Cart Gaze
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For therapy, counseling & psychiatry practices

The patient who finally worked up the courage to call should not land in voicemail.

Catch every intake call, send your booking link, and send anything clinical or urgent to your team, after hours included.

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The front of house in a practice
What it is

An answered line, in your practice’s voice

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 it leaks

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.

The first call is the hardest one to loseReaching out for therapy takes weeks of nerve. A first-time caller who hits voicemail often does not call back.
After-hours and between-session calls go unansweredPeople call when they finally have a private moment, usually evenings. If the desk is mid-session it rings out, and they keep dialling.
Insurance and ‘are you taking new patients’ stall the bookingCallers want to know whether you take their plan and have openings. They wait on a callback that never comes.
No-shows leave gaps you cannot backfill by handA late cancellation is an hour of clinical time that is hard to re-fill. The waitlist never hears that the slot opened.
See what yours is costingFree, on your own numbers, in about two minutes.
A normal day

Things it never says.

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

Tuned to how your practice actually runs

It lives on tools you own, so you always have the keys. The receptionist is priced below; the rest are separate builds, quoted on their own.

01

HIPAA-aware AI intake receptionist

Answers every call in your practice’s voice, after hours and between sessions.

  • Captures the reason for the call in minimal terms
  • Works only from a script you approve
  • Never diagnoses or gives clinical advice
intake callsHIPAA-aware
02

After-hours intake capture

When the office is closed it still answers and takes the request.

  • Sends your booking link or schedules a callback
  • The 10pm caller is still there in the morning
  • Nothing waits in a voicemail box
after-hourscapture
03

Crisis language routes to a human

If a caller’s words suggest urgency or risk, it does not try to counsel them.

  • Escalates immediately, on your protocol
  • Reaches your on-call staff, or 988
  • Routing is exactly what you tell it
crisis routingescalation
04

Insurance and appointment intake

Answers the plan and new-patient questions from your approved script.

  • Confirms whether you take their plan
  • Confirms whether you are accepting new patients
  • Captures intake basics, sends your booking link
insurancebooking
05

Reminders and reschedules

Confirms upcoming appointments and makes rescheduling a text.

  • Confirms visits to cut no-shows
  • Reschedule by text, not phone tag
remindersno-shows
06

Waitlist backfill

When a cancellation opens a slot, it offers the time to your waitlist.

  • Offers freed slots to your waitlist
  • Clinical hours do not sit empty
waitlistgap-fill
The front desk mid-morning in a practice
How it runs

Intake call to booked appointment

Starts when inbound intake call rings out, or an after-hours request lands.

Intake request sent or routed to your team, logged with a minimal data footprint. No clinical advice given.

Book a call
01
Answer & greetPicks up in your practice’s voice, no voicemail
02
Listen for urgency firstIf anything signals crisis or risk, it routes to a human or 988 before anything else
03
Capture the requestNotes the reason in plain, minimal terms: new patient, follow-up, reschedule
04
Answer from approved scriptInsurance and new-patient questions only; no diagnosis, no clinical or medication advice
05
Book or routeOffers an intake slot, sends a booking link, or schedules a staff callback
06
Hand off to staffClinical questions and anything out of scope go to a person
What it costs

Care plans, and a setup quoted once

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.

Recovery
$599/mo
after-hours missed-call coverage
  • After-hours AI receptionist
  • Booking-link routing on the call
  • Monthly recovered-call report
Where most practices start
Growth
$1,199/mo
24/7 answering + booking workflow
  • Everything in Recovery
  • Daytime overflow, not just after hours
  • Priority QA on the call script
Pro
$1,999+/mo
multi-location & advanced follow-up
  • Everything in Growth
  • Full inbound coverage
  • Custom integrations
  • White-glove onboarding
Setup from $4,000, one time, scoped after the audit. Everything beyond the phones is a separate build, quoted on its own.
Get your free audit
FAQs

Fair questions

A consultation in a practice
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.
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Before you spend a dollar, find out which intake calls are slipping past your practice and what each one is worth.

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