minimal terms: new patient, follow-up, reschedule
03/06
Answer from approved script
Insurance and new-patient questions only; no diagnosis, no clinical or medication advice
04/06
Book or route
Offers an intake slot, sends a booking link, or schedules a staff callback
05/06
Hand off to staff
Clinical questions and anything out of scope go to a person
06/06
The outcome
Intake request sent or routed to your team, logged with a minimal data footprint. No clinical advice given
The stack
The build, tuned to
Behavioral Health
Most practices start with the receptionist. The rest are separate builds, quoted on their own.
The receptionist · priced below
Velaire Health AI Receptionist
An AI receptionist on your number that answers after-hours and overflow calls, handles the routine questions from a script you approve, and sends the patient your booking link or hands the call to your team.
Separate builds · quoted on their own
AI Booking & Reminders
Two-way text and voice scheduling that books from your live calendar, then sends the reminders that keep patients from forgetting the visit.
Automated Digital Intake & Forms
Pre-visit forms, e-sign, and insurance capture that flow into your system, so the front desk types less and the visit starts on time.
Automated Reactivation & Recall
Brings back patients who are overdue for cleanings, annual exams, and follow-ups with recall campaigns that run on their own.
Pricing
Setup from $4,000
Most practice builds land in the $3K–$5K range. Your exact quote comes out of the free audit, after we scope the calls, tools and follow-up you actually need — no commitment before that.
Growth Leak Audit
See what missed calls and slow follow-up are costing this practice, built from your own numbers.
$0
always freeWhat’s included
- Missed-call leak estimate
- Follow-up gap review
- Personalized report
- No pitch unless the numbers justify it
Velaire Health Plans
The AI receptionist on your line. You hear a test agent on a forwarded number first; it goes live only after QA and your sign-off.
from $599
/mo + one-time setupCare plans
- Recovery $599/mo — after-hours missed-call coverage
- Growth $1,199/mo — 24/7 answering + booking workflow
- Pro $1,999+/mo — multi-location & advanced follow-up
Custom automation
Everything beyond the phones: the website patients book from, the automations between your tools, the marketing OS, and one view of what happened.
Quoted
per buildTypically includes
- Conversion website with AI built in
- Workflow automation between your tools
- Marketing OS & digital marketing
- Ops dashboard & reporting
FAQs
Fair questions
No. It handles scheduling, insurance, and intake from a script you approve, and routes anything clinical, like symptoms, diagnosis, medication, or treatment questions, to your staff. It does not counsel, diagnose, or stand in for a provider.
It does not try to handle a crisis itself. If a caller’s words suggest urgency or risk, the system escalates immediately to your on-call staff, your crisis protocol, or 988, exactly the way you tell it to. The rules are yours, set before it goes live.
Every build is HIPAA-aware and runs on BAA-backed vendors, and by default it keeps a minimal data footprint, taking only what it needs to send your booking link or route the caller. We’re happy to show your practice exactly what data gets touched and where it lives before you sign anything. HIPAA-aware means built on BAA-backed vendors; it doesn’t stand in for your own compliance review.
There’s no commitment to start. You begin with a free Growth Leak Audit on your own numbers, then listen to a test agent on a forwarded number inside about three business days, well before it reaches your main line. Setup begins around $4,000 and moves with your call volume and the booking and follow-up you want running. Velaire Health care plans run $599/mo for after-hours recovery, $1,199/mo for full answering and booking, and $1,999+/mo once reminders, waitlist backfill, and reporting are included. It only goes live after QA passes and you sign off.
More verticals
We build the same engine
for other practices
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See where your practice
is leaking booked revenue
Before you spend a dollar, find out which intake calls are slipping past your practice and what each one is worth.